Next Group of Colleges Ramps Up for ctcLink Deployment
Developing the ctcLink Bench
While PeopleSoft technology will change how we do things and requires countless technical tasks, ctcLink is, first and foremost, a “people project.” The people side of things is vitally important and includes setting expectations, addressing resistance and concerns, changing habits and providing support.
ctcLink Project Managers (PMs) and Organizational Change Managers (OCMs) are taking advantage of development opportunities offered by the ctcLink Project Management Office (PMO). More than just increasing skills and learning a common language to take back to campus, these workshops and trainings are an opportunity for PMs and OCMs to get to know each other, network and compare notes.
Recent and upcoming activities
- Organizational Change Management (OCM training): one-day session was held at SBCTC, Oct. 9 and 10, 2018
- Project Management training: Two-day session at SBCTC, Oct. 18-19, 2018
- Project Management Summit at Pierce College Fort Steilacoom – one-and-a-half days, Nov. 1-2, 2018
Deployment Group Updates
Each college in a ctcLink deployment group undergoes five phases: Initiation, Structure, Construct, Transition and Deployment.
Deployment Group 2 is off and running
Deployment Group 2 (DG2) colleges ̶ Clark College, Community Colleges of Spokane, Tacoma Community College and SBCTC ̶ are in the Structure Phase. With the Global Design Review and Business Process Fit/Gap sessions behind them, DG2 is now focused on local configuration, validation and conversion activities with a Go-Live date scheduled for October 2019.
For DG2, Clark College and SBCTC go through their initial implementation of ctcLink, while Spokane and Tacoma (which implemented in 2013), are going through an “upgrade,” focused on the adoption of PeopleSoft Fluid (a responsive interface for better user navigation) and Campus Solutions 9.2, as well as implementing the new chart of accounts and security redesign.
Remediation work continues to be a priority, working in parallel with the deployment activities. The list is getting shorter since the project relaunched in January 2018, but several remaining items (such as new solutions for online admissions, continuing education, and budget planning) are big-ticket items and on the critical path to complete with the goal to implement in DG2. Remediation status updates are available on a regular basis to the ctcLink Project Managers and, as of October 2018, are included in the ctcLink Executive Leadership Committee ctcLink Steering Committee meeting presentation.
With Deployment Group 3 (DG3) close behind, the ctcLink PMO is taking a close look at project resource overlap between DG2 and DG3 activities.
The PMO is monitoring all scope and timing of the new Chart of Accounts, Budgeting Tool, Continuing Education, and Online Admissions Application implementations.
The ctcLink Steering Committee recently approved the draft request for proposals (RFP) for an online student enrollment system for continuing education students. The RFP is now posted to the Department of Enterprise Services bid opportunities website and closes Nov. 15, 2018.
The Global Design/Configuration Framework and previous Common Process Workshop (CPW) recommendations continue to move through the governance process for approval.
Deployment Group 3 preps for starting line
DG3 colleges ̶ Cascadia College, Lower Columbia College, Olympic College, Peninsula College, Pierce College District ̶ are now in their Initiation Phase, heading toward a project kick-off in January/February 2019 and Go-Live date of January/February 2020. The Initiation Phase includes all project planning preparation tasks and PeopleSoft environment builds.
As each college prepares to enter a deployment group, it will have already undergone a set of activities leading to the starting line of that deployment group’s timeline. Initiation activities and deliverables include:
- Resource plan and budget
- College project charter
- Baselined project schedule
- Organization Change Management plan
- Communication plan
- Local college training plan
- Risk management plan
- Data cleansing plan
- Legacy business process mapping
- Supplemental systems assessment
On the horizon for DG3 colleges
- Project Management Summit: one-and-a-half day session at Pierce College Fort Steilacoom, Nov. 1-2, 2018
- DG3 Pre Kick-Off: Friday, Nov. 2, 2018, 12:30 to 2:30 p.m., Pierce College Fort Steilacoom
- Bi-Weekly DG3 PM Meetings: biweekly meetings begin Wednesday, Nov. 7, 2018
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