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<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<i><span style="font-size:12.0pt">Sent on behalf of Tara Keen, Director ctcLink Project Management Office:<o:p></o:p></span></i></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt">Good afternoon, Commission & Council members<span style="color:#1F497D">,
</span>College Collaboration Group members, ctcLink Points of Contact,<span style="color:#1F497D">
</span>and <b>ALL</b> Subject Matter Experts:<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<b><i><span style="color:#0070C0">Calling ALL SMEs! We need your help…<o:p></o:p></span></i></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt">When the ctcLink Implementation Project began in 2012, 2,488 requirements were defined as a part of the original Request for Proposals (RFP). These original 2,488 requirements were tracked in a Requirements Traceability Matrix
(RTM), a tool used to track the original requirements and trace their delivery in a matrix form through implementation, amendment, or agreement to de-scope.
<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:12.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt">In 2022, when the ctcLink Implementation Project came to a close, 250 of the original 2,488 requirements were transferred from ctcLink “Project” scope to the SBCTC IT/ ctcLink Project Management Office (PMO) by approval of the
ctcLink Project Steering Committee during its <a href="https://www.sbctc.edu/colleges-staff/it-support/ctclink/project-steering-meeting-minutes.aspx">
<span style="font-family:"Franklin Gothic Book",sans-serif;color:#0563C1">May 31, 2022 meeting</span></a>.<span style="color:#1F497D">
</span><i><span style="color:#1F4E79"> </span></i><span style="color:#1F497D"><o:p></o:p></span></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">The intention of the scope transfer was to ensure sufficient time for these 250 requirements to be fully researched through the project historical archives to determine whether:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-list:l1 level1 lfo1">
<span style="font-size:12.0pt">The requirement was fully met,<o:p></o:p></span></li><li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-list:l1 level1 lfo1">
<span style="font-size:12.0pt">The requirement was de-scoped without official governance approval,
<o:p></o:p></span></li><li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-list:l1 level1 lfo1">
<span style="font-size:12.0pt">A decision was made to delay implementation of functionality, or<o:p></o:p></span></li><li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;mso-list:l1 level1 lfo1">
<span style="font-size:12.0pt">There was insufficient information from colleges to determine the appropriate course of action to proceed with fulfilling these requirements.<o:p></o:p></span></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<b><i><span style="font-size:12.0pt;color:#0070C0">The PMO team, in coordination with the Support organization,
<u>has now completed that work</u> and</span></i></b><b><i><span style="font-size:12.0pt">
<span style="color:#0070C0">documented those 250 requirements. We are now seeking system-wide input to close the loop.</span>
<span style="color:#0070C0"><o:p></o:p></span></span></i></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto"><b><span style="font-size:14.0pt">Invitation to Review and Comment on the Transferred RTM Scope<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level1 lfo2">
<span style="font-size:12.0pt">We want Subject Matter Experts (SMEs) to be aware of the requirements. To support this awareness, a set of guides were produced to allow SMEs to see which requirements were transferred to the PMO for review, with details around
why the scope was transferred, and the results of the research. Below are the links to each pillar guide:<o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level2 lfo2">
<span style="font-size:12.0pt"><a href="https://ctclinkreferencecenter.ctclink.us/m/112604/l/1594092-rtm-transferred-scope-finance"><span style="font-family:"Franklin Gothic Book",sans-serif;color:#0563C1">RTM Transferred Scope - Finance</span></a><o:p></o:p></span></li><li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level2 lfo2">
<span style="font-size:12.0pt"><a href="https://ctclinkreferencecenter.ctclink.us/m/112604/l/1594933-rtm-transferred-scope-human-capital-management"><span style="font-family:"Franklin Gothic Book",sans-serif;color:#0563C1">RTM Transferred Scope - Human Capital
Management</span></a><o:p></o:p></span></li><li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level2 lfo2">
<span style="font-size:12.0pt"><a href="https://ctclinkreferencecenter.ctclink.us/m/112604/l/1595228-rtm-transferred-scope-campus-solutions"><span style="font-family:"Franklin Gothic Book",sans-serif;color:#0563C1">RTM Transferred Scope - Campus Solutions</span></a><o:p></o:p></span></li></ul>
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level1 lfo2">
<span style="font-size:12.0pt">Requirements were classified into three categories, with the category listed in the heading of each RFP ID:<o:p></o:p></span></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level2 lfo2">
<b><span style="font-size:12.0pt">Slated for De-Scope</span></b><span style="font-size:12.0pt"><o:p></o:p></span></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level3 lfo2">
<span style="font-size:12.0pt">These are requirements that appear to have had a decision log entry de-scoping the requirement. In many cases the reasoning for the de-scope is straightforward (e.g., we didn’t buy an optional module, we don’t perform that function
as a system because it’s handled by another agency, or our system doesn’t use that functionality). In each case the reasoning for the de-scope is provided, along with any reference to decision log entries.<o:p></o:p></span></li></ul>
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level2 lfo2">
<b><span style="font-size:12.0pt">Requirement Satisfied</span></b><span style="font-size:12.0pt"><o:p></o:p></span></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level3 lfo2">
<span style="font-size:12.0pt">The PMO Team, in conjunction with the Support organization, determined that the functionality exists in ctcLink. Links to relevant Quick Reference Guides are provided.
<o:p></o:p></span></li></ul>
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level2 lfo2">
<b><span style="font-size:12.0pt">Requirement Clarifications Needed</span></b><span style="font-size:12.0pt"><o:p></o:p></span></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="color:#1F497D;margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level3 lfo2">
<span style="font-size:12.0pt;color:windowtext">It was determined that these requirements were not delivered, and additional information is needed. SMEs are invited to provide any relevant context for these requirements. Small group discussions, council/commission
meetings, and ctcLink College Collaboration Group sessions will be utilized to confirm whether the requirement is still needed and define concrete, actionable requirement definitions. Colleges will be asked to prioritize these well-defined requirements for
action to be taken to ensure their path to Production (live in the ctcLink system). Feedback times for each item will vary depending on the scheduling of the discussion topic in the proper forum.</span><span style="font-size:12.0pt"><o:p></o:p></span></li></ul>
</ul>
</ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto"><b><span style="font-size:14.0pt">What’s next?<o:p></o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt">The PMO Team will work with the ctcLink governance groups to review the requirements in the following order:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level1 lfo2">
<b><i><span style="font-size:12.0pt">Slated for De-Scope</span></i></b><span style="font-size:12.0pt"> items will be brought before Working Group in small batches for an “official” decision, per the
<a href="https://ctclinkreferencecenter.ctclink.us/m/112604/l/1594933-rtm-transferred-scope-human-capital-management#working-group-de-scope-meeting-schedule">
<span style="font-family:"Franklin Gothic Book",sans-serif;color:#0563C1">schedule outlined in the RTM guides</span></a>. SMEs with feedback (either agreeing with or objecting to the recommendation) should reach out to the PMO Team
<b>PRIOR</b> to the Working Group decision date on those items slated for de-scope. That feedback will be taken to governance and included in the decision discussions.<o:p></o:p></span></li><li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level1 lfo2">
<b><i><span style="font-size:12.0pt">Requirement Satisfied</span></i></b><i><span style="font-size:12.0pt">
</span></i><span style="font-size:12.0pt">items will be brought before Working Group in one batch for an “official” decision to confirm these requirements are satisfied and finalized. SMEs with feedback (either agreeing with or objecting to the recommendation)
should reach out to the PMO Team <b>PRIOR</b> to the decision date (currently targeted for early 2023).<o:p></o:p></span></li><li class="MsoNormal" style="margin-top:6.0pt;margin-bottom:6.0pt;margin-left:-.25in;mso-list:l0 level1 lfo2">
<b><i><span style="font-size:12.0pt">Requirement Clarifications Needed</span></i></b><i><span style="font-size:12.0pt">
</span></i><span style="font-size:12.0pt">– Timeline will be established in conjunction with relevant interest groups to ensure proper vetting has occurred.</span><o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt">Please take some time to review the guides provided and email the SBCTC ctcLink Project Management Office at
<a href="mailto:%3cpmoteam@sbctc.edu%3e"><span style="font-family:"Franklin Gothic Book",sans-serif;color:#0563C1">PMO Team</span></a><span style="color:#1F497D">
</span>with your input/feedback.<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto"><b><span style="font-size:14.0pt">Not sure where to start?
<o:p></o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<i><span style="font-size:12.0pt;color:#0070C0">Click the link (above) for the RTM Scope Transfer guide for your pillar area</span></i><i><span style="font-size:12.0pt">.<span style="color:#0070C0"> Open the “Requirement Details” folder.
</span> <span style="color:#0070C0">In the Working Group schedule section (at the bottom) look at the date each requirement is scheduled for de-scope. Find the
<b><u>earliest</u></b> requirement in your functional area of expertise. Do you have any concerns with a requirement slated for de-scope?
</span><o:p></o:p></span></i></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in">
<span style="font-size:12.0pt">We have time to go through these requirements. We really want to hear from
<b>you</b>!</span><span style="font-family:"Franklin Gothic Book",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#222A35">Amy MacNeill</span></b><span style="color:#222A35"> | Project Coordinator – ctcLink Project Management Office Team<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:#5E7594">WA State Board for Community and Technical Colleges<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="color:#5E7594"><a href="mailto:amacneill@sbctc.edu"><span style="color:#0563C1">amacneill@sbctc.edu</span></a> | (360) 704-1065<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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