From amacneill at sbctc.edu Tue Sep 13 19:59:53 2022 From: amacneill at sbctc.edu (Amy MacNeill) Date: Wed, 14 Sep 2022 02:59:53 +0000 Subject: [Coldg] ctcLink Subject Matter Experts - We Need Your Input! [RTM Scope Transfer Review] Message-ID: Sent on behalf of Tara Keen, Director ctcLink Project Management Office: Good afternoon, Commission & Council members, College Collaboration Group members, ctcLink Points of Contact, and ALL Subject Matter Experts: Calling ALL SMEs! We need your help... 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. 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 May 31, 2022 meeting. 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: * The requirement was fully met, * The requirement was de-scoped without official governance approval, * A decision was made to delay implementation of functionality, or * There was insufficient information from colleges to determine the appropriate course of action to proceed with fulfilling these requirements. The PMO team, in coordination with the Support organization, has now completed that work and documented those 250 requirements. We are now seeking system-wide input to close the loop. Invitation to Review and Comment on the Transferred RTM Scope * 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: * RTM Transferred Scope - Finance * RTM Transferred Scope - Human Capital Management * RTM Transferred Scope - Campus Solutions * Requirements were classified into three categories, with the category listed in the heading of each RFP ID: * Slated for De-Scope * 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. * Requirement Satisfied * The PMO Team, in conjunction with the Support organization, determined that the functionality exists in ctcLink. Links to relevant Quick Reference Guides are provided. * Requirement Clarifications Needed * 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. What's next? The PMO Team will work with the ctcLink governance groups to review the requirements in the following order: * Slated for De-Scope items will be brought before Working Group in small batches for an "official" decision, per the schedule outlined in the RTM guides. SMEs with feedback (either agreeing with or objecting to the recommendation) should reach out to the PMO Team PRIOR 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. * Requirement Satisfied 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 PRIOR to the decision date (currently targeted for early 2023). * Requirement Clarifications Needed - Timeline will be established in conjunction with relevant interest groups to ensure proper vetting has occurred. Please take some time to review the guides provided and email the SBCTC ctcLink Project Management Office at PMO Team with your input/feedback. Not sure where to start? Click the link (above) for the RTM Scope Transfer guide for your pillar area. Open the "Requirement Details" folder. In the Working Group schedule section (at the bottom) look at the date each requirement is scheduled for de-scope. Find the earliest requirement in your functional area of expertise. Do you have any concerns with a requirement slated for de-scope? We have time to go through these requirements. We really want to hear from you! Amy MacNeill | Project Coordinator - ctcLink Project Management Office Team WA State Board for Community and Technical Colleges amacneill at sbctc.edu | (360) 704-1065 -------------- next part -------------- An HTML attachment was scrubbed... URL: