ctc Link New Improved Process BAR Council Update

ctc. Link New & Improved Process BAR Council Update Yakima Valley College May 4 th, 2018

WHO AM I? Emmett Folk ctc. Link Project Manager for Finance & HCM ISN’T SOMEONE ELSE ON THE AGENDA? Christy Campbell ctc. Link Project Director 2

WHAT ARE WE TALKING ABOUT TODAY? • The repeatable deployment process • Major project phases and how activities are divided • College and SBCTC Deliverables for each phase • The ctc. Link governance model and process • College project staffing 3

THE REPEATABLE DEPLOYMENT PROCESS

THE REPEATABLE DEPLOYMENT PROCESS The core of the new ctc. Link project deployment approach is the Integrated Work Plan (IWP). The work in the IWP is divided up into major project phases, each with their own set of major work packages as well as college and SBCTC deliverables. Major work packages include things like the Global Design Refresher/Adoption sessions and conversion execution and validation. Examples of college deliverables include Legacy business process design documentation, data validation sign-offs, and end-user training delivery. 5

EXAMPLE DEPLOYMENT APPROACH/TIMELINE 2018 JAN APR JUL 2019 OCT Upgrade Project JAN APR 2020 JUL OCT JAN APR JUL 2021 OCT JAN APR JUL 2022 OCT JAN APR JUL OCT TCC, CCS 1 College SBCTC College Prep Work Deployment 3 6 Colleges College Prep Work Deployment 4 College Prep Work 8 Colleges Deployment 5 College Prep Work 8 Colleges Deployment 6 College Prep Work 8 Colleges Contingency Deployment TBD 6

COLLEGE ALIGNMENT TO DEPLOYMENT GROUPS # Deployment 3 1 Peninsula College Deployment 4 Deployment 5 Columbia Basin College Green River College Wenatchee Valley Shoreline Community College Present Moran Lower Columbia Present 3 Identify Centralia College Grays Harbor College agreed-upon proposal to presents College Deployment criteria & WACTCcriteria to Criteria with 4 Olympic College process. Highline College Skagit Valley College to Tech for project input from WACTC-Tech Moran to Big Bend Community leadership IWPPierce Work. College District Bellevue College 5 for review & develop College for approval (2) PMs Group approval criteria and Edmonds Community Bellingham Technical 6 alignment College process Seattle College Whatcom Community District (3) 7 College 2 Cascadia College 8 Total 6 9 Everett Community College 8 Deployment 6 Walla Community College Renton Technical College Moran Bates presents Technical College Southanalysis Puget Sound recommen Community dation to Lake Washington ctc. Link Institute of Technology Clover. ELC Parkfor Technical vote College Yakima Valley College 7 7

PROJECT PHASES Initiation - Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates * Blue = College Work Packages Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] Deploymen t - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned - College Change Action Plan Execution - Performance Test - Go/No Go Decision 8

THE CTCLINK GOVERNANCE MODEL AND PROCESS

GOVERNANCE RE-DESIGN BENEFITS • Greater Visibility and Transparency • Timely Decisions • Projects move fast and need timely decisions to continue to stay on track • Multiple Governance Levels • Each level authorized for different decision based upon scope, timeline and budget • Combined College and SBCTC staff to ensure appropriate collaboration for ctc. Link Production and Project work effort. 10

Highlights of ctc. Link Governance Working Group Steering Committee Executive Leadership Team Meets Weekly Meets Bi-Monthly Meets Monthly Decisions on Implementation Schedule within Budget and Overall Timeline Schedule Changes within Deployment Schedule Changes Impacting Overall Deployment Decisions on Scope within Budget Decisions on Overall Total Project Budget Decisions on Training Plan Decisions on Changes to Global Configurations Decisions on Overall Scope of the Project Decision on OCM Plan Working Group Appeals Decisions on Unresolved Appeals Decisions on Configuration Management within Scope 11

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EXCEPTION PROCESS Working Group Appeals brought by sponsor: 1. Colleges (Executive Sponsors) 2. Commissions (Chairs) 3. Data Governance (Co-Chairs) 4. SBCTC (Deputy Executive Directors) Required Written Documentation to include: 1. Why the appeal is compelling 2. Any budgetary and cost/benefit impact of the appeal 3. Why alternatives are not possible and why reconsidering the decision is the only available option 13

COLLEGE PROJECT STAFFING

COLLEGE PROJECT STAFF • • • Executive Sponsor 100% Dedicated Project Manager Organizational Change Management Lead College Test Coordinator(s) Training Facilitation Coordinator College Communications Lead Reporting Lead per Pillar IT Security Role Lead Help Desk Staff Plus: Pillar Leads, Module Subject Matter Experts 15

COLLEGE RESOURCE ROLES • Workbook provided listing all college SME and Project roles and how many hours recommended for participation/work in each work package at a high level. • Sub-tabs showing each workshop and training and roles recommended to participate. 16

COLLEGE RESOURCE ROLES DEFINED College Resource Guide: Help colleges identify who on their campus fills each roll. Colleges will report contact information assigned to each role as the enter the implementation cycle 17

RESOURCE ROLES DEFINED IN THE IWP • College and State Board Resources Defined in the Project Schedule • All workshops, training, homework assignments or tasks that involve college staff are identified by the role 18

MAJOR PROJECT PHASES, WORK PACKAGES, AND DELIVERABLES

PROJECT PHASES Initiation - Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates * Blue = College Work Packages Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] Deploymen t - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned - College Change Action Plan Execution - Performance Test - Go/No Go Decision 20

COLLEGE & SBCTC INITIATION PHASE • Focused on Key College Activities Leading Up to Implementation Readiness • 6 Key Performance Indicators Show Readiness for Implementation Phase • Focused on Prep for Next Deployment Group • Assessment of College Initiation % Complete for Implementation Readiness 21

MAKING IT TO THE IMPLEMENTATION GATE ü 100% dedicated Project Manager üIdentified OCM Lead üIdentified SMEs üActive Executive Sponsor üCompleted Legacy Business Process Maps üPerformed Change Impact Analysis üDeveloped Change Action Plans üPerformed Supporting Systems Analysis 22

INITIATION PHASE DELIVERABLES 23

ORGANIZATIONAL CHANGE MANAGEMENT ctc. Link is more of an organizational change management project than it is an IT project. 24

ORGANIZATIONAL CHANGE MANAGEMENT Change Management is the practice of applying a structured approach to transition and organization from a current state to a future state to achieve expected benefits: Key Activities: • • Stakeholder Analysis Readiness Assessments Change Impact Assessments and Actions Benefits Realization 25

PROJECT PHASES Initiation - Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates * Blue = College Work Packages Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] Deploymen t - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned - College Change Action Plan Execution - Performance Test - Go/No Go Decision 26

STRUCTURE PHASE WORK PACKAGES Global Design Adoption Business Process FIT/GAP • Global Configurations • Enterprise Managed Processes • SME Specific Topic Sessions • Concurrent with Bio/Demo Conversion (Cycle #1) • Business Processes • Change Discussions • UAT Test Definition • End User Training Definition • Concurrent with Conversion (Cycle #2) 2 weeks of Monday. Thursday Workshops 4 weeks of Monday. Thursday Workshops Local Configuration Functional Test • Configuration Homework Assignments • Configuration Entry • Local Configuration Guides • Continues through Conversion (Cycle #3) College Homework Assignments (Canvas) User Material Builds • Review/Update Training Materials • Review/Update UAT Materials Project Team Keeping Things Current 27

GLOBAL DESIGN REFRESHER/ADOPTION • Different from the Global Design Review in DG 2 • Review of the global configuration footprint • Understand enterprise processes • Walk through business process diagrams, system and slides • Focus is on the change management aspects of globally configured items or frameworks 28

BUSINESS PROCESS FIT/GAP • What Will Change – College Change Action Plans • Updating Business Process Flows • Merging Lucid Chart BPDs & Common Process Flows • User Acceptance Test Scope Definition: • End-to-End Business Processes, Data Scenarios & Error Conditions • End User Training Definition • Special training needs for unique populations • Configuration (Homework Assignments Reviewed) • Sessions Scheduled Monday – Thursday (4 weeks) • Only SMEs related to that topic need attend • Remote Participation Support with In Room Facilitation • Concurrent: Conversion Related Configuration 29

STRUCTURE PHASE DELIVERABLES 30

PROJECT PHASES Initiation - Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates * Blue = College Work Packages Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] Deploymen t - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned - College Change Action Plan Execution - Performance Test - Go/No Go Decision 31

CONSTRUCT PHASE WORK PACKAGES CEMLI Retrofits • Analyze Customization Deltas for Target Release Versions • Update Customizations • Unit Test Customizations • Migrate to Functional Test System/ Conversion • Run in 5 cycles • Align to Homework Assignments • Legacy Data Cleanup Before Each Cycle • Crosswalk Updates by College SMEs • Guided Data Validation • Formal Sign-Off Each Cycle Integration Test • Performed by Project Functional Team • Tests Module to Module and Pillar to Pillar Integration • Performed in Two Rounds Security Matrix Mapping • Align Legacy Menu/Page Access to New People. Soft Tasks Based Roles • Done Prior to UAT • Verify Security in UAT Parallel Test • Each Pillar (3 activities) • Payroll • Tuition Calculation • Monthly Close • Legacy & PS • Lead by Project Functional • Guided Process Execution by College SMEs • Analyze Outcomes • Adjust Configs • Formal Sign-Off Each Parallel 32

CONVERSION DATA LOADS Campus Solutions • Bio/Demo (Person, External ID, Emergency Contact, Citizenship, Visa, Disability) • Course Catalog • Class Schedule • Class Instructors • Student Enrollment (Transfer Courses, Student Records, Program/Plan, Degrees) • Student Records (Test Scores, Service Indicators, Student Groups, Honors/Awards in Transcript Text) • Student Financials • Transcripts • FA Satisfactory Academic Progress Human Capital Management • Bio/Demo (Person, External ID, Emergency Contact, Citizenship, Visa, Disability) • Employment (Job Data History) • Salary Admin Plans • Positions • Job Codes • Benefits (Deduction Balances, Benefits Administration, Employee Dependents) • Payroll Balances • Direct Deposit • Recurring Deductions • W 4/Tax Data • Leave Balances Finance • • • General Ledger Data Open Accounts Receivables Import File: Assets Import File: Purchase Orders Import File: AP Invoices (Vouchers) NOTE: Vendor data is not converted, but configured into the Vendor Master record in Production. 33

CONVERSION CYCLES Cycle #1 • Bio/Demo Conversion-Merge • Job Data (for User Profile) Cycle #2 • Source Data for BP Solution Validation Environment • All Configuration Needed for Legacy Data Conversion Cycle #3 • Source Data for SIT • All Configuration Cycle #4 • Source Data for UAT • All Configuration [+deltas] Cycle #5 • Final Configuration Delta • Dry Run of Go Live 34

CONSTRUCT PHASE DELIVERABLES 35

PROJECT PHASES Initiation - Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates * Blue = College Work Packages Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] Deploymen t - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned - College Change Action Plan Execution - Performance Test - Go/No Go Decision 36

TRANSITION PHASE WORK PACKAGES OCM Readiness Transition Plan Production Cutover • Status on College OCM Readiness – Change Action Plan Execution • Help Desk Support Readiness • ERP Support Team Transition Plan • Legacy System Shutdown Activities • Document Cutover Event Processes Regional Trainer Train End Users • Train Regional Trainers • Support End User Training (pre-UAT) • College Specific End User Training User Acceptance Test • New Guide Based Testing Materials • UAT Scope Defined During Business Process Fit/Gap Performance Test • Vendor Performing Testing • Testing: • Load • Throughput • Screen Response 37

UAT TEST DEFINITION AND FORMAT • Scope to be defined during FIT/GAP sessions • Occurring in October to December timeframe • New UAT test documentation format: • UAT Test Articles in ctc. Link Reference Center. • Links to flow diagrams and Quick Reference Guides arranged by business process • Includes information on data scenarios, error conditions and security • Linked to next step in the end-to-end business flow • No Excel spreadsheets or ‘staged’ data • Will require departments involved in the end-to-end business flow to coordinate and plan their tests. 38

UAT ROLES AND RESPONSIBILITIES Project Team • Defines End-to. End business flows • Maps Quick Reference Guides (QRGs) to business processes • Builds test materials in the Reference Center • Defines data scenarios and error conditions • Supports test execution • Troubleshoots QA Team • Manages and coordinates test phase activities • Creates test plan in OTM • Monitors testing progress • Provides status reports • Assists with troubleshooting College SMEs • Provides input to E 2 E scenarios during FIT/GAP • Validates data scenarios and error conditions defined by project team • Executes tests and records progress and issues in OTM • Assists with troubleshooting College Test Coordinator • Coordinates and monitors test phase activities at the college • Identifies security roles and testers • Main point of contact for the QA Team 39

VALUE OF USER ACCEPTANCE TESTING • Provides final verification of business functionality • Creates user confidence in system • Develops system experts and advocates Note: Just-in-Time training provided prior to UAT testing activities to ensure users have necessary skills and confidence for execution success. 40

TRANSITION PHASE DELIVERABLES 41

PROJECT PHASES Initiation - Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates * Blue = College Work Packages Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] Deploymen t - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned - College Change Action Plan Execution - Performance Test - Go/No Go Decision 42

DEPLOYMENT PHASE WORK PACKAGES Production Environment Prep • PS Production Environment Readiness • Conversion Plan to Stand Up New Environment – Old PS for Rollback Production Cutover • Legacy Data Snapshot/Backup • Extract/Load • Project Team Data Review/Updates • College Health Check • Acceptance “Go” • Soft Start Day • Post Deployment Support Transition Period Milestone Sign. Off • Executive Leadership • College SMEs Lessons Learned • Lesson Learned Interviews • Report Process • ITERATIVE: Performed Regularly Throughout Project 43

DEPLOYMENT PHASE DELIVERABLES 44

PROJECT PHASES Initiation - Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates * Blue = College Work Packages Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] Deploymen t - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned - College Change Action Plan Execution - Performance Test - Go/No Go Decision 45

ESTIMATED COLLEGE HOURS & STAFFING REQUIREMENTS (*NUMBER OF MONTHS TO COMPLETE WORK DEPENDS ON RESOURCES AVAILABLE) Phase Estimated Hours Initiation Phases Initiation (*18 months) 7, 172 hours Change Action Plan Execution/Help Desk (*15 months) 7 months overlap into Implementation 4, 774 hours TOTAL Initiation (*27 months work) 11, 946 hours 3+ Full-time Employees (FTE) Implementation Phases Structure (4 months) 6, 048 hours Construct (4 months) 2, 010 hours Transition (3 months) 5, 460 hours Deployment (1 month) 658 hours TOTAL Implementation (12 months) Stabilization and Optimization (6+ months) 14, 176 hours 8. 43 FTE Unknown (++) Grand Total (36+ months) 26, 122 (++) hours 5+ FTE 46

QUESTIONS? 47

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