ctc Link Project Overall Program Status August 6

ctc. Link Project Overall Program Status – August 6 -17, 2018 • Overall G • • Schedule Y • • Program is on track and making expected progress Key activities are being executed per the timeline and budget Scope Analyzing resource overlap between DG 2 and DG 3 tasks Project Plan has been baselined but will need a second baseline once training activities are defined Deployment Group 2 (DG 2) is in the Structure Phase, focused on Business Process Fit/Gap, Local Configuration and Conversion activities. The Global Design/Configuration Framework recommendations and previous Common Process Workshops (CPW) are moving through governance for approval. The DG 2 Go-Live has been approved for late October 2019. This timing was based upon DG 2 college agreement based upon existing business activities and academic calendars. Analysis has begun on ctc. Link project resource overlap between DG 2 and DG 3 activities. Remediation work continues to be a priority working in parallel with the Deployment activities. • Budget G Monitoring scope and timing of Chart of Accounts, Budgeting Tool, Continuing Education, Online Admissions Application, and OBIA implementations ctc. Link Budget currently tracking under budget: • Delayed hiring • Timing of re-implementation of solutions going through requirements gathering and RFP Risks Executive Summary The project is currently tracking per schedule and under budget. We are continuing to review and define scope for each deployment due to the rework of key solutions. Y Y R Y Mitigating Actions First. Link Colleges - Production Environment has had frequent periods of instability which impacts colleges’ work flow and effort. TCC has escalated this through leadership at SBCTC. Approach needs to be developed so this does not impact future deployments. Spokane - SBCTC Staff working on FY close tasks, busy with BPFG Sessions. SBCTC hired a contractor 100% dedicated to FY end activities and support. Additional ctc. Link resources pulled in as needed. ctc. Link Resources – CS PM on extended leave. CS functional analyst, additional HCM and Student Financials trainers positions not filled. Team is looking into bringing an interim CS PM. Training team has re-worded the job announcement to draw in additional applicants. Issues Y Y Status Update SBCTC - Budgeting grants unique to SBCTC require an indirect/ F&A rate configuration. ctc. Link PILLARS - Project resources assigned to Production support activities, impacting progress on scheduled project work. Being worked on and continue to explore this issue internally and with Project Staff. The team is evaluating resource and knowledge needed to determine impact to ctc. Link timeline prior to approving work. Status Remediation Overall Timeline (All Deployments) Campus Solutions Open Tab - 13/45 Closed Tab – 2/13 Financial Management Open Tab - 14/39 Closed Tab – 1/35 Human Capital Management Open Tab - 10/25 Closed Tab – 0/07 Faculty Workload Delayed due to AWS migration, date – 9/30/2018 DRS ERP Support working with CCS Absence Management Full-Time EE resolved, Adjuncts in progress Security Audit Controls Student Billing Budget Planning Solution Online Admissions Solution Incorporated into Security Redesign GDR approved and work in progress Requirements need to be created Requirements activities have begun Continuing Education Solution RFP in development 1

Budget Status – as of July 31, 2018 G 2

Moran Technology Quality Assurance Report July 2018 Report Recommendations Status/QA# D Findings The Training Manager and team (being expanded with additional staff and contractors) does not currently report to the Project Director. This is another matrix management challenge and is within the IT organization. The updating QA 0119 of the Training materials and the delivery of new People. Soft training is a major workstream for this phase. The Training Manager and team should, at least, report on a dotted line to the Project Director and PMO for work related to planning and executing this project workstream. D The Chart of Accounts (COA) re-design (for system-wide standardization) is being tasked to a ctc. Link Working Group sponsored by the WACTC Business Affairs Commission and supported by SBCTC Finance staff. The PMO does not have direct control over this work. The timeframe to accomplish this work is QA 0120 project-critical and needs visibility of status and issues. The QA team recommends the status of this activity be reported weekly to the Executive Level (tier 1) and to the Project Steering Committee (tier 2). Issues delaying this work will require immediate Governance action to maintain schedule. D The Project Director will need to brief the Executive Leadership (tier 1) when activities outside the control of the project are not meeting expectations and QA 0123 are falling behind schedule, impacting project schedules. The Executive Leadership will then need to intervene in these situations. Y Y AFRS CEMLI Status is a QA concern. During the Remediation Project, due to resource constraints, this work was put on hold. Reporting to State OFM has QA 0132 now resurfaced and the ctc. Link Project team needs to get this work completed and operational to meet SBCTC reporting requirements to the State OFM. Since the Configuration/Data Conversion area is now an elevated risk, QA QA 0135 recommends that the PMO start routinely reporting on the status of this work and identify specific internal quality processes/measures for implementation. The possible re-scheduling of the Go-live Date for Deployment 2 has a ripple effect on scheduling all future planned deployments and risks need to be QA 0136 assessed as an overall program plan. It also may impact budget and project resources and contract staffing QA 0137 G ctc. Link Responses The matrix management continues to be a challenge. The PD is working with the new Deputy Executive Director / CIO on the alignment of ctc. Link Project Resources. UPDATE: Effective 8/16/2018, the Training Manager and Training Team will report to ctc. Link Project Director. Key individuals at SBCTC (both Project, Policy and Support ) were tasked to work with the colleges to define the new COA. The new COA was approved by BAC, vetted at GDR by all colleges, presented to Governance for final approval. UPDATE: The new COA was approved by the colleges during GDR). It was reviewed by the Working Group, recommended to approve to ctc. Link Steering Committee. The Steering Committee approved. New COA design was communicated to c. ELC. This recommendation is now complete. The c. ELC will receive monthly updates including status of project and budget, top risks and issues which address the comments, any decisions and the information and options for the decisions. The AFRS CEMLI is a priority for SBCTC, including the ctc. Link project. Resources are allocated to complete the AFRS CEMLI work. We will continue to track this work to make sure it is progressing. SBCTC has requested this work be complete by new Fiscal Year, July 2018. UPDATE: The AFRS work plan has been impacted due to resource constraints as well as environment issues. There is now a work plan to complete AFRS and estimated timeline is 8/31/2018. The BPFG activities for DG 2 are the initial gathering of each college’s local configurations required for conversion. These sessions are in progress, expected to be complete by 8/31/2018. Conversions are a key success factor for any implementation; new Technical PM is outlining key activities to begin reporting on conversion progress. PMO has been analyzing effect of DG 2 timeline change. This has been discussed with the Steering Committee and approval has been received for DG 2 October 2019 go-live date. To mitigate risk, Steering Committee agreed to extend contractors through DG 3 with funds within the ctc. Link budget. No budget impact at this time. PMO has been reviewing the budget impact for the change of Deployment 2 timeline. SBCTC PMO needs to reforecast the budget impact of any reset of the timeline The project would extend contractors through Deployment 3. The budget impact was for the Go-live date for Deployment Group 2 and also possible major budget discussed with the Steering Committee and they agreed to extend contractors to impact to the overall project. 3 mitigate risk of overlapping deployments.

OCIO Investment Plan Conditions G G G Y Y Y G G Conditions Status 1 Project must remain in-line with SBCTC and OCIO policies Complete 2 QA (Moran) to report to ctc. Link executive sponsor and State CIO Complete 3 Follow pre-determined OFM funding gates and approvals Complete 4 Monthly status reporting Complete 5 Continue reporting on Remediation items in Integrated Work Plan Complete 6 OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application Planned 7 OCIO must be notified prior to use of contingency funds N/A 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live Planned 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 Complete 4

Pillar Status – August 6 -17, 2018 Campus Solutions Y Accomplished this period Held BPFG sessions with Clark on Student Financials, Financial Aid and Student Records; assigned conversion tasks to Clark SMEs Collect and review BPFG assignments Review of 3 rd party invoice and student statement templates with the ctc. Link Working Group Planned for next period Continue to develop presentation materials and stage data for BPFG sessions for Student Financials Continue configuration build out and functional testing in FNC Continue to collect and review BPFG assignments *Status at yellow due to extended leave of CS PM, project resource constraints due to involvement in production support, and Mobile BPFGs for 8/15 was cancelled and will be rescheduled when the Mobile application has a functioning environment. Status Date Global Design Review Complete 5/25/18 Bus. Proc. Flow Diagram In Progress DG Local Configuration In Progress UAT Test Materials In Progress Training Course Materials College – Data Mapping for Supplemental Systems In Progress Structure Phase Milestones College – Configuration Signoff Human Capital Management G Accomplished this period Pillar Status – as of 6/8/2018 Completed and assigned homework for the Faculty Workload BPFG Session Supported HCM Self-Service Common Process Workshop Collected BPFG college homework assignments Continued configuration build out and functional testing in FNC environment Planned for next period Aug. 22 -23 – Talent Acquisition Manager (TAM) BPFG Aug. 28 – Profile Management Configuration & Conversion BPFG Session Perform Conversion Cycle 1 Functional Team validation Begin Conversion Cycle 1 Data Validation material build Continue configuration build out and functional testing in FNC environment. Financial Services G Accomplished this period Continued configuration build-out and functional testing in FNC environment Completed and assigned homework for Travel & Expense BPFG Session Completed and assigned homework for Purchasing and Accounts Payable BPFG Sessions Completed and assigned homework for Grants/Contracts/Project Costing BPFG Session Completed and assigned homework for Billing and AR BPFG Session Planned for next period Collect college homework assignments from BPFG Continue Chart of Account redesign build-out in FNC environment Review Finance training curriculum and objectives. Deployment Group 2 Timeline (High Level Phases) G Needs new timeline N/A 5 College – UAT Test Definition N/A Sign-off 4

Workstream Status – August 6 -17, 2018 Technical G Accomplished this period Completed Cycle 1 a of the conversion process and made required adjustments for Cycle 1 b. Migrated CS CEMLIs into CSDEV and made required retrofit changes. Completed reconciliation of the CEMLI Master for HCM. Applied HCM Image 27 to HCDMO. Updated and baselined the technical tasks on the master project plan. Planned for next period Work with Burgundy to deploy a CS 9. 0 Demo environment—required to complete CS CEMLI retrofit. Migrate missing CS CEMLIs into CSDEV and make final required retrofit changes. Completed reconciliation of the CEMLI Master for CS and Finance. Apply Financials Image 26 to FSGDR. Develop master plan and schedule with Application Services to bring Production and Project code paths more closely in sync on image releases. Training G Accomplished this period Vetted homework assignments in Canvas for BPFG Sessions for UAT & EUT Met with Risk Management PM regarding potential training risks & issues Adjusted priorities for training materials based on time to build and number of present resources Updated Inventory with Activities/Assessment work effort numbers, updates/clean-up for Finance, HCM Organized Reference Center QRGs to separate 9. 2 updates from previous version Identified and unpublished Fin Aid 9. 0 QRGs that are published with missing screen shots, or data Created 12 QRGs and two Course Outlines Planned for next period Identify UAT/EUT assignments in Canvas for post. BPFG session. Testing Accomplished this period Completed the development of the framework that will be used for user acceptance testing for the endto-end flows that have been identified. Functional Analysts are still creating additional flows. Developed strategy to track functional testing progress Continued updating existing system integration test (SIT) scripts to the new template. Approximately 950 templates have been updated out of the 1000+ scripts Planned for next period Develop a method to track data validation activities in Oracle Test Manager (OTM) Develop a presentation to share with colleges regarding the role of the College Test Coordinator during UAT Organizational Change Management Accomplished this period Assisted in facilitating Common Process Workshop for HCM Self Service Worked with PMO to clarify DG 3 deliverables, schedule and support Planned for next period Continue working with OCM sub-group to complete college readiness survey and templates Communications G G G Accomplished this period Compiled one-year snapshot of ctc. Link project highlights for executive director’s self-evaluation to the State Board. Prepared presentation slides for project update at the Staff Training for Technical and Community Colleges (STTACC) Support OCM readiness template and tool-kit with edits and review Created draft training flow diagram for ctc. Link U for review/revision Published ctc. Link Connect blog Web page maintenance Planned for next period Edit and begin build-out of OCM Readiness Survey draft in Survey. Monkey Update college OCM checklist with agency brand Update project communications work plan activities Draft internal communications process/tools Add communications documents to c. DR 6

Deployment Group 2 College Reports – August 6 -17, 2018 Clark College G Accomplished this period Ninety-one homework assignments completed and submitted. ctc. Link Orientation in Advising and Credentials and Sponsored Programs was provided on August 14 th. Six staff who are new to the My. Clark ctc. Link project were in attendance. Planned for next period Plan for instruction of work to be done – provided draft, need more details on time and people – this is still in progress and is a prototype of what needs to come out of the Change Action Plans. Dani has asked for a Readiness Plan. Community Colleges of Spokane G Accomplished this period Attending BPFG sessions for Finance, CS, FA, and HCM. SFCC hosted Academic Advising session. CCS learning about new functionality in ctc. Link at BPFG sessions. . CCS now engaged in Security Role Redesign project. Attended first meeting 8/14/18. Planned for next period CCS stakeholders to review draft Security Role matrix provided by SBCTC/Spear. MC vendor Attending BPFG sessions SBCTC Agency G Accomplished this period Attended Expense, Accts Payable, Purchasing, Requisition & Commitment Control, Grants, HCM Self-Service, Asset Management, and AR/Billing BPFG sessions. SMEs have completed homework related to Travel and Expense, and are working on Purchasing and A/P. Planned for next period Follow-up meeting with Project staff on use of depts. in HCM and Finance Review and correction to previous assignments Meet to finalize/submit commitment control assignments Review missed Fit/Gap sessions TAM meeting on 8/22 -23; Profile Management on 8/28 Enter AR in Legacy to better match People. Soft for smoother transition. Tacoma Community College G Accomplished this period ( explain as much as you like to show what was accomplished by your team) • Working to assign attendees for BPFG sessions. • Local SMEs attendee ctc. Link Security redesign group, ctc. Link PM groups, ctc. Link governance groups. • Bill Saraceno (VPA Tacoma) reached out to Grant Rodeheaver regarding ctc. Link system stability. Planned for Next Period • Continue sign-ups for BPFG sessions. • Attending current BPFG sessions. • Continue collecting feedback regarding remediation status. 7

ctc. Link Remediation Status Reports – August 6 -17, 2018 Community Colleges of Spokane • Finance team’s time continues to be focused on FY Close tasks impacted and delayed by ctc. Link issues. Student Financials Journal Entries not completed/balanced. • CCS Project Manager and Finance reviewing Remediation Conditions, tickets, and reviewing Christy Campbell's updated ‘Remediation_Closure_Work_Plan 12_6_17, Updated 7_24_18 xlsx’. • Implement ctc. Link fix to allow for accurate absence management for all employees. Needs to allow for leave accrual and use for part-time and adjunct faculty. Not completed. Design meetings held. • ctc. Link must provide accurate reporting for DRS & PEBB to reflect correct service hours and balances for all employee types. Design meetings held. Work in progress. Requesting completion date. • Faculty Workload contract process must be fixed and automated to allow for accurate pay benefit accrual for faculty. Not completed. Date TBD. FWL enhancements delayed. • Student third-party billing statements must be configured into a readable and accurate statement. Global Design Review completed, approved for working group to pursue. Technical design document in progress. Completion Date 8/31/18. • SBCTC Remediation R Security Redesign in ‘develop and validate phase’. CCS engaged. CCS waiting to review draft security role matrix. G Accomplished this period Remediation spreadsheet updated for each open and closed item as agreed upon during remediation conditional approval plan and sent to pilot colleges Bi-weekly remediation meeting scheduled to ensure proper tracking and communicating of remediation progress Planned for next period Track “progress” of the remaining remediation items that are not closed or complete. Support development of Continuing Education RFP Support requirements review and approval of Online Admissions Application Identify sub-committee to participate in the Budget Planning requirements review and approval Tacoma Community College • • G Continued instability of ctc. Link. Lack of urgency on ctc. Link inaccessibility via mobile devices - tickets 53772 and 53521. Lack of visibility into ticket 53521. Lack of up-to-date tracking of remediation ticket 21458. Performance of the ctc. Link system in terms of availability, capacity, response times. Maximizing the overall effectiveness and value of the ERP service desk (present and future) and support team in terms of capacity, skill level, customer-service orientation and interactions, and existence of formal Service Level Agreements and Standard Operating Procedures. Response time to FA tickets due to FA ERP support capacity. Accessibility of ctc. Link per SBCTC Accessible Technology Policy. 8

Deployment Group 3: Gate 1 Initiation Phase Progress – as of August 13, 2018 Initiation Phase Deliverables Cascadia Lower Columbia Olympic Peninsula Pierce Resource Plan and Budget Not Received In Progress Not Received College Project Charter Not Received Complete Baselined MS Project Schedule Not Received In Progress OCM Plan Complete Not Received Complete In Progress Communication Plan Not Received Complete In Progress Local College Training Plan Not Received Complete Not Received Risk Management Plan Not Received Complete Not Received Data Cleansing Plan Not Received Complete Legacy Business Process Mapping Not Received In Progress Not Received Supplemental Systems Assessment Not Received In Progress Not Received Legend: • Not Received = Deliverable not posted to c. DR • In Progress = Draft deliverable posted to c. DR • Complete = Final deliverable posted to c. DR In Progress Not Received 9