ctc LINK PROJECT UPDATE ctc LINK EXECUTIVE LEADERSHIP

ctc. LINK PROJECT UPDATE ctc. LINK EXECUTIVE LEADERSHIP COMMITTEE June 6, 2019 • • Jan Yoshiwara – SBCTC Executive Director, ctc. Link Executive Sponsor & c. ELC Co. Chair Joyce Loveday – Clover Park Technical College President & c. ELC Co-Chair Grant Rodeheaver – SBCTC Deputy Executive Director of IT and ctc. Link Project Sponsor Choi Halladay – District Vice President for Administrative Services, Pierce College, ctc. Link Steering Committee Chair

AGENDA Description Duration Facilitator 1. Welcome 3 minutes Joyce 2. Approval of Minutes 5 minutes Joyce 3. SBCTC Board and ACT Conference Update 5 Minutes Christy 4. Steering Committee Decisions & Governance Update Adherence to Current Deployment Groups: o c. ELC ACTION ITEM DG 2 Go-Live Schedule Approved Overview of Go-Live Schedule Selection Process Governance Charters – Amendments 20 minutes Choi/Christy 5. Pilot Remediation Overview and Status 15 minutes Christy 6. ctc. Link Program Status Budget Top Program Risks Moran QA Report OCIO Conditions 10 minutes Christy 7. Key Messages for WACTC Business Meeting 5 minutes Joyce 8. Adjourn 2 minutes Joyce Item 2

c. ELC MEETING MINUTES • March 21, 2019 • April 24, 2019 3

GOVERNANCE UPDATE: RECOMMENDATION TO ADHERE TO CURRENT DEPLOYMENT GROUPS May 7, 2019 Steering Committee recommendation: • The Steering Committee approved a moratorium on any future college-initiated changes to the current deployment groups: • This is due to the high risk associated with additional colleges moving to later deployment groups and the inability for colleges to move to an earlier deployment group at this stage in the project. Steering Committee requests that c. ELC: 1. Adopt the above recommendation 2. Communicate the moratorium to presidents at the WACTC business meeting 3. Follow up with a formal communication from c. ELC cochairs to the WACTC/Presidents email distribution list 4

DEPLOYMENT GROUPS AND TIMELINE 5

GOVERNANCE UPDATE: APPROVED DEPLOYMENT GROUP 2 GO-LIVE SCHEDULE Perform Upgrade & Conversion 2 Cut-Overs (Early October) People. Soft Friday, Oct. 11, 2019 Takedown: Return Access to Monday, Oct. 14, 2019 People. Soft: 2 nd People. Soft Friday, Oct. 25, 2019 Takedown: 2 nd Return Access to Monday, Oct. 28, 2019 People. Soft: No Impact Take down Oct. 24, 2019 Legacy: Up on Oct. 28, 2019 People. Soft: • Future Go-Lives will require two weekends per Deployment Group for conversion and cutover. • Dates will be selected based on Payroll cycles. 6

GOVERNANCE UPDATE: STEERING COMMITTEE CHARTER AMENDMENTS • Expand College Executive Sponsor title: • “Executive Sponsor: The senior college executive assigned to ctc. Link oversight. ” • Expand Project Manager title: • “College project manager or senior systems/business analyst” • Addition to Committee Member Selection section: • An individual may only serve as a voting member at one level of ctc. Link governance; however, the individual may participate concurrently as a non-voting member at other levels of ctc. Link governance. 7

PILOT REMEDIATION OVERVIEW & STATUS Date Total Open Items With a Plan to Complete (Appendix A) Open Items Needing a Replacement Solution (Appendix A) Open Items That Were Closed, but Reopened in Remediation Agreement (Appendix B) • • 2016, 2017, 2018 Financial Books Close and Reconciliation Framework • • Continuing Education Online Admissions Budget Planning Financial Aid Customizations 11/29/17 195 101 10 84 12/13/18 41 29 10 2 4/01/19* 22 11 10 1 *First. Link (pilot) colleges are validating open and closed items/numbers 8

ctc. Link Remediation Status Reports – May 13 -24, 2019 Solution Status Due Date Chart of Accounts (revised) Due/Finish Status Campus Solutions 10 of 45 remain open DG 3 Tacoma CC Chart of Accounts Adoption Kickoff Dec. 12, 2018 Complete Financial Management 5 of 39 remain open DG 2 CCs of Spokane Chart of Accounts Adoption Kickoff Feb. 1, 2019 Complete Human Capital Management 6 of 25 remain open DG 2 Foundational Chartfield Configuration March 22, 2019 Complete Faculty Workload Complete March 2019 College Configuration Review and Updates May 3, 2019 Complete DRS Redistribution Complete May 2019 Functional and System Integration Testing May 10, 2019 Complete User Acceptance Testing May 10 - June 3, 2019 May 28 – June 14, 2019 In Progress College Readiness Gate / Go-No Go Discussions June 12 -14, 2019 Not Started Absence Management Complete April 2019 Security Audit Controls Security Redesign Mapping Framework FLC / DG 2 Student Billing/Third-Party Billing In UAT May 2019 Budget Planning Form Work Group Jan 2020 Online Admissions App Governance DG 2 Readiness Gate / Go-No Go Decision June 18, 2019 Not Started Continuing Education Vendor Negotiations DG 3 Production Cutover July 2019 Not Started New Solution Status Continuing Education • Campus. CE chosen as successful vendor • Governance approved Continuing Education Implementation Approach • Global Approach for consistent student experience • Pricing aligned based upon college size and enrollment • Integration for ctc. Link Campus. CE baseline • Contract negotiations underway regarding college pricing Online Admissions Application • OAA workgroup evaluated select solutions currently in use at other People. Soft universities and colleges, based on OAA requirements review and Fit/Gap • Improvements to existing OAA solution approved by Governance and implemented • WSSSC recommending RFP, stating the options that emerged from the initial research and the “quick fixes” do not sufficiently address the needs Budget Planning • Committee to form to review, finalize and approve Budgeting requirements • Review requirements against Oracle PBCS Solution • Develop RFP if needed Physical Inventory (Asset Tracking) • Vendor Solutions being evaluated • Evaluate new People. Soft functionality that provides integration for asset-tracking scanners directly with ctc. Link 9

CTCLINK PROGRAM STATUS Deployment Group 2 (UAT Training/Testing, Security Mapping, End User Training Build, Deployment) Deployment Group 3 (BPFGs Complete, Data Validation) Deployment Group 4 (Initiation/Reporting, July Peer Review) Deployment Group 5 (June Visits, Reporting/Initiation) Deployment Group 6 (Fall Visits, Initiation Schedule) 10

Project Overall Status – May 13 -24, 2019 Overall Y Schedule Y • • • Program is on track, per timeline, scope and budget Security Mapping activities impacting UAT Current DG 2 Schedule has no “Float” remaining in timeline Scope Y • Monitoring scope and timing of: Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations Budget G Executive Summary The project is tracking per schedule and under budget. Review and definition of scope for each deployment continues due to the rework of key solutions. Each Deployment Group (DG) is now engaged and all colleges now have an Initiation or Implementation Work Plan in place: • • • DG 2 is in the Construct Phase. Colleges and SBCTC are engaged in User Acceptance Testing sprints – training in the morning, testing in the afternoon. ctc. Link governance approved the DG 2 Go-Live schedule. ctc. Link will be offline for the upgrade Oct. 11 -14 and again for cutover activities Oct. 25 -28. DG 3 is in the Structure Phase and recently completed Business Process Fit/Gap sessions. DG 4 is in the Initiation Phase, with most colleges just past the halfway mark on deliverables. Gate 1 Peer Review will be in late July. DG 5 colleges have begun Initiation Phase and are learning the public status reporting process. DG 6 has begun the initiation phase and will start the public reporting process this fall. • Requirements Traceability Matrix (RTM) needs to be updated to validate original RFP requirements have been implemented, tested, and end users trained on the processes and functionality • • Currently tracking under budget New Technology Plan approved as well as Stage Gate #3 for OFM/OCIO Technology Pool funding Overall Status Summary per Deployment Group DG# PMOReported Comments Status Clark DG 2 Y SBCTC Mapping is still pending Spokane • Security Production DG 3 G G DG 5 G DG 6 G Y G R G Cascadia G LCC Complete Olympic • Conversion cycles have Peninsula begun G Pierce DG 4 Self. Reported Status Tacoma • BPFG Workshops The new Chart of Accounts is scheduled to be implemented in July for Spokane and Tacoma, following a go/no-go governance decision process in June. Final contract negotiations continue for a new Continuing Education solution. The Online Admissions Application (OAA) work group is actively pursuing an OAA replacement. The Budget Planning Tool work group is reviewing and finalizing business and technical requirements. College/ Agency • College teams working on Initiation Phase activities G G G Implementation reporting begins Nov. 2019 Implementation reporting begins March 2020 Implementation reporting begins Nov 2020 11

Budget Status – as of April 30, 2019 G 12

WA State Office of the Chief Information Officer (OCIO) Oversight as of May 2019 OCIO Conditions to new ctc. Link Investment Plan Approval Status ctc. Link Technology Pool Status and Gate # Overall Status Y Status G 1 Project must remain in line with SBCTC and OCIO policies Ongoing G -- Pre-IT Pool Implementation, Stability & Remediation Approved G 2 QA (Moran) to report to ctc. Link executive sponsor and State CIO Complete G 1 Planning & Remediation Approved G 2 DG 2 – Initiation & Structure Phase Approved G 3 Follow pre-determined OFM funding gates and approvals Complete G 3 DG 2 – Construct Phase DG 3 – Initiation & Structure Phase Approved Monthly status reporting Complete G 4 Complete DG 2 – Transition & Deploy Phase DG 3 – Construct Phase DG 4 – Initiation & Structure Phase Deliverables in Progress 7/1/2019 G 5 In Progress DG 3 – Transition & Deploy Phase DG 4 – Construct Phase DG 5 – Initiation & Structure Phase Future 1/1/2020 G 6 DG 4 – Transition & Deploy Phase DG 5 – Construct Phase DG 6 – Initiation & Structure Phase Future 7/1/2020 G 4 G 5 Continue reporting on Remediation items in Integrated Work Plan Y OCIO approval of the 4 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application 6 G 7 OCIO must be notified prior to use of contingency funds N/A Planned as Activities in Project Work Plans G 7 DG 5 – Transition & Deploy Phase DG 6 – Construct Phase Future 1/1/2021 G 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live G 8 DG 6 – Transition & Deploy Phase Future 7/1/2021 Complete G 9 Contingency Deployment N/A 1/1/2022 G 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 13

ctc. Link Quality Assurance Scorecard Moran -Technology Consulting ctc. Link Quality Assurance Scorecard Moran Technology Consulting , Report: NOVEMBERApril 2018 2019 STATUS G G Y Y Overall Status Y PROJECT AREA DESCRIPTION / NOTES SBCTC/Governance framework continues to work as expected. Meetings are held according to schedule, with materials distributed beforehand, and decisions made at the appropriate level. Project Management Office (PMO) is fully staffed, working well together and continuing to address improvements in project management processes. Phase Scope QA remains concerned about the number of solutions to be re-implemented to replace/augment current PS functionality and that timing and resource availability could negatively impact DG 2/DG 3 scope and schedule. Schedule Status Training DG 2/DG 3/DG 4 schedule overlap and resource constraints directly impact all deployment groups. Schedule compression and key project resources are heavily allocated to multiple DG 2 workstreams and supporting DG 3 tasks. This work stream is yellow, but is trending green due to the decisions and actions taken by PMO have enabled recovery of this key workstream. DG 2 success dependent on active end-user participation, assessments and college follow-up. This work stream is yellow, but trending green due to changes made by the PMO. DG 2 UAT Sprints supported by training materials began in April and run through August. DG 2 testing workstream remains a concerns since it relies heavily on availability and expertise of functional project staff. Testing G Configurations / Data Conversion Technical work for DG 2 System Configurations and Data Conversion Cycle 4 continues with good results reported. QA considers it an important achievement that Clark College is now live in the ctc. Link Production Environment with user maintenance of their course catalog. G Organizational Change Management (OCM) PMO/OCM is actively engaged with all colleges now involved with their Deployment Groups. QA concerned that PMO focus remains on the DG 2 schedule. G Y Project Staffing Technical Environment LEGEND Risk Description: Project staffing is adequate at this time and continues to make staffing adjustments as appropriate. QA and the PMO remain concerned that the overlap of DG 2/DG 3/DG 4 may require additional project and contractor resources. Project leadership and staff morale is positive given schedule pressures. PMO is recruiting for seven open positions. Future PS updates/bundles and third-party software installation and support work is being managed by the IT Division outside of the project responsibility. Overall planning of these changes needs to be tightly integrated with the ctc. Link DG 2/DG 3/DG 4 schedules. This becomes more challenging with the overlap in implementation schedules. Draft SLA agreement has been distributed to the colleges. GREEN Low risks may be encountered. NO immediate action needed YELLOW Moderate risks may be encountered. Serious deficiency and action item recommended. RED High risks may be encountered. Needs to be escalated and can impact project effort or cost. 14

TOP PROGRAM RISKS # Risk Description Mitigation Deployment Focused 1. College Project Manager/Executive Sponsor Engagement • Hire a Project Manager • Identify engaged and supportive Executive Sponsor • Deployment Group 5 • Deployment Group 6 2. College Resource Availability • Other College and Systemwide Initiatives • Daily Operations • Staff Retention (Retirement/Role Changes) • Review College initiatives to prioritize staff availability • Create ctc. Link resource plan • Backfill or additional staff as needed for your college • All Deployment Groups 3. College leadership understanding of ctc. Link project methodology and resource participation requirements • Pre-implementation • Implementation • Post Implementation • College Project Managers need to account for additional college resource assignments • The assignments include operations, ctc. Link work, and other college initiatives • Changes to staff roles after go live for their institution • All Deployment Groups ctc. Link Permanent Support Organization – A clear plan and understanding of the sizing, service capacity and service levels provided by SBCTC • SBCTC working on Service Level Agreements with colleges to structure the evolving ctc. Link support plan • Plan will need to include appropriate staffing levels for all deployments as well as post implementation • All Deployment Groups 4. 15

CTCLINK EXECUTIVE LEADERSHIP COMMITTEE KEY MESSAGES FOR WACTC – JUNE 6, 2019 TOPIC KEY MESSAGE/TALKING POINTS 16

QUESTIONS & WRAP-UP Note: All material licensed under Creative Commons Attribution 4. 0 International License.

CTCLINK PROJECT SCOPE Recruitment & Admissions Student Records Academic Advising Financial Aid Highpoint Mobile & Message Center Student Financials Self-Service (Student, Faculty, Advisor) Campus Community (3 Cs) 25 Live (Room Scheduling) integration Canvas LMS integration Online Admissions Application (OAA) Online Student Enrollment for Continuing Education (OSECE) Application Portal (Gateway) Single Sign-on People. Soft Security data. Link (Data Repository) Address Correction (Runner Tech) Storyline (Training) Enterprise Interaction Hub Process Scheduler Work Centers (HCM, FIN) Reporting Tools: PS Query, Oracle Business Intelligence (OBIA/OBIEE), n. Vision Campus Solutions Finance General Ledger Budgets (Commitment Control) Accounts Payable, Accounts Receivable Expenses Billing (e. Billing) Grants Project Costing Contracts Cash Management Purchasing (e. Procurement) Asset Management Financial Gateway ctc. Link SCOPE Human Other Capital Management HR Core Payroll Base Benefits Absence Management Time & Labor Talent Acquisition Management Self-Service (Employee, Manager) 18

CTCLINK QUALITY GATES & MILESTONES GATE 1 INITIATION Project Planning (Checklists & Templates) Start Change Impact Analysis & Change Action Plan Chart of Accounts Redesign (DG 2 only) Build People. Soft Environments Security Redesign (DG 2 only) GATE 2 GATE 3 GATE 4 GATE 5 STRUCTURE CONSTRUCT TRANSITION DEPLOY Production Cutover Planning Go/No Go Decision Production Environment Prep Global Design Adoption (GDA) Determine Exception Solutions Business Process Fit/Gap (BPFG) Update BP Flows Update CEMLIs Pre-User Acceptance Testing Training Update Configuration User Acceptance Testing Production Cutover Local Configuration Training Materials Analysis/Build Convert and Validate Data End-User Training Production Validation UAT Test Definition Security Matrix Mapping Performance Testing Milestone Sign-Off UAT Materials Build Functional Testing Organizational Change Management Assessments Begin Identify Exceptions Prepare QA Environment Design Extensions Prepare Parallel Environment GATE 1 PEER REVIEW Prepare or Update Test Scripts System Integration Testing Map Supplemental Systems Data Parallel Testing Legacy System Shutdown Procedures in Place Finalize Local Configuration Guides Cutover Mitigation Planning GO LIVE Production Go/No Go Decision Lessons Learned OCM Assessment, Activities & Deliverables for Colleges & SBCTC • • • College Project Charter Resource Plan & Budget Plan Deliverables Legacy BP Mapping Initial Supplemental Systems Analysis Change Impact Analysis 25% • GDA and BPFG • Design Requirements Participation • Supplemental Systems Data Mapping • Initial Config Guides Sign. Off • UAT Definition Sign-Off • Security Matrix Mapping • Data Validation Sign-Off Change Impact Analysis 75% Change Impact Analysis • • OCM Readiness Checklist UAT Sign-Off End-User Training Policy/Procedures Updated • Cutover Plans, Legacy Shutdown Procedures Change Impact Analysis 100% • College Cutover Plan • Go/No Go Sign-Off • Milestone Sign-Off • Config Guides Sign-Off • College Lessons Learned Rev. 2019 -03 -05 19