ctc LINK PROJECT UPDATE ctc LINK EXECUTIVE LEADERSHIP

ctc. LINK PROJECT UPDATE ctc. LINK EXECUTIVE LEADERSHIP COMMITTEE March 21, 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

DEPLOYMENT GROUP ALIGNMENT Deployment Changes • Bellevue: DG 4 to DG 5 • Columbia Basin: DG 4 to DG 6 • Shoreline: DG 5 to DG 6 requested 2

“WAIT AND SEE” PHASE IS OVER 3

Budget Status – as of Feb. 28, 2019 G 4

TOP RISKS # Risk Description Mitigation 1. College Project Manager/Executive Sponsor Engagement • Hire a Project Manager • Deployment Group 5 • Identify Engaged and • Deployment Group 6 Supportive Executive Sponsor • Create ctc. Link resource plan • Backfill or additional staff as needed for your College • All Deployment Groups 2. College Resource Availability • Other College and System wide Initiatives • Daily Operations • Staff Retention (Retirement/Role Changes) College leadership understanding of ctc. Link project methodology and resource participation requirements • Pre-implementation • Implementation • Post Implementation • • All Deployment Groups 3. • ctc. Link Project Management Office to provide detailed resource plan to Colleges for implementation College Project Managers need to account for additional College tasks Deployment Focused 5

ctc. Link Quality Assurance Scorecard Moran Technology Consulting Report: February 2019 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 STATUS Overall Status Y PROJECT AREA DESCRIPTION / NOTES SBCTC/Governance framework continues to work as expected. On 2/28 Steering Committee approved moving two colleges from DG 4 to later deployment groups. Project Management Office (PMO) is fully staffed, working well together and continuing to address improvements in project management processes. Phase Scope QA concerned about implementation schedules for replacement solutions. Impacts to scope and schedule for DG 2 and DG 3 will be more defined once solutions are selected. Schedule Status DG 2/DG 3/DG 4 schedules and resource constraints now directly impact all deployment groups. Schedule compression and key project resources are heavily allocated to tasks. Training This work stream is red, but is trending yellow. PMO taking appropriate actions (reallocating leadership and working with vendor on development support) to recover the schedule. Testing This work stream is yellow, but is now trending green due to changes made by the PMO. DG 2 Testing work stream relies heavily on availability and expertise of functional project staff. G Configurations / Data Conversion DG 2 colleges have completed Cycle 3. Cycle 4 planning and technical preparation are in progress. Chart of Accounts has been configured. First. Link colleges (FLCs) need to take ownership over their data management. G Organizational Change Management (OCM) OCM is actively engaged in multiple areas, all focused on getting DG 2 and DG 3 colleges ready for deployment. DG 4 preliminary activities have started and remaining Common Process Workshops (CPWs) are scheduled for completion by August 2019. Project Staffing is adequate at this time, contract scope has been extended for all 3 pillars. Overlap of DG 2, DG 3 and DG 4 may require additional resources. Technical Environment A number of recent problems with the environments have surfaced that impact the DG 2 project schedule and are currently being addressed. G G Y Y R Y G Y LEGEND Risk Description: 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. 6

WA State Office of the Chief Information Officer (OCIO) Oversight as of March 2019 OCIO Conditions to new ctc. Link Investment Plan Approval Status ctc. Link Technology Pool Gate# Pre-IT Pool Implementation, Stability & Remediation Overall Status Y Status G 1 Project must remain in line with SBCTC and OCIO policies Ongoing G G 2 QA (Moran) to report to ctc. Link executive sponsor and State CIO Complete G 1 Planning & Remediation Approved 1/1/2018 G 3 Follow pre-determined OFM funding gates and approvals Complete G 2 DG 2 – Initiation & Structure Phase Approved 1/1/2018 G 3 DG 2 – Construct Phase DG 3 - Initiation & Structure Phase In Progress 1/1/2019 G 4 DG 2 – Transition & Deploy Phase DG 3 – Construct Phase DG 4 - Initiation & Structure Phase Future 7/1/2019 G 5 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 Monthly status reporting 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 Complete In Progress Approved G 7 OCIO must be notified prior to use of contingency funds N/A Planned as Activities in Project Work Plans G 7 G 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live DG 5 – Transition & Deploy Phase DG 6 – Construct Phase Future 1/1/2021 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. Updated: 2/26/2019 7

ctc. Link Remediation Status Reports – March 1, 2019 Solution Status Due Date Chart of Accounts Due Date Status Campus Solutions 13 of 45 remain open Dependent on OAA/CE First. Link Adoption / OCM Workshops Jan. 31, 2019 Complete Financial Management 14 of 39 remain open Dependent on FY Establish New Co. A Development Environment Jan. 31, 2019 Complete Human Capital Management 9 of 25 remain open TBD Feb. 15, 2019 Complete Faculty Workload Migrated to Production Complete New Departments/Programs and old department mapping from CCS DRS Redistribution Development in Progress March 2019 Configuration Complete / Functional Unit Testing Feb. 28, 2019 Complete Absence Management Migrated to Production Complete System Integration Testing / Parallel Close April 12, 2019 Not Started Security Audit Controls Security Redesign Mapping Framework FLC / DG 2 Complete College Configuration Review Sessions April 12, 2019 Not Started Student Statement QA – SIT March 2019 COA Training April 22, 2019 Not Started Third Party Billing QA – SIT March 2019 Configure Remaining Co. A Related Updates in the Co. A Development Environment April 30, 2019 Not Started Budget Planning Form Work Group Jan 2020 User Acceptance Testing May 1, 2019 Not Started Online Admissions App With Governance DG 2 Readiness Gate / Go-No Go Decision June 1, 2019 Not Started Continuing Education Vendor Negotiations DG 3 Production Cutover July 1, 2019 Not Started New Solution Status RFP Publish Continuing Education • Vendor has been contacted to begin Negotiations to Contract 10/15/2018 Subgroup assisting with final negotiations Online Admissions Application • Work Group to Review feedback from College discussions to provide recommendation to Governance. TBD January 2019 February 2019 March 2019 Budget Planning • Committee to be formed to review, finalize and approve Budgeting requirements • Review requirements against Oracle PBCS Solution • If needed, develop RFP TBD February 2019 March 2019 Physical Inventory (Asset Tracking) • Vendor Solutions being evaluated • Evaluate new PS Functionality that will provide integration for asset tracking scanners directly with ctc. Link 5/21/2018 DG 3 (February 2020) Solution Decision 8

Overall Project Status – March 1, 2019 Overall Project Status Summary Category Status Overall Y Schedule Y Scope Y Comments • • • Budget Executive Summary G Program is on track, per timeline, scope and budget DG 2 Training content development and UAT framework are behind at risk to delivery Analyzing overlap between DG 2 and DG 3 tasks Monitoring scope and timing of Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations 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 due to delayed hiring, timing of reimplementation of solutions (Continuing Education, Online Admissions Application, Budget) Overall Status Summary per Deployment Group DG# Status DG 2 Y DG 3 G DG 4 G 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. Deployment Group 2 is in the Construct Phase/Gate 3, focused on Functional Unit Testing of Configuration and delta changes, Data Conversion, and prep for SIT, UAT and UAT Training. Deployment Group 3 colleges are in the Structure Phase/Gate 2, focused on Business Process Fit/Gap sessions (BPFG). Deployment Group 4 is in the Initiation Phase/Gate 1 and is performing public status-reporting on Initiation Phase activities. Comments • DG 2 Training content development and UAT framework are behind at risk to delivery • College resources have been engaged in GDA Courses and BPFG Workshops. PMs have started reporting their college status • DG 4 status reporting has begun with the ctc. Link Initiation Phase Contract negotiations are in progress for the new Continuing Education solution. The Online Admissions Application (OAA) work group is actively pursuing an OAA replacement, while also implementing some interim fixes to the current OAA tool. Overall Timeline (All Deployments) 9

DEPLOYMENT GROUPS 5 AND 6 Mitigation to Engage Later Deployments • Colleges to Hire Project Managers • Colleges to begin the pre-work prior to implementation • ctc. Link Project Team to schedule OCM and Readiness campus visits • May PM Summit to have a day focused on Deployment Group 5 and 6 pre-work activities 10

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COLLEGE INITIATION ENGAGEMENT SCHEDULE This chart shows when each deployment group (DG) begins its first phase (initiation) and estimated Go-Live date. Dates subject to adjustment. Activity DG 3 DG 4 DG 5 DG 6 Feb 2018 March 2018 July 2018 March 2019 Dec 2018 Jan 2019 March 2019 Nov 2019 Gate 1: Implementation Readiness Dec 2018 July 2019 Oct 2019 July 2020 Implementation Phase Jan 2019 – Feb 2020 Nov 2019 Jan 2020 Sept 2020 (Depends on DG 2 Go-Live) (Depends on DG 3 Go-Live) (Depends on DG 4 Go-Live) Go-Live Feb 2020 Oct 2020 Feb 2021 Oct 2021 Begin Initiation Phase Work (Identify project manager, create project schedule, begin readiness efforts) Start Public Reporting (status reports, risks & issues) Revised 2/20/2019 12

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 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 13