CTCLINK PROJECT UPDATE CTCLINK EXECUTIVE LEADERSHIP COMMITTEE November

CTCLINK PROJECT UPDATE CTCLINK EXECUTIVE LEADERSHIP COMMITTEE November 7, 2018 Choi Halladay - District Vice President for Administrative Services Pierce College, ctc. Link SC Chair Christy Campbell – SBCTC ctc. Link Project Director

AGENDA Item Description Duration Facilitator 1. Welcome 2 minutes Jan 2. Approval of Minutes 2 minutes Kevin 3. ctc. Link Program Status -Remediation -Deployment Group 2 -Deployment Group 3 20 minutes Christy 4. Budget Status 3 minutes Christy 5. PM Summit Summary, Outcomes, Discussion 10 minutes Christy 6. Governance Update (Working Group, Steering Committee) 5 minutes Christy/Choi 7. Review WACTC Business Meeting Report-Out Talking Points 5 minutes Kevin/ Christy 8. Next Meeting Items & Adjourn 3 minutes Kevin 2

CTCLINK MINUTES – OCTOBER 23, 2018 • Approval 3

CTCLINK PROGRAM STATUS • Remediation • Deployment Group 2 • Deployment Group 3 4

REMEDIATION SUMMARY Finance Management Category (15) # Tickets Remaining Fiscal Year End / COA (Not all Remediation has tickets created) 3 Budget Tool 3 Deployment 2/3 7 SBCTC Support/Operations 2 Human Capital Management Category (9) # Tickets Remaining Faculty Workload 1 Budget Tool 1 Deployment 2/3 5 SBCTC Support/Operations 2 Campus Solutions Category (15) # Tickets Remaining Fiscal Year End 4 Continuing Education Solution 4 Online Admissions Application Solution 1 Deployment 2/3 1 Other / Training 5 5

Other ctc. Link Project Activities – Status as of October 26, 2018 Solution Decision New Solution Status RFP Publish Physical Inventory (Asset Tracking) • Vendor Solutions being evaluated • New PS Functionality that will provide integration for asset tracking scanners directly with ctc. Link 5/21/2018 Delayed to evaluate new functionality within PS Continuing Education • RFP was developed • Sub-committee reviewed draft and Governance approved RFP • RFP released October 15, 2018 with proposals due November 15, 2018 10/15/2018 TBD Online Admissions Application • Sub-Committee finalized OAA requirements • Need Approval of requirements • Project Team is reviewing requirements and Fit/Gap against ctc. Link functionality • RFP need will be evaluated based upon Fit/Gap 11/1/2018 1/20/2019 Budget Planning • Committee to be formed to review, finalize and approve Budgeting requirements • Review requirements against Oracle PBCS Solution / If needed, develop RFP 12/1/2018 *Dependent on FLC FY Activities to be complete 2/20/2019 Accessibility • Continued discussions with Appsian (formerly Grey Heller) • Validation approach using Appsian solution on ctc. Link versions being discussed and coordinated. N/A TBD Guided Pathways • Steering Committee approved approach for gathering business requirements for Guided Pathways N/A 6

Project Overall Status – October 26, 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 G LEGEND: On track Budget Deployment Group 2 (DG 2) is in the Structure Phase, focused on Local Configuration and Conversion activities. The Global Design/ Configuration Framework and previous Common Process Workshops (CPW) recommendations continue to move through governance for approval. The DG 2 Go-Live is scheduled for October 2019, based upon DG 2 college agreement per existing business activities and academic calendars. Analysis has begun on ctc. Link project resource overlap between DG 2 and DG 3 activities. A PM Summit is scheduled for Nov. 1 -2, followed by a DG 3 Pre-kickoff the afternoon of Nov. 2. L Remediation work continues to be a priority working in parallel with the Deployment activities. The Continuing Education RFP was released on Oct. 15. H H C C Critical H High M Moderate Low Spokane - Significant time & resources will be needed to prepare for COA (Chart of Accounts) rollout. Clark - Financial Aid - lack of understanding of dual processing. LEGEND: H High R Significant issues, not under control Status M Medium Campus Solutions Open Tab - 13/45 Closed Tab – 2/13 Financial Management Open Tab - 14/39 Closed Tab – 1/35 Human Capital Management Faculty Workload DRS Absence Management Security Audit Controls Student Billing Budget Planning Solution Open Tab - 09/25 Closed Tab – 0/07 Delayed due to AWS migration, date ERP Support working with CCS Full-Time EE resolved, Adjuncts in progress Incorporated into Security Redesign GDR approved and work in progress Requirements need to be created Online Admissions Solution Requirements finalized, Fit/Gap with ctc. Link Continuing Education Solution RFP posted. Proposals due Nov. 15, 2018. Mitigating Actions Create schedule and WBS by end of year 2018. May need to consider additional staffing, but this is dependent on understanding of the new business processes. Initial meeting with project staff to understand options and express any concerns. SBCTC - HCM's limited resources could cause delays. Issues 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 (Continuing Education, Online Admissions Application, Budget) Remediation The project is tracking per schedule and under budget. Review and definition of scope for each deployment is still underway due to the rework of key solutions. LEGEND: G Y Some issues, under control Executive Summary Risks Y Two HRGs in the agency. One staff member started recently so training efforts are taking place while managing day-to-day work to stay on schedule and complete data validation efforts. L Low Status Update This issue has been assigned to the CS team to consider for future deployment groups. M Clark - Plan Code Homework – for future deployments, would be much easier if colleges had EPC (Educational Program Code) as one of the fields. H SBCTC - Year end completion impacting homework completion, SBCTC ctc. Link efforts. Staff is currently working extra hours to maintain state and SBCTC Agency effort. 7

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DEPLOYMENT GROUP 3 – DG 3 • Completed DG 3 Pre-Kick-Off – Nov. 2, 2018 • Begin bi-weekly DG 3 meetings – Nov. 7, 2018 • Begin Peer Review meetings for readiness – TBD • College requested Pre-Kick Off meetings (Dec. 2018) • College Leadership Discussion • College ctc. Link Project Team • College Individual Kick-Off meetings (Jan. 2019) • DG 3 Kick-Off – Jan. 28, 2019 9

Deployment Group 3: Gate 1 Initiation Phase Progress – as of October 26, 2018 Cascadia Lower Columbia Olympic Peninsula Pierce Resource Plan and Budget C NR C College Project Charter C C C Baselined MS Project Schedule C C C NR C OCM Plan C C Communication Plan C C C NR C C IP C Risk Management Plan C C C IP C Data Cleansing Plan C NR C C C Legacy Business Process Mapping IP C C NR NR Supplemental Systems Assessment C C IP C C Initiation Phase Deliverables Local College Training Plan Legend NR: Not Received, deliverable not posted to c. DR IP: In Progress, draft deliverable has been posted to c. DR C: Complete, final deliverable posted to c. DR 10

Moran Technology Quality Assurance Report Recommendations as of October 2018 Status/QA# Findings Y ctc. Link Responses Y QA 0132 The AFRS CEMLI is a priority for the State Board including the ctc. Link project. Resources are allocated to complete the AFRS CEMLI work. We AFRS CEMLI Status is a QA concern. During the Remediation will continue to track this work to make sure the work is progressing. The Project, due to resource constraints, this work was put on-hold. State Board has requested this work be complete by new Fiscal Year / Reporting to State OFM has now resurfaced and the ctc. Link Project July 2018. team needs to get this work completed and operational to meet SBCTC reporting requirements to the State OFM. UPDATE: The team has made great progress, but has requested a separate testing environment to complete testing. The new timeline to complete testing and the migration to production is late October 2018. Y QA 0140 The new concept for Training Delivery has major benefits for the ongoing education of college administrative staff in ctc. Link business process and People. Soft functionality. QA would recommend that the revised scope of the training model be widely communicated to the stakeholders at this time given the positive expectations for the resulting outcomes. The training team is working on the new training approach for ctc. Link. We are developing a prototype of the new approach and will evaluate once it is complete. We are also looking at the overall content development scope and looking at external vendors to help build out the self-paced training. As we finalize the approach, we will work with the colleges for feedback. Y QA 142 QA recommends that SBCTC ensure that The Burgundy Group delivers a fully documented Technical Architecture of the ctc. Link System as they have implemented it in the Amazon Web Services environment. ctc. Link Technical and ERP Support staff require this documentation. This Technical Architecture documentation has been requested at this time. QA will continue to report on this Open item until it has been received, reviewed, and accepted. The ctc. Link Technical Project Manager will work with the SBCTC Application Services Director to work with our managed services provider Burgundy to develop the ctc. Link production and project fully documented Technical Architecture. OCIO Investment Plan Conditions – October 2018 Condition G G G Status 6 OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application Planned 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live Planned 11

Budget Status – as of September 30, 2018 G 12

STAFFING UPDATE Employee - Open Roles • 1 Student Financials Analyst - Posted • 2 Finance Analysts - Posted • 1 Applications Configuration Management – Posted • 1 Student Financials Analyst - Posted • 1 Communications/OCM Shared Role Interviewing 13

CTCLINK GOVERNANCE UPDATE ctc. Link Steering Committee (SC) ctc. Link Working Group (WG) ctc. Link SC Charter reviewed, updated, and signoff Updated ctc. Link Project Charter - Reviewed ctc. Link WG Charter reviewed, updated, and sign-off Decisions / Recommendations to SC Deployment Group 2 – Timeline Global Framework • FSCM/HCM GDR - Approved • CS GDR – In Process CPW Processes • New Hire • Grants Management • Absence Management (Partial approved) • Benefits Lifecycle • Course Management • Class Scheduling • Financial Aid ISIR • Managing Beginning of Term Guided Pathways Requirements Gathering Decisions / Recommendations to SC Global Framework • FSCM/HCM GDR - Approved • CS GDR – Approved CPW Processes • New Hire • Grants Management • Admissions • Absence Management • Benefits Lifecycle • Course Management • Class Scheduling • Financial Aid ISIR 14

RECENT PM/OCM EVENTS Project & Organizational Change Management (PM/OCM Training • Project Management Training – 23 College and ctc. Link PM participants • Organizational Change Management Training – 27 College and ctc. Link PM/OCM participants Project Manager (PM) Summit • 26 College PM/OCM participated in person • 4 College PM/OCM participated remotely • High Level Discussions • Schedule and Status Reporting • Quality Management • Organizational Change Management / College Roles & Alignment • Life After Go-Live • Conversion/Data Validation • End User Training • User Acceptance Testing • Security Redesign 15

QUESTIONS? Note: All material licensed under Creative Commons Attribution 4. 0 International License.

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REMEDIATION OPEN – FINANCE # Item # Description Status Planned Date Adjusted Date 1 19057 Ability for each organizational unit to develop and modify a budget at any level of the organizational structure and at any level of the program structure, throughout the budget development process. Open DG 3 2/1/2020 Needs RFP 2 19297 Distribute and report labor costs based on user-defined criteria, with full integration and reconciliation of data between GL, Payroll, and Student. Open 8/1/2018 10/24/2019 Training Materials 3 19299 Provide a journal entry toolset, including but not limited to a standardize spreadsheet template, to facilitate streamlined journal entry and upload. Open 8/1/2018 10/24/2019 Training Materials 4 19304 Standardize sub-objects and mapping to a system-wide structure for each unique GL created at the college-level. Open 1/1/2018 7/1/2019 New COA 5 19323 Supports GL account verification across applications. Open 2/1/2018 TBD FY Deliverable 6 19342 Support vendor payment advance process based on user-defined criteria (e. g. , each college is authorized to draw an advance against the State Treasurer, with the amount equal to 17% of preceding biennium's monthly allocation). Open 12/1/2017 TBD Need SB Process 7 19382 Integrate seamlessly with receivables processes to collect funds from vendors and recoverpayments. Open 8/1/2018 10/24/2019 Training Materials 19

REMEDIATION OPEN – FINANCE, CONT’D # Item # Description Status Planned Date Adjusted Date 8 19454 Create and maintain as many payment forms and templates, including remittance detail, as required to meet institutional needs and local needs of individual colleges. Open 8/1/2018 10/24/2019 Training Materials 9 19633 Enable reconciliation process based on user-defined business rules (e. g. , able to identify transaction source). Open 1/1/2018 TBD FY Deliverables 10 19747 Calculate and report indirect costs based on user-defined criteria. Open 2/1/2019 ERP Support 11 19968 Track grants separately from G/L Chart of Accounts and reconcile the two. Open 2/1/2019 10/24/2019 Training Materials 12 20212 Comparison of Actual to Budget (Revenues/Receipts and Expenditures) Open 12/29/2017 2/1/2020 Need RFP 13 N/A - 39 Must configure system to utilize email correspondence to vendors for all PO’s. Open 1/1/2019 10/24/2019 Training Materials 14 N/A - 41 College needs a budget development system that allows for adequate budget building process. Open DG 3 2/1/2020 Need RFP 15 19713 Dispose of financial and non-financial assets. Closed DG 2 10/24/2019 Training Materials 20

REMEDIATION OPEN – HUMAN RESOURCES # Item # Description Status Planned Date Adjusted Date 1 20596 Faculty Workload to generate and modify documents and pay for adjunct faculty based on user-defined criteria (4 Phases to resolve / 2 Phases remaining) Open 3/1/2018 Package 1. 75 -9/30/2018 Package 2 - 12/20/2018 2 29976 Develop and Re-run the ESD report Open 12/1/2017 TBD TCC to Test 3 37532/ 55698 Bio-Demo data values not aligned with CS and HCM Closed 12/1/2017 TBD ERP in Progress 4 20753 Establish contract pay based on user-defined criteria. Open 1/1/2019 10/24/2019 Needs CPW 5 20573 Need ability to report on department budgets Open 1/1/2019 TBD Needs Budget Tool 6 N/A - 27 Step Movement / Needs CEMLI Open 1/1/2019 10/24/2019 7 N/A - 29 Spokane would like to participate in UAT process for upcoming DGs implementing the Recruitment module. Open DG 2 10/24/2019 8 N/A - 31 Migrate ctc. Link framework to Wave 1 framework (related to Absence Management) Open DG 2 10/24/2019 9 N/A - 32 Create “day” definition / Absence Management and Time & Labor issue Open 12/1/2017 10/24/2019 10 N/A - 34 Provide list of employees missing area codes / Legacy Data Issue Closed 12/1/2017 9/14/2018 21

REMEDIATION OPEN – CAMPUS SOLUTIONS # Item # Description Status Planned Date Adjusted Date 1 20797 Support continuing education registration process where student can browse courses without logging on Open DG 3 2/1/2020 Needs RFP 2 20901 Provide the ability for continuing education students to enroll directly in classes (i. e. , application is not required). Open DG 3 2/1/2020 Needs RFP 3 21359 Allow payment online for continuing education based on user name and password. Open DG 3 2/1/2020 Needs RFP 4 21505 Perform third-party billing based on user-defined criteria (e. g. , by student, consolidated). Open 5/1/2018 10/24/2019 GDR Approved 5 20814 Provide the ability for continuing education students to enroll directly in classes (i. e. , application is not required). Open DG 3 2/1/2020 Needs RFP 6 21293 Support streamlined admissions processing and user interface. (Online Admissions Application) Open DG 3 2/1/2020 Needs RFP 7 N/A - 13 Effective Dating: FA Term, FA Budget and other areas have defective Effective Dating Open 12/1/2017 TBD 8 N/A - 15 Reconciliation queries haven’t worked correctly or accurately since Go Live. Open 3/1/2018 TBD FY Deliverable 9 N/A - 22 Error/exception report identifying discrepancies between financial aid system and the general ledger (2 nd Journal Set) Open 12/1/2017 TBD FY Deliverable 22

REMEDIATION OPEN – CAMPUS SOLUTIONS, CONT’D # Item # Description Status Planned Date Adjusted Date 10 N/A – 12 SAP Setup Effective Dating doesn’t work (Oracle Bug ID 24667042) Open 6/1/2018 TBD 11 N/A – 17 Converted student account balances must be completely audited / corrected to reflect the ending balances from Legacy. Open 6/1/2018 TBD FY Deliverable 12 N/A – 18 Reports to reconcile student financial transactions for a given day to the general ledger by item type, chartstring and fund. Open 5/1/2018 TBD FY Deliverable 13 N/A – 19 Need accurate reports in the CS pillar for Student Financials to summarize data such as insurance, fees, waivers, etc. Open 5/1/2018 9/30/2018 14 21451 Maintain academic standing for financial aid eligibility, based on multiple, user-defined criteria Closed N/A 9/30/2018 15 21338 Track satisfactory academic progress (SAP). Closed N/A 9/30/2018 23