CTCLINK PROJECT UPDATE CTCLINK STEERING COMMITTEE December 18

CTCLINK PROJECT UPDATE CTCLINK STEERING COMMITTEE December 18, 2018 • Choi Halladay - District Vice President for Administrative Services Pierce College, ctc. Link Steering Committee Chair • Christy Campbell – SBCTC ctc. Link Project Director

AGENDA Item Description Duration Facilitator 1. Welcome 2 Minutes Christy 2. Approval of Minutes 3 Minutes Choi 3. 20 Minutes Christy 4. ctc. Link Program Status -Remediation (CCS, TCC Updates) -Deployment Group 2 -Deployment Group 3 -Deployment Group 4 Staffing & Budget Status 3 Minutes Christy 5. Governance Update (c. ELC) 5 Minutes Choi 6. Charter Discussion / Membership 5 Minutes Christy/Choi 7. Other Discussion Items 5 -10 Minutes Christy/Choi 8. Next Meeting Items & Adjourn 2 Minutes Janelle 2

CTCLINK MINUTES – APPROVAL • November 20, 2018 3

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

ctc. Link College Remediation Status Reports – Nov. 26 to Dec. 7, 2018 Community Colleges of Spokane R Remediation Items progress this period 1. Closing Fiscal Years – SBCTC closed FY 16, 17, 18 with large variance and no avenue now for CCS to reconcile accounts. 2. Security Role Redesign – Project pushed out from September to February 2019. Finance Security Roles matrix delivered to working group 11/14 but didn’t have business process/tasks so CCS couldn’t provide feedback. 3. Absence management (adjunct & part time faculty) – Completion date still TBD. 4. DRS & PEBB – Completion date still TBD 5. Faculty Workload Improvements – Delayed until 2019. 6. Student Third-Party Billing – SBCTC request to deliver now in January 2019. This was pushed out assuming all above items were to be addressed in December 2018. Request to SBCTC to reconfirm completion date for this task. Accomplished this period • N/A *If status is yellow or red, describe why. All Remediation Conditions delayed; Pending new completion dates from SBCTC. Tacoma Community College G Remediation Items progress this period • N/A Accomplished this period q Received updates from local SMEs for updates on 3 HR remediation items: 29976, 20781, and 20491 q Participated in OAA redesign options ratings Project Team R Accomplished this period ü Absence Management - Completed development and testing of all the absence balance remediation fixes. We have packaged the absence balance fixes to the CEMLI SE-231 and have migrated the CEMLI to PTS for ERP to System Integration Testing (SIT). ü Third-Party Billing – Completed 9. 0 FDD/TDD and began development work effort Planned for next period q Absence Management – The Application Services migrate the project to PQA for Colleges to UAT Test q DRS - We are waiting on approval of the formula from SBCTC and then can complete the development. q Faculty Workload - Package 2 postponed until spring quarter due to calculations issues discovered during testing; work in progress to resolve q Security Role Design – Continue to finalize new role and permission list model. q Student Third-Party Billing – Complete development and begin Functional Unit Testing and then begin System Integration Testing. q Fiscal Year – Continue to work with FY team and Reporting team on end-to-end Checklist, Queries, and Reporting needed for Month End and Year End close. *If status is yellow or red, describe why. The ctc. Link project team in partnership with the FLC’s agreed upon solution plans and completion dates for most of the remaining remediation. A number of the 40 plus remaining remediation items have missed the planned completion dates due to GDR timing, policy decisions as well as impacts from AWS migration and environmental issues. 5

REMEDIATION SUMMARY – APPENDIX A Date Total Open Agreement w/Plan Needs Improvement 11/29/2017 111 10 12/13/2018 39 29 10 Issues without Detailed Plan (Needs Improvement) § Continuing Education Application § Online Admissions Application § Hyperion / Create Budget Application 6

REMEDIATION SUMMARY – APPENDIX A Open Items and Additional Critical Issues Date Total Open Agreement w/Plan Needs Improvement 11/29/2017 111 10 12/13/2018 39 29 10 College Remediation Acceptance Conditions § § § § Financial books for fiscal years 2016 and 2017 CCS Security Audit / proper system internal controls Absence Management Framework Accurate reporting to the Department of Retirement Services (DRS) and the Public Employee Benefit Board (PEBB) Faculty Workload Student account and student third party billing statements must be configured into an easily readable and accurate statement Chart of Account Re-design Task Based Security Re-design 7

Remediation Summary – Appendix B Closed Items Agreement with Solution Date Total Closed Agreement w/Solution Needs Improvement Needed Clarification 11/29/2017 264 180 52 32 12/13/2018 264 262 2 0 Issues closed where college did not agree with solution (Categories of those issues that “Need Improvement”) § Need clarifications (Not understanding requirement/solution) § Request additional training § Enhancement requests § Open ERP Support Service Desk tickets 8

Other ctc. Link Project Activities – Status as of Dec. 7, 2018 RFP Publish New Solution Status 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 • • • 10/15/2018 January 2019 Online Admissions Application • Sub-Committee finalized OAA requirements • Project Team performed Fit/Gap of ctc. Link functionality • OAA workgroup evaluated select solutions currently in use at other People. Soft Universities and Colleges • OAA workgroup developing a short list of best/possible solutions to identify those solutions • If needed, develop RFP TBD January 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 Accessibility • Continued discussions with Appsian (formerly Grey Heller) • Accessibility Vendor to assist with testing of ctc. Link • Validation approach using Appsian solution on ctc. Link versions being discussed and coordinated. N/A DG 2 System Integration Testing – March 2019 Guided Pathways • Steering Committee approved approach for gathering business requirements for Guided Pathways N/A March – June 2019 9 RFP was developed and approved by Governance RFP proposals due November 15, 2018 3 Vendors responded and subgroup is evaluating solution Vendor demos scheduled for December 19, 2018 Solution presented to Governance for approval in January Solution Decision

Project Overall Status – Nov. 26 to Dec. 7, 2018 Overall Schedule Y • • Program is on track and making expected progress Key activities are being executed per timeline and budget Scope Y • • 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 Budget G G • 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. Deployment Group 2 (DG 2) is in the Structure Phase, focused on Local Configuration and Conversion activities. DG 2 Go-Live is scheduled for October 2019. The Global Design/Configuration Framework and previous Common Process Workshops (CPW) recommendations continue to move through governance for approval. DG 3 is engaged in peer review and pre-kickoff activities, with an official DG 3 Kick-off scheduled for January 28, 2019. Remediation work continues to be a priority working in parallel with the Deployment activities. The Continuing Education RFP closed Nov. 15 and. L work on the OAA solution is underway. LEGEND: C Critical H High M Moderate H Spokane - Significant time & resources will be needed to prepare for COA (Chart of Accounts) rollout. M ctc. Link Campus Solutions – Student Experience in 9. 2 M Issues H H LEGEND: H High M Low Campus Solutions Financial Management Human Capital Management Absence Management Security Audit Controls Student Billing Open Tab - 13/45 Closed Tab – 2/13 Open Tab - 14/39 Closed Tab – 1/35 Open Tab - 09/25 Closed Tab – 0/07 Package 2 postponed until Spring Quarter due to calculations issues discovered during testing, work in progress to resolve Waiting on approval of the formula from SBCTC and then can complete the development. ERP Support SIT and then college UAT Incorporated into Security Redesign FDD/TDD is complete and development work in progress Budget Planning Solution Sub-committee begins Jan 2019 to review , finalize requirements Online Admissions Solution OAA workgroup reviewing other OAA options and scoring Continuing Education Solution RFP closed, proposals under review. Team responding to questions to shortlist vendors, schedule demos for work group. Faculty Workload DRS Mitigating Actions Create schedule and WBS by end of year 2018. CS team has expressed concern about how students will execute transactions in 9. 2. More FLUID development may be needed or create tiles to re-direct. CS team has been working with ctc. Link Tech team. Clark – Lack of Compliance with WA Rules for Accessibility LEGEND: Status Remediation Executive Summary Risks 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) People. Soft with current tools has many accessibility issues (for screen readers). A review of the upgrade version for accessibility and a fit gap needs to be conducted. ctc. Link PMO – currently talking to vendors about Low testing for accessibility. Medium L Low ctc. Link CS – Student Financials (SF) Conversion Logic – Negative Charges/Fee Code Transfers ctc. Link Training – The development of the Training Content is behind schedule due to the alignment of the training team and new approach to Training delivery. Status Update Student Financials (SF) team, Legacy and Technical resources are currently monitoring and reviewing extract logic for conversion in cycle 2 B and cycle 3. 10 in the The training scope content is being defined and we have training vendors to help address the delay 10 buildout of training content in preparations of training delivery for DG 2 colleges and the State Board.

Deployment Group 2 Self-Reported Status – Nov. 26 to Dec. 7, 2018 Clark College G Accomplished this period ü Created validation spreadsheets ü Validation work sessions 6 hours daily G Accomplished this period ü HCM & FIN Data Validation Introduction meetings attended 11/14 -15 ü Data Validation completed for “Purchasing Orders” and “Vouchers” ü SBCTC Liaisons & Governance meeting (2 of 2) held 11/27 ü ctc. Link reboot / kickoff at All-Staff held 12/3 ü Change management – ADKAR training open to all-staff held 12/3 ü HCM-HR and Payroll meeting held determining shared processes 12/7 Planned for next period q Continue data validation q Continue meetings to complete Change Action Plans q Update Communication Plan q Schedule CS meetings requested by project staff q Provide documentation of ways to improve data validation for colleges Planned for next period q Complete one last piece of UAT Homework ECD 12/21 q Completion of HCM and FIN Data Validation effort 11/16 -12/11 q Working Group charter approved ECD 12/21 Planned, but not completed • Update communication plan • Change actions plans – postponed meeting to work on data validation Community Colleges of Spokane SBCTC Agency R Accomplished this period ü Reviewed final draft of Finance Security Roles matrix but unable to provide feedback without business processes/tasks data ü Planning meetings is progress for Chart of Accounts Planned for next period q Begin review of Security role matrixes for Fin, CS, and HCM q Began building Co. A project plan and WBS for schedule q Began building Security Redesign rollout project plan and identify WBS for schedule *If status is yellow or red, describe why: • All Remediation Conditions delayed; Pending new completion dates from SBCTC. • FY 16, 17 & 18 Closed by SBCTC. Our proposed solution to reconcile journal adjustments in an automated fashion was denied. We are unable to produce financial statements that will pass an audit to continue as a community college in good standing. Planned, but not completed • Completion/approval of agency work breakdown structure to graphically represent all work needed for success, ECD 12/21/18 • Meet to discuss how contracts will go into ctc. Link and how different departments might do different parts of the work (new PM will inquire with Working Group on this) ECD 12/21/18 • Submit PS query samples/requests – (new PM will inquire with Working Group on this) ECD 12/21/18 Tacoma Community College G Accomplished this period ü Local SMEs attended ctc. Link Security redesign group, ctc. Link PM groups, ctc. Link governance groups, various ctc. Link status meetings ü Participated in Data Validation ü 1099 BPFG Sessions ü Planned for Chart of Accounts Redesign Planned for next period q Participate in Conversion Cycle 2 Data Validation q Chart of Accounts Redesign Sessions q P-Card BPFG Session 11

DEPLOYMENT GROUP 3 – DG 3 üCompleted DG 3 Pre-Kick-Off – Nov. 2, 2018 üBegan bi-weekly DG 3 meetings – Nov. 7, 2018 üPeer Review meetings for readiness – Dec. 5 -6, 2018 • College Pre-Kick-Off meetings – Dec. 10 -14, 2018 • College Leadership Discussion • College ctc. Link Project Team • Additional Pre-Kick-Off meetings – January 2019 • DG 3 Official Kick-Off – Jan. 28, 2019 12

Deployment Group 3: Gate 1 Initiation Phase Progress - as of December 7, 2018 Cascadia Lower Columbia Olympic Peninsula Pierce Resource Plan and Budget C C College Project Charter C C C Baselined MS-Project Schedule C C C OCM Plan C C Communication Plan C C C NR C C Risk Management Plan C C C Data Cleansing Plan C C C Legacy Business Process Mapping IP C C IP IP Supplemental Systems Assessment C 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 13

DEPLOYMENT GROUP 4 – DG 4 ü College Initiation Plans Built – Complete q Begin percent-complete tracking in plan (PWA) – In progress q Begin dashboard reporting for DG 4 readiness – January 2019 14

Moran Technology Quality Assurance Report Recommendations as of November 2018 Status/QA# Y Y QA 0143 QA 0144 Y QA 0145 Y QA 0146 Y QA 0147 Findings During the FLC Phase Project, the status of CEMLI delivery and testing was problematic. Many of these CEMLIs were not delivered until 2 weeks before Go-live, were not tested, and resulted in many operational errors. QA team recommends that a list of all CEMLIs be made available for review and maintained, indicating the pillar and business process related to the CEMLI, the latest status of testing, and any issues that will impact software readiness. This list should be made the responsibility of the Pillar PM with periodic reviews with the Technical Lead responsible for CEMLIs. QA team would like to review this list monthly. The current status of the Training Materials is a major area of QA concern. There approximately 60 Courses to be developed for use with DG 2 and DG 3. QA recommends that a list of all planned Training Courses be made available for review and maintained, including the status of course components including Quick Reference Guides (QRGs), Step-wise Tutorials/Instructions, On-Line References materials linked to Business Processes, and Videos. QA team would like to review this list monthly. 11/2/2018: The schedule for development of Training Course materials required for DG 2 has now become YELLOW and probably will be RED next month until the PMO has implemented a series of corrective actions to fully recover it. There are 60 courses to be developed. The pilot course was to be completed in September and is still not completed. QA recommends that the PMO expedite bringing on qualified contractors/consultants to recover the schedule. The current delay in completing the new Security framework for the ctc. Link could benefit from the colleges completing a work effort in parallel to completion of the security software. One approach could be to use a spreadsheet to collect information regarding business process/tasks, approval authorizations, and assign organizational roles. The current status of Testing UAT Framework and schedule is another major area of QA concern. The concept for UAT addresses lessons learned with FLC implementation. It incorporates on-line training components for use by college staffs involved with UAT tasks. QA views this very positive; however delivery of the training materials now is linked to this Testing Framework. QA team would like to review the detailed schedule for UAT activities and planned Project staffing workload to support the enhanced training scope. Y ctc. Link Responses Deployment Group 2 implementation includes the retrofit development for all Campus CEMLIs (Customizations), The original list had not been consistently updated so the team has rebuilt the CEMLI Master document for Project and Support in parallel with the development retrofit. Training is a critical area within the ctc. Link project. There is a new training manager and training approach. The scope of courses, their mode of delivery, and actual content is being evaluated by the new manager. Once the scope has been finalized, the team will begin to develop the training content as well as we are preparing for a vendor to help with the self-paced training content. The security redesign is currently underway and is scheduled to be completed on time in order to utilize it in UAT. The detailed schedule for UAT activities is being developed. When the schedule and planned project staffing workload is completed this will be communicated and shared out. 15

OCIO Investment Plan Conditions – November 2018 Condition G Y 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 16

STAFFING UPDATE Employees - Open Roles • 1 Student Financials Analyst - Posted • 2 Finance Analysts - Posted • 1 Applications Configuration Management – Posted 17

Budget Status – as of November 30, 2018 G Christy 18

CTCLINK GOVERNANCE UPDATE ctc. Link Steering Committee (SC) ctc. Link Working Group (WG) ctc. Link SC Charter reviewed, updated, sign-off ctc. Link WG Charter reviewed, updated, sign-off Decisions / Recommendations to SC Deployment Group 2 – Timeline Global Framework • FSCM/HCM GDR - Approved • CS GDR – Pending review CPW Processes • New Hire • Grants Management • Absence Management • Benefits Lifecycle • Course Management • Manage Beginning of Term • Class Scheduling • Financial Aid ISIR Global Framework • FSCM/HCM GDR - Approved • CS GDR – Approved CPW Processes • New Hire • Grants Management • Absence Management • Benefits Lifecycle • Course Management • Manage Beginning of Term • Class Scheduling • Financial Aid ISIR Enhancement Requests Guided Pathways Proposal Additional Actions • Better and more efficient presentation of decision materials • Prep time for SC Additional Actions • Create Template for items to be presented to WG • Define which and how items come to WG 19

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

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 21

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 22

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 23

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 24

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 25