CTCLINK PROJECT UPDATE CTCLINK STEERING COMMITTEE January 29

CTCLINK PROJECT UPDATE CTCLINK STEERING COMMITTEE January 29, 2019 • Choi Halladay - Pierce College District Vice President for Administrative Services, ctc. Link Steering Committee Chair • Christy Campbell – SBCTC ctc. Link Project Director

AGENDA Item 1. Welcome Description Duration 2 Minutes Facilitator Christy 2. Approval of Minutes 3 Minutes Choi 3. Continuing Education Replacement Solution (RFP Award) q Discussion q Decision/Recommendation Recap of DG 3 Alternate Decision 45 Minutes Christy 5 Minutes Choi ctc. Link Program Status q Remediation (CCS, TCC Updates) q Deployment Group 2 q Deployment Group 3 q Deployment Group 4 Moran Quality Assurance Report 20 Minutes Christy 5 Minutes Paul Other Discussion Items q Charter Discussion / Membership Next Meeting Items & Adjourn 5 Minutes Christy/Choi 5 Minutes Janelle 4. 5. 6. 7. 8. 2

CTCLINK MINUTES – APPROVAL • January 15, 2019 3

CONTINUING EDUCATION REPLACEMENT SOLUTION (RFP AWARD) • Discussion • Decision/Recommendation 4

RECAP OF DG 3 ALTERNATE COLLEGE • c. ELC Co-Chairs discussion 5

CTCLINK PROGRAM STATUS • Remediation • Deployment Group 2 • Deployment Group 3 • Deployment Group 4 6

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 Security Role Redesign Absence Management DRS Redistribution Faculty Workload Student Invoice & Third-Party Billing • • Continuing Education Online Admissions Budget Planning Financial Aid Customizations 11/29/17 195 101 10 84 12/13/18 41 29 10 2 7

Other ctc. Link Project Activities – Status as of Jan. 18, 2019 RFP Publish Solution Decision 10/15/2018 January 2019 • 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 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 Delayed to evaluate new functionality within PS 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 New Solution Status Continuing Education • • • Online Admissions Application 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 8

Project Overall Status – January 7 to 18, 2019 Y Overall Schedule Y Scope Y Budget Y • • • Program is on track, per timeline, scope, budget DG 2 Training content development and UAT framework are behind at risk 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 re-implementation of solutions (Continuing Education, Online Admissions Application, Budget) Executive Summary 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 Construct Phase, focused on Local Configuration and Conversion activities and prep for UAT and UAT Training. DG 3 Initiation Phase/Gate 1 is complete and Steering Committee accepted the college to move to Structure Phase/Gate 2. DG 3 official kickoff is January 28. Remediation work continues to be a priority working in parallel with the Deployment activities. The Continuing Education solution awarded on 1/24/19 and will be reviewed and approved in the Steering Committee on 1/29/19. Work on the OAA solution is underway. Overall Status Summary per Deployment Group DG# Status Comments DG 2 Y DG 3 G DG 4 G Risks/Issues Reported • DG 2 Training content development and UAT framework are behind at risk • DG 3 Colleges all participated in a Pre-Kick Off to educate Important for SMEs to engage in first project activity after kick-off, Global Design Adoption. College teams on key implementation deliverables • DG 4 will begin status reporting of the ctc. Link Initiation Phase Dashboards Chart of Accounts implementation and SME adoption. Initiation Phase – PMs working on deliverables for Gate 1. Overall Timeline (All Deployments) LEGEND: High Medium Low 9

DEPLOYMENT GROUP 2 – DG 2 10

Deployment Group 2 Self-Reported Status – January 7 to 18, 2019 Clark College G G Accomplished this period ü SBCTC Agency Crosswalk and homework completed, Jan. 18 ü HR completed Change Impact Analysis & Planning on New Hire, Employee Change and Separation, and Leave w/o Pay processes, Jan. 16 ü FIN completed Change Impact Analysis & Planning on Cash Management and three Grants’ processes, Jan. 17 ü Report out on change readiness assessment sent to all SBCTC staff with meetings underway to set up information sessions based on survey result, Jan. 14 Accomplished this period ü Held Lunchebration (lunch and celebration) to celebrate our successes in data validation, collect lessons learned, and discuss a plan for Cycle 3. ü 90 -minute presentation to Guided Pathways Pillar 3 group about ctc. Link and how it supports Guided Pathways. ü Continue meetings to complete Change Action Plans ü Continue adding Change ction plans into a work plan document. ü Met with faculty to work on communication plan ü Completed as much as we could for UAT Planned for next period q Completion/approval of agency graphical representation of all work needed for project success. Estimated completion date, Jan. 7. q PM/OCM providing drafted roadmap to Executive Sponsor week of Jan. 7, reviewed by SMEs Jan. 11, Ready for final review with project team schedule dates by Feb. 1. q Additional ADKAR training to be scheduled by Jan. 18. Update: email sent to Deputy Executive Directors for approval before sending to all staff, 1/16/19 Planned for next period q Finalize Communication Plan q Data Validation schedule for February Planned, but not completed • 3 C’c homework Community Colleges of Spokane SBCTC Agency R Planned, but not completed • Completion of 5 remaining UAT Homework items. PM will email SMEs with remaining UAT week of (w/o) 1/21/19 Accomplished this period ü Planning/Strategy meetings in progress for Chart of Accounts ü Co. A Kickoff meeting scheduled for 1/31 in Spokane Planned for next period Security Role Redesign: q Waiting for Finance Matrix with Business Processes added. Due end of Jan. q Matt Connelly to develop process/plan and schedule for completing this work. Chart of Accounts Redesign: q CCS finalize new Co. A structure q Communicate structure/strategy at Jan. 31 kickoff meeting. q Work on Organizational Change Management Plan q Confirm SBCTC tasks vs. college tasks q Start building schedule/timeline with SBCTC *If status is yellow or red, describe why. • Remediation Conditions in progress. Completion dates or UAT dates still not provided. • FY 16, 17 & 18 Closed by SBCTC. CCS needs to make Journal Entry adjustments for 16, 1 & 18 to address $18, 000 variance. • CCS nearing completion of defining new Chart of Accounts structure/strategy. 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 ctc. Link Security redesign activities Planned for next period q Participate in Conversion Cycle 3 Data Validation as needed q Local SMEs attend ctc. Link Security redesign group, ctc. Link PM groups, ctc. Link governance groups, various ctc. Link status meetings 11

DEPLOYMENT GROUP 3 – DG 3 Deployment Group 3 Timeline (High Level Phases) G 12

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 • Olympic Pre-Kick-Off meeting – Jan. 25, 2019 • DG 3 Official Kick-Off – Jan. 28, 2019, 2 to 3: 30 p. m. 13

DEPLOYMENT GROUP 4 – DG 4 ü College Initiation Plans Built – Complete • Begin percent-complete tracking in plan (PWA) – In progress • Begin dashboard reporting for DG 4 readiness – January 2019 (Included in next Status Report and SC Report) 14

Budget Status – as of December 31, 2018 G 15

ctc. Link Quality Assurance Scorecard Overall Status ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 Moran Technology Consulting Report: December 2018 STATUS Y PROJECT AREA DESCRIPTION / NOTES G SBCTC/Governance framework continues to work as expected. G Program Management Project Management Office (PMO) is fully staffed, working well together and continuing to address improvements in project management processes. Y Phase Scope Y Schedule Status R Training Content Development is behind schedule. PMO is taking appropriate actions (reallocating resources and working with a vendor on development support) to recover the schedule. Y Testing DG 2 Testing work stream relies heavily on availability of functional project staff and the impact of resources with DG 2 and DG 3 overlap during specific phases. G Configurations / Data Conversion DG 2 Colleges are beginning to work in Data Conversion Cycle #3. The new standard Chart of Accounts has been configured and vetted with system-wide finance groups. FLCs will need to take ownership of the new Chart of Accounts. 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. Kickoff for DG 3 is scheduled for January 28, 2019. G Project Staffing is okay at this time. Overlap of DG 2 and DG 3 may require additional resources. G Technical Environment SBCTC continues to monitor system performance; there have been no outages since early September 2018 and then early January 2019 LEGEND Risk Description QA concerned about implementation schedules for replacement solutions. Will know more once solutions are selected. SBCTC closed the FY years for FLCS on 11/30/18, additional adjustments will be made in FY 2019. New Chart of Accounts scheduled for July 2019. DG 2 and DG 3 schedule overlap. 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. 16

OTHER DISCUSSION ITEMS • Charter Discussion / Membership 17

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 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