CTCLINK PROJECT UPDATE CTCLINK STEERING COMMITTEE May 7

CTCLINK PROJECT UPDATE CTCLINK STEERING COMMITTEE May 7, 2019 • Choi Halladay - Vice President for Administrative Services, Pierce College; ctc. Link Steering Committee Chair • Christy Campbell – SBCTC ctc. Link Project Director

Agenda Item 1. 2 3 4 5 6 7 8 Description Welcome Approval of Minutes • Deployment Group 2 Go-Live Date – Request for Approval • Deployment Date Selection Process Adhering to current deployment groups (no future changes) - Review proposal language, discuss, make recommendation to c. ELC for adoption and communication to WACTC/presidents Executive Sponsor Engagement Discussion Enhancement Request: PCI Compliant Integrated Cashier Cred Card Solution ctc. Link Program Status Remediation (CCS, TCC Updates) Deployment Group 2 (Training, Testing, Deployment) Deployment Group 3 (BPFG. Data Validation) Deployment Group 4 (Initiation) Deployment Group 5 (Early Visits/Reporting) PM Summit (May 6 -8) Update Subgroup: SC Charter & Membership (Discussion regarding requirement of college “Executive Sponsor” as voting members) Duration Facilitator 1 Minute Christy Choi 10 Minutes Christy 15 Minutes Christy/Choi 10 Minutes John Ginther 15 Minutes Christy 15 Minutes All 2

CTCLINK MINUTES – APPROVAL • April 23, 2019 3

DEPLOYMENT GROUP 2 – GO-LIVE DATE • Discussion / Approval Option 2: Perform Upgrade & Conversion 2 Cut-Overs (Early October) Takedown PS: 10/11/19 No Impact Return Access to PS: 10/14/19 No Impact 2 nd Takedown PS: 10/25/19 Takedown Legacy: 10/24/19 2 nd Return Access to PS: 10/28/19 Up on People. Soft: 10/28/19 • Additional Discussion – Future Go-Live Dates 4

Deployment Dates Selection Process Project Team Provides Deployment Date Options Based on Payroll and College Term Calendars Deployment and Deployed Project Managers Review Deployment Date Options to Gain Consensus If No Consensus Achieved, Deployment and Deployed Executive Sponsors Review Deployment Date Options to Gain Consensus If No Consensus Achieved, Deployment and Deployed President Review Deployment Date Options to Gain Consensus If No Consensus Achieved, Issue is Escalated to Steering Committee for Recommendation to c. ELC If No Consensus c. ELC Reviews Recommendations from Steering Committee and Decides Go-Live Dates for that Deployment If No Consensus

Deployment Group Movements • Discussion - Colleges to stay in current deployment groups (no future changes) • Review proposal language & recommendation to c. ELC for adoption 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, the Steering Committee recommends a moratorium on any future changes to the deployment groups that are currently in place. Motion: The Steering Committee requests that the c. ELC adopt this recommendation and communicate it to all presidents at the WACTC business meeting and follow-up with a communication from the c. ELC co-chairs to the WACTC listserv. 6

EXECUTIVE SPONSOR DISCUSSION • What do Executive Sponsor’s need? • • • Executive Sponsor Survey results varied Understanding their role? College Engagement? ctc. Link PMO/Governance Engagement? Communications? 7

ENHANCEMENT REQUEST PCI COMPLIANT INTEGRATED CASHIER CREDIT CARD SOLUTION • Review Enhancement Request Document • Considerations / Discussion • • What is the scope of this work? Who will be assigned? Managing? What budget will be utilized for this solution? Additional Questions? 8

CTCLINK PROGRAM STATUS Remediation (CCS, TCC Updates) Deployment Group 2 (Training, Testing, Deployment) Deployment Group 3 (BPFG. Data Validation) Deployment Group 4 (Initiation/Reporting) Deployment Group 5 (Early Visits/Reporting/Initiation) Deployment Group 6 (7/9 Colleges - Initiation Schedule) PM Summit: 2 Days - Focused on College Implementation Activities 9

PILOT REMEDIATION OVERVIEW & STATUS Date Total Open Items Needing a Open Items With a Replacement Plan to Complete Solution (Appendix A) • • 2016, 2017, 2018 Financial Books Absence Management • • • Open Items That Were Closed, but Reopened in Remediation Agreement (Appendix B) 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 10

Project Status – April 15 to 26, 2019 Overall Project Status Summary Category Status Overall Y Schedule Y Scope Y Budget G Executive Summary Comments • • Program is on track, per timeline, scope and budget Security Mapping activities impacting UAT Current DG 2 Schedule has no “Float” remaining in timeline • 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 • • Monitoring scope and timing of: Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations Overall Status Summary per Deployment Group DG# Status Comments • • Security Mapping activities are impacting DG 2 UAT Security Production Mapping is still pending College resources have been engaged in BPFG Workshops Conversion cycles have begun DG 2 Y DG 3 G DG 4 G • College teams working on Initiation Phase activities DG 5 G • • College teams working on Initiation Phase activities 7 of 8 Colleges have downloaded Initiation Plan DG 6 G • 7 of 9 Colleges have downloaded Initiation Plan Christy 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: • DG 2 is in the Construct Phase and the ctc. Link project team is performing DG 2 System Integration Testing (SIT) and conversions. Conversations are underway to set go-live dates. • DG 3 is in the Structure Phase, focused on Business Process Fit/Gap sessions (BPFG) through May. • DG 4 is in the Initiation Phase, with most colleges nearing the halfway mark on deliverables. • DG 5 colleges have begun Initiation Phase and are learning the public status reporting process. DG 5’s first report is included in this status update. • DG 6 will soon begin initiation phase and reporting process. The spring 2019 Project Managers Summit will be held at Wenatchee Valley College, with May 6 -7 focused on overall Implementation Phase activities for all colleges and May 8 focused on the Initiation Phase for DG 5 and DG 6. Contract negotiations are underway 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. Overall Timeline (All Deployments) 11

Top Risks Reported – as of April 26, 2019 Risk Level LEGEND: C Critical H High Submitted by (name, org/college), Deployment Group & Date Risk Description Mitigating Actions Chart of Accounts (Co. A) – User adoption and successful deployment (scheduled for July 1, 2019) is critical for Deployment Group 2 (DG 2) timeline. Update: Spokane has met all deadlines and is meeting with Emmett weekly. Emmett is reaching out to TCC to set up same engagement. Emmett Folk, ctc. Link PM for FIN & HCM Team Update: Data Validation has occurred for cycle #3 & cycle #4. Working through issues logged in OTM and next step is to contact SMEs regarding these issues. ctc. Link is developing options for a cycle 4 B which includes SF data. Susan Maxwell, Clark PM H Clark: Student Finance (SF) not tested – As of mid-March, we have completed data validation for Cycle #3, but have not validated any SF data to ensure it is working correctly. Update: ctc. Link team has met to discuss options for OSECE and Campus. CE. We are preparing to deploy OSECE and waiting on contract negotiations for Campus. CE RFP. Susan Maxwell, Clark PM C Clark: Impact to college Continuing Education (CE) program – seems likely that Clark will start with OSECE and possibly move to Campus. CE. Decisions are dependent on cost for Campus. CE, support for OSECE and impact to students. H Issue Description Moderate Low Risk Owner (s) Emmett Folk DG 2 Impacted, Risk Date: 10/12/2018 *also Risk submitted by Matt Connelly, *Refer to Co. A milestones tracking in this report. Spokane District PM on 10/23/18 John Henry Whatley, Chandan Goel DG 2 Impacted, Risk Date: 3/15/2019 John Henry Whatley, Dennis Colgan DG 2 Impacted, Risk Date: 3/15/2019 L Top Issues Reported – as of April 26, 2019 Issue Level M Status Update LEGEND: H High M Submitted by (name, org/college), Deployment Group & Date Moderate Low Issue Owner (s) H Security Mapping activities to begin UAT Update: The ctc. Link team is highly concerned ctc. Link PMO submitted for ctc. Link CS, HCM, Tara Keen, Security have impacted College experience of UAT. about getting timely information from the FIN Team Security team in order to have adequate time to set up functional security settings for the DG 2 Impacted, Issue Date 4/16/2019 UAT sprint cycles. H Security Mapping activities to mitigate UAT Update: The ctc. Link team is highly concerned ctc. Link PMO submitted for ctc. Link CS, HCM, Tara Keen, Security timeline, have not addressed the new about the Production Security Mapping for FIN Team Security Design Production user access DG 2 Colleges and entering new Security into one of the UAT cycles. Although there are no DG 2 Impacted, Issue Date 4/16/2019 other options due to the schedule, this will be a challenge for the DG Colleges and SB as well as potential impact to the remaining UAT cycles. 2

PM SUMMIT • Agenda prepared in collaboration with a college representative from each deployment group • May 6 & 7 – All Colleges (Implementation Activities) • May 8 - DG 5 & 6 (DG 4 optional) – Focused on Getting Ready for Implementation (Initiation Activities) • At Wenatchee Valley College • Steering Committee - May 7, 2019 1 -2: 30 PM Wenatchee Valley College, Wenatchi Hall, ctc. Link Meeting Room and Web. Ex 13

OTHER DISCUSSION ITEMS • SC Charter – Executive Sponsor Role • Subgroup Update for progress to review SC Charter • Recommendations for addressing colleges in Post Production that may no longer have an Executive Sponsor. • In the current charter, this title (Executive Sponsor) is required to be nominated to serve on ctc. Link Steering Committee 14

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. Closed 8/1/2018 Updated Training Content 3 19299 Provide a journal entry toolset, including but not limited to a standardize spreadsheet template, to facilitate streamlined journal entry and upload. Closed 8/1/2018 Updated Training Content 4 19304 Standardize sub-objects and mapping to a system-wide structure for each unique GL created at the college-level. Closed 1/1/2018 7/1/2019 New COA Design 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). Closed 12/1/2017 SB Process Provided 7 19382 Integrate seamlessly with receivables processes to collect funds from vendors and recoverpayments. Closed 8/1/2018 Updated Training Content 16

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. Closed 8/1/2018 Updated Training Content 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. Closed 2/1/2019 ERP Support 11 19968 Track grants separately from G/L Chart of Accounts and reconcile the two. Closed 2/1/2019 Updated Training Content 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. Closed 1/1/2019 Updated Training Content 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 Updated Training Content 17

REMEDIATION OPEN – HUMAN RESOURCES # Item # Description Status Plan 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) Closed 3/1/2018 Package 1. 75 -12/31/2018 Package 2 – 3/1/2019 2 29976 Develop and Re-run the ESD report Closed 12/1/2017 TBD - TCC to Test 3 37532 Bio-Demo data values not aligned with CS and HCM Closed 12/1/2017 12/31/2018 4 20753 Establish contract pay based on user-defined criteria. Open 1/1/2019 TBD - Needs CPW 5 20573 Need ability to report on department budgets Open 1/1/2019 TBD Needs Budget Tool 6 N/A - 0 DRS Redistribution Open 4/30/2019 – ERP SIT 7 N/A - 27 Step Movement / Needs CEMLI Open 1/1/2019 DG 2 - 10/24/2019 In Development 8 N/A - 29 Spokane would like to participate in UAT process for upcoming DGs implementing the Recruitment module. Closed DG 2 4/29/2019 9 N/A - 31 Migrate ctc. Link framework to Wave 1 framework (related to Absence Management) Open DG 2 - 10/24/2019 10 N/A - 32 Create “day” definition / Absence Management and Time & Labor issue Open 12/1/2017 DG 2 - 10/24/2019 11 N/A - 34 Provide list of employees missing area codes / Legacy Data Issue Closed 12/1/2017 9/14/2018 18

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 In Negotiations 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 In Negotiations 3 21359 Allow payment online for continuing education based on user name and password. Open DG 3 2/1/2020 In Negotiations 4 21505 Perform third-party billing based on user-defined criteria (e. g. , by student, consolidated). Closed 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 In Negotiations 6 21293 Support streamlined admissions processing and user interface. (Online Admissions Application) Open DG 3 2/1/2020 Evaluation 7 N/A - 13 Effective Dating: FA Term, FA Budget and other areas have defective Effective Dating Closed 12/1/2017 TBD 8 N/A - 15 Reconciliation queries haven’t worked correctly or accurately since Go Live. Open 3/1/2018 5/30/2019 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 5/30/2019 FY Deliverable 19

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 Waiting on fix from Oracle Workaround in place 11 N/A – 17 Converted student account balances must be completely audited / corrected to reflect the ending balances from Legacy. Open 6/1/2018 5/30/2019 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 5/30/2019 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 20