CTCLINK PROJECT UPDATE FOR EXECUTIVE LEADERSHIP COMMITTEE January

CTCLINK PROJECT UPDATE FOR EXECUTIVE LEADERSHIP COMMITTEE January 18, 2019 Christy Campbell – SBCTC ctc. Link Project Director Sent electronically. No January meeting.

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

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 12

ctc. Link Replacement Solutions – Status as of December 2018 RFP Publish Solution Decision 10/15/18 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 • New People. Soft functionality that will provide integration for asset tracking scanners directly with ctc. Link 5/21/18 Delayed to evaluate new functionality in People. Soft 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 4

Project Overall Status – Dec. 24, 2018 to Jan. 4, 2019 • Overall Y • Schedule Y • • • Program is on track and making expected progress Key activities for UAT testing and training are behind schedule 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 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, Conversion activities and Project Team Functional and Technical Unit Testing. DG 2 Go-Live is scheduled for October 2019. DG 3 is engaged in peer review and pre-kickoff activities, with an official DG 3 Kick-off scheduled for January 28, 2019. DG 4 will begin tracking Initiation Phase activities in January. Remediation work continues to be a priority, working in parallel with the Deployment activities. Following vendor demos in December, the Continuing Education workgroup expects a recommendation for ctc. Link governance in January. The OAA workgroup reviewed online admission solutions in use at other colleges and is developing a short list of solutions for further evaluation. L LEGEND: C Critical H High 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) M Moderate Low Campus Solutions Financial Management Human Capital Management Absence Management Security Audit Controls Student Billing 13 of 45 remain open Closed Tab – 2 of 13 remain open 14 of 39 remain open Closed Tab – 1 of 35 remain open 9 of 25 remain open Closed Tab – 0 of 7 remain open Package 2 postponed due to calculations issues discovered during testing, work in progress to resolve. Waiting on approval of formula from SBCTC and then can complete the development. ERP Support SIT and then college UAT Incorporated into Security Redesign ERP Support SIT and then college UAT Budget Planning Solution Sub-committee begins Jan 2019 to review , finalize requirements Online Admissions Solution OAA workgroup reviewing other OAA options. Discussions and demos with OAA preferred college solutions. Continuing Education Solution RFP closed, proposals evaluated, vendor demos completed. Recommendation by work group to Governance pending. Faculty Workload DRS Redistribution Mitigating Actions This will be the largest deployment group for our project to engage with and manage. We plan to monitor our approach so that it is repeatable for future deployment groups. H First large deployment DG 3 and repeatable approach. H A Security Framework will be built to allow for College understanding and application of the Security Re-Design – delayed from vendor, expected in February People. Soft Security. Colleges will need adequate time to review, assign users to roles and test their or March 2019. user security roles. OCM: Business Transformation – most critical for Finance M LEGEND: department is user adoption of the new. High Chart of. Medium Accounts Low (COA). Issues H M LEGEND: H High M Medium L Low 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. ctc. Link User Acceptance Testing (UAT) Framework – The UAT framework is behind schedule due to formalizing the approach for college use and organizational change management adoption In November 2018, the FIN Team has developed and provided Finance SMEs (specially for Tacoma CC and Spokane District) with documentation and workshops regarding the new Chart of Accounts re-design. This information is instrumental in helping SMEs adopt the new Chart of Accounts and its associated business processes. Status Update The training scope content is being defined and we have training vendors to help address the delay in the buildout of training content in preparations of training delivery for DG 2 colleges and SBCTC. 5 5 is being The UAT testing framework is being finalized and test scripts and supporting documentation for UAT developed for DG 2 colleges and SBCTC.

Deployment Group 2 Self-Reported Status – Dec. 24, 2018 to Jan. 4, 2019 Clark College G Accomplished this period ü Over 49, 000 records validated (the bulk being the General Ledger) in 40 validation files. This work involved 46 staff. ü Provided Data Validation Lessons Learned to Christy Campbell. ü Reached out to faculty about a communication plan. ü Christy Campbell met with Steering Team to discuss updates to the project. Planned for next period q Complete UAT Homework, estimated completion date Jan. 4, 2019 q SBCTC Work Group charter to be revised based on 2019 plan q Additional ADKAR training to be scheduled by 1/18/19 Planned, but not completed • Update communication plan • Change actions plans – postponed meeting to work on data validation Planned, but not completed • Meet to discuss how SBCTC contracts will go into ctc. Link and how different departments might do different parts of the work *If status is yellow or red, describe why. No changes to report since prior status report. G Accomplished this period q SBCTC Agency Data Cleansing complete, Jan. 3, 2019 q SBCTC Work Group co-developed the agency Change Impact Analysis and Planning spreadsheet, Jan. 2, 2019 q SBCTC Work Group sub-team (3 members, including HR, completed first business process review from current state to future state noting changes and planned actions Jan. 2, 2019) Planned for next period q Continue meetings to complete Change Action Plans q Change action plans into a work plan document. q Update Communication Plan Community Colleges of Spokane SBCTC Agency R 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 P-Card BPFG Sessions ü Chart of Accounts Redesign Session Kickoff 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 Planned, but not completed *If status is yellow or red, describe why. 6

DEPLOYMENT GROUP 2 – DG 2 Note: “Training” under SIT 1 above is referring to development of training materials. 7

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 College Pre-Kick-Off meeting – Jan. 25, 2019 • DG 3 Official Kick-Off – Jan. 28, 2019, 2 – 3: 30 8

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 9

Budget Status – as of December 31, 2018 G 10

ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 Overall: Moran Technology Consulting | November 2018 RISK STATUS PROJECT AREA Y DESCRIPTION/NOTES G SBCTC/Governance G Program Management Y Phase Scope Y Schedule Status Y Testing New automated testing software will add value/benefit, but requires resources up front. Y Training Development behind schedule. PMO is taking appropriate actions to recover the schedule. G Configurations/Data Conversion The new standard Chart of Accounts has been configured and vetted with system-wide finance groups. 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. G Project Staffing G Technical Environment LEGEND Risk Description Governance framework continues to work as expected. Project Management Office (PMO) is fully staffed. Morale good. QA concerned about implementation schedules for replacement solutions. Will know more once solutions are selected. QA concerns re: overlap of schedules and resource constraints. Staffing is good. Overlap of Deployment Groups 2 and 3 may require additional resources. SBCTC continues to monitor system performance but there have been no outages since early September 2018. 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 OCIO’s Conditions to new ctc. Link Investment Plan Approval Overall: Y Status G 1 Project must remain in-line with SBCTC and OCIO policies Complete G 2 QA (Moran) to report to ctc. Link executive sponsor and State CIO Complete G 3 Follow pre-determined OFM funding gates and approvals Complete G 4 Monthly status reporting Complete G 5 Continue reporting on Remediation items in Integrated Work Plan Complete Y 6 OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application In Progress G 7 OCIO must be notified prior to use of contingency funds Y 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live G 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 N/A Planned as Activities in Project Work Plans Complete Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 7

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 13

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