CTCLINK STEERING COMMITTEE April 20 2021 Tim Wrye

CTCLINK STEERING COMMITTEE April 20, 2021 • Tim Wrye - ctc. Link Steering Committee Chair, Executive Director and CIO for Information Technology Services, Highline College • Christy Campbell – ctc. Link Program Director, Chief Technology Officer

AGENDA ITEM DESCRIPTION MINS FACILITATOR 1 Welcome, Introduction of Members and Guests 2 Tim Wrye, Christy Campbell 2 Approval of 4/6/2021 Draft Minutes 2 Tim 3 Deployment Group 4 Lessons Learned Report 40 Reuth Kim, DG 4 Exec Sponsors 4 SBCTC ctc. Link Support Organization Customer Support Update Application Services o Accessibility Update & Recent College Meetings o OAAP Update o Cyber. Source and Key. Bank Project 20 5 ctc. Link Program Status Deployment Groups Status: DG 5, DG 6 Budget Campus. CE Program Risks and Issues Moran QA 20 6 ctc. Link Project-Related Commission/Council Topics Recent concerns, issues, questions Topics for future SC meeting agenda 5 Tim / All 7 Agenda Items for Future Meetings & Meeting Closure 1 All Dani Bundy Sandy Main Christy Susan Maxwell Reuth Kim, DG 5/DG 6 Sponsor Paul Giebel 2

MEETING MINUTES – APPROVAL • April 6, 2021 3

DEPLOYMENT GROUP 4 LESSONS LEARNED • Report and discussion 4

CTCLINK SUPPORT ORGANIZATION • Customer Support Update (Dani) • Application Services (Sandy) • Accessibility Update • OAAP Update • Cyber. Source and Key. Bank Project 5

CTCLINK PROGRAM STATUS 6

Project Overall Status — March 29 – April 9, 2021 Overall Y Schedule Y • • Program is on track, per timeline, scope and budget Colleges are engaged, progress is being made but the remote work is making engagement and work more challenging for staff Scope Y • Tracking Budget Tool and Continuing Education solutions implementation plans Budget G Remote work continues due to COVID-19. PMO, Steering Committee and colleges continue collaborating on ways to mitigate risks due to the pandemic (revenue decline, resource constraints, remote work, morale). Each remaining Deployment Group (DG) is engaged in ctc. Link activities: • DG 4 colleges have fully transitioned to the SBCTC ctc. Link Support organization for ctc. Link support. The ctc. Link project team is currently working on packaging the lessons learned gathered from DG 4 stakeholders. • DG 5 go-live dates and groups have been approved by the ctc. Link Steering Committee: Oct. 11, Oct. 25, Nov. 8, 2021. Cycle 2 data validation is complete and DG 5 is prepping for cycle 3. • DG 6 continues with BPFGs. Go-live is scheduled for Feb-March 2022 and will likely go live over 3 weekends. (specific dates TBD). Replacement Solutions: • Continuing Education – The Campus. CE Integration (to People. Soft) project is well underway. Five ctc. Link colleges have completed integration and more will complete in May. • Online Admissions Application – The new OAAP went live for DG 2 & DG 3 colleges on Feb. 2. An implementation timeline for DG 4 is under review for an early summer implementation. DG 5 and DG 6 will implement OAAP as part of their ctc. Link deployment schedule. • The Planning and Budgeting Cloud Solution (PBCS) went live for DG 2 and DG 3 colleges on Feb. 12, 2021. The remaining DGs will go live with PBCS after they go-live with ctc. Link and have a substantial amount of finance data in the ctc. Link system. 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. • Gate 7 preparations in July 2021, submission in September 2021 for a November 2021 approval of allocation. Overall Status Summary per Deployment Group Executive Summary The project is tracking per schedule, under budget. Rework and implementation of key replacement solutions is almost complete. Scope review will be completed with the update of the requirements traceability matrix (RTM). • DG# PMOReported Comments Status College/ Agency Self. Reported Status DG 2 -A/B Deployed • Transitioned to Support Clark, SBCTC, Spokane Falls, Tacoma DG 3 -A Deployed • Transitioned to Support Lower Columbia, Olympic DG 3 -B Deployed • Transitioned to Support Cascadia, Peninsula, Pierce DG 4 -A Deployed • Transitioned to Support Centralia, Edmonds, Highline, Wenatchee Valley DG 4 -B Deployed • Transitioned to Support Seattle Colleges Bellevue Bellingham progress Big Bend Completed Cycle 2 Data Everett Validation Grays Harbor Began Legacy data Green River cleanup and prep for Skagit Valley Data Validation Cycle 3 Whatcom Bates Clover Park Continue BPFG sessions Columbia Basin And homework Lake Washington Getting ready for Data Renton Validation Cycle 2 Shoreline South Puget Sound Walla Yakima Valley • Local Configuration in • DG 5 G • • DG 6 G • G G G G G

Budget Status Summary – as of March 31, 2021 G 8

Campus. CE Phase I Integration Milestones – as of April 13, 2021 College / DG Phase I Integration Late April/early May for Summer Term Centralia DG 4 Integration Set-up In progress Clark DG 2 In progress Edmonds DG 4 Complete Highline DG 4 Complete Lower Columbia DG 3 Complete Olympic DG 3 In progress Peninsula DG 3 In progress North Seattle DG 4 Complete South Seattle DG 4 Complete In progress Seattle Central DG 4 Spokane DG 2 In progress Wenatchee DG 4 DG 5 and DG 6 colleges to integrate at Go-Live In progress

L Top Risks Reported – as of April 9, 2021 Risk Description Level H DG 6: BPFG Homework Configuration Quality Concern LEGEND: Mitigating Actions DG 6 PMs are concerned about their SMEs’ level of understanding of the impacts of their decisions in configuration homework (HW). DG 6 PMs have found in many instances their SMEs seem to lack practical understanding of the application of their configuration decisions and are concerned about the impacts on workload this will have in future work packages, Data Cycles 2 & 3. With the timing standard that BPFG HW assignments are not available to SMEs until the day of the session, SMEs don’t have time to familiarize themselves with the Configuration assignments. This also does not allow SMEs time to process SBCTC ctc. Link/People. Soft Configuration concepts while they are being discussed with the Project staff or even know what questions to ask about the assignment. C Critical H High M Submitted by, DG#, Risk#, Date Moderate Low Risk Owner (s) Lauren Heller, LWTech Pillar PMs & DG 6 PMs Risk #156 Date: 3/30/2021 Action: College PMs that have reached out informing the ctc. Link team of any homework challenges, we have provided prior deployment group homework samples. Colleges stated this was really helpful. As the ctc. Link team identifies areas where SMEs are struggling, we have added more follow-up or extra sessions for SMEs to participate in. The ctc. Link team will be hosting a new series of lunch & learn sessions (first one to take place on 4/27/2021) for college PMs. DG 5: Security H For DG 5, Security activities are scheduled to begin in March 2021. Colleges need key college security administrators to participate and focused on the learning and adoption of People. Soft Security. College PMs need to be engaged in this progress, provide oversight and all security deliverables per the timeline. ctc. Link PMO Tara Keen, College PMs Risk #152 Date: 2/16/2021 Through prior deployment group security lessons learned: • Security work begins 7 months prior to go-live providing the longest time frame for college security administrators to engage in this work. • Additional security resources have been added to provide Canvas Security training content. • The ctc. Link project team will provide a basic walk through of google sheets to college security administrators before they dive in to the google workbooks. Action: Security activities began on 4/12/2021 – with 90 college participants. The first of many Security Support Sessions took place on 4/15/2021. M Updated risk description: Based on lessons learned for DG 4, the colleges need about 2 -3 DG 5 & DG 6: Implementation of months of stabilization before they can begin engaging and discussing PBCS. A staggered implementation approach will happen for some DG 4 colleges in 2022. PBCS For DG 5 and DG 6, this will happen post go-live for utilization of the PBCS tool in 2024. ctc. Link PMO Christyanna Dawson Risk #131 Date: 10/7/2020 10

Top Issues Reported – as of April 9, 2021 Issue Level H Issue Description DG 6: Complex PMO Schedule is not adequate for DG 6 college planning Status Update SBCTC PMO DG 6 schedule, intended for PMO, is difficult to use for DG 6 colleges when planning local implementation support activities. With only a 30 -day scheduling guarantee, it is difficult for DG 6 PMs to plan, coordinate, and execute both SBCTC’s PMO work packages and local college project/implementation activities including local OCM, Training, and Communications planning. From the DG 6 Master Schedule it is hard to derive college Stakeholders or appropriate audience based on PMO activity Task Names. This applies for determining which activities audience/stakeholders need to be involved in or for trying to determine when to recommend SMEs take vacation/time off. LEGEND H High Submitted by, DG#, Issue#, Date Lauren Heller, LWTech & DG 6 PMs M Medium Low Issue Owner (s) Eli Hayes Issue #127 Date: 3/30/2021 Update: Eli Hayes, ctc. Link Project Plan Manager has informed the DG 6 PMs that they will have a final draft of the schedule on June 16 pending SC approval of go-live dates. Early conversations have started around potential go live dates. H DG 5: PMs Concern about project dates The DG 5 PMs and our college project teams are encountering issues with date information and changing dates. The dates for the project are not clear and continue to be changed. The date changes are directly impacting the project pillar leads and SMEs. PMs and college employees are unable to accurately forecast and manage schedules. Examples: CVX environment release date & due date for Cycle 3 data files has been changed at least 3 times and the data snapshot date has changed. Sindie Howland, Everett PM & DG 5 PMs Eli Hayes Issue #125 Date: 3/18/2021 Update: These issues are currently being reviewed by the DG 5 Executive Sponsors. ctc. Link project team continues to review dates on a weekly basis with the DG 5 college PMs. H Customer Support Resource Plan Update: 13 positions have been hired for the Customer Support team. Post go-live support has been going well for DG 4. Meetings with Project team and support team will be taking place in the near future to discuss resources and future plans. ctc. Link PMO Issue #95 Date: 7/9/2020 Grant Rodeheaver & Dani Bundy 11

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, March 2021 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH STATUS Overall Status Y AREA DESCRIPTION / NOTES G SBCTC/ Governance Project Governance continues to function as intended. Meetings continue to be held remotely and documented. G Project Management PMO has the unique challenge of working closely with 17 individual college Project Managers and balancing the needs of each Deployment Group within budget, schedule, and scope. G Phase Scope The new custom Online Admissions application (OAAP) now in production will be deployed to the DG 4 colleges in the summer of 2021. The Campus. CE Integration (to People. Soft) project has been split into two phases. The majority of deployed colleges will be implemented in April. Phase 2 design phase is underway. G Schedule Status The schedules for DG 5 and DG 6 deployments have been developed and will continue to be adjusted as necessary given the overlap of workstream tasks. The DG 5 schedule is beginning adjusted for the implementations dates. The need for dividing DG 5 implementation into 3 weekends is derived by the processing volumes and time required to convert college data into People. Soft. Training The training team has now proven its capability to deliver effective training programs for the ctc. Link implementations. The challenge will continue to be on the DG 5/DG 6 colleges to ensure their staffs receive the training in concert with the plans and schedules. G Testing The Project testing team is focused on DG 5. The leadership for this area has improved processes to meet the schedule. There is still a major dependency on the 8 colleges included in scope for DG 5 to test their processes and validate their data. Good progress has been reported on the college data validations. G ctc. Link Tech Environ The Project technical team is now working with the Project functional teams on preparations for DG 5 Data Cycle #3 conversions targeted for April. DG 6 Data Cycle #2 is scheduled for May. G OCM DG 5/DG 6 colleges are now also doing OCM related activities that are preparatory to their college implementations. G Project Staffing QA is very concerned that Project staffing can be maintained sufficiently to complete DG 5/DG 6 within the next 12 months. Y SBCTC Customer Support The major challenges of supporting a total of 34 colleges with a single instance, fully integrated People. Soft ERP and with interfaced 3 rd party software solutions needs to be organizationally recognized. A WACTC executive taskforce is working on a preliminary approach for funding the expected increase in required CS staffing. Y SBCTC Application & Production Services The Application and Production Services technical staff size and expertise will need to expand further with addition of DG 5/DG 6 colleges in 12 months. G SBCTC Data Services Besides providing Centralized Data services to SBCTC, it has been at the forefront of working with the deployed colleges, supporting Datalink, providing training for PS Queries and supporting additional custom solutions and standard ctc. Link reports. G 12

CTCLINK PROJECT-RELATED COMMISSION/COUNCIL TOPICS • Recent concerns, issues, questions from Commissions/Councils • Topics for future SC meeting agenda 13

AGENDA ITEMS FOR FUTURE MEETINGS • May 4, 2021 • May 18, 2021 14

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