CTCLINK STEERING COMMITTEE April 21 2020 Choi Halladay

CTCLINK STEERING COMMITTEE April 21, 2020 • Choi Halladay - ctc. Link Steering Committee Chair, Vice President for Administrative Services, Pierce College District • Christy Campbell – ctc. Link Project Director

AGENDA ITEM DESCRIPTION MINUTES 1. Welcome and Introduction of Guests 3 2. Approval of Minutes • April 7, 2020 2 FACILITATOR Choi DG 3 -B Go-Live Readiness 3. • Review DG 3 -B Go-Live Readiness (Colleges, Project, SBCTC ctc. Link Customer Support) • ACTION – Approve DG 3 -B Go-Live for May 11, 2020 45 Christy, Reuth, All 15 Grant, Dani Christy 4. ctc. Link Support Organization – Update • DG 2 & DG 3 -A support update • ctc. Link Accessibility update • Guided Pathways in ctc. Link update 5. ctc. Link Program Status • Remediation and Replacement Solutions • Budget, Overall Status, Risks/Issues, Moran, OCIO 20 (as time permits) 6. Steering Committee Nomination Subcommittee update 3 Choi 7. Agenda Items for Future Meetings & Meeting Closure 2 All 2

MEETING MINUTES – APPROVAL • April 7, 2020 3

DG 3 -B GO-LIVE READINESS • Review DG 3 -B Go-Live Readiness (Colleges, Project, SBCTC ctc. Link Customer Support) • ACTION – Approve DG 3 -B Go-Live for May 11, 2020 4

CTCLINK SUPPORT ORGANIZATION • DG 2 and DG 3 -A support update • ctc. Link Accessibility update • Guided Pathways in ctc. Link update 5

CTCLINK PROGRAM STATUS 6

ctc. Link Remediation & Solutions Status – March 30 - April 10, 2020 Solution Status Completion Date Campus Solutions Financial Management Human Capital Management 7 of 45 remain open 5 of 39 remain open 3 of 25 remain open March 2020 Faculty Workload Complete March 2019 DRS Redistribution Absence Management Security Audit Controls Student Billing/Third-Party Billing Complete May 2019 April 2019 October 2019 May 2019 Budget Planning Tool SOW Complete Implementation ongoing Online Admissions App SOW in progress / BAC and WACTC OBC/WACTC Approval for ongoing college maintenance costs. Contracts Complete – April 2020 Continuing Education Master Contract in Final Review Contracts Complete - April 2020 Solution Status RFP Publish Solution Decision Continuing Education • Master Contract and subsequent SOWs for implementation and integration are pending procurement and signature. 10/15/2018 • SOW 1 – Complete for November Campus. CE Solution Discussion at Green River • Master Contract in finalization Online Admissions Application • Steering Committee approved OAA Kastech Solution. • Escalation to BAC and WACTC Operating Budget Committee for ongoing college maintenance costs. • WACTC approved • Contract SOW is pending procurement and signature. N/A • Steering Committee approved solution, but not maintenance pricing. • WACTC in March will vote on decision • Waiting on Decision from WACTC Budget Planning Tool • Finalized and Approved SOW with Mythics • Meeting with Mythics to develop plan to begin implementation. • Working with DG 2/DG 3 Colleges availability in summer on the initial implementation and deployment N/A • Contract Approved and Signed • Change Order to include DG 3 Colleges 7

Budget Status – as of March 31, 2020 G 8

Project Overall Status – March 30 – April 10, 2020 Overall Y • • Schedule Y Program is on track, per timeline, scope and budget Repeatable DG conversion approach being finalized and validated with DG 4 COVID-19 Impacts being evaluated and mitigated Scope Y Monitoring scope and impact of schedule of: Budgeting Tool, Continuing Education, Online Admissions Application solutions Budget G Each Deployment Group (DG) is engaged and all colleges have an Initiation or Implementation Work Plan: • DG 3 -A went live on March 9, 2020 and is now getting support from the SBCTC ctc. Link Customer Support organization. • DG 3 -B colleges are preparing to deploy May 11, 2020 with an all-remote workforce. • DG 4 Business Process Fit Gap (BPFG) sessions schedule was previously paused to accommodate the split go-live schedule for DG 3. Due to COVID-19, BPFG sessions are planned for online delivery at this time. • DG 5 will kick off its implementation phase on May 26, 2020 with an approved late October 2021 go-live (specific date TBD). • DG 6 is in its Initiation Phase and began public Status Reporting in Dec. 2019. Replacement Solutions: • Campus. CE is the continuing education software replacing “OSECE” in ctc. Link. Colleges have been given a choice to opt in to use—or continue using—Campus. CE or opt out of using the product. It was recommended by the Steering Committee, and approved, that SBCTC develop a Master Contract with Campus. CE, so each college can purchase or continue with Campus. CE based on the original RFP pricing. As previously planned, the project pays for initial Campus. CE implementation and integration to ctc. Link. • The Business Affairs Commission (BAC) unanimously recommended and WACTC approved that the $305, 000 estimated annual maintenance costs for the new OAA solution (developed by Kastech) be distributed to college districts using the same (headcount) methodology as other ctc. Link service and maintenance costs. • The Budget Planning Tool has been approved, contract signed and pre-planning for implementation will be integrated in the program schedule. Colleges will implement in groups, beginning with DGs 2 and 3. College Finance SMEs will engage this summer. 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 Completed Gate 4 deliverable review and submission for Gate 5 funding allotment Overall Status Summary per Deployment Group Executive Summary The project is tracking per schedule, under budget. Scope review and definition continues due to rework of key solutions. Due to the COVID-19 outbreak and statewide "stay home; stay healthy" order, the ctc. Link team and college teams are working remotely. A remote operations and communications plan was implemented and communicated. • DG# PMOReported Status DG 2 Deployed Comments College/ Agency Self-Reported Status • Clark/SBCTC transitioned to ctc. Link Support • Lower Columbia transitioned DG 3 -A Deployed to ctc. Link Support • Olympic transitioned to ctc. Link Support DG 3 -B Y • UAT/Parallel in progress • Cycle #5 / Mock • May 11 Go-Live readiness prep in progress DG 4 Y DG 5 G DG 6 G • BPFGs in progress • College Homework • Begin Local Configuration • Working and reporting on Initiation Phase activities Cascadia Y Peninsula Y Pierce Y Centralia Edmonds Highline Seattle Wenatchee Y Y Y Y Y R R Implementation reporting begins June 2020 Implementation reporting begin Nov 2020

Initiation Phase Completion Summary Dashboards – March 30 - April 10, 2020 As of April 10, 2020 Target Percentage Before Implementation Bellevue College 66% 75% Bellingham Technical College 65% 75% Big Bend Community College 71% 75% Everett Community College 74% 75% Grays Harbor College 74% 75% Green River College 73% 75% Skagit Valley College 68% 75% Whatcom Community College 75% As of April 10, 2020 Target Percentage for April Bates Technical College 14% 45% Clover Park Technical College 35% 45% Columbia Basin College 59% 45% Lake Washington Inst. of Technology 24% 45% Renton Technical College 13% 45% Shoreline Community College 38% 45% So. Puget Sound Community College 34% 45% Walla Community College 41% 45% Yakima Valley College 60% 45% DG 5 College/District DG 6 College/District Percentage of deliverables completed and tracked in Project Web App (PWA) by each college Project Manager (PM): • College Orientation & Resourcing • College Project Planning (from templates) • Conduct Initial Data Cleansing • Document Current Legacy Business Processes • Supplemental Systems Analysis 10

L Top Risks Reported – as of April 10, 2020 Risk Level C Critical We are about a month out from DG 3 -B go-live date. Although we are assessing college readiness from a technical standpoint, it is important we continue to monitor and discuss ways to support SMEs readiness. ctc. Link project team meets with the colleges weekly to discuss this risk. ctc. Link PMO & College PMs The coronavirus (COVID-19) outbreak is a fluid situation which we are monitoring at SBCTC in alignment with the state Department of Health and colleges. ctc. Link team and college teams are continuing to work and meet virtually. ctc. Link team continues to work with DG 3 -B on “remote” plan for go-live. We are monitoring impact to DG 5 start. ctc. Link PMO Two Risks: COVID-19 Health Concern and Impacts: 1) DG 3 -B Deployment Impact 2) DG 4 Full Remote Impact 3) DG 5 Start Impact based on DG 3 -B 4) Project Team Impact H High Christy Campbell, DB 3 B, DG 4 & DG 5 Project Managers L M Submitted by (name, org/college), Deployment Group & Date Status Update DG 4: BPFG Homework Impact to Data Conversion Cycles for CS The CS team completed an initial analysis of the homework assignments and have identified major gaps in these submissions. The CS team is continuing to work with college PMs and SMEs to gather information needed for cycle 2. ctc. Link PMO DG 4: BPFG Final Sessions Delayed for The DG 4 remaining BPFG sessions were delayed to allow project team to focus on DG 3 -A and DG 3 - project team more time to focus on DG 3 -A and DG 3 -B B activities remaining work and go live efforts. To minimize delay in the current timeline for DG 4, the project conversion cycles have been re-evaluated to minimize the execution of each conversion run. DG 4 BPFG sessions have re-started and are delivered remotely. ctc. Link PMO Low Susan Maxwell, Dani Bundy, Reuth Kim & DG 3 B College PMs DG 3, DG 4, and DG 5 Impacted Risk Date: 3/6/2020 Risk #90 & Risk #91 LEGEND H Moderate Risk Owner (s) DG 3 -B Impacted Risk Date: 4/13/2020 Risk #93 Issue Description DG 3: Training DG 3 PMs have expressed concern based on conflicting activities that training timeline is not sufficient. M Submitted by (name, org/college), Deployment Group & Date DG 3 -B: Staff Readiness H M High Mitigating Actions Top Issues Reported – as of April 10, 2020 Issue Level H Risk Description C H LEGEND: Medium Low Issue Owner (s) John Henry Whatley DG 4 Impacted Issue Date: 3/30/2020 Issue #59 Eli Hayes DG 4 Impacted Issue Date: 3/21/2020 Issue #58 DG 3 -B colleges have identified critical training courses. ctc. Link PMO The training team is working with the colleges to align training dates and get these training courses scheduled for DG 3 Impacted April. Issue Date: 2/5/2020 Issue #56 Dani Bundy 11

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, March 2020 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH STATUS Overall Status Y PROJECT AREA DESCRIPTION / NOTES G SBCTC/ Governance Multiple meetings were held leading up to the go-live decision for DG 3 A and meetings are scheduled for DG 3 B. Multiple levels of governance across the project and SBCTC have been utilized to approve approaches and funding for the in-scope replacement solutions. G Project Management The PMO and all Project support staff are now working remotely. Work is progressing and team communications are challenging but the staff has adjusted accordingly. PMO team is now focused on preparations for the May 11 th DG 3 B colleges go-live implementation. The PMO has now started holding Weekly Readiness Assessment meetings with the DG 3 B College PMs. Y Phase Scope Y Schedule Status G Training No additional new functionality is included within the DG 3 overall scope. There may be additional minor scope changes included post DG 3 go-live dependent on governance prioritization. Major scope items included in ctc. Link core ERP project are: Campus/CE, Online Admissions and Oracle Budgeting. The detail Project Schedule for DG 3 B has been revised and being used to plan and track project tasks leading to the May 11 th target implementation. The multi-stage, multi-weekend data conversion approach will not be required for DG 3 B. PMO has adjusted the baseline schedule for DG 4 activities to focus on go-live preparations for completing DG 3 implementations. Some DG 4 work, including data conversions and business process fit-gaps, was underway in March. This did not significantly impact the DG 3 priorities. The Covid-19 impact on the colleges has elevated the importance of providing ctc. Link training through remote learning and communication services. The ctc. Link project has been working towards remote delivery of ctc. Link courses. Additional training materials developed for college administrative staff involves business process simulations using the Storyline software. These were being completed by the end of March for all 100 and 200 level online courses. Y Testing UAT Sprints and parallel testing continued in March for DG 3 B. The colleges are currently assessed at 90% through their UAT activities. Problems that were reported earlier in March (March 2 -3 Project Status Report) with access to the UAT environments has been resolved. Based on information provided to the QA team, the DG 3 B Colleges are keeping up with the preparatory work for their May 11 th implementations. G Configurations / Data Conversion A DG 3 B dry run for implementation and data conversions is being planned for April 20 -24 th. This provides more project time to plan, execute, and evaluate the dry run than what was used for the DG 3 A schedule. The dry run plan and schedule is modeled after that used for DG 3 A with improvements. Scope of dry run involves functional teams testing converted data and processes. Local configuration workshops with DG 3 B colleges are being planned. A Configuration Guide with supporting materials is being developed for the colleges. G Organizational Change Management The ctc. Link PMO has been incorporating many elements to support the colleges with being prepared for implementing the changes coming with People. Soft. Deployed colleges have an understanding of OCM challenges. QA remains concerned that business transformation projects like ctc. Link are under-estimated and understaffed by college executives. The College Presidents are required to sign-off on the golive decisions for their colleges. G Project Staffing PMO continues to fill Open personnel positions. Additional staffing will benefit the DG 3 B implementation. Project morale seems to be good at this time since the implementation of DG 3 A. The schedule for DG 3 B has more time for completing tasks. Based upon meetings with ctc. Link staff, teams are working well in the remote environment and remain focused. Technical Environment The customer support team continues handling the production volume of support tickets for the 6 deployed colleges, with help from the project staff on resolving the more difficult tickets. Support team is keeping up with current tickets. Process improvements are starting to be made to the ticketing system. The ctc. Link Project team has been heavily involved with supporting enhanced role security, including development of comprehensive training materials. Training materials have been developed by the ctc. Link Project. Support for this functionality is to be transitioned back to the IT Division. QA now expects this to be achieved by April/May. Y LEGEND Risk Description: 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. 12

Washington State Office of the Chief Information Officer (OCIO) Oversight as of April 2020 WA State Office of the Chief Information Officer (OCIO) Oversight OCIO Conditions to new ctc. Link Investment Plan Approval Status ctc. Link Technology Pool Status and Gate # 1 Planning & Remediation Approved 1/1/2018 G 2 DG 2 – Initiation & Structure Phase Approved 1/1/2018 G 3 DG 2 – Construct Phase DG 3 – Initiation & Structure Phase Approved 1/1/2019 4 DG 2 – Transition & Deploy Phase DG 3 – Construct Phase DG 4 – Initiation & Structure Phase Approved 7/1/2019 5 DG 3 – Transition & Deploy Phase DG 4 – Construct Phase DG 5 – Initiation & Structure Phase Budget Submitted (In Review) & Deliverables Discussion on 4/16/2020 G 6 DG 4 – Transition & Deploy Phase DG 5 – Construct Phase DG 6 – Initiation & Structure Phase Future 11/1/2020 G 7 DG 5 – Transition & Deploy Phase DG 6 – Construct, Transition & Deploy Phase Future 11/1/2021 Project must remain in line with SBCTC and OCIO policies Ongoing G -- G 2 QA (Moran) to report to ctc. Link executive sponsor and State CIO Complete G 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 6 OCIO approval of the 4 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application In Progress 7 OCIO must be notified prior to use of contingency funds N/A 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 G G Ongoing for future DGs Complete Status Approved 1 G Y Pre-IT Pool Implementation, Stability & Remediation G Y Overall Status Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 13

STEERING COMMITTEE NOMINATION SUBCOMMITTEE • Update • Next steps 14

AGENDA ITEMS FOR FUTURE MEETINGS May 5, 2020 May 19, 2020 15

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