CTCLINK STEERING COMMITTEE August 13 2019 Choi Halladay

CTCLINK STEERING COMMITTEE August 13, 2019 • Choi Halladay - ctc. Link Steering Committee Chair, Vice President for Administrative Services, Pierce College District • Christy Campbell – ctc. Link Project Director

Item Description AGENDA Minutes Facilitator 1 Welcome and Agenda Overview 3 Christy 2 Approval of Minutes, July 30, 2019 Executive Sponsor Seminar Follow-Up Activities • Work groups 2 Choi 10 Christy 10 Kristy/Ligia 10 Christy/Choi 5 CCS, TCC, SBCTC 3 4 5 6 DG 4 Initiation Phase Peer Review Recap ctc. Link Executive Leadership Committee 2019 -2020 Preview Chart of Accounts Update from First. Link Colleges & SBCTC 7 ctc. Link Scope Change Form/Process Draft 25 Christy 8 ctc. Link Program Status Program Risk Implementation Colleges Pre-Implementation Colleges 10 Christy 9 Remediation: Replacement Solutions Update Security Mapping Accessibility Testing Campus CE Negotiations Online Admissions Application RFI Budgeting Tool Next Steps 10 Christy/Others 10 Action Items Review and Agenda Items for Future Meetings 3 All 11 Meeting Closure 2 Christy 2

MEETING MINUTES – APPROVAL • July 30, 2019 3

EXECUTIVE SPONSOR FOLLOW-UP 4

DG 4 PEER REVIEW RECAP 5

CELC 2019 -2020 PREVIEW New WACTC-Tech/c. ELC members • Chris Bailey, Lower Columbia College, WACTC-Tech Chair • Kevin Brockbank, Spokane Community College president (returning) • Amy Morrison, Lake Washington Institute of Technology president • Shouan Pan, Seattle Colleges chancellor • Julie White, Pierce College Fort Steilacoom president Past WACTC-Tech/c. ELC members • Joyce Loveday, Clover Park Technical College • Marty Cavaluzzi, Olympic College • Ivan Harrell, Tacoma • Deidre Soileau, Pierce 6

CHART OF ACCOUNTS UPDATE • Status Update • Tacoma Community College • Community Colleges of Spokane • SBCTC 7

CTCLINK SCOPE CHANGE PROCESS • Review • Feedback 8

CTCLINK PROGRAM STATUS • Program Risk • Implementation Colleges • Pre-Implementation Colleges 9

L Top Risks Reported – as of August 2, 2019 Risk Level H H H Risk Description Chart of Accounts (Co. A): User adoption and successful deployment (scheduled for July 1, 2019) is critical for Deployment Group 2 (DG 2) timeline. Mitigating Actions Update: Phase 1 -Phase 3 completed. The last major milestone for the new Co. A deployment will be configuration of the FY 19 Closing Rules in People. Soft and the execution of the “Request Ledger Close” process for FY 19. This process is what creates the beginning balance entries for FY 20 in People. Soft. College SMEs and Emmett are continuing to work through and troubleshoot issues. LEGEND: C Critical H High M Moderate Submitted by (name, org/college), Deployment Group & Date Emmett Folk, ctc. Link PM for FIN & HCM Team Low Risk Owner (s) Emmett Folk DG 2 Impacted, Risk Date: 10/12/2018 *also Risk submitted by Matt Connelly, Spokane District PM on 10/23/2018 Clark: Student Financials – Clark submitted three Update: Items related to Student Financials, Financial Aid, Susan Maxwell, Clark College PM risks. General Ledger and coordination between Student Financials and Finance. These have been discussed with Clark. Cycle 4 B DG 2 Impacted, Risk Date: 2/1/2019 is planned to mitigate risks. Follow-up to be scheduled with Risks #50, #51, #52 Clark’s PM after Cycle 4 B is scheduled for July 12, 2019. Colleges will validate by Aug 9, 2019. John Henry Whatley, Emmett Folk, Chandan Goel Update: Finance team met with Student Financials team to John Henry Whatley discuss AR (Accounts Receivable) items and alignment in data conversion activities. Additional discussion are needed to DG 2 Impacted, Risk Date: 7/8/2019 further define the process. Risk #71 John Henry Whatley, Christyanna Dawson ctc. Link Team: The GL & SF Conversion logic/requirements for the Go-Live term has still not finalized. If not addressed soon, it creates a risk of being unavailable for college validation and meeting Cycle 4 B timeline. L Top Issues Reported – as of August 2, 2019 Issue Level H Issue Description Security Mapping activities to mitigate UAT timeline have not addressed the new Security Design Production user access. Clark – Accessibility items M Status Update: The ctc. Link team is highly concerned about the Production Security Mapping for DG 2 Colleges and entering new Security into the UAT cycles. SBCTC – Security mapping is not complete and doesn’t reflect roles/job. Correction of security set-up needs to be available to endusers for re-testing prior to Go-Live LEGEND: H High M Moderate Submitted by (name, org/college), Deployment Group & Date ctc. Link PMO submitted for ctc. Link CS, HCM, FIN Team Low Issue Owner (s) Tara Keen, Security Team DG 2 Impacted, Issue Date: 4/16/2019 *also issue #37 submitted by Evelyn Williams, SBCTC on 6/26/19. Clark has submitted issues around accessibility items they Susan Maxwell, Clark College PM have identified. We are tracking these items and will provide this first round of information to Level Access (vendor) in early DG 2 Impacted, Issue Dates: 6/27/2019 August. Issues: #39 -48 Owners TBD 10

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report ctc. Link Quality Assurance Scorecard - Moran Technology Consulting NOVEMBER 2018 July , 2019 STATUS Y DESCRIPTION / NOTES SBCTC/Governance Steering Committee made Go/No-Go decision for FLC implementation of new Chart of Accounts, which was critical for the DG 2 schedule. The ctc. Link Executive Leadership Committee voting membership has changed as of July 1, 2019 with newly appointed WACTC-Tech college presidents. Project Management Office (PMO) is fully staffed, working well together and continuing to address improvements in project management processes. PMO has started development of the Readiness Template for intended use with DG 2. Phase Scope QA remains concerned about the number of solutions to be re-implemented to replace/augment current PS functionality. Based on the latest status of replacement solutions, the only definitive scope is Physical Inventory for DG 2. Accessibility testing will begin in early August for DG 2. The DG 2 schedule is now three months from Go-Live. Some components are already in ctc. Link production. The DG 2 schedule was dependent on successful Chart of Accounts (Co. A) implementation for CCS and TCC. The new Co. A went live in July. The implementation of enhanced role security for ctc. Link is a major Project and QA schedule risk concern and is an area of critical focus by the PMO at this time. Priority continues to be focused on DG 2 project and college readiness. The ctc. Link PMO is reviewing implementation plans and schedules for DG 3 and DG 4 based on experience with DG 2. Training material development to support remaining Sprints was ongoing in July for targeted UAT training in August. Training team and consultants continue work preparing materials for the remaining Sprints. Training materials for UAT Sprint #5 are 100% complete and Sprint #6 is 75% complete. QA continues to be concerned that considerable development work still remains for the 57 courses to support end-user training. Plan and schedule for development of these courses pending at end of July. Schedule Status Y Y Training Testing DG 2 UAT Sprints were underway in June with good participation. UAT identified configuration and process errors which have been resolved. The DG 2 Testing workstream remains a major QA concern since it requires continued active DG 2 end-user participation. QA is also concerned about the execution of dual parallel testing (payroll, financial aid, and tuition calculation). Configurations / Data Conversion Technical support work for the Co. A implementation in production was underway in July. This major effort required the ctc. Link Project teams to work closely with the ERP support staff. These problems were jointly addressed by Legacy support team and Project staff. Technical staff executed a DG 2 cycle 4 B conversion for additional data validation by Clark and SBCTC. Technical team also preparing DG 3 cycle 3 conversions. Data conversion and production implementation of Bio-Demo data for Clark College and SBCTC waiting for an August schedule Go-live date. DG 2 Go-live production cutover planning sessions continued in July. Organizational Change Management PMO/OCM is actively engaged with all colleges now involved with their DGs. QA is concerned that PMO remains focused on the DG 2 schedule/priority activities. The project is aware that effective communications and messaging is important to success of the project. QA supports the PMO and project/college staff efforts to provide timely communications and prevent false messages. Project Staffing Project staffing is adequate at this time and continues to make staffing adjustments as appropriate. PMO is recruiting for open positions. PMO to begin using off-shore technical resources to perform and augment systems integration testing work. Technical Environment The IT division continues addressing processes and critical staffing. The ERP Change Management Board is being reimplemented to improve coordination and scheduling of changes. IT is reviewing staffing models at other People. Soft ERP community college systems for staff and budget sizing. The development/implementation of security roles for the colleges has now become a critical issue and is being addressed by the ctc. Link PMO. Service Level Agreement has been distributed to colleges. Y G G G Y Y PROJECT AREA G G Overall Status 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. 11

Project Overall Status – July 22 to August 2, 2019 Overall Y Schedule Y • • • Program is on track, per timeline, scope and budget Security Mapping activities impacting completion of UAT Current DG 2 Schedule has no “float” remaining in timeline • Monitoring scope and timing of: Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations Executive Summary The project is tracking per schedule and under budget. Scope review and definition for each deployment continues due to rework of key solutions. Each Deployment Group (DG) is engaged and all colleges now have an Initiation or Implementation Work Plan: • DG 2 is in the Transition Phase. Colleges and SBCTC are engaged in User Acceptance Testing sprints. ctc. Link will be offline for the DG 2 upgrade Oct. 1114 and again for cutover activities Oct. 25 -28. • DG 3 is in the Construct Phase, focused on Conversion and Data Validation. DG 3 Testing/Training road shows were held in July. • DG 4 is in the Initiation Phase, with all colleges past the halfway mark on deliverables. Gate 1 Initiation Phase Peer Review was held July 29 -30 at Highline College. DG 4 Implementation Phase kick-off slated for November. • DG 5 colleges are in the Initiation Phase and have begun Initiation Deliverables status reporting. PMO team visited colleges in June for Initiation road show. • DG 6 is in the Initiation Phase and will start public status reporting this fall. The Initiation Phase Road Show will be in Oct. 2019. Planning meetings continue with technical colleges to capture differences between technical and community college business practices. The new Chart of Accounts was implemented in July for Spokane and Tacoma. Contract negotiations continue for a new Continuing Education solution. An RFI is being developed for the Online Admissions Application (OAA), in parallel with additional improvements to the current OAA solution. The Budget Planning Tool work group is working on finalizing business and technical requirements. Contracts signed with Level Access, accessibility testing vendor, which will begin testing on Monday, Aug. 5 and is expected to take four weeks. The Executive Sponsor Seminar was held July 30 at Highline College with 23 attending: 16 executive sponsors (of 31), seven alternates. Scope Budget • 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 Budget required by OFM/OCIO has been submitted and approved Allotment for Gate 4 funding has been submitted Y G • Overall Status Summary per Deployment Group DG# PMOReported Comments Status • Security Production DG 2 Y Mapping is in progress and production security must be tested to complete UAT • College Configuration in DG 3 G DG 4 G DG 5 G DG 6 G progress • Conversion cycles have begun College/ Agency Self. Reported Status Clark G SBCTC Y Spokane R Tacoma G Cascadia G LCC G Olympic G Peninsula G Pierce G • College teams working on Implementation begins Nov. 2019 Initiation Phase activities • College teams working on Implementation begins March Initiation Phase activities 2020 • College teams working on Implementation begins Nov 2020 Initiation Phase activities 12 12

Deployment Group 4 Dashboard Reports – July 22 to August 2, 2019 DG 4 Initiation Phase Completion Summary As of Aug. 2, 2019* College/District Centralia College 68% Edmonds Community College 60% Highline College 63% Seattle Colleges (3) 59% Wenatchee Valley College 68% Percentage of deliverables completed and tracked in Project Web App (PWA) by each college: • College Orientation & Resourcing • College Project Planning (from templates) • Conduct Initial Data Cleansing • Document Current Legacy Business Processes • Supplemental Systems Analysis * Contact DG 4 PMs for information about percent completion. DG 4 Pre-Implementation and General Timeline G 13

Deployment Group 5 Dashboard Reports – July 22 to August 2, 2019 DG 5 Initiation Phase Completion Summary As of Aug. 2, 2019 Target Percentage for July 2019 * Bellevue College 16% 35% Bellingham Technical College 24% 35% Big Bend Community College 22% 35% Everett Community College 24% 35% Grays Harbor College 32% 35% Green River College 32% 35% Skagit Valley College 23% 35% Whatcom Community College 36% 35% College/District Percentage of deliverables completed and tracked in Project Web App (PWA) by each college: • College Orientation & Resourcing • College Project Planning (from templates) • Conduct Initial Data Cleansing • Document Current Legacy Business Processes • Supplemental Systems Analysis * August target is 45%. This period represents only two days in August. DG 5 Pre-Implementation and General Timeline G 14

REPLACEMENT SOLUTIONS UPDATE Security Mapping Accessibility Testing Campus CE Negotiations Online Admissions Application RFI Budgeting Tool Next Steps 15

Other ctc. Link Project Activities – Status as of August 2, 2019 RFP Publish Solution Decision Develop and published RFP Work Group engaged to evaluate RFP Responses Final Decision on Vendors to be awarded Vendor contracts awarded Statement of Work completed Phase 1 Accessibility Testing has begun (Student & Employee Self-Service 5/10/2019 • Testing Prior to DG 2 (October 2019) RFP was developed and approved by Governance RFP proposals were due November 15, 2018 3 Vendors responded and subgroup is evaluating solution Governance approved procurement and decision of Vendor contract being finalized for scope and cost 10/15/2018 • Contract Draft Complete • Overall Pricing in Negotiations • 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 on 2/12/2019 • RFI to understand possible solutions and costs before final decision on RFP or custom solution • Continue to enhance current OAA based on requirements for RFI TBD • RFI requested • Current ctc. Link OAA requirements being prioritized prior to continue improvements • Committee formed to review, finalize, approve Budgeting requirements • Budget Planning Tool Work Group meetings underway to finalize requirements and vet Oracle PBCS Solution • Oracle/Mythics building Prototype of PBCS Solution with templates from (Peninsula, Pierce, Spokane, and SBCTC) • Work Group will recommend to ctc. Link Governance if PBCS will meet requirements or If an RFP will need to be develop TBD • Work Group Kick Off • Members reviewing Original RFP Budget Requirements Solution Status Accessibility • • • Continuing Education • • • Online Admissions Application Budget Planning Tool 16

BUDGET PLANNING TOOL WORK GROUP Activities Clark Tacoma RTC Peninsula Clover SBCTC Pierce Yakima Bellevue Highline Spokane Park Work Group Participant (Volunteer) Yes Yes Yes Budget Requirements Review and Feedback Yes Yes No No Participate in Review Session #1 Yes Yes Yes No Participate in Review Session #2 Yes Yes No Yes Finalize and Yes Recommend Approval of Requirements Yes N/A N/A Audit* Feedbac k will be provided) 17

BUDGET PLANNING TOOL WORK GROUP NEXT STEPS • Steering Committee approval – August 2019 • Oracle/Mythics - September • Send final and approved requirements • Build Prototype PBCS Planning and Budgeting Cloud Service based on: (1. ) Requirements, and (2. ) Sample organizations based on prior templates for Pierce, Peninsula, Spokane, and SBCTC • Present prototype to Budget Planning Work Group • Budget Planning Tool Work Group – September • Recommend PBCS or RFP to ctc. Link Governance 18

ACTION ITEMS REVIEW & AGENDA ITEMS FOR FUTURE MEETINGS Note: All material licensed under Creative Commons Attribution 4. 0 International License.