CTCLINK STEERING COMMITTEE Jan 26 2021 Tim Wrye

CTCLINK STEERING COMMITTEE Jan. 26, 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 revised 3 p. m. , 1/26/2021

AGENDA ITEM DESCRIPTION MINS FACILITATOR 1 Welcome and Introductions 3 Tim, Christy 2 Approval of Jan. 12, 2021 Draft Meeting Minutes 2 Tim 3 Review DG 4 -B Go-Live Readiness Status • College, Project, ctc. Link Support Readiness ACTION: Vote on DG 4 -A readiness for Feb. 8, 2021 Go-Live 60 Christy, Reuth, All 4 Online Admissions Application Portal (OAAP) • Review activities, discussion, next steps • Go-live readiness vote / VOTE TABLED 25 5 ctc. Link Program Status • Deployment Group Status: DG 4; DG 5; DG 6 • Replacement Solutions • Program Risks and Issues • Budget, Moran/QA and OCIO 10 Christy 6 ctc. Link Support Organization • Customer Support Update – Staffing, Workload/Activities • Production Support Update (handout & web page) • ctc. Link Accessibility Update 10 Dani, Grant 7 ctc. Link Executive Leadership Committee (c. ELC) • Recap Jan. 20, 2021 meeting and outcomes 5 Tim, Christy 8 ctc. Link Project-Related Commission/Council Topics • Concerns, discussions, upcoming enhancement requests • Topics for future SC agenda 4 All 9 Agenda Items for Future Meetings & Meeting Closure 1 All Kristy Snow, Christy 2

MEETING MINUTES – APPROVAL • Jan. 12, 2021 3

DGB GO-LIVE READINESS STATUS Review DG 4 -B Go-Live Readiness Status • College Readiness • Project Readiness • ctc. Link Support Readiness ACTION • Vote on DG 4 -B Go-Live Feb. 22, 2021 readiness 4

DG 4 -B GATE 5: COLLEGE READINESS DISCUSSION & APPROVAL ctc. Link Steering Committee January 26, 2021

CTCLINK QUALITY GATES & MILESTONES 6

DG 4 READINESS TIMELINE Oct. –Nov. 2020 College readiness spreadsheet reviewed and drafted by ctc. Link PMO team and DG 4 PMs Nov. 2020 early Jan. 2021 Jan. 21, 2021 (Group B) Meetings and discussion with DG 4 PMs Readiness documents due from DG 4 colleges, ctc. Link Project team and SBCTC Support/Org teams Jan. 26, 2021 (Group B) ctc. Link Steering Committee review, discussion Feb. 22, 2021 (Group B) DG 4 Go-Live Dates KEY ELEMENTS OF QUALITY COLLEGE READINESS ASSESSMENT • • • Accuracy: true measurement of go-live readiness Consistency: one tracking tool Identification of Gaps (for college-specific items) Establishment of Mitigation Plans Collaborative Process: Involvement/Assessment by College PMs, ctc. Link & SBCTC Support/Organization Teams • Transparency: Report Readiness to all levels of ctc. Link Governance 7

DG 4 -B COLLEGES (SEATTLE COLLEGES DISTRICT) • College Readiness Assessments • Steering Committee Decision & Approval of February 22, 2021 Go-Live Date 8

SEATTLE COLLEGES READINESS Current Completion of Readiness Criteria College Overview Data Estimated Current Go/No-Go Status at Go-Live 3 of 3 Security 3 of 4 Testing 5 of 7 Training 6 of 6 College Support Plan 4 of 4 Transition 10 of 14 Comms & OCM 7 of 8 Y Y G G G STATUS LEGEND R RED - Critical system or organization issue, no mitigation available O ORANGE - System or organizational issue with workaround (mitigation plan) Y YELLOW - Somewhat ready for Go-Live, small issues unresolved, doesn't impact Go-Live G GREEN - Ready for Go-Live 9

SEATTLE COMMENTS & MITIGATION PLAN CATEGORY COMMENTS Data Security Testing Training MITIGATION PLAN Data cleanup has taken place through each conversion cycle and will continue as needed up to and post go-live. Developing long term security processes. Validating security in SVL. Security validation slowed by SVL config issues. We have approximately 400 old jobs in PPMS that need the Supervisor updated. Payroll team is working to resolve by Feb. 10. SVL security validation will be an ongoing activity from Jan. 18 to Feb. 17. We are prepared to closely manage security changes after deployment. Currently 90% UAT complete, some tests UAT will continue. Of the 31 still 'In Progress' working with SBCTC to fix. AR Billing tests, 14 are in Travel & Expense, and we do workflow updated and will test Jan. 25 not plan to use functionality until Summer. SF Integration training still needed. Local Full-time pillar leads will continue providing CS, Finance, and HCM training in progress. training until Go-Live and beyond. Feel good about ERP Support plan. IT Help. Desk ready to support students/staff account activation. Based on current status, we will be able to provide strong support at Go-Live. Work will continue on Enrollment Requirements and AARs after Production Transition Unlocks on Jan. 28, 2021. Work to integrate supplemental systems continues. PRD Data. Link setup and being used. Focus work on Enrollment Requirements at Central/South after PRD unlock. Faculty/Advisors will rely on legacy applications such as Degree Audit and Advisor Dashboard for spring advising. Comms & Student communication plan in action, adding & developing, with a finalized plan OCM We are actively communicating the change to students. College Support Plan 10

SEATTLE COLLEGE GO-LIVE DEPLOYMENT RECOMMENDATION FORM 11

ADDITIONAL PERSPECTIVE • ctc. Link Project Team Readiness • SBCTC Agency: Support/Organizations Team Readiness • Quality Assurance (Moran Technology Consulting) 12

CTCLINK PROJECT TEAM DG 4 -B READINESS CONCERNS STATUS Y G Activities Risks/Concerns Target Completion Date/Mitigation SF Fees Seattle Colleges are still validating their fees (examples: technology fees, college remote delivery fee, international student insurance fees). Based on these requests from their college SMEs, SF team has made updates. Seattle SMEs are also testing this. This was completed as of Jan. 20, 2021. SF Item Types – General Ledger (GL) SF Item Types for GL is missing for all colleges in DG 4 (exception is Highline). This was completed successfully as of Jan. 13, 2021. HCM Job Data The quality of the HCM legacy data that is converted is of concern. ctc. Link Project team did not include this in the data for UAT and, therefore, the colleges did not get an opportunity to fully test this process/query. Between Sept. 18, 2020 and Jan. 8, 2021, there was a 50% drop in total jobs converted. The number is significant enough to warrant further research by the ctc. Link project. HCM Missing Supervisor ID Data Historical Data - Missing Supervisor ID data: DG 3 -A college = 390 DG 3 -B colleges = 324 Seattle colleges = 549 total missing supervisor IDs. Of these, 521 do not have supervisor IDs and 28 were not updated and were not converted. The ctc. Link HCM team expectation was that this information was cleaned up prior to UAT. During the DG 4 call, the ctc. Link HCM team will be requesting that the PPMs data is updated with correct supervisor ID before Legacy shut down of PPMs. We are slightly concerned that the College SMEs did not have sufficient time to fully validate chartfields so it will fall to the Customer Support team to assist in resolving issues post go live. Jan. 29, 2021 The ctc. Link HCM & Technical teams would like to do more data analysis of cycle 5 (dry run) and compare with prior cycles. The 2020 calendar year shows a significant number of terminated employees and we would like Seattle to review this for data accuracy. Feb. 17, 2021 in alignment with Legacy shut down of PPMS. During go-live weekend, the college SMEs will have to provide the supervisor IDs. If supervisor IDs are not provided then, these will have to be manually updated post go-live. The business process impact is to absence, timesheets, approval work flow, etc. Mitigation strategy – ctc. Link HCM team to inject provided supervisor IDs. Caveat - if provided supervisor IDs are not accurate, then Customer Support will be impacted when appropriate supervisor is not able to approve time. 13

CTCLINK PROJECT TEAM DG 4 -B READINESS CONCERNS, CONT’D Activities Risks/Concerns Target Completion Date /Mitigation Feb. 3, 2021 Security Roles We will need to monitor the role clean-up in SVL to ensure they are meeting college expectations for role assignments. FIN team is concerned about quality of testing and full testing components for FIN GL due to incomplete testing of Accounts Receivable (AR), Billing, Asset Mgmt. Data from sprint #2 will provide the FIN team with more info. Lessons learned for the FIN team is to emphasize the order of FIN test scripts to ensure quality testing is achieved. UAT – Quality FIN College Staff Engagement & Coordination ctc. Link team is concerned about security administration/management and local coordination post go-live. Approval Work Flow is difficult to test with a small group of SMEs. Does not represent the full picture of the approval process. The ctc. Link FIN team is concerned about Seattle’s FIN Department Structure based on the conversations with college FIN SMEs from November. At that time, the project was asked to change the Department structure but was not able to based upon the start of UAT activities. Any changes in Department structure will have to be coordinated with the Support Organization post go-live. This may greatly impacts the SBCTC ctc. Link Customer Support organization as the Seattle College District attempts to come to resolution after go-live. This change to the Department structure may have crossimpact to HCM and Student Financials configuration. Real time enrollment integration will not be ready for DG 4 -A & DG 4 -B colleges. Campus. CE Highline, Edmonds and Seattle will be able to continue to use their current Campus. CE. Centralia and Wenatchee Valley have plans in place until they make decisions to implement Campus. CE. Jan. 20, 2021 Technical team is working on a temporary interface that would allow for the quick admit, enrollment and payment information to process via file upload. 14

SBCTC AGENCY: SUPPORT ORGANIZATION TEAM DG 4 -B GO-LIVE READINESS CRITERIA DG 4 -B Readiness Assessment Functional resources to support DG 4 -B colleges Technical resources to support DG 4 -B colleges Resources to support security Local Configuration Guides available data. Link set up and ready for DG 4 -B colleges Mobile set up and ready for DG 4 -B colleges Participation in transition (cutover, go-live post support) 15

SBCTC SUPPORT ORGANIZATION GO-LIVE DEPLOYMENT RECOMMENDATION FORM Organization’s comments to above signature, if any: Seattle Colleges have expressed the desire to change their FIN department coding post go-live. This will greatly impact Customer Support and the ability to support this activity. These changes in department structure may have cross-pillar impact to HCM and Student Financials configuration. SBCTC Customer Service will not be able to engage in significant planning and coding changes until next fiscal year (FY 22). Planning and coding changes will also be limited while preparing and onboarding DG 5 and DG 6 colleges. Production Changes/implementation wouldn't be available until FY 23, at the earliest. College SMEs have expressed concern about their own local college engagement and coordination with some of the project activities. This raises concerns for post go -live activities where all areas of the college may not be in alignment with key business processes and greatly impact Customer Support with increased tickets and training needs. Therefore, it is strongly recommended that the Seattle Colleges develop and vet their Local Triage and Support Management Plan to align resources and determine business process flow internally, prior to reaching out to Customer Support. This should in turn help develop a stronger communication loop and alignment at the colleges. 16

MORAN TECHNOLOGY PERSPECTIVE • Paul Giebel, Quality Assurance (Moran Technology Consulting) 17

STEERING COMMITTEE MOTION & RECOMMENDATION DRAFT MOTION Approve DG 4 -B colleges Seattle District (North Seattle College, Seattle Central College, South Seattle College) for Feb. 22, 2021 ctc. Link Go-Live. 18

ONLINE ADMISSIONS APPLICATION PORTAL (OAAP) • Review activities, discussion, next steps • Vote on go-live readiness 19

ONLINE ADMISSIONS APPLICATION PORTAL (OAAP) UPDATE Tuesday, Jan. 26, 2021

AGENDA • OAAP Timeline Go-Live Dates • Work Completed and In Progress • Top Risks and Issues • Level Accessibility Findings • OAAP College UAT Progress • Questions and Feedback • Action 21

OAAP GO-LIVE DATES BY DEPLOYMENT GROUP Deployment Group (DG) Go-Live DG 2 & DG 3 Jan. 29, 2021 DG 4 & DG 5 • DG 4 OAA activities will align with DG 5 implementation activities and timeline DG 6 • DG 6 activities will align with DG 6 implementation activities/timeline October 2021 February 2022 ctc. Link Deployment Groups and High-Level Timeline 22

PHASE 1 OAAP WORK COMPLETED & IN PROGRESS DG 2 & DG 3 Go-Live 2020 Oct 2021 Nov Dec Jan 29 Jan Today Kastech SIT Oct 5 - Oct 30 ctc. Link SIT Nov 11 - Dec 18 Kastech test scripts Oct 30 - Nov 11 Kastech training documents Oct 30 - Nov 11 ctc. Link develop UAT test scripts ctc. Link develop training documents College UAT/Training Nov 11 - Dec 18 Dec 1 - Dec 30 Jan 14 - Jan 27 23

OAAP PHASE 1 – TOP RISKS / TOP ISSUES Risks • Colleges ability to complete UAT • Resolve all “High” severity accessibility issues Issues • Project Team and Vendor still resolving SIT and UAT Issues 24

KASTECH LEVEL ACCESS AUDIT FINDINGS • Level Access (vendor) conducted accessibility testing and shared findings with SBCTC & Kastech on Dec. 23, 2020. • 250 accessibility violations were identified • KTech Products initiated fixing the violations raised by Level Access the next day Dec. 24, 2020 and came up with a plan to fix all the violations related to Applicant interface as much as possible for the initial DG 2/3 colleges Go-Live scheduled for Jan 29, 2021. Summary • To manage the project risk, KTech suggests finishing these pending tasks after the initial go-live as most of these issues will cause design changes and regression testing. • 44 low- to medium-severity issues (4 - Applicant, 38 - Admin) are in progress and will be completed after go-live in Phase 2. • All high severity issues have been resolved per the vendor and some still in SIT for project and IT staff to test prior to moving to UAT. 25

KASTECH LEVEL ACCESS AUDIT REPORT Module Count Resolved In Progress Distinct Issues (Unduplicated instances) Applicant 84 71 13 4 Admin 166 69 97 38 Total 250 140 110 45 26

OAAP COLLEGE UAT PROGRESS OAAP Not Starte d Declin e to Test Not Applic able OAAP Total % Not Starte d 0 6 1 0 7 86% 14% 0% 0 3 3 0 2 6 50% 0% 50% 0 0 0 6 0 2 6 100% 0% 0% 0 0 0 5 0 0 3 5 0% 0% 100% 0 1 0 0 3 2 0 2 6 33% 0% 50% 0 0 0 6 0 0 2 6 0% 0% 100% 8 0 0 0 8 100% 0% 0% Cascadia WA 300 8 0 0 8 100% 0% 0% Olympic WA 030 8 0 0 8 100% 0% 0% Grand Total 72 0 0 1 1 0 17 41 1 11 60 68% 2% 28% Total # of Test Cases Peninsula WA 010 In Previo Passe Progre usly d ss Tested Failed Blocke d Warni ng 8 0 0 0 1 0 Lower Columbia WA 130 8 0 0 Pierce WA 110 8 0 0 0 Spokane Falls WA 172 8 0 0 Spokane WA 171 8 0 Tacoma WA 220 8 Clark WA 140 College Total OAAP % In Compl Progre ete % ss 27

mittee m o C g n l Steeri a i c e p s n and o i 28/2021 t / a 1 l m i r t o n f u more in Tabled r o f /no go o w g o l e l g a e l o l t and co T meeting A U f o ation consider s. decision ACTION DRAFT MOTION: Approve the Online Admissions Application Portal (OAAP) go-live date of Jan. 29, 2021 for DG 2 and DG 3 colleges with the following conditions: • Colleges complete UAT • Accessibility findings for Severity “High” for Applicant and Administrative functions are resolved • Colleges make a Go decision on Jan. 27, 2021 Note: All material licensed under Creative Commons Attribution 4. 0 International License. 28

CTCLINK PROGRAM STATUS 29

DEPLOYMENT GROUP STATUS DG 4 SELF-REPORTED STATUS NOTES • Centralia: The SBCTC ctc. Link Project team Finance PM is actively mitigating the risk to Centralia’s DG 4 -A Go-Live by bringing together stakeholders and securing agreement with the SBCTC Accounting and Business Services Division and ctc. Link Support to provide resources and workarounds to the bank file transmission issues. • Edmonds: Planning for post Go-Live training and Help Desk triage is still in need of definition and time for practice. Security role will be challenging post Go-Live. • Highline: Working remotely continues to affect timeliness and quality of work; additional furloughs further exacerbate the issue. Multiple banking activities yet to be scheduled/scope identified – some progress in this area, but timing is still tricky. • Seattle: Focused on finishing Sprint 2 User Testing – now 90% complete. Gearing up for communicating to students around the conversion, People. Soft How-To’s. • Scheduling and holding end-user training for employees and faculty. • Wenatchee Valley: All systems go. DG SUMMARY DG 4 DG 5 Y G DG 5 STATUS • Business Process Fit/Gap (BPFG) sessions and configuration homework in progress • Preparing for Conversion Cycle #2 Data Validation activities DG 6 STATUS • Global Design Adoption & People. Soft Fundamentals courses • Preparing to begin BPFGs in January 2021 DG 6 G Centralia (A) Y Edmonds (A) Y Highline (A) Y Seattle (B) Y Wenatchee (A) G Bellevue G Bellingham G Big Bend G Everett G Grays Harbor G Green River G Skagit Valley G Whatcom G Bates G Clover Park G Columbia Basin G Lake Washington G Renton G Shoreline G South Puget Sound G Walla G Yakima Valley G 30

ctc. Link Remediation Solutions Status – January 4 - 15, 2021 Solution Activity Date Status Continuing Education Report Writer Customization and UAT tested by Colleges. Campus. CE migrating to college production environments. Sept 2020 Complete, Sept 2020 (Campus. CE) Campus. CE/ctc. Link business process alignment prototype Sept 2020 Complete Continuing Education Council (CEC) executive committee to review processes and integration points for initial feedback Oct/Nov 2020 Complete Unit Testing / System Integration Testing Nov & Dec 2020, Jan 2021 In Process CEC reviews processes and integration Dec 2020 Complete User Acceptance Testing Jan 2021 Pending Deploy Integration / Go Live Feb 2021 Pending Budget Planning Tool ctc. Link develop UAT test scripts Jan. 01 – Jan. 29, 2020 In Process ctc. Link develop training documentation Jan. 01 – Jan. 29, 2020 In Process (People. Soft Budget Cloud Solution) ctc. Link System Integration Testing (SIT) Jan 11, 2020 – Jan 29, 2021 In Process Pre-UAT kickoff and training Feb 1, 2021 Pending User Acceptance Testing (UAT) Feb 2 -3, 2021 Pending Deploy Integration / Go Live Feb 12, 2021 Pending 31

L Top Risks Reported – as of Jan. 15, 2021 Risk Description Level H High M Moderate Low Submitted by, DG#, Risk#, Date Risk Owner (s) DG 4 College resources are demonstrating burnout with extended remote engagement in project activities due to the following: • fear that normal winter illnesses could be related to COVID • resources and families are contracting COVID (resources are likely to be spread thin to take care of family members with COVID) • stress/distraction for resources who are not able to support families in the hospitals with non-COVID related illnesses • resources are also managing kids who are in remote learning while • COVID stress, lock down, depression, isolation (increases during holiday time) • pressure from furlough impacting family budgets and inability to work or engage during furlough periods • resources are having difficulty in completing regular daily work remotely from home • resources are having difficulty collaborating and engaging with coworkers at their college to coordinate testing activities and business process change planning Due to the items listed above, resources appear to have difficulty retaining remotely delivered information. It is unclear to the project team whether the level of retention of information provided in remote sessions is sufficient for resources. Mitigation TBD, needs governance support. ctc. Link PMO DG 4 Risk #146 (and associated risks) Date: 12/9/2020 TBD DG 4: Quality of Student Financials Conversion We are concerned the go-live quarter (Winter 2021) will not convert with accurate student balances due to the confusion around student financials timelines, activities, and whether the parallel testing will actually occur. ctc. Link PMO team started bi-weekly meetings with the SF team to discuss challenges and open items. For DG 4, parallel testing using cycle 4 data and Dry Run (big scale comparison of legacy and PS data). During the college readiness meeting on 12/7/2020, we asked the DG 4 PMs to provide their list of show stoppers/concerns (for SF and other areas). ctc. Link team will review this information and provide solutions where possible before go live. Daniel Cordas, Seattle PM DG 4 Risk #134 Date: 10/22/2020 Tara Keen, Ajay Koppu, Amy Mac. Neil, Chandan Goel All DGs: Key Bank Cyber. Source Integration Must be deployed by May 2021. This impacts DG 4/5/6 mainly. For DG 4 this work would need to be completed by March 2021 and very close to their go-live date. The Treasurer’s office has reached out to the first three colleges that will be working on the Key. Bank conversion to begin the process. Those colleges are Bellevue, Highline and Lower Columbia. The State Board has met with Cyber. Source to layout plans and to start working on a visual aid/workflow of the process that can be shared with the colleges. Cyber. Source Gateway account created and close to completion for Highline. ctc. Link PMO All DGs Risk #133 Date: 10/15/2020 Sandy Main Risk is also associated with the following COVD Risks logged in PWA: Ø ctc. Link Project Team (Risk #90) Ø Colleges (Risk #91) Ø Customer Support (Draft New Risk #148) H C C Critical Mitigating Actions DG 4: COVID Extended Remote Engagement (Risk #146) C LEGEND: 32

Top Issues Reported – as of Jan. 15, 2021 Issue Level M Medium Low Issue Description Status Update Submitted by, DG#, Issue#, Date Issue Owner (s) Centralia: Two months before DG 4 -A Go-Live, Centralia's local bank dropped the bombshell they could not set up an SFTP site to manage ACH, positive pay, and BAI 2 reconciliation files. Centralia switching to Key Bank 7 weeks prior to DG 4 -A Go Live. Mitigation strategy Plan A: Centralia's Fiscal Services director reached out to the state treasurer’s office, the Attorney General, and Key Bank public sector staff on the necessary steps to getting banking services set up as quickly as possible with Key Bank has indicated they will be able to manage the onboarding and transmission processes simultaneously. Mitigation strategy Plan B: needs to be developed. Stakeholders include: Centralia College, SBCTC Accounting and Business Services division, SBCTC ITD Technology Department, SBCTC ctc. Link Project team, Key Bank, SBCTC ctc. Link Customer Support (including HCM Functional Support and System Accounting). An action items list was created by Centralia PM to ensure critical tasks are aligned. List was shared with SBCTC and project team members to review and include critical tasks. Centralia is close to having a contract with Key Bank. Carrie Powell, Centralia PM DG 4 Issue #121 Issue Date: 12/19/2020 Christyanna Dawson, Sanjiv Bhagat, Dani Bundy DG 4: Unable to complete UAT on schedule due to security, training, and environment issues Seattle Colleges is missing its UAT targets due to issues with the security configuration, incomplete training documents, and issues with the UAT environment. Expected completion of UAT sprint #1 is now December 4. The primary cause of delays has been the delay between realizing a need or an issue and actually having it resolved and insufficient and poorly timed training. During the college readiness meeting on 12/7/2020, we asked the DG 4 PMs to provide their list of show stoppers/concerns (for UAT and other areas). Since then, ctc. Link teams have reviewed this information and have set up one-on-one college facing meetings to bridge the knowledge gaps and will continue to do so before go live. DG 4 completed UAT in the 90 -100% completion range. Daniel Cordas, Seattle PM DG 4 Issue #119 Issue Date: 11/13/2020 Tara Keen, Amy Mac. Neill, Dani Bundy Customer Support Resource Plan Support has hired 10 team members. Interviews for HCM replacement are in process. Senior Functional Analysts (for HCM & FIN) postings are closed and interviews are taking place in early January 2021. ctc. Link PMO All DGs Issue #95 Issue Date: 7/9/2020 Grant Rodeheaver & Dani Bundy H H H LEGEND H High 33

Budget Status Summary – as of December 30, 2020 G 34

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, December 2020 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH AREA DESCRIPTION / NOTES STATUS Overall Status Y G SBCTC/ Governance Major schedule changes and new or replacement functionality, budgets, progress, and key project issues are brought to the Governance structure for review and direction/decisions. G Project Management PMO is focused on the preparations for the February DG 4 go-live implementations. The PMO and SBCTC Customer Support have applied a number of go-live and post-live improvements based on lessons learned with experience from prior deployments. G Phase Scope PMO has included the solutions (OAA, PBCS) into the current deployment schedule. Any additional major functionality to be considered by Governance after all colleges are deployed. Y Schedule Status G Training QA recognizes that the ctc. Link schedule for DG 4 B cannot be extended without jeopardizing schedules and remaining ctc. Link budget for deployment. groups DG 5 and DG 6. While the project team is doing all the right things to mitigate risk with Deployment Group 4, the overall schedule status remains YELLOW due to the many critical factors that directly impact the DG 4 schedule. Security Training by the Project for DG 4 colleges continued in December. Extensive Security training materials have been made available to the DG 4 colleges. Security Workbooks and Job Aid tools have been developed by the PMO to make the Security Role better defined for colleges. Good feedback received by QA team regarding this. However, PMO reports that colleges continue to struggle with implementing and maintaining role security. Y Testing QA is concerned that UAT for DG 4 B has fallen seriously behind schedule with limited functional end-user participation. With no flexibility in the schedule, this is a high risk for deployment since College testing remains a key factor in determining their overall readiness. G ctc. Link Tech Environ The ctc. Link Project technical team is now preparing Cycle#5 conversion dry runs. People. Soft Updates (PUMs) were finally installed in December. Technical staff and SBCTC IT have completed working with the vendor on system performance load testing in advance of DG 4 implementation. G Organizational Change Management The DG 4 Go-live is now 1 month from happening. DG 4 colleges are very actively engaged with their staffs. College stress levels are at their highest which is normal as go-live implementation dates are close to happening and the reality sets in. As always, QA remains concerned that the end-users have been trained and are confident that they will be able to work with ctc. Link. DG 4 College PMs are meeting weekly to share information and support each other. The Project Communications team has been working closely with the College PMs, PIOs, and OCMs to share approaches and content that will be key to getting effective communications to students and administrative during and after implementation begins. G Project Staffing Both Project and Customer Support teams have been successful in hiring staff now that personnel can work remotely. Y SBCTC Customer Support The Customer Service team will be conducting meet-and-greet meetings with the DG 4 colleges to introduce staff, triage processes, and support responsibilities. Y SBCTC Application & Production Services Additional technical staff hired and onboarded. Technical staff will need to expand further with the addition of DG 5/DG 6 colleges going live over the next 18 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. 35

Washington State Office of the Chief Information Officer (OCIO) Oversight as of December 2020 WA State Office of the Chief Information Officer (OCIO) Oversight OCIO Conditions to new ctc. Link Investment Plan Approval Status Y Overall Status ctc. Link Technology Pool Status and Gate # Status Pre-IT Pool Implementation, Stability & Remediation Approved 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 G 4 DG 2 – Transition & Deploy Phase DG 3 – Construct Phase DG 4 – Initiation & Structure Phase Approved 7/1/2019 G 5 DG 3 – Transition & Deploy Phase DG 4 – Construct Phase DG 5 – Initiation & Structure Phase Approved 6/11/2020 G 1 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 3 remediation solutions: Budget Planning Tool, Continuing Education Application, Online Admissions Application In Progress Implementations 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 45 to 60 days of go -live Ongoing for future DGs G 6 DG 4 – Transition & Deploy Phase DG 5 – Construct Phase DG 6 – Initiation & Structure Phase Approved 1/15/2021 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 Complete G 7 DG 5 – Transition & Deploy Phase DG 6 – Construct, Transition & Deploy Phase Future 11/1/2021 Y G G G Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 36

CTCLINK SUPPORT UPDATE ctc. Link Customer Support (Dani) • Staffing Update • Current Workload, Activities • ctc. Link Support e. Lists – Join a ctc. Link Support listserv focused on ctc. Link “live” colleges. • ctc. Link Production Support Updates (handout/web) ctc. Link Support Organization (Grant) • Support organization update • Accessibility update: ctc. Link Accessibility web page 37

CTCLINK EXECUTIVE LEADERSHIP COMMITTEE (CELC) • Recap Jan. 20, 2021 meeting and outcomes 38

CTCLINK PROJECT-RELATED COMMISSION/COUNCIL TOPICS • Recent concerns, issues, questions from Commissions/Councils • Upcoming Enhancement Requests • Topics for future SC meeting agenda 39

AGENDA ITEMS FOR FUTURE MEETINGS • Jan. 28, 2021 – OAAP go-live vote • Feb. 9, 2021 – DG 4 -A Go-Live initial report • Feb. 23, 2021 – DG 4 -B Go-Live initial report, DG 4 -A update 40

QUESTIONS? Note: All material licensed under Creative Commons Attribution 4. 0 International License.