CTCLINK STEERING COMMITTEE January 28 2020 Choi Halladay

CTCLINK STEERING COMMITTEE January 28, 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 Minute Facilitator 1. Welcome 2 Choi/Christy 2. Approval of Jan. 14, 2020 Draft Minutes 3 Choi 3. c. ELC Special Meeting with DG 3 Presidents/Exec Sponsor • Review meeting discussion and outcomes • DG 3 Go/No-Go Decision approval date and process 25 Christy, Choi 4. ctc. Link Support Organization • DG 2 Post-Go-Live Update – Clark • Preparations for DG 3 • Ongoing Alignment and Staffing Plan • Further plan for SLA’s, Communications, and Reporting 20 5. Upcoming Action Items Discussion • DG 5 Go-Live Date • DG 6 Go-Live Date 10 Christy, all 20 Christy Susan Maxwell Grant ctc. Link Program Status • Remediation and Replacement Solutions: Budget Planning Tool, Campus. CE, Online Admissions Application 6. • • • Accessibility Update/Next Steps Overall o Implementation Colleges o Pre-Implementation Colleges Program Risks and Issues, Moran/QA, OCIO 7. Steering Committee Nomination Subcommittee update 5 Choi, Kurt, Tim 8. Agenda Items for Future Meetings & Meeting Closure 5 Choi 2

MEETING MINUTES – APPROVAL • January 14, 2020 3

c. ELC SPECIAL MEETING: DG 3 READINESS • Special meeting called by c. ELC co-chair • Reviewed the following considerations: • Is the project team on target and what are the largest risks to the implementation of DG 3? • Is the system ready for the DG 3 colleges? (Configuration/Setup, Conversion/Data) • Are the colleges ready to go live? (Security, UAT, Training, Learning, Understanding and Adoption) • Is the SBCTC Support Organization ready for 6 additional colleges? 4

DG 3 RISKS: REVIEWED WITH c. ELC ON 1/23/2020 Risk # Description Risk Mitigation 1 College Security Assignments Colleges unable to complete security mapping and validate user roles in the system Project delivering final workbooks for colleges to assign users roles and permission lists. Environment provided so validation can be complete. An additional week of UAT allocated for regression and security testing and validation 2 UAT/Parallel Completion UAT test completion has run behind schedule due to environment issues, as well a understanding of the system An additional week of UAT allocated for regression for the colleges either to complete those remaining sprints or re-test as needed 3 Training timeline Colleges concerned based upon conflicting activities that training timeline is not sufficient The training timeline has not been changed. 4 Schedule Compression The movement of parallel testing and additional requests to colleges have made the work focus and completion of activities a challenge for the college staff. The project has added an additional week of UAT to help with some of the compression. For some colleges the resources are different that need to participate in the activities and for others it is the same resources. 5 Conversion Execution Approach This is the first time the project team is executing the repeatable multi college conversion approach The project team has developed an approach that can be used for DG 3, DG 4, DG 5, and DG 6. The plan is currently in progress to load historical separately that current term data. This approach will minimize ctc. Link downtime and allow for all DG Colleges to go live as one group 6 Support Readiness The plan to onboard staff to ERP support the deployment groups and number of colleges. The State Board has on boarded additional staff for functional and technical support. There are training resources that can be utilized to additional staff to support the current and new colleges. A select group of vendors are being evaluated to help with the additional staffing demand to support the colleges on ctc. Link 5

DG 3 READINESS AND GO/NO-GO PROCESS • Feb. 11 – Steering Committee Meeting: Preliminary DG 3 Go/No-Go Discussion • Feb. 14 – DG 3 PMs submit final college readiness and signed go-live recommendation forms • Feb. 18 - Steering Committee Special Meeting: DG 3 Go/No-Go Decision 6

CTCLINK SUPPORT ORGANIZATION • Clark Update – Susan Maxwell • Stabilization • Support and Sustainability • ctc. Link Support Organization – Grant • Preparations for DG 3 (March 9) • Ongoing Alignment and Staffing Plan • Further plan for SLAs, Communications, and Reporting 7

UPCOMING ACTION ITEMS DISCUSSION • DG 5 Go-Live Date • DG 6 Go-Live Date 8

CTCLINK PROGRAM STATUS • Remediation and Replacement Solutions • Budget Planning Tool • Campus. CE • Online Admissions Application (OAA) • Accessibility Update/Next Steps • Overall • Implementation Colleges • Pre-Implementation Colleges • Program Risks and Issues 9

ctc. Link Remediation & Solutions Status – January 6 - 17, 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 and Procurement in Process Contracts Complete - March 2020 Online Admissions App SOW in progress / BAC and WACTC Operating Budget Committee for ongoing college maintenance costs. Contracts Complete - March 2020 Continuing Education SOW in progress / BAC and WACTC Operating Budget Committee for ongoing college maintenance costs. Contracts Complete - March 2020 Solution Status RFP Publish Solution Decision Accessibility • Phase 1 Accessibility Testing has completed with exception of Mobile/Message Center and results being evaluated (Student & Employee Self-Service) • Working with Oracle to identify when findings fixes will be pushed to customers • Scheduling Phase 2 and Mobile testing 5/10/2019 • Phase 1 complete with exception of Mobile and Message Center • Phase 2 start is pending Continuing Education • Master Contract and subsequent SOWs for implementation and integration are pending signature. • Escalation to BAC and WACTC Operating Budget Committee for ongoing college maintenance costs. 10/15/2018 • SOW 1 – Complete for November Campus. CE Solution review and college discussion at Green River Online Admissions Application • Steering Committee approved OAA Kastech Solution. • Developing Statement of Work and finalizing implementation and maintenance pricing. • Escalation to BAC and WACTC Operating Budget Committee for ongoing college maintenance costs. TBD • Steering Committee approved solution, but not pricing. Budget Planning Tool • Finalizing SOW with Oracle/Mythics to begin implementation. DG 2 Colleges will be in the initial implementation and deployment TBD • SC approved PBCS 10

Project Overall Status – January 6 to 17, 2020 • • Overall Y • • Schedule Y Program is on track, per timeline, scope and budget DG 3 UAT % Complete is currently behind and mitigation is in place. Repeatable DG conversion approach being finalized and validated with DG 3 Cycle 5 / Mock Go-Live Scope Y Monitoring scope and impact of schedule of: Budgeting Tool, Continuing Education, Online Admissions Application solutions Budget G Executive Summary The project is tracking per schedule, under budget. Scope review and definition continues due to rework of key solutions. Each Deployment Group (DG) is engaged and all colleges have an Initiation or Implementation Work Plan: • • • DG 2 Upgrade and Conversion went live in October. DG 3 is focused on User Acceptance Testing as they move toward March 9, 2020 go-live. DG 4 began Business Process Fit Gap (BPFG) sessions/homework on Dec. 2 in preparation for go-live date of Feb. 1, 2021. DG 5 held its Peer Review Dec. 9 through 11 at Bellevue College. Following peer recommendation for all DG 5 colleges to enter Implementation, at the Dec. 17 meeting, the Steering Committee approved DG 5 to move through Gate 1 and enter the Structure Phase of Implementation. DG 6 is in the Initiation Phase and began public Status Reporting in December. Now all DGs are reporting on the bi-weekly status report. Replacement Solutions • Continuing Education -. Long-term budget planning/discussions on Campus. CE is underway. for the new ongoing college maintenance costs. This requires escalation to BAC and WACTC Operating Budget Committee. • The Online Admissions Application (OAA) workgroup recommended to the Steering Committee that ctc. Link/SBCTC contract with Kastech to implement the Kastech OAA solution with functionality for payment processing and integration to ctc. Link. The SC approved moving forward with Kastech, but requires escalation to BAC and WACTC Operating Budget Committee. • Steering Committee approved the Budget Planning work group’s recommendation to move forward with the Oracle/Mythics prototype. Statement of Work and procurement is in process. • 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 Preparing for next OCIO/OFM Funding Gate Overall Status Summary per Deployment Group DG# PMOReported Status DG 2 Deployed Comments Y ERP Support underway • Preparing for Cycle #5 DG 4 Y DG 5 G DG 6 G Self. Reported Status • Clark/SBCTC transitioned to • User Acceptance Testing DG 3 College/ Agency • Implementation Phase kick-off • Started BPFGs (weather and attendance a risk) • College teams working on Initiation Phase activities Cascadia Y R LCC Y Olympic G Peninsula Y R Pierce Y R Centralia G Edmonds G Highline Y Seattle Y Wenatchee G Implementation reporting begins March/April 2020 Implementation reporting begins Nov 2020

Initiation Phase Completion Summary Dashboards – January 6 - 17, 2020 As of Jan. 17, 2020 Target Percentage Before Implementation Bellevue College 60% 75% Bellingham Technical College 65% 75% Big Bend Community College 71% 75% Everett Community College 67% 75% Grays Harbor College 70% 75% Green River College 65% 75% Skagit Valley College 68% 75% Whatcom Community College 64% 75% As of Jan. 17, 2020 Target Percentage for January Bates Technical College 8% 15% Clover Park Technical College 21% 15% Columbia Basin College 51% 15% Lake Washington Inst. of Technology 8% 15% Renton Technical College 12% 15% Shoreline Community College 12% 15% So. Puget Sound Community College 21% 15% Walla Community College 20% 15% Yakima Valley College 39% 15% 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 12

L Top Risks Reported – as of Jan. 17, 2020 Risk Level Develop Repeatable Conversion Approach C Moderate DG 3 Colleges have overlapping project tasks scheduled during the same timeframe and some requiring the same SMEs. ctc. Link PMO is monitoring this closely to understand the impact for timing of Go-Live. ctc. Link PMO The project has developed a repeatable conversion approach for DG 3. Technical team has incorporated lessons learned from DG 2 to develop a new conversion approach for DG 3. This conversion approach will provide more findings during the mock dry run in early February. ctc. Link PMO DG 3 Impacted Risk Date: 1/22/2020 Risk #86 TBD DG 3 Impacted Risk Date: 1/22/2020 Risk #87 Chandan Goel DG 3 Impacted Risk Date: 10/3/12019 Risk #76 LEGEND: H L High M Moderate Submitted by (name, org/college), Deployment Group & Date Status Update DG 3: Security Activities Delayed Update: DG 3 Colleges have completed their initial two phases of their security workbooks and are getting ready for the final phase (validation in sandbox environment) scheduled to complete on February 24, 2020. ctc. Link PMO Clark has submitted issues around accessibility items they have identified. We are tracking these items and provided the first round of information to Level Access (vendor) in early August. Clark has reviewed Phase 1 testing results and has a good understanding of what can be done prior and post Go-Live for accessibility. Phase 2 testing will begin after High. Point/mobile is tested. Susan Maxwell, Clark College PM DG 2: Clark – Accessibility items Low TBD Issue Description M M M ctc. Link PMO Top Issues Reported – as of Jan. 17, 2020 Issue Level High Sprint #4 is scheduled to complete on February 7, 2020. DG 3 Colleges are working through Sprints #1 -#3 concurrently. ctc. Link PMO has met with the colleges to understand support their barriers. In addition, ctc. Link PMO is currently reviewing an extension of one week to support and help close out UAT. DG 3: UAT Completion /Timing C H Risk Owner (s) Mitigating Actions DG 3: Compression of Activities C Critical Submitted by (name, org/college), Deployment Group & Date Risk Description H LEGEND: Low Issue Owner (s) Tara Keen, Eli Hayes DG 3 Impacted, Issue Date: 10/16/2019 Issue #54 Owners assigned DG 2 Impacted, Issue Dates: 6/27/2019 Issues: #39 -48 13

Overall Status ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, Dec. 2019 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH STATUS Y PROJECT AREA DESCRIPTION / NOTES G SBCTC/Governance The three levels of the ctc. Link Governance structure and related processes continue to function appropriately. The State OCIO and State Office of Financial Management (OFM) is waiting on Gate 5 funding request from SBCTC. G Project Management PMO team is now primarily focused on DG 3 readiness and at the same time supporting subsequent deployment groups work activities. PMO is working to mitigate some DG 4 schedule overlap with DG 3 work streams. Y Y G G Phase Scope Schedule Status DG 3 scope (5 colleges at Go-live) will be very challenging. A key area of concern being addressed by the ctc. Link project team is the overall processing time required for multiple college data conversions during Go-live. The implementation of enhanced role security is a foundational aspect of People. Soft ERP. It continues to be major task for the DG 3 colleges. The ctc. Link Project team continues providing support for DG 3 colleges with defining their role level transactional security. The DG 3 Go-live date is now 2 months away. DG 3 data conversions are continuing. DG 3 colleges were involved with User Acceptance Testing (Sprint #3/4). Go-live planning and detail scheduling for multi-college data conversions are underway. The scheduled overlap of DG 4 activities (Business Fit Gaps/Data Conversions) with the DG 3 go-live requirements stresses and directly impacts project functional and technical resources. PMO is sensitive to this and addressing it where possible. Baseline schedule for DG 4 is complete for the first 6 -9 months. Baseline for DG 5 being developed. Training team is still working on Level 200/300 advanced courses and expects to have these completed by mid-January for use with DG 3 colleges. Training responsibility will transition to SBCTC IT in June 2020. Testing Sprint #2 User Acceptance Testing (UAT) was underway in December. Sprints #3/4 planned for January. Testing work streams for DG 3 require multi-college DG 3 SMEs and end-user participation. G Configurations / Data Conversion Technical team is working on DG 3 data cycle conversions. Data conversion for Cycle #4 is complete and being provided to the DG 3 colleges. Technical leads and PMO have planned a multi-stage, multi-weekend schedule of data conversions for a multiple college implementation. The DG 3 implementation will be the first time this approach is used. Technical team and PMO will be testing the approach and making adjustments as required. The People. Tools Update 8. 5. 7 is now being planned as post-DG 3 Go-live. G Organizational Change Management The feedback from the project team supporting Clark provided insight that front-line administrative personnel were being challenged with using the new People. Soft software. This key implementation success factor involves college OCM and effective Knowledge Transfer. QA would expect to see this addressed for future DGs, but is contingent on future deployment colleges taking an active role in ensuring that the front-line staff participate in provided training and become knowledgeable of ctc. Link functionality. G Y Project Staffing Technical Environment LEGEND Risk Description: There continues to be loss of key project staff since DG 2 went live. PMO has a number of Open personnel positions to fill. Additional staffing changes (supplemental consultants or new employees) will have only minor influence for DG 3. Project personnel continue being stressed to provide DG 2 support, meet DG 3 Go-live priorities, and DG 4 workloads. Project morale seems to be okay; however, staff is concerned about current workload, loss of key staff, and overall staffing levels. The IT-ERP support team is now handling the DG 2 production volume of support tickets, with help from the project staff on resolving the more difficult tickets. Support team is keeping up with tickets. SBCTC IT has extended its contract with Burgundy for supplemental support services. The Change Control Board is now making decisions on scheduling of People. Soft environments and other changes. QA is concerned about the level of ctc. Link Project participation on the Change Control Board. The ctc. Link Project team is still heavily involved with supporting enhanced role security. It needs to be rolled out more effectively going forward. 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. 14

Washington State Office of the Chief Information Officer (OCIO) Oversight as of January 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 # 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 Y G G G 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 In Progress for DG 2, Ongoing for future DGs 6 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 Complete Overall Status Y 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 Initiating Funding Process 3/1/2020 G 6 DG 4 – Transition & Deploy Phase DG 5 – Construct Phase DG 6 – Initiation & Structure Phase Future 11/1/2020 7 DG 5 – Transition & Deploy Phase DG 6 – Construct, Transition & Deploy Phase Future 11/1/2021 G Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 15

STEERING COMMITTEE NOMINATION SUBCOMMITTEE UPDATE • Next steps 16

AGENDA ITEMS FOR FUTURE MEETINGS Feb. 11, 2020 – Preliminary Go/No-Go; Nomination committee Feb. 18, 2020 – Special meeting for DG 3 Go/No. Go Feb. 25, 2020 – BAC meeting report March 10, 2020 March 24, 2020 17

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