CTCLINK STEERING COMMITTEE June 15 2021 Tim Wrye

CTCLINK STEERING COMMITTEE June 15, 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 Welcome, Introduction of Members and Guests 1 • Farewell to John Boesenberg 2 Approval of 6/1/2021 Draft Minutes ctc. Link Executive Leadership Committee (c. ELC) 3 Meeting Overview ctc. Link Support Staffing Plan SBCTC ctc. Link Support Organization Customer Support Update Application Services 4 o Accessibility o OAAP Update o Cyber. Source and Key. Bank Project o High. Point HCX (mobile upgrade) 5 Requirements Traceability Matrix Review Process ctc. Link Program Status 6 Deployment Groups Status: DG 5, DG 6 Program Risks and Issues Moran/QA 7 ctc. Link Project-Related Commission/Council Topics Agenda Items for Future Meetings & Meeting Closure June 29, 2021 – DG 6 Go-Live Dates discussion, Phase 2 Campus. CE approval, RTM continued, 8 onboard Choi Halladay July 13, 2021 – Okta update, RTM continued MINS FACILITATOR Tim Wrye, Christy 5 Campbell, All 5 Tim 10 Tim, Grant Rodeheaver Dani Bundy 20 Sandy Main 10 Christy 5 Christy Reuth Kim, DG 5 ES Paul Giebel Tim / All 5 All 20 2

MEETING MINUTES – APPROVAL • June 1, 2021 3

CTCLINK EXECUTIVE LEADERSHIP COMMITTEE (CELC) MEETING • Recap June 3, 2021 meeting • c. ELC • ctc. Link Support Staffing Plan 4

CTCLINK SUPPORT ORGANIZATION • Customer Support Update (Dani Bundy) • Production Update, May 26, 2021 • Application Services (Sandy Main) 5

APPLICATION SERVICES Accessibility Monthly Accessibility and ctc. Link Open Forum Partnering with Oracle Online Admissions Application Portal (OAAP) DG 4 Go-Live – June 30, 2021 Cyber. Source and Key. Bank Project High. Point HCX (mobile) Go-Live – June 19, 2021 Mobile application status 6

REQUIREMENTS TRACEABILITY MATRIX (RTM) REVIEW PROCESS 6/15/2021 6/29/2021 7/13/2021 7/27/2021 8/10/2021 8/24/2021 • Preview RTM review process • Review requirements previously descoped prior to First. Link Colleges implementation • Review requirements not approved to be de-scope prior to First. Link Colleges implementation • Begin review of requirements implemented as part of First. Link Colleges, DG 2, DG 3, DG 4, and Planned with DG 5 and DG 6 • Continue review of ctc. Link requirements implemented or to-beimplemented Requirements • Complete review of ctc. Link RTM • Approval of prior de-scoped requirements • Approval of new de-scoped requirements • Approval of ctc. Link requirements implemented or to be implemented prior to project close out. • Approval of ctc. Link requirements implemented or to-beimplemented prior to project close 7

CTCLINK PROGRAM STATUS 8

Project Overall Status — May 24 – June 4, 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 • Tracking Budget Tool and Continuing Education solutions implementation plans Scope Budget 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). 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). Deployment Group (DG) activities: • • DG 5 has completed Cycle 3 Data Validation and participated in Payroll Parallel, Financial Aid Dual Processing and Student Financials parallel testing/review activities. Prep work has begun for Cycle 4 Data Validation and Security activities continue in preparation for User Acceptance Testing later this summer. DG 5 will go-live in 3 groups. Go-live dates are scheduled for Oct. 11, Oct. 25 and Nov. 8, 2021. DG 6 has completed all but one BPFG session and performed data cleanup in preparation for Conversion Cycle 2. Colleges will perform Cycle 2 data validation later in June. Go-live is scheduled for Feb-March 2022 and will likely go live over three weekends. Prospective dates are under discussion. • 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. Begin SC review in June • Gate 7 preparations have began. For approval of remaining project funds and allocation. Note: Will be required to use new OFM Template with planned availability in Summer 2021 Y G Overall Status Summary per Deployment Group DG# PMOReported Status Online Admissions Application – The new OAAP went live for DG 2 & DG 3 colleges on Feb. 2. DG 4 colleges will implement this summer. DG 5 and DG 6 will implement OAAP as part of their ctc. Link deployment schedule. • Planning and Budgeting Cloud Services (PBCS) went live for DG 2 and DG 3 colleges in Feb. 2021. The remaining DGs will go live with PBCS after they golive and have a substantial amount of finance data in the ctc. Link system. Self. Reported Status 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 • System Integration • DG 5 Y • • Continuing Education – The Campus. CE Integration (to People. Soft) project is moving along. Many ctc. Link colleges have completed integration and more will implement the Campus. CE to People. Soft integration over the next several months. • College/ Agency DG 2 -A/B Deployed • Transitioned to Support Replacement Solutions: • Comments Testing in Progress Continue Security Activities Began UAT - Finance activities Began Parallel Testing Began Training Begin Data Validation Cycle #3 • Functional Testing by Project Team • Continue homework and DG 6 G project team feedback to colleges • Continued Legacy data cleanup • Begin Data Validation Cycle #2 Bellevue (C) Y Bellingham (B) G Big Bend (B) G Everett (C) G Grays Harbor (A) Y Green River (A) Y Skagit Valley (A) G Whatcom (B) Bates Clover Park Columbia Basin Lake Washington Renton Shoreline South Puget Sound Walla Yakima Valley G G G Y G G G 9

L Top Risks Reported – as of June 10, 2021 Risk Description Level LEGEND: C Critical Mitigating Actions As the project comes closer to project closure, there is a risk that ctc. Link Project team ctc. Link Project Team Resources members will transition off the Project looking for new roles and job opportunities. Action: ctc. Link PMO would have to assess whether or not we could hire resources with the knowledge and ability to transition on to the ctc. Link Project if key resources leave prior to DG 5/6 deployment. It’s important for the Project to develop a staff transition and mitigation plan, specifically as it relates to key personnel. H H DG 6: BPFG Homework Configuration Quality Concern 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. H High M Submitted by, DG#, Risk#, Date ctc. Link PMO Risk #158 Moran QA # 0182 Date: 5/13/2021 Moderate Low Risk Owner (s) Christy Campbell & Grant Rodeheaver Pillar PMs Lauren Heller, LWTech & DG 6 PMs Risk #156 Date: 3/30/2021 Action: ctc. Link team has provided BPFG homework dashboards and we have seen drastic improvements. On 6/9/21, there were only 2 colleges who had 5 assignments (total) in late status. We have been working closely with the PM at LW Tech on the pending FA homework assignments. At this point, this does not hinder the cycle 2 conversion cycle. This will impact SIT and UAT if we don't receive all configuration items by the cut-off dates. DG 5 and DG 6 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: DG 5 colleges are continuing to populate security workbooks and participate in the Security Support weekly sessions. 10

Top Issues Reported – as of June 10, 2021 Issue Level H Issue Description DG 6: Complex PMO Schedule 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 Action: Eli Hayes, ctc. Link Project Plan Manager has informed the DG 6 PMs that they will have a final baseline schedule on June 16 pending SC approval of go-live dates. Early conversations have started around potential go-live dates. DG 6 PMs would like to see more clear detail in the 30 day look ahead that is provided. DG 5: PMs and SMEs Trust in project The DG 5 PMs and project teams are losing trust in the State Board project team due to the changing of dates and incorrect information posted. When information provided is not accurate it causes SMEs and PMs to have doubt and mistrust in the project team. Bellevue, Big Bend, Eli Hayes & Janelle Runyon Everett, Grays Harbor & Whatcom Action: DG 5 Executive Sponsors sent in a letter responding to this issue with proposed Issue #126 suggestions on 5/13/2021. ctc. Link Project reviewed and provided a response on 5/25/21 to the Executive Sponsors and informed the DG 5 PMs on 5/26/21. One of the enhancements in Date: 3/18/2021 the response included a meeting forecast dashboard that was shared with the DG 5 PMs on 5/26/21. This meeting dashboard was rolled out on 6/9/2021 for DG 6 colleges. Resolved for: H Bellingham TC, Green River & Skagit Valley DG 5: PMs Concern about project dates H 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. Bellevue, Big Bend, Eli Hayes & Janelle Runyon Everett, Grays Harbor &, Whatcom Issue #125 Date: 3/18/2021 Action: DG 5 Executive Sponsors sent in a letter responding to this issue with proposed suggestions on 5/13/2021. ctc. Link Project reviewed and provided a response on 5/25/21 to Resolved for: the Executive Sponsors and informed the DG 5 PMs on 5/26/21. One of the enhancements in Bellingham TC, the response included a meeting forecast dashboard that was shared with the DG 5 PMs on Green River & 5/26/21. This meeting dashboard was rolled out on 6/9/2021 for DG 6 colleges. Skagit Valley 11

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, May 2021 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH AREA DESCRIPTION / NOTES STATUS Overall Status Y G SBCTC/ Governance The ctc. Link Project Steering Committee met in May to review progress on the DG 5 and DG 6 deployment activities. G Project Management The PMO hosted a virtual ctc. Link Executive Sponsor and Project Manager Summit on May 21 st to learn about the ctc. Link Project through a leadership lens. Over 70 participants from 30 colleges attended the summit. G Phase Scope Campus. CE Phase 1 has been implemented at 6 colleges. Spokane Colleges to go live in early June. Campus/CE Phase 2 design phase is continuing. The Planning and Budgeting Cloud Solution (PBCS) from Oracle is now in progress for DG 4 colleges. A new version of the High. Point Student Mobile Solution (HCX) is scheduled to go-live June 19 th. 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. One critical area being worked on for DG 6 schedule is the Cycle #4 Data Conversion which overlaps with DG 5 Go-live implementations. 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. The next major training task for DG 5 colleges will be supporting the UAT Sprints. G Testing 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 Parallel and UAT testing to validate their configurations, processes and data. DG 5 SIT testing and parallel testing continued in May per schedule. G ctc. Link Tech Environ This small team works to ready PS technical components required for testing and conversions. Includes installing updates from Oracle and other 3 rd party software. The data conversions workload has increased significantly with now having 17 colleges underway at the same time. This is recognized by QA as a very challenging conversion effort for the project technical staff. G OCM DG 5/DG 6 colleges are now engaged in OCM related activities that are preparatory to their college implementations. Local configurations and data conversions are underway for DG 5 colleges. BPFG sessions were underway for DG 6 colleges in May and are now completed. G Project Staffing With no guarantee of selection for future additional SBCTC support positions, as external career and job opportunities present themselves to Project staff, QA expects these individuals will be lost to the project in the final months. Y SBCTC Customer Support The WACTC Presidents were presented with a staffing plan for post ctc. Link Customer Support. The funding alternatives will be presented to the WACTC Presidents in June and then to the SBCTC Board for final approval. The State Budgeting Process for FY 21/22 establishes the basis for SBCTC offering future employment opportunities for support staff. Y SBCTC Application & Production Services Team is currently working with the Project team to deploy the new version of the High. Point Mobile solution (HCX). This product is scheduled to go-live into production in early June. 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 • June 29, 2021 – DG 6 Go-Live Dates, Phase 2 Campus. CE approval, RTM continued, onboard Choi Halladay • July 13, 2021 – Okta update, RTM continued • Future agenda TBD • SC presentation about Strategic Technology Advisory Committee (STAC) efforts to develop post-Project draft governance structure • Third-party supplementary software to support Guided Pathways as a system • Academic Structure - Guided Pathways 14

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