CTCLINK STEERING COMMITTEE June 29 2021 Tim Wrye

CTCLINK STEERING COMMITTEE June 29, 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 MINS FACILITATOR 1 Welcome, Introduction of Members and Guests • Farewell to John Boesenberg, hail Choi Halladay 5 Tim Wrye, Christy Campbell, All 2 Approval of 6/1/2021 Draft Minutes 5 Tim 3 DG 6 Go-Live Dates: Discussion 10 Eli Hayes, Christy Campbell 4 DG 4 Online Admissions Application Portal (OAAP) Go-Live 5 John Henry Whatley 5 SBCTC ctc. Link Support Organization • Customer Support Update • Application Services o OAAP Update o Cyber. Source and Key. Bank Project o High. Point HCX (mobile upgrade) • Okta login/password page – college testing 20 6 Requirements Traceability Matrix Review Process 10 Christy 7 ctc. Link Program Status • Deployment Groups Status: DG 5, DG 6 • Budget Summary • Program Risks and Issues • Moran/QA 20 Christy Reuth Kim, Exec Sponsors Paul Giebel 8 ctc. Link Project-Related Commission/Council Topics 5 9 Draft Agenda Items for Future Meetings & Meeting Closure • July 13 – DG 6 A-B-C college groups, RTM, Okta update • July 29 – DG 6 A-B-C college groups, RTM continued 5 Dani Bundy Sandy Main Kenn Nied Tim / All 2

MEETING MINUTES – APPROVAL • June 1, 2021 3

DG 6 GO-LIVE DATES • Discussion • Next steps 4

PROPOSED DG 6 DATES Go-Live Weekend Pros • • Group A Feb. 28, 2022 Group B March 14, 2022 Group C April 25, 2022 2/25 to 2/27 3/11 to 3/13 4/22 to 4/24 Mid Winter Term • Reasonably good • Payroll and Faculty Workload • timing Winter Term • Additional UAT Time Additional Security • Time • Cons • • Shortest UAT Turnaround Time (No Float) Shortest Security Configuration Time • • Poor Faculty Workload Timing (Multiple options available) Close to End Of Term • • • Significant Additional Time for UAT Significant Additional Time for Security Potential Other Go. Live Date Options Go-Live in Spring term requiring additional config Poor Finance Timing due to Year End Will require a large run of Faculty Workload 5

DG 6 ALIGNMENT PREFERENCES Group A Feb. 28, 2022 Group B March 14, 2022 Group C April 25, 2022 Bates 2 3 1 Clover Park 2 3 1 Due 6/30 3 Due 6/30 Lake Washington 1 3 2 Renton 1 3 2 Shoreline 1 3 2 South Puget Sound 1 3 2 Walla 1 3 2 Yakima Valley 1 3 2 DG 6 Proposed Columbia Basin 6

WHAT’S NEXT? College Feedback on proposed Go-Live Dates • Gathering feedback on Go-Live dates options in general. Governance Approval • The proposed schedule and Go-Live dates will be taken to Steering Committee for approval. Upon approval of Steering Committee the schedule will be officially baselined. Group Alignment • Once Colleges agree on Go-Live dates further information and guidelines will be provide to support a discussion about College Group alignment to A, B or C. 7

ONLINE ADMISSIONS APPLICATION PORTAL (OAAP) IMPLEMENTATION SCHEDULE FOR DG 4 Date Activity Resource 4/22/2021 OAAP Info Session/Mini BPFG College and Project Team 5/6/2021 Homework Due Date College 5/20/2021 Configuration Complete, Functional Tested, SIT Migration Project Team 5/24– 5/28/2021 System Integration Testing (SIT) Project Team 5/31– 6/4/2021 SIT fixes, retesting, Prep for User Acceptance Testing (UAT) Project Team 6/7/2021 9– 11: 30 a. m. OAAP Training – Student and College Administration College and Project Team 6/7– 6/10 9 a. m. – 4 p. m. daily User Acceptance Testing (UAT) Webex Support College and Project Team 6/11/2021 Go/No-Go Decision College 6/30/2021 Go-Live College and App Services 8

CTCLINK SUPPORT ORGANIZATION • Customer Support Update (Dani Bundy) • Production Update, June 23, 2021 • Application Services (Sandy Main) • Okta ctc. Link login college testing (Kenn Nied) 9

APPLICATION SERVICES Online Admissions Application Portal (OAAP) DG 4 Go-Live – June 30, 2021 Cyber. Source and Key. Bank Project High. Point HCX (mobile) • Mobile Web Page Live - June 19, 2021 • Mobile Apps Live - June 23, 2021 10

OKTA CTCLINK LOGIN/PASSWORD PAGE • College testing discussion 11

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 12

CTCLINK PROGRAM STATUS 13

Project Overall Status — June 7 to June 18, 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 Scope Y • Tracking Budget Tool and Continuing Education solutions implementation plans Budget G Deployment Group (DG) activities: • • DG 5 is wrapping up Conversion 4 data cleanup in preparation for Cycle 4 Data Validation in July. Parallel activities are complete. Security work and help sessions are ongoing as well as ongoing training, all 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. DG 6 PMs are engaged in reviewing proposed go-live dates (over three weekends in Feb-April 2022) and taking a preliminary look at go-live groupings (3 colleges per weekend). Proposed dates will go to Steering Committee for approval, followed by determination college groupings at a later meeting. 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 Certification Approved. We are still working on the transition to the new OFM/OCIO Budget Template Overall Status Summary per Deployment Group Executive Summary The project is tracking per schedule, under budget. Implementation of key replacement solutions is almost complete. Scope review will be completed with the update of the requirements traceability matrix (RTM). • 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 June 30. 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 Testing in Progress • Continue Security 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 DG 6 G Activities • Continue UAT - Finance Bellevue (C) Y Bellingham (B) G Big Bend (B) G Everett (C) G Grays Harbor (A) activities Green River (A) • Continue Parallel Testing Skagit Valley (A) • Continue Training Whatcom (B) Bates Clover Park • Functional Testing by Columbia Basin Project Team Lake Washington • Continued Legacy data Renton cleanup • Continue Data Validation Shoreline South Puget Sound Cycle #2 Walla Yakima Valley Y Y G G G G G 14

Budget Status as of May 31, 2021 G ctc. Link Project Summary 15

L Top Risks Reported – as of June 18, 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 6/23/21, the dashboard stats were reviewed with the DG 6 PMs and had only one college with one assignment (total) in late status. 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. In mid-July, college SMEs will review security workbook load in the SVX environment. 16

Top Issues Reported – as of June 18, 2021 Issue Level Issue Description DG 6: FSCM Data Validation Quality Impacts to DG 6 College Project Teams H Status Update The FIN GL, Asset Management, and Grants/Project Pillar Data Validation Workshops were not sufficient for the DG 6 SMEs to begin data validation and did not adequately cover how to do the data validation work. Feedback from SMEs included: - Disorganized presentation and materials - Poor video quality and inability to visually follow the presenter and validation activities - Materials on the Reference Center and in Canvas not updated by the time of the workshops - Material not aligned with the workshop presentations. LEGEND H High Submitted by, DG#, Issue#, Date Lauren Heller, LWTech & DG 6 PMs M Medium Low Issue Owner (s) Christyanna Dawson Issue #128 Date: 6/22/2021 These issues are directly impacting our FIN SMEs' ability to do the required validation tasks. Many of the PMs are mitigating the issue by hosting follow-up sessions with their SMEs to repeat the walk through of the Data Validation steps. ctc. Link PMO is reviewing this new issue and suggested mitigation from the DG 6 PMs with the FIN team. DG 6: Complex PMO Schedule not adequate for DG 6 college planning H 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. Lauren Heller, LWTech & DG 6 PMs Eli Hayes Issue #127 Date: 3/30/2021 Action: Eli Hayes, ctc. Link Project Plan Manager has informed the DG 6 PMs they will have a final baseline schedule on June 16 pending SC approval of go-live dates. 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. ctc. Link PMO needs to work with the DG 6 PMs to see what level of project detail is of concern and is missing. H Issue #126 DG 5: PMs and SMEs Trust in project & Issue #125 DG 5: PMs Concern about project dates 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 the Executive Sponsors and informed the DG 5 PMs on 5/26/21. -One of the enhancements in 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 and has continued to be a great resource & planning tool. -ctc. Link PMO started meeting with DG 5 -A college PMs on a bi-weekly basis to discuss key dates/project activities, concerns and prepare for go live readiness. Issue #125 & Issue Eli Hayes & Janelle Runyon #126 Date: 3/18/2021 Resolved/Closed Date: 6/23/2021 Status: DG 5 colleges individually informed the ctc. Link PMO that Issue #125 & Issue #126 are in resolved status. 17

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 18

CTCLINK PROJECT-RELATED COMMISSION/COUNCIL TOPICS • Recent concerns, issues, questions from Commissions/Councils • Topics for future SC meeting agenda 19

AGENDA ITEMS FOR FUTURE MEETINGS • July 13 – DG 6 A-B-C dates, RTM, Okta update • July 29 – DG 6 A-B-C college groups? , 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 20 • Academic Structure - Guided Pathways

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