CTCLINK STEERING COMMITTEE June 30 2020 Tim Wrye

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CTCLINK STEERING COMMITTEE June 30, 2020 • Tim Wrye - ctc. Link Steering Committee

CTCLINK STEERING COMMITTEE June 30, 2020 • Tim Wrye - ctc. Link Steering Committee Chair, Executive Director and CIO for Information Technology Services, Highline College • Christy Campbell – Chief Technology Officer – ctc. Link Program

AGENDA ITEM DESCRIPTION MINS FACILITATOR 1. Welcome, Introduction of Members and Guests 2 Tim,

AGENDA ITEM DESCRIPTION MINS FACILITATOR 1. Welcome, Introduction of Members and Guests 2 Tim, Christy 2. Approval of June 16, 2020 Draft Minutes 3 Tim 3. ctc. Link Memo from c. ELC Chair to WACTC/Presidents – Discussion Steering Committee Membership 10 Christy/All 4. Steering Committee Membership • College PM Recommendation from 4 Nominees - ACTION • College Executive Sponsor Recommendation - ACTION • Additional non-voting members – Discussion 10 Tim/Reagan/Kurt 5 Online Admissions Application – Demo and Discussion 30 Kristy/Christy/Kastec h 6. DG 4 A & B Go-Live Dates Review & Approval - ACTION 10 Christy • Customer Support Update / Plan • Guided Pathways in ctc. Link • ctc. Link Accessibility update ctc. Link Program Status • Remediation and Replacement Solutions – Campus CE; Budget Planning Tool, Online Admissions • Budget; Overall Status; Program Risks and Issues; Moran/QA; OCIO 10 Grant/Dani 10 Christy Agenda Items for Future Meetings & Meeting Closure 5 All ctc. Link Customer Support Organization 7. 8. 9. 2

MEETING MINUTES – APPROVAL • June 16, 2020 3

MEETING MINUTES – APPROVAL • June 16, 2020 3

CTCLINK MEMO FROM c. ELC CHAIR • Discuss 6/24/2020 memo from c. ELC Chair

CTCLINK MEMO FROM c. ELC CHAIR • Discuss 6/24/2020 memo from c. ELC Chair to WACTC/Presidents • College SME Staffing Concerns • Feedback 4

STEERING COMMITTEE MEMBERSHIP • College PM Recommendation from 4 Nominees - ACTION • College

STEERING COMMITTEE MEMBERSHIP • College PM Recommendation from 4 Nominees - ACTION • College Executive Sponsor Recommendation - ACTION • Additional non-voting members – Discussion 5

ONLINE ADMISSIONS APPLICATION REPLACEMENT SOLUTION • Kastech Demo of Online Admissions Application 6

ONLINE ADMISSIONS APPLICATION REPLACEMENT SOLUTION • Kastech Demo of Online Admissions Application 6

DEPLOYMENT GROUP 4 GO-LIVE DATES Recommendation for committee approval • DG 4 -A –

DEPLOYMENT GROUP 4 GO-LIVE DATES Recommendation for committee approval • DG 4 -A – Feb. 8, 2021 • DG 4 -B – Feb. 22, 2021 7

CTCLINK CUSTOMER SUPPORT • Customer Support Update • Ticket Tracking and Metrics (If backlog/Action

CTCLINK CUSTOMER SUPPORT • Customer Support Update • Ticket Tracking and Metrics (If backlog/Action Plan) • College Communications (How, What, When) • Review ticket priorities • Changes to ctc. Link • Current Support Staff Gaps • Preparations for DG 4 in Feb 2021 (6 month prep) • Guided Pathways in ctc. Link • Subplan progress • Meta Major • ctc. Link Accessibility update • Update on People. Tools upgrade progress • Level Access findings of the upgrade 8

CTCLINK PROGRAM STATUS 9

CTCLINK PROGRAM STATUS 9

ctc. Link Remediation & Solutions Status – June 8 to June 19, 2020 Solution

ctc. Link Remediation & Solutions Status – June 8 to June 19, 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 Complete May 2019 April 2019 October 2019 Student Billing/Third-Party Billing Complete May 2019 Budget Planning Tool SOW Complete SOW in progress / BAC and WACTC approved ongoing college maintenance costs. Implementation ongoing Master (Umbrella) Contract complete Contracts Complete - April 2020 Online Admissions App Continuing Education Contracts Complete – April 2020 Solution Status RFP Publish Solution Decision Continuing Education • Master Contract approved and signed • Current work on subsequent SOWs for implementation integration is pending procurement and signature 10/15/2018 • SOW 1 – Complete for November Campus. CE Solution Discussion at Green River • Master Contract finalized Online Admissions Application • Implementation Contract approved and signed • Begin working with vendor on implementation plan and roles and responsibilities of SBCTC staff • Working with vendor on timeline and baseline project plan N/A • Steering Committee approved solution, but not maintenance pricing. • WACTC approved maintenance pricing in March 2020 Budget Planning Tool • Finalized and approved SOW with Mythics • Working with DG 2/DG 3 Colleges on summer availability for the initial implementation and deployment • Working with vendor on timeline and baseline project plan N/A • Contract Approved and Signed • Change Order to include DG 3 Colleges 10

Budget Status – as of May 31, 2020 G 11

Budget Status – as of May 31, 2020 G 11

 Project Overall Status – June 8 to June 19, 2020 Overall Y •

Project Overall Status – June 8 to June 19, 2020 Overall Y • • Schedule Y Program is on track, per timeline, scope and budget Repeatable DG conversion approach being finalized and validated with DG 4 COVID-19 Impacts being evaluated and mitigated 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. Due to COVID-19, SBCTC and college teams continue working remotely. Each Deployment Group (DG) is engaged in ctc. Link activities: • DG 3 -A and DG 3 -B have completed the post-go-live support phase (Tier 2) and are now getting support from the SBCTC ctc. Link Customer Support organization along with the other ctc. Link colleges. • DG 4 Business Process Fit Gap (BPFG) sessions are complete, except one session rescheduled for July. Cycle 2/Data Validation kickoff is complete and the colleges' validation activities are underway. • DG 5 kicked off its implementation phase on May 26, 2020, beginning with Global Design Adoption (GDA) self-paced sessions. Go-live is scheduled for October 2021 (specific date TBD). • DG 6 is in its Initiation Phase and will hold its Peer Review for Gate 1/Initiation Phase in July. Replacement Solutions: • Continuing Education – Campus. CE was chosen as the new CE solution. Colleges may use/continue to use Campus. CE or opt out of using the product. As previously planned, the project pays for initial Campus. CE implementation and integration to ctc. Link. Several colleges have begun working with Campus. CE to implement per the master contract. • Online Admissions Application – The implementation contract has been approved and signed for the new OAA solution, developed by Kastech. Several demos have been scheduled. SBCTC has begun internal planning meetings to discuss the global pieces, the implementation approach and timing with Deployment Groups. • The Budget Planning Tool has been approved and contract signed. Preplanning for implementation will be integrated into the program schedule. Colleges will implement in groups, beginning with DG 2 and DG 3. Planning sessions are scheduled for this summer. • 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 OFM/OCIO Approved Gate “ 5” Funding Overall Status Summary per Deployment Group DG# PMOReported Status DG 2 Self. Reported Status Comments College/ Agency Deployed • Transitioned to Support Clark, SBCTC, Spokane, 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 Y • • Centralia BPFGs in progress Edmonds College Homework Highline Begin Local Configuration Begin Data Conversion/Data Seattle Validation Wenatchee • Kicked off Implementation DG 5 G Phase • Begin Global Design Adoption courses DG 6 G • Working and reporting on Initiation Phase activities Y Y Y Bellevue G Bellingham G Big Bend G Everett G Grays Harbor G Green River G Skagit Valley G Whatcom G Implementation reporting begin Nov 2020

Initiation Phase Completion Summary Dashboard – June 8 to June 19, 2020 As of

Initiation Phase Completion Summary Dashboard – June 8 to June 19, 2020 As of June 19, 2020 Target Percentage for June 2020 Bates Technical College 47% 65% Clover Park Technical College 65% DG 6 College/District Columbia Basin College 65% Lake Washington Inst. of Technology 61% 65% Renton Technical College 43% 65% Shoreline Community College 72% 65% So. Puget Sound Community College 63% 65% Walla Community College 72% 65% Yakima Valley College 74% 65% Percentage of deliverables completed and tracked in Project Web App (PWA) by each college Project Manager: • College Orientation & Resourcing • College Project Planning (from templates) • Conduct Initial Data Cleansing • Document Current Legacy Business Processes • Supplemental Systems Analysis 13

Top Risks Reported – as of June 19, 2020 Risk Description Level Mitigating Actions

Top Risks Reported – as of June 19, 2020 Risk Description Level Mitigating Actions L H M LEGEND: Critical High Moderate Low C Submitted by (name, org/college), Deployment Group & Date Risk Owner (s) H DG 4: Staffing Affected by Budget Concerns - The ctc. Link Project team and the DG 4 PMs will continue to discuss at a time when project activities are ramping this risk during weekly calls. ctc. Link PMO has analyzed the schedule to see if there is any additional time in the schedule and review the up and the timeline is condensed compression of tasks. Beth Farley, Edmonds PM DG 4 Impacted Risk Date: 6/5/2020 Risk #111 Christy Campbell & Tara Keen & DG 4 PMs Maria Rivas, Bellevue PM Susan Maxwell M DG 5: Business Process Maps (BPMs) may BPMs may not be complete before budget year ends 6/30/2020. not be completed prior to BPFG Factors include SME availability, number of maps left to create (unknown) and bandwidth of MC 2. ctc. Link Advisor has reached out to gather DG 5 data to identify gaps in legacy BP mapping completion. This information will help the ctc. Link functional team members present this content more effectively for BPFG sessions. H Two Risks: COVID-19 Health Concern and Impacts: 1) DG 4 Full Remote Impact 2) DG 5 Start Impact based on DG 3 -B 3) Project Team Impact The coronavirus (COVID-19) outbreak is a fluid situation which we are monitoring closely. DG 4 is wrapping up BPFG sessions remotely. DG 5 BPFG sessions will be delivered remotely with follow-up sessions planned. Top Issues Reported – as of June 19, 2020 Issue Description Level DG 4: Outdated Video Training Courses M M Christy Campbell, DG 4 & DG 5 PMs L M LEGEND High Medium Low H Submitted by (name, Issue Owner org/college), Deployment (s) ctc. Link PMO DG 3, DG 4, and DG 5 Impacted Risk Date: 3/6/2020 Risk #90 & Risk #91 Group & Date A new Canvas shell is being built for the PS Fundamentals course. Daniel Cordas, Seattle PM New videos (where necessary) will also be updated. Training lead is DG 4 Impacted incorporating feedback and the new Canvas shell will be released to Issue Date: 5/12/2020 Issue #64 the colleges in early July. DG 4: Inconsistent methods used by SBCTC We have discussed this with DG 4 PMs and understand their concern. Carrie Powell, Centralia PM for obtaining college configuration values We have recommended DG 4 PMs create a local shared drive to track DG 4 Impacted Issue Date: 5/11/2020 the latest files and documents for BPFG homework and important data-related documents. We also discussed how colleges can access Issue #63 Dani Bundy ctc. Link Pillar PMs Gold Configuration information post go-live. DG 4: BPFG Homework Impact to Data Conversion Cycles for CS H Status Update DG 5 Impacted Risk Date: 6/1/2020 Risk #110 The CS team continues to closely monitor the homework assignments and the data received. They worked with DG 4 colleges to get placeholder mappings in order to convert for cycle #2 on outstanding decisions/crosswalking. John Henry Whatley DG 4 Impacted Issue Date: 3/30/2020 Issue #59 CS Team 14

Overall Status ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, May 2020

Overall Status ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, May 2020 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH STATUS Y PROJECT AREA DESCRIPTION / NOTES G SBCTC/ Governance Gate 5 funding approval request was submitted in April to the State OCIO and State Office of Financial Management (OFM). Funding remains Open. G Project Management The PMO continues to make adjustments in staffing and organizational structure. The PMO continues making mitigation plans and taking actions to deal with the immediate issues caused by the COVID-19 virus. PMO team was focused on the May 11 th DG 3 B colleges go-live implementation. It has now focusing on DG 4 workstreams. Y Phase Scope Y Schedule Status A total of 10 community colleges are now implemented with ctc. Link as the system wide replacement for the 35+ year old legacy system. No additional new/replacement functionality was included within the DG 3 B phase scope during Go-live implementation. Replacement solution scope items are being planned and scheduled for future ctc. Link project delivery. DG 3 B college administrative staffs were able to support their May 11 th go-live. This implementation was done remotely and with college staffs also working remotely. This should be considered a huge achievement by everyone. Besides supporting DG 3 B during post go-live, the Project team was able to continue working on DG 4 during May. This included completing Business Process Fit Gap (BPFGs) reviews and conversion work for DG 4 Data Cycle #2. The project schedule for DG 4 has been compressed now for key activities. DG 5 Kickoff was held on May 26 th. DG 5 Colleges will now begin their Global Design Adoption activity. The development of a Schedule Baseline for DG 5 is in the preliminary stage, pending black-out dates for the colleges. DG 6 Colleges are active in their Initiation phase work. Training The QA team continues to include Training as a key area of the ctc. Link Project. The COVID-19 impact on the colleges has elevated the importance of providing ctc. Link training through remote learning and communication services. The ctc. Link project has been working towards remote delivery of ctc. Link courses. More training of front-line administrative staff, a QA concern, was possible during the DG 3 implementations. G Testing Good progress has been made with the Testing Workstreams. For this reason, QA now considers this area as GREEN. College testing is a key factor in determining their overall readiness. PMO continues making improvements in approach to SIT testing for DG 4 based on lessons learned with DG 3. DG 4 UAT approach is also being revised to provide more training and support for college UAT participating personnel. G Configurations / Data Conversion Project technical team is preparing the DG 4 Data Cycle #2. The People. Tools Update 8. 5. 7 is now planned for Project use in late August 2020 to meet schedule for DG 4 SIT testing. This work responsibility is managed by the SBCTC IT Division. G Organizational Change Management The ctc. Link PMO has incorporated many elements to support the colleges with being prepared for implementing the changes coming with People. Soft. Deployed colleges have an understanding of OCM challenges and are now adjusting to operating during COVID-19. All CTCs will be facing budget cuts and continued COVID-19 impacts that will make OCM more challenging, requiring further adjustments in business operations. G Project Staffing Additional project staffing (supplemental consultants or new employees) are being made for the Project. A new consultant, beginning in early June will be taking a lead role with Student Financials/Financial Aid workstream. Y Technical Environment QA considers the Technical Environment as YELLOW given the increase in number of colleges being supported with current staff. The new ctc. Link People. Soft Customer Support organization has now been operational for 3 months. According to SBCTC IT management, the current Support team, with assistance of the Project, is keeping up with tickets. Tickets have started to be prioritized. G 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. 15

Washington State Office of the Chief Information Officer (OCIO) Oversight as of June 2020

Washington State Office of the Chief Information Officer (OCIO) Oversight as of June 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 # 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 5 DG 3 – Transition & Deploy Phase DG 4 – Construct Phase DG 5 – Initiation & Structure Phase Approved 6/11/2020 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 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 Contracts Signed G G 7 OCIO must be notified prior to use of contingency funds 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 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 G N/A Ongoing for future DGs Complete Status Approved 1 G Y Pre-IT Pool Implementation, Stability & Remediation G Y Overall Status G G Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 16

AGENDA ITEMS FOR FUTURE MEETINGS July 14, 2020 Working Group Decisions Update 17

AGENDA ITEMS FOR FUTURE MEETINGS July 14, 2020 Working Group Decisions Update 17

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

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