CTCLINK STEERING COMMITTEE June 4 2019 Choi Halladay

CTCLINK STEERING COMMITTEE June 4, 2019 • Choi Halladay - ctc. Link Steering Committee Chair, Vice President for Administrative Services, Pierce College District • Christy Campbell – ctc. Link Project Director

Item Description AGENDA 1. 2. 3. Welcome Approval of Minutes Proposed Amendments to SC Charter – Action Item Chart of Accounts Go/No-Go Decision at June 18 SC meeting 4. • • 6. 8. Duration Facilitator 1 Minute 20 Minutes Christy Choi All Update on Chart of Accounts Implementation Schedule 15 Minutes Discuss process and any materials needed for 6/18 meeting Remediation Update (Including Replacement Solutions) 30 Minutes • Remediation Overview (CCS, TCC Updates) • Campus. CE Contract • Update on request to the colleges for CE metrics • Next Steps • Online Admissions Application • Feedback from discussion with WSSSC Chair – Choi • Next Steps – Dennis/Christy/All • Security Redesign – Mapping • Accessibility RFP Update • Budgeting Tool ctc. Link Program Status 20 Minutes Deployment Group 2 (UAT Training/Testing, Security Mapping) Deployment Group 3 (BPFG complete, Data Validation) Deployment Group 4 (Initiation; Peer Review in July) Deployment Group 5 (Initiation Phase prep visits in Christy 2

MEETING MINUTES – APPROVAL • May 21, 2019 3

STEERING COMMITTEE CHARTER: PROPOSED AMENDMENTS (IN RED TEXT) • Committee Composition: Voting Members subsection: • Six college Executive Sponsors: The senior college executive assigned to ctc. Link oversight (selected, for minimum two years, can be staggered terms) • Committee Composition: Non-voting Members subsection: • Two college project managers or ctc. Link functional/business analysts (selected, for minimum two years, can be staggered terms) • Addition to Committee Member Selection section: An individual may only serve as a voting member at one level of ctc. Link governance; however, the individual may participate concurrently as a non-voting member at other levels of ctc. Link governance. 4

CHART OF ACCOUNTS GO/NO-GO DECISION • Update on Implementation Schedule • Overview of decision process • Information/materials needed for June 18 decision discussion? 5

PILOT REMEDIATION OVERVIEW & STATUS Date Total Open Items With a Plan to Complete (Appendix A) Open Items Needing a Replacement Solution (Appendix A) Open Items That Were Closed, but Reopened in Remediation Agreement (Appendix B) • • 2016, 2017, 2018 Financial Books Close and Reconciliation Framework • • Continuing Education Online Admissions Budget Planning Financial Aid Customizations 11/29/17 195 101 10 84 12/13/18 41 29 10 2 4/01/19* 22 11 10 1 *First. Link (pilot) colleges are validating open and closed items/numbers 6

ctc. Link Remediation Status Reports – May 13 to May 24, 2019 Solution Status Due Date Chart of Accounts (revised) Due/Finish Status Campus Solutions 10 of 45 remain open DG 3 Tacoma CC Chart of Accounts Adoption Kickoff Dec. 12, 2018 Complete Financial Management 5 of 39 remain open DG 2 CCs of Spokane Chart of Accounts Adoption Kickoff Feb. 1, 2019 Complete Human Capital Management 6 of 25 remain open DG 2 Foundational Chartfield Configuration March 22, 2019 Complete Faculty Workload Complete March 2019 College Configuration Review and Updates May 3, 2019 Complete DRS Redistribution Complete May 2019 Functional and System Integration Testing May 10, 2019 Complete Absence Management Complete April 2019 Security Audit Controls Security Redesign Mapping Framework FLC / DG 2 User Acceptance Testing In Progress Student Billing/Third-Party Billing May 10 - June 3, 2019 May 28 – June 14, 2019 In UAT May 2019 Budget Planning Form Work Group Jan 2020 College Readiness Gate / Go-No Go Discussions June 12 -14, 2019 Not Started Online Admissions App Governance DG 2 Readiness Gate / Go-No Go Decision June 18, 2019 Not Started Continuing Education Vendor Negotiations DG 3 Production Cutover July 2019 Not Started Community Colleges of Spokane R Remediation Items progress this period • Student Statements – Pending 2 nd SIT/UAT – Passed, ready for Production. Need to validate in production before checking off. • Security Audit Controls – In progress. SBCTC preparing for removing old queries. Bank Statement security fix to be addressed with DG 2 release (Oct 2019). • Accurate Reporting for DRS & PEBB – Passed UAT, pending actual availability in Production. • Third Party billing – Pending SIT/UAT. Failed 5/21 UAT. Pending fix in test environment. • FY Close – see previous slides. • Book to Bank - Cash Reconciliation. Focus now is on reconciliating the three cash accounts making up our $18 million dollar variance (same accounts for TCC). Received one T-Account; pending analysis for six key accounts. *If status is yellow or red, describe why. • Remediation Conditions. Student statements 2 nd UAT passed; ready for Production. DRS passed UAT, implementation date TBD. Absence management passed UAT, but CCS validating some incorrect calculations. Third party billing failed UAT 5/21. 39 open remediation tickets. • FY 16, 17, & 18. CCS continues to reconcile journal entry adjustments. CCS cannot close FY 16, 17, & 18 until cash reconciliation is completed for 101150, 101160, & 101110 (large variances in these accounts for CCS and TCC). Pending detailed TAccounts and transaction process flow for these accounts. Need closing rules for 16, 17, & 18. One T-account analysis done (balanced, no variance found). 6 key/high volume accounts pending 39 open remediation tickets. • Security Role Redesign – Delayed rollout continues. CCS now saying UAT mapping/testing may happen late July/early Aug. Pending rollout of auditing reporting and separation of duties. Tacoma Community College G Remediation Items progress this period ü See SBCTC status update for Remediation items, tickets, and worklist. ü Received responses to TCC’s December 2018 remediation response, however TCC’s feedback did not seem to be acted upon. Planned for next period q Receive remediation detail with responses based on December 2018 feedback Planned, but not completed • • • *If status is yellow or red, describe why. 7

REPLACEMENT SOLUTIONS • Continuing Education – Contract Progress • Accessibility – RFP Status • Budget Planning Sub Group – Request to BAR • Online Admissions Application - Recommendation 8

ONLINE ADMISSIONS APPLICATION (OAA) REQUEST FROM WSSSC “The Student Services Commission (WSSSC) is asking that we move forward with a formal RFP process that will seek to identify vendors who might provide an online admissions application that more fully addresses the 45 prioritized criteria defined by the OAA Workgroup. Ultimately, we felt that the options that emerged from the initial research, as well as the “quick fixes” did not sufficiently address the needs identified by the Workgroup and affirmed by the Commission. ” ~ Matt Campbell, 2018 -19 president, Washington State Student Services Commission, May 16, 2019 9

Top Risks Reported – as of May 24, 2019 Risk Level Risk Description Mitigating Actions LEGEND: C Critical H High M Submitted by (name, org/college), Deployment Group & Date Moderate Low Risk Owner (s) H Chart of Accounts (Co. A): User adoption and Update: ctc. Link has shifted resources to focus on Co. A. Emmett Folk, ctc. Link PM for FIN & HCM Team Emmett Folk successful deployment (scheduled for July 1, 2019) is Spokane engagement is strong. Emmett met with TCC critical for Deployment Group 2 (DG 2) timeline. SMEs on 5/24/2019 to gauge engagement level and DG 2 Impacted, Risk Date: 10/12/2018 support needed. UAT begins week of 5/28/2019. *Refer *also Risk submitted by Matt Connelly, to Co. A milestones tracking in this report. Spokane District PM on 10/23/18 If manual work is required, SBCTC Agency go-live activities could be impacted by the diversion of SBCTC staff resource. SBCTC researching all potentially impacted areas to test what could happen and determine mitigation steps. Evelyn Williams C SBCTC: Risk of resource diversion due to Co. A adoption. Combination editing rules will be revised in tandem with additional chartfield use. Impacts First. Link Colleges’ (FLCs) ability to post many transactions prior to effective date. Cutover is planned to complete on 7/22/2019. If this happens, requires manual or automated workarounds to correct issues as they occur; will require SBCTC staff resources to support. Clark: Impact to college Continuing Education (CE) program. seems likely Clark will start with OSECE and possibly move to Campus. CE. Decisions are dependent on cost for Campus. CE, support for OSECE and impact to students. Update: ctc. Link team met to discuss options for OSECE and Campus. CE. Preparing to deploy OSECE and waiting on vendor contract negotiations. Campus. CE request for enrollment information sent to campus Continuing/Corporate Education directors. PMs were asked to follow up locally with their CE directors to help meet June 1 deadline. Susan Maxwell, Clark PM C Top Issues Reported – as of May 24, 2019 Issue Level Issue Description Security Mapping activities to mitigate UAT timeline, have not addressed the new Security Design Production user access. H H DG 3 Cycle 2 Student Financials (SF) Conversion – Configuration was not accurate or completed to execute conversion as of 5/20/19. Status Update: The ctc. Link team is highly concerned about the Production Security Mapping for DG 2 Colleges and entering new Security into one of the UAT cycles. Although there are no other options due to the schedule, this will be a challenge for the DG Colleges and SB as well as potential impact to the remaining UAT cycles. Emmett Folk, Christyanna Dawson DG 2 Impacted, Risk Date: 5/3/2019 DG 2 Impacted, Risk Date: 3/15/2019 John Henry Whatley, Dennis Colgan L LEGEND: H High M Moderate Submitted by (name, org/college), Deployment Group & Date ctc. Link PMO submitted for ctc. Link CS, HCM, FIN Team Low Issue Owner (s) Tara Keen, Security Team DG 2 Impacted, Issue Date: 4/16/2019 SF will attempt to update and complete configuration, John Henry Whatley, ctc. Link PM for CS Team execute conversion 5/30/19 with SF Functional validation thereafter. College validation impact can be minimized DG 3 Impacted, Issue Date: 5/23/19 or not impacted at all (college validation dates 6/127/2/19). Chandan Goel & John Henry Whatley 10

ctc. Link Quality Assurance Scorecard Moran -Technology Consulting ctc. Link Quality Assurance Scorecard Moran Technology Consulting , Report: NOVEMBERApril 2018 2019 STATUS G G Y Y Overall Status Y PROJECT AREA DESCRIPTION / NOTES SBCTC/Governance framework continues to work as expected. Meetings are held according to schedule, with materials distributed beforehand, and decisions made at the appropriate level. Project Management Office (PMO) is fully staffed, working well together and continuing to address improvements in project management processes. Phase Scope QA remains concerned about the number of solutions to be re-implemented to replace/augment current PS functionality and that timing and resource availability could negatively impact DG 2/DG 3 scope and schedule. Schedule Status Training DG 2/DG 3/DG 4 schedule overlap and resource constraints directly impact all deployment groups. Schedule compression and key project resources are heavily allocated to multiple DG 2 workstreams and supporting DG 3 tasks. This work stream is yellow, but is trending green due to the decisions and actions taken by PMO which have enabled recovery of this key workstream. DG 2 success dependent on active end-user participation, assessments and college follow-up. This work stream is yellow, but trending green due to changes made by the PMO. DG 2 UAT Sprints supported by training materials began in April and run through August. DG 2 testing workstream remains a concerns since it relies heavily on availability and expertise of functional project staff. Testing G Configurations / Data Conversion Technical work for DG 2 System Configurations and Data Conversion Cycle 4 continues with good results reported. QA considers it an important achievement that Clark College is now live in the ctc. Link Production Environment with user maintenance of their course catalog. G Organizational Change Management (OCM) PMO/OCM is actively engaged with all colleges now involved with their Deployment Groups. QA concerned that PMO focus remains on the DG 2 schedule. G Y Project Staffing Technical Environment LEGEND Risk Description: Project staffing is adequate at this time and continues to make staffing adjustments as appropriate. QA and the PMO remain concerned that the overlap of DG 2/DG 3/DG 4 may require additional project and contractor resources. Project leadership and staff morale is positive given schedule pressures. PMO is recruiting for seven open positions. Future PS updates/bundles and third-party software installation and support work is being managed by the IT Division outside of the project responsibility. Overall planning of these changes needs to be tightly integrated with the ctc. Link DG 2/DG 3/DG 4 schedules. This becomes more challenging with the overlap in implementation schedules. Draft SLA agreement has been distributed to the colleges. 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. 11

CTCLINK PROGRAM STATUS Deployment Group 2 (UAT Training/Testing, Security Mapping, End User Training Build, Deployment) Deployment Group 3 (BPFGs Complete, Data Validation) Deployment Group 4 (Initiation/Reporting) Deployment Group 5 (June Visits/Reporting/Initiation) Deployment Group 6 (Fall Visits, Initiation Schedule) 12

Project Overall Status – May 13 -24, 2019 Overall Y Schedule Y • • • Program is on track, per timeline, scope and budget Security Mapping activities impacting UAT Current DG 2 Schedule has no “Float” remaining in timeline Scope Y • Monitoring scope and timing of: Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations Budget G Executive Summary The project is tracking per schedule and under budget. Review and definition of scope for each deployment continues due to the rework of key solutions. Each Deployment Group (DG) is now engaged and all colleges now have an Initiation or Implementation Work Plan in place: • • • DG 2 is in the Construct Phase. Colleges and SBCTC are engaged in User Acceptance Testing sprints – training in the morning, testing in the afternoon. ctc. Link governance approved the DG 2 Go-Live schedule. ctc. Link will be offline for the upgrade Oct. 11 -14 and again for cutover activities Oct. 25 -28. DG 3 is in the Structure Phase and recently completed Business Process Fit/Gap sessions. DG 4 is in the Initiation Phase, with most colleges just past the halfway mark on deliverables. Gate 1 Peer Review will be in late July. DG 5 colleges have begun Initiation Phase and are learning the public status reporting process. DG 6 has begun the initiation phase and will start the public reporting process this fall. • 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 New Technology Plan approved as well as Stage Gate #3 for OFM/OCIO Technology Pool funding Overall Status Summary per Deployment Group DG# PMOReported Comments Status Clark DG 2 Y SBCTC Mapping is still pending Spokane • Security Production DG 3 G G DG 5 G DG 6 G Y G R G Cascadia G LCC Complete Olympic • Conversion cycles have Peninsula begun G Pierce DG 4 Self. Reported Status Tacoma • BPFG Workshops The new Chart of Accounts is scheduled to be implemented in July for Spokane and Tacoma, following a go/no-go governance decision process in June. Final contract negotiations continue for a new Continuing Education solution. The Online Admissions Application (OAA) work group is actively pursuing an OAA replacement. The Budget Planning Tool work group is reviewing and finalizing business and technical requirements. College/ Agency • College teams working on Initiation Phase activities G G G Implementation reporting begins Nov. 2019 Implementation reporting begins March 2020 Implementation reporting begins Nov 2020 13

ADDITIONAL DISCUSSION 14

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