CTCLINK STEERING COMMITTEE March 9 2021 Tim Wrye

CTCLINK STEERING COMMITTEE March 9, 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 1 Welcome, Introduction of Members and Guests 2 Approval of 2/23/2021 Draft Minutes ctc. Link Executive Leadership Meeting (c. ELC) Update • DG 4 -A and DG 4 -B Go-Live Updates • SBCTC ctc. Link Support Staffing Plan through DG 6 – Overview of Presentation to c. ELC/WACTC-Tech and WACTC Business Meeting 3 MINS FACILITATOR Tim Wrye, Christy 2 Campbell Tim 2 5 Tim, Christy Grant Rodeheaver 4 DG 4 -A and DG 4 -B Post Go-Live Updates 10 Tim, Kurt Buttleman, Reagan Bellamy 5 DG 5 Go-Live Dates - Discussion 15 Christy 6 Campus. CE Integration Update 10 Susan Maxwell 7 ctc. Link Program Status Deployment Groups Status: DG 5, DG 6 Program Risks and Issues Moran/QA; OCIO Conditions Budget Overview 20 Christy 20 Grant / Dani Bundy Sandy Main 5 Tim, All 1 All SBCTC ctc. Link Support Organization 8 9 Customer Support Update Application Services and OAAP Update ctc. Link Project-Related Commission/Council Topics Recent concerns, issues, questions & Topics for future meetings 10 Agenda Items for Future Meetings & Meeting Closure 2

MEETING MINUTES – APPROVAL • Feb. 23, 2021 3

Executive Leadership Committee Update • Deployment Groups 4 A and 4 B Go-Live Updates • SBCTC ctc. Link Support Staffing Plan through DG 6 – Overview of Presentation to c. ELC/WACTC-Tech and WACTC Business Meeting Update 4

DG 4 A & DG 4 B POST GO-LIVE UPDATE How are things going for DG 4 colleges? • DG 4 -A • Centralia College • Edmonds College • Highline College • Wenatchee Valley College • DG 4 -B • Seattle Colleges 5

DG 5 GO-LIVE DATES • Discussion of DG 5 go-live dates & considerations • Group A • Group B • Group C 6

CAMPUSCE INTEGRATION UPDATE 7

CAMPUSCE PHASE II INTEGRATION TIMELINE DG 2, DG 3, DG 4 integration Phase I Go -Live Mar 29 DG 2, DG 3, DG 4 integration Phase II Go-Live May 4 2020 Sep Oct Business requirements gathered Phase I Activities Phase II Integration Design Functional Integration Testing (FIT) Campus. CE System Integration Testing (SIT) Nov Dec 2021 Feb Mar Apr May Today Sep 2 - Dec 31 Nov 13 - Mar 29 Feb 12 - Mar 22 - Mar 26 Mar 29 - Apr 2 Develop test scripts Mar 29 - Apr 5 Develop training documents Mar 29 - Apr 5 College UAT Training & UAT Apr 5 - Apr 16 Correct UAT issues Apr 5 - Apr 20 Steering Committee Approval Apr 20 Rev 2021 -03 -04 2021

CTCLINK PROGRAM STATUS 9

Project Overall Status — February 15– 26, 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 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). Each remaining Deployment Group (DG) is engaged in ctc. Link activities: • DG 4 -A went live Feb. 9, participated in the two-week post-support virtual room and activities, and has transitioned to being supported by the SBCTC ctc. Link Support organization. DG 4 -B went live Feb. 22 and is participating in the twoweek post-support virtual room and the planned post go-live work sessions. The team is currently working on gathering lessons learned for DG 4. • DG 5 is preparing for Cycle 2 Data Validation activities, which begin March 1. Go -live is scheduled for Oct. 2021. Specific dates will soon be reviewed and approved by the steering committee. • DG 6 began its first BPFGs in January and will resume BPFGs in March. Go-live is scheduled for Feb. 2022 (specific dates TBD). Replacement Solutions: • Continuing Education – The Campus. CE Integration (to People. Soft) project has been split into two phases. Phase 1 will "go live" March 29. Phase 2 will go-live in April. • Online Admissions Application – The new OAAP went live for DG 2 & DG 3 colleges on Feb. 1. An implementation timeline for DG 4 is under review. DG 5 and DG 6 will implement OAAP as part of their ctc. Link deployment schedule. • The Planning and Budgeting Cloud Solution (PBCS) go-live for DG 2 and DG 3 colleges was a success on Feb. 12, 2021. The remaining DGs will go live with PBCS after they go-live and have a substantial amount of finance data in the ctc. Link system. 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. • Gate 7 preparations in July 2021, submission in September 2021 for a November 2021 approval of allocation. Overall Status Summary per Deployment Group 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). • DG# DG 2 PMOReported Comments Status Deployed • Transitioned to Support College/ Agency 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 • DG 5 G • • DG 6 G • Bellevue Bellingham Big Bend Local Configuration in Everett progress Preparing for Conversion Grays Harbor Cycle #2 Data Validation Green River Skagit Valley Whatcom Bates Clover Park Finalizing GDA & PS Columbia Basin Fundamentals Lake Washington attendance Renton Began BPFG sessions Shoreline South Puget Sound Walla Yakima Valley G G G G G

L Top Risks Reported – as of Feb. 26, 2021 Risk Description Level DG 5: Security H LEGEND: Mitigating Actions 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 PS Security. College PMs need to be engaged in this progress, provide oversight and all security deliverables per the timeline. C Critical H High M Submitted by, DG#, Risk#, Date Moderate Low Risk Owner (s) ctc. Link PMO Risk #152 Date: 2/16/2021 Tara Keen, College PMs ctc. Link PMO Risk #151 Date: 2/16/2021 College PMs 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. New risk discussed with college PMs during the DG 5 weekly meeting on 2/17/2021. H DG 5: Data Conversion & Validation College Staff Resources For DG 5, Cycle 2 college data validation activities begin in early March 2021. We are concerned about the college staff resources having the time and knowledge to complete this project activity within the timeline. Work with DG 5 College PMs on mitigation. New risk discussed with college PMs during the DG 5 weekly meeting on 2/17/2021. Bellevue Payroll Resources for Shared Payroll Colleges H Bellevue Payroll supporting three colleges/implementations and continuing to process legacy payroll could cause resource strain and lost of effectiveness in HCM pillar. Current Status Update: As we approach data conversion and validation activities for cycle 2, we are developing new security roles for Bellevue to manage this work effort and also assisting the college with developing new business processes. Benjamin St. Germain. Sanjiv Bhagat Skagit PM Risk #119 Date: 7/30/2020 11

Top Issues Reported – as of Feb. 26, 2021 Issue Level Issue Description Status Update DG 5: Weather, Electricity & Internet ctc. Link Project team members and college staff resources working remotely are impacted by inclement weather based upon local geography. Some states were hit with severe weather leading to power outages, no internet access and inability to travel to a backup location with power and internet. LEGEND H High Submitted by, DG#, Issue#, Date M Medium Low Issue Owner (s) ctc. Link PMO Issue #124 Date: 2/16/2021 Christy Campbell, ctc. Link PMO Issue #120 Date: 12/10//2020 Tara Keen & Christy Campbell ctc. Link PMO All DGs Issue #95 Date: 7/9/2020 Grant Rodeheaver, Dani Bundy As we go live with DG 4 -B, ctc. Link Project team members are communicating their concerns and limitations regarding their availability and connectivity to their managers. As of 2/18/2021, ctc. Link pillar PMs confirmed that the majority of team members with power or connectivity concerns are safe and ready to go for this DG 4 -B go live weekend. L Current Status Update: For DG 4 go live weekend, resources participated and this was a non-issue. This issue has been shifted to DG 5 as we prepare for three go-live weekends in the fall of 2021. DG 5: AR and 1099 Conversion dependency on SBCTC Business Organization team H AR conversion requires that the Customers in Production align with the customers that are found in the legacy conversion. Suppliers in production are also needed for 1099 balance conversion to be successful. Both of these items are needed to be in the Production environment. There has been some shift of the responsibility of these items from ERP support to the SBCTC Business Organization. With this shift it has been stated by the SBCTC Business organization that these two items are not their top priority. They are trying to accommodate the request but have other items in their work schedule that come before this activity. Due to the fact that these items have a small window to meet conversion deadlines we are concerned this is a risk to the conversion success at each cycle including the go-live activity Current Status Update: For DG 4, this went better than expected/planned. This issue has been shifted to DG 5. Customer Support Resource Plan H Support has hired 13 out of 14 team members. The 14 th job position will be posted in March. 12

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, January 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 again met on January 26 th and reviewed status of the DG 4 B group that consists of the Seattle District and 3 Seattle Colleges. Based on information provided by the Project management and the Seattle District/Colleges, the go-live was approved. The Seattle Chancellor, ctc. Link Executive Sponsor, and college Project Manager signed off on their readiness to go-live. G Project Management DG 4 College PMs were fully engaged with PMO staff. PMO continues providing additional support to DG 5/DG 6 PMs as well. G Phase Scope Approved Phase scope includes implementation of Campus. CE, OAA, PBCS. PMO has included these into the current deployment schedule. Any additional major functionality to be considered by Governance only after all colleges are deployed. Schedule Status As previously reported, in addition to Covid-19, the critical factors include scheduled implementation of the new 3 rd party products and SBCTC ctc. Link Customer Support ability to respond to post-live implementation of the additional 7 colleges. QA recognizes that the ctc. Link schedule for DG 4 B could not be extended without jeopardizing schedules and remaining ctc. Link budget for deployment groups DG 5 and DG 6. Training Security Training by the Project for DG 4 colleges continued in January. QA recognizes that the colleges will continue to struggle with implementing and maintaining role security. SBCTC Customer Support will be working with the deployed colleges to further assist them with role security issues. Y Testing QA is currently concerned that the 3 rd party software products (Campus. CE, OOAP, and Budgeting/Planning) being implemented into production will be sufficiently tested. Status of these were reviewed by the ctc. Link Project Steering Committee on January 26 th meeting. G ctc. Link Tech Environ The Project technical team completed the Cycle#5 conversion/dry runs. Some minor changes to the conversion plans have been made to the schedule for go-live. Starting January 28 th, all DG 4 college SMEs will have an opportunity to participate in a dry run validation activity using data from the mock DG 4 conversion performed by the project team. G Organizational Change Management College stress levels are at their highest which is normal as go-live implementation dates are close to happening and the reality sets in. The Project Communications team has worked closely with the College PMs, PIOs, and OCMs to share approaches and content that will be key to getting effective communications to students and administrative during and after implementation begins. G Project Staffing Project morale remains good and staff is excited about the scheduled go-live for DG 4. Y SBCTC Customer Support To improve post-live college operations during the first 3 weeks, a day-by-day schedule with sequencing of specific ctc. Link business tasks by pillar area has been being developed jointly with the PMO and project team. QA remains concerned that SBCTC still needs to address operational processes, management structure, and long-term staffing as a full-service ERP support services organization once the project has completed implementation of all 34 colleges. Y SBCTC Application & Production Services Information on the status of Production Support work and target schedules is available on the Support website. Like the Customer Support area, the inability to correctly prioritize support tickets is considered a major issue. Technical staff size and expertise will need to expand further with the addition of DG 5/DG 6 colleges going live over the next 18 months. 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 G 13

Washington State Office of the Chief Information Officer (OCIO) Oversight as of February 2021 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 # 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 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 Approved 6/11/2020 G 6 DG 4 – Transition & Deploy Phase DG 5 – Construct Phase DG 6 – Initiation & Structure Phase Approved 1/15/2021 7 DG 5 – Transition & Deploy Phase DG 6 – Construct, Transition & Deploy Phase Prepping for Gate Application 11/1/2021 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 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 Implementations 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 45 to 60 days of go -live Y G G G 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 Ongoing for future DGs Complete Status Pre-IT Pool Implementation, Stability & Remediation G G Y Overall Status G G Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 14

Budget Status Summary – as of January 31, 2021 G 15

CTCLINK SUPPORT ORGANIZATION • ctc. Link Customer Support • Application Services • Online Admissions Application Portal 16

CTCLINK PROJECT-RELATED COMMISSION/COUNCIL TOPICS • Recent concerns, issues, questions from Commissions/Councils • Topics for future SC meeting agenda 17

AGENDA ITEMS FOR FUTURE MEETINGS • March 23, 2021 • DG 5 Go-Live Dates • Other? • April 6, 2021 • DG 5 Go-Live college groupings for DG 5 -A, DG 5 -B and DG 5 -C • Update from Instruction Commission on outcome of Dec. 2020 “Strategies for ctc. Link” memo to WACTC? 18

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