CTCLINK STEERING COMMITTEE May 21 2019 Choi Halladay

CTCLINK STEERING COMMITTEE May 21, 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. Welcome Approval of Minutes 3. Steering Committee Charter Subgroup Update Campus Solutions Global Design Review (GDR) – Discussion, Approval Project Manager (PM) Summit – Outcomes Remediation Update (including Replacement Solutions) Remediation Overview (CCS, TCC Updates) Chart of Accounts Security Redesign – Mapping Online Admissions Application (OAA)– Tentative recommendation from WSSC to ctc. Link Governance Continuing Education – Update from 5/20 vendor meeting Accessibility RFP Update Budgeting Tool Risks / Moran QA Report – April 2019 ctc. Link Program Status Deployment Group 2 (Training, Testing, Deployment) Deployment Group 3 (BPFG, Data Validation) Deployment Group 4 (Initiation) Deployment Group 5 (Half Day PM Summit/Early Visits) Action Items Review and Agenda Items for Future Meetings 4. 5. 6. 7. 8. 9. Duration Facilitator 1 Minute Christy Choi 10 Minutes All 10 Minutes John Henry 5 Minutes 30 Minutes Reuth Christy 10 Minutes 20 Minutes Reuth/Paul Christy 4 Minutes All 2

MEETING MINUTES – APPROVAL • May 7, 2019 3

STEERING COMMITTEE CHARTER REVIEW SC Charter – Subgroup Update for progress • Executive Sponsor Role • Project Manager Role • Alignment of all Governance Charters to include verbiage to not allow individuals to be voting members of two governance groups 4

CAMPUS SOLUTIONS GLOBAL DESIGN • Overview Summary • Discussion • Approval 5

SPRING PM SUMMIT Held May 6 -8 at Wenatchee Valley College • May 6 -7: All Colleges (implementation activities) • May 8: DG 5 & DG 6 (DG 4 optional) focused on Getting Ready for Implementation (Initiation Activities) Outcomes • All colleges now have an implementation schedule. • All colleges have a clear understanding of all work packages required to complete prior to implementation. • Some colleges do not have a dedicated Project Manager, but this does not mean they are on hold. 6

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 7

ctc. Link Remediation Status Reports – April 29 to May 10, 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 Human Capital Management 6 of 25 remain open DG 2 CCs of Spokane Chart of Accounts Adoption Kickoff Feb. 1, 2019 Complete Faculty Workload Complete March 2019 Foundational Chartfield Configuration March 22, 2019 Complete DRS Redistribution Complete May 2019 Absence Management Complete April 2019 College Configuration Review and Updates May 3, 2019 In Progress Security Audit Controls Security Redesign Mapping Framework FLC / DG 2 Functional and System Integration Testing May 10, 2019 In Progress Student Billing/Third-Party Billing In UAT May 2019 User Acceptance Testing Not Started Budget Planning Form Work Group Jan 2020 May 10 - June 3, 2019 Online Admissions App Governance DG 2 Readiness Gate / Go-No Go Decision June 10, 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 second SIT/UAT – scheduled for 5/21. • Security Audit Controls – In progress. CCS to review/validate users/security roles for new query tree design for non-sensitive data. • Accurate Reporting for DRS & PEBB – Pending SIT/UAT, scheduled for 5/13. • Third-Party billing – Pending SIT/UAT – scheduled for 5/21. • FY Close – see previous slides. • Book to Bank - Cash Reconciliation. Focus now is on reconciling the three cash accounts making up our $18 million variance (same accounts for TCC). Pending reports/workflow of behind the scenes ctc. Link processing of the transactions going into these accounts. Can’t close FY 16, 17, 18 without reconciling cash accounts. Tacoma Community College G Remediation Items progress this period ü See SBCTC status update for Remediation items, tickets, and worklist. Planned for next period q Receive detail for open and closed remediation tickets from Christy and team. 1 st requested March 27, follow-up email April 12; second follow-up May 10 *If status is yellow or red, describe why. • • FY Close Can’t close FY 16, 17, 18 without reconciling cash accounts 101150, 101160, & 101110. Still waiting for SBCTC on reports/workflow into these the 3 cash accounts. High level T-Account flow presented last week inadequate. This work is critical to CCS closing FY. Security Role Redesign - Waiting on final documents to assist with role mapping and cutover/implementation process for from SBCTC. Waiting on process documentation and rollout of audit reporting and separation of duties. 8

Other ctc. Link Project Activities – Status as of May 10, 2019 New Solution Status Continuing Education • • • Online Admissions Application RFP Publish Solution Decision 10/15/2018 Negotiations subgroup assisting with final negotiations • Sub-Committee finalized OAA requirements • Project Team performed Fit/Gap of ctc. Link functionality • OAA workgroup evaluated select solutions currently in use at other People. Soft universities and colleges • OAA workgroup developing a short list of best/possible solutions to identify those solutions on 2/12/2019 • Work Group to review feedback from college discussions to provide recommendation • Commission (WSSSC) to provide recommendation to Governance TBD Waiting for recommendation to Governance for Decision Budget Planning • Committee to be formed to review, finalize and approve Budgeting requirements • Review requirements against Oracle PBCS Solution • If needed, develop RFP TBD January 2020 - Waiting on Budget work group to meet and vet requirements Physical Inventory (Asset Tracking) • Vendor Solutions being evaluated • Evaluate new PS Functionality that will provide integration for asset tracking scanners directly with ctc. Link 5/21/2018 DG 3 (February 2020) Accessibility • • 5/10/2019 Testing Prior to DG 2 (October 2019) RFP was developed and approved by Governance RFP proposals due November 15, 2018 3 Vendors responded and subgroup is evaluating solution Governance approved procurement and decision of Vendor has been contacted to begin negotiations to contract Continued discussions with Appsian (formerly Grey Heller) Identify accessibility vendor to assist with testing of ctc. Link Develop RFP / Publish RFP Work Group will be engaged post publish to allow for feedback and amendment 9

Top Risks Reported – as of May 10, 2019 Risk Level H Risk Description Mitigating Actions Chart of Accounts (Co. A) – User adoption and successful deployment (scheduled for July 1, 2019) is critical for Deployment Group 2 (DG 2) timeline. Update: In progress for college configuration review and updates, functional and system integration testing. *Refer to Co. A milestones tracking in this report. LEGEND: C Critical Emmett Folk, ctc. Link PM for FIN & HCM Team H Susan Maxwell, Clark PM C 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. Low Risk Owner (s) Emmett Folk John Henry Whatley, Chandan Goel DG 2 Impacted, Risk Date: 4/17/19 John Henry Whatley, Dennis Colgan DG 2 Impacted, Risk Date: 3/15/2019 L Top Issues Reported – as of May 10, 2019 LEGEND: H High Submitted by (name, org/college), Deployment Group & Date M Moderate Low Issue Description Status Update Security Mapping activities to mitigate UAT timeline, have not addressed the new Security Design Production user access Update: The ctc. Link team is highly ctc. Link PMO submitted for ctc. Link CS, HCM, Tara Keen, Security concerned about the Production Security FIN Team Mapping for DG 2 Colleges and entering new Security into one of the UAT cycles. DG 2 Impacted, Issue Date: 4/16/2019 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. CS GDR (Global Design Review) Items – Six items listed in status update. Items were approved by Working Group and will go to Steering Committee next week for approval. These items need additional work. Tracking GDR items: (statewide email John Henry Whatley accounts, shared HCM/CS ethnicity codes, academic careers, academic program DG 2 Impacted, Issue Dates: 5/15/19 structure, student self-service & student selfservice (instructor contact display). H L M Moderate DG 2 Impacted, Risk Date: 10/12/2018 *also Risk submitted by Matt Connelly, Spokane District PM on 10/23/18 Susan Maxwell, Clark PM Issue Level High Submitted by (name, org/college), Deployment Group & Date Clark: Financial Aid (FA) Data Validation – Clark requested to test and validate data in not well validated. First time seeing FA data cycle# 4 B. ctc. Link team has discussed this is in cycle #4. with FA SMEs, this will be taken care of in cycle #4 B. Update: ctc. Link team has met to discuss options for OSECE and Campus. CE. We are preparing to deploy OSECE and waiting on contract negotiations for Campus. CE RFP. Campus. CE group is meeting next week. H Issue Owner (s) CS Team & Further Analysis/Decisions with Commissions & Councils 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 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 (Training, Testing, Deployment) Deployment Group 3 (BPFG Homework, Data Validation) Deployment Group 4 (Initiation/Reporting) Deployment Group 5 (July Visits/Reporting/Initiation) Deployment Group 6 (Fall Visits, Initiation Schedule) 12

Project Status – April 29 to May 10, 2019 Overall Project Status Summary Category Status Overall Y Schedule Y Scope Y Budget G Executive Summary Comments • • Program is on track, per timeline, scope and budget Security Mapping activities impacting UAT Current DG 2 Schedule has no “Float” remaining in timeline • 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 • • Monitoring scope and timing of: Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations Overall Status Summary per Deployment Group DG# Status Comments DG 2 Y • Security Production Mapping is still pending DG 3 G • • BPFG Workshops Complete Conversion cycles have begun DG 4 G • College teams working on Initiation Phase activities DG 5 G • • College teams working on Initiation Phase activities 8 Colleges have downloaded Initiation Plan DG 6 G • 9 Colleges have downloaded Initiation Plan 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: • DG 2 is in the Construct Phase and colleges and SBCTC have begun User Acceptance Testing. 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, focused on Business Process Fit/Gap sessions (BPFG) through May. • 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. The spring 2019 Project Managers Summit was held May 6 -8 at Wenatchee Valley College, with May 6 -7 focused on overall Implementation Phase activities for all colleges and May 8 focused on DG 5 and DG 6 Initiation Phase. All Colleges now have an Initiation Work Plan or Implementation Work Plan. Contract negotiations are underway 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. Overall Timeline (All Deployments) 13

ADDITIONAL DISCUSSION 14

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

REMEDIATION OPEN – FINANCE # Item # Description Status Planned Date Adjusted Date 1 19057 Ability for each organizational unit to develop and modify a budget at any level of the organizational structure and at any level of the program structure, throughout the budget development process. Open DG 3 2/1/2020 Needs RFP 2 19297 Distribute and report labor costs based on user-defined criteria, with full integration and reconciliation of data between GL, Payroll, and Student. Closed 8/1/2018 Updated Training Content 3 19299 Provide a journal entry toolset, including but not limited to a standardize spreadsheet template, to facilitate streamlined journal entry and upload. Closed 8/1/2018 Updated Training Content 4 19304 Standardize sub-objects and mapping to a system-wide structure for each unique GL created at the college-level. Closed 1/1/2018 7/1/2019 New COA Design 5 19323 Supports GL account verification across applications. Open 2/1/2018 TBD FY Deliverable 6 19342 Support vendor payment advance process based on user-defined criteria (e. g. , each college is authorized to draw an advance against the State Treasurer, with the amount equal to 17% of preceding biennium's monthly allocation). Closed 12/1/2017 SB Process Provided 7 19382 Integrate seamlessly with receivables processes to collect funds from vendors and recoverpayments. Closed 8/1/2018 Updated Training Content 16

REMEDIATION OPEN – FINANCE, CONT’D # Item # Description Status Planned Date Adjusted Date 8 19454 Create and maintain as many payment forms and templates, including remittance detail, as required to meet institutional needs and local needs of individual colleges. Closed 8/1/2018 Updated Training Content 9 19633 Enable reconciliation process based on user-defined business rules (e. g. , able to identify transaction source). Open 1/1/2018 TBD FY Deliverables 10 19747 Calculate and report indirect costs based on user-defined criteria. Closed 2/1/2019 ERP Support 11 19968 Track grants separately from G/L Chart of Accounts and reconcile the two. Closed 2/1/2019 Updated Training Content 12 20212 Comparison of Actual to Budget (Revenues/Receipts and Expenditures) Open 12/29/2017 2/1/2020 Need RFP 13 N/A - 39 Must configure system to utilize email correspondence to vendors for all PO’s. Closed 1/1/2019 Updated Training Content 14 N/A - 41 College needs a budget development system that allows for adequate budget building process. Open DG 3 2/1/2020 Need RFP 15 19713 Dispose of financial and non-financial assets. Closed DG 2 Updated Training Content 17

REMEDIATION OPEN – HUMAN RESOURCES # Item # Description Status Plan Date Adjusted Date 1 20596 Faculty Workload to generate and modify documents and pay for adjunct faculty based on user-defined criteria (4 Phases to resolve / 2 Phases remaining) Closed 3/1/2018 Package 1. 75 -12/31/2018 Package 2 – 3/1/2019 2 29976 Develop and Re-run the ESD report Closed 12/1/2017 TBD - TCC to Test 3 37532 Bio-Demo data values not aligned with CS and HCM Closed 12/1/2017 12/31/2018 4 20753 Establish contract pay based on user-defined criteria. Open 1/1/2019 TBD - Needs CPW 5 20573 Need ability to report on department budgets Open 1/1/2019 TBD Needs Budget Tool 6 N/A - 0 DRS Redistribution Open 4/30/2019 5/10/2019 7 N/A - 27 Step Movement / Needs CEMLI Open 1/1/2019 DG 2 - 10/24/2019 In Development 8 N/A - 29 Spokane would like to participate in UAT process for upcoming DGs implementing the Recruitment module. Closed DG 2 4/29/2019 9 N/A - 31 Migrate ctc. Link framework to Wave 1 framework (related to Absence Management) Open DG 2 - 10/24/2019 10 N/A - 32 Create “day” definition / Absence Management and Time & Labor issue Open 12/1/2017 DG 2 - 10/24/2019 11 N/A - 34 Provide list of employees missing area codes / Legacy Data Issue Closed 12/1/2017 9/14/2018 18

REMEDIATION OPEN – CAMPUS SOLUTIONS # Item # Description Status Planned Date Adjusted Date 1 20797 Support continuing education registration process where student can browse courses without logging on Open DG 3 2/1/2020 In Negotiations 2 20901 Provide the ability for continuing education students to enroll directly in classes (i. e. , application is not required). Open DG 3 2/1/2020 In Negotiations 3 21359 Allow payment online for continuing education based on user name and password. Open DG 3 2/1/2020 In Negotiations 4 21505 Perform third-party billing based on user-defined criteria (e. g. , by student, consolidated). Closed 5/1/2018 10/24/2019 GDR Approved 5 20814 Provide the ability for continuing education students to enroll directly in classes (i. e. , application is not required). Open DG 3 2/1/2020 In Negotiations 6 21293 Support streamlined admissions processing and user interface. (Online Admissions Application) Open DG 3 2/1/2020 Evaluation 7 N/A - 13 Effective Dating: FA Term, FA Budget and other areas have defective Effective Dating Closed 12/1/2017 TBD 8 N/A - 15 Reconciliation queries haven’t worked correctly or accurately since Go Live. Open 3/1/2018 5/30/2019 FY Deliverable 9 N/A - 22 Error/exception report identifying discrepancies between financial aid system and the general ledger (2 nd Journal Set) Open 12/1/2017 5/30/2019 FY Deliverable 19

REMEDIATION OPEN – CAMPUS SOLUTIONS, CONT’D # Item # Description Status Planned Date Adjusted Date 10 N/A – 12 SAP Setup Effective Dating doesn’t work (Oracle Bug ID 24667042) Open 6/1/2018 TBD Waiting on fix from Oracle Workaround in place 11 N/A – 17 Converted student account balances must be completely audited / corrected to reflect the ending balances from Legacy. Open 6/1/2018 5/30/2019 FY Deliverable 12 N/A – 18 Reports to reconcile student financial transactions for a given day to the general ledger by item type, chartstring and fund. Open 5/1/2018 5/30/2019 FY Deliverable 13 N/A – 19 Need accurate reports in the CS pillar for Student Financials to summarize data such as insurance, fees, waivers, etc. Open 5/1/2018 9/30/2018 14 21451 Maintain academic standing for financial aid eligibility, based on multiple, user-defined criteria Closed N/A 9/30/2018 15 21338 Track satisfactory academic progress (SAP). Closed N/A 9/30/2018 20