CTCLINK STEERING COMMITTEE November 5 2019 Choi Halladay

CTCLINK STEERING COMMITTEE November 5, 2019 • Choi Halladay - ctc. Link Steering Committee Chair, Vice President for Administrative Services, Pierce College District • Christy Campbell – ctc. Link Project Director

AGENDA Item Description Minutes Facilitator 1. Welcome 2 Choi/Christy 2. Approval of Minutes 3 Choi Governance Membership: Begin Process for Working Group and Steering Committee Vacancies Update on DG 2 Go-Live & Post Go-Live Support 5 Christy/Choi 35 Christy Shanda & John B. Lisa & Clay Grant, Carli, John B 3. 4. 5. 6. ctc. Link Project Clark & SBCTC Agency Community Colleges of Spokane & Tacoma CC SBCTC ctc. Link (ERP) Support MOU—Grant; Accessibility Plan—Carli) Next Steps: Post Implementation Review & Lessons Learned Budget Planning Tool Recommendation ctc. Link Program Status 20 20 Christy Agenda Items for Future Meetings 5 All Go Live Dates for DG 5 and DG 6 Peer Review for DG 5 OAA Recommendation Meeting Closure 0 Choi 7. 8. Christy, Grant Remediation Status Overall Status o Implementation Colleges o Pre-Implementation Colleges Program Risk 2

MEETING MINUTES – APPROVAL October 22, 2019 3

GOVERNANCE GROUPS MEMBERSHIP • Steering Committee Vacancies • Working Group Vacancies/Alignment 4

UPDATE ON DG 2 GO-LIVE AND SUPPORT • ctc. Link Project Team • Clark College • SBCTC Agency • Community Colleges of Spokane • Tacoma Community College • SBCTC ctc. Link/ERP Support (including: MOU – Grant and Accessibility - Carli) • Next Steps: Post Implementation Review/ Lessons Learned 5

BUDGET PLANNING TOOL – UPDATE Recommendation: The ctc. Link Budget Planning Work Group recommends that the ctc. Link Steering Committee continue with the implementation of Oracle Planning and Budgeting Cloud Solution (PBCS) with the following conditions: 1. Oracle to “grandfather” the SBCTC license to allow for multi-instance implementation with no additional fees 2. A plan for the automation of integration from People. Soft HCM to Oracle PBCS 6

CTCLINK PROGRAM STATUS • Remediation Status • Overall Status • Implementation Colleges • Pre-Implementation Colleges • Program Risk 7

ctc. Link Remediation Status Reports – Oct. 14 - 25, 2019 Solution Status Due Date Campus Solutions 7 of 45 remain open DG 3 Financial Management 5 of 39 remain open DG 2 Human Capital Management 3 of 25 remain open DG 2 Faculty Workload Complete March 2019 DRS Redistribution Complete May 2019 Absence Management Complete April 2019 Security Audit Controls Security Redesign / Mapping FLC / DG 2 Student Billing/Third-Party Billing Complete May 2019 Budget Planning Work Group Finalize Requirements DG 2 Online Admissions App RFI Being Developed DG 3 Continuing Education Contract Finalization DG 3 Community Colleges of Spokane R FY Close • Book-to Bank Cash Reconciliation • $18 million cash variance Internal Controls (Security) § Security Mapping Workbooks - Completed week of 10/21 § 9. 2 Security Role Crosswalk documentation - HCM & FIN not complete. No ETA. § Audit Logs – Ready for production. SBCTC postponing release to post DG 2. § Segregation of Duties – Finance is implemented in Production and ready for colleges to use. Pending HCM & CS in production. Pending process documentation from security team. Tacoma Community College G Remediation Items progress this period • See SBCTC status update for Remediation items, tickets, and worklist. Accomplished this period q Monitored remediation items progress and communicate to local stakeholders Faculty Workload Package 2 Enhancements - 2 outstanding critical issues • Dean Approval Process: FWL package 2 enhancement included a new Dean Approval process, which was not part of the UAT nor communicated to CCS. You can only approve a contract via an email link ONLY. No progress or communications from SBCTC on this fix since March 2019. • FWL approval process with multiple supervisors in one department: With FWL, when there is more than one supervisor in the same department, it does not allow approval of the contract. Student Billing • Student Statements: Student statement was improved. Batch processing does not work. • 3 rd Party Billing: 3 rd Party Invoice - passed UAT in test environment but broken in Production 9. 0 & 9. 2. In 9. 2 this works with SCC, but not SFCC. Batch processing doesn’t print new format. 8

Other ctc. Link Project Activities – Status as of Oct. 25, 2019 RFP Publish Solution Status Accessibility • Phase 1 Accessibility Testing has completed with exception of Mobile/Message Center and results being evaluated (Student & Employee Self-Service) • Working with Oracle to identify when findings fixes will be pushed to customers • Scheduling Phase 2 and Mobile testing 5/10/2019 • Phase 1 complete with exception of Mobile and Message Center • Phase 2 will begin in October Continuing Education • • • 10/15/2018 • Contract Complete • SOW 1 - Complete Online Admissions Application • 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 • RFI to understand possible solutions and costs before final decision on RFP or custom solution • Continue to enhance current OAA based on requirements for RFI TBD • RFI requested and in progress • Identified requirements not in current solution and plan to implement • Vendor developed prototype to see if a possible solution Budget Planning Tool • Committee formed to review, finalize, approve Budgeting requirements • Budget Planning Tool Work Group meetings underway to finalize requirements and vet Oracle PBCS Solution • Oracle/Mythics building Prototype of PBCS Solution with templates from (Peninsula, Pierce, Spokane, and SBCTC) • Work Group reviewed prototype and Q & A and has made recommendation to ctc. Link Governance TBD • ctc. Link Budget Planning Requirements Approved • SC to review recommendation from work group and conditions Governance approved procurement and decision of Vendor contract approved and signed Statement of Work (SOW) 1 approved and signed to build baseline ctc. Link BPFG scheduled system wide workshop on Nov 19, 20, 21 Begin working with Campus. CE on SOW 2, 3, 4, etc. Solution Decision 9

Project Overall Status – Oct. 14 - 25, 2019 Overall Y • • Schedule Y Program is on track, per timeline, scope and budget DG 2 Go-Live Approved, continuing to work on outstanding conditions of remediation, Clark and SBCTC DG 3 Security activities delayed due to DG 2 parallel work Monitoring scope and impact of schedule of: Budgeting Tool, Continuing Education, Online Admissions Application, and OBIA solutions Executive Summary The project is tracking per schedule, under budget. Scope review and definition continues due to rework of key solutions. Each Deployment Group (DG) is engaged and all colleges have an Initiation or Implementation Work Plan: • DG 2 Deployment is complete. DG 2 Upgrade for Tacoma and CCs of Spokane went live Oct. 14 and DG 2 Conversion for SBCTC and Clark College went live Oct. 28 after around-the-clock weekend work for both events. • DG 3 is busy with Cycle 4 conversion, data validation and will begin User Acceptance Testing mid-November as they move toward March 9, 2020 DG 3 go-live date. ctc. Link Training Team released end-user training for self-service courses early so DG 3 can begin. • DG 4 began Global Design Adoption (GDA) following the Oct. 14 official DG 4 kickoff. Business Process Fit Gap (BPFG) begins in early December in preparation for the revised DG 4 go-live date of Feb. 1, 2021. • DG 5 is in the Initiation Phase and preparing for biweekly status reporting in November. Gate 1/Initiation Phase Peer Review slated for early Dec. 2019. • DG 6 is in the Initiation Phase and will start public status reporting this fall. The Initiation Phase Road Shows were completed Oct. 24. • Contract has been signed with Campus. CE for Continuing Education solution. A business process fit/gap is scheduled for Nov. 19 -21 at Green River College. • An RFI is being developed for the Online Admissions Application (OAA), in parallel with additional improvements to the current OAA solution. Prototype in development for consideration by OAA workgroup. • Steering Committee approved requirements for the Budget Planning Tool. Oracle/Mythics developed a prototype. The Budget Planning Tool work group is reviewing and expected to bring a recommendation to ctc. Link governance. • Level Access completed accessibility testing for Student and Employee Self. Service. Completion of Mobile and Message Center testing will close out Phase 1 testing. Phase 2 includes online admissions application and continuing education tools (OSECE and Campus. CE). Scope Budget • 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 Allotment for Gate 4 funding has been partially approved (Partial approval with conditions per 8/30/19 OCIO letter). Remaining Gate 4 funding in process by OFM. Y G • Overall Status Summary per Deployment Group DG# PMOReported Comments Status College/ Agency Self. Reported Status • Security assignments still Clark DG 2 G DG 3 G DG 4 G DG 5 G DG 6 G G being finalized SBCTC Y • Post Support Plan complete with Spokane R assignments at Clark and Tacoma G SBCTC Cascadia G • System Integration LCC G Testing in progress • Preparing for User Olympic G Acceptance Testing Peninsula G • Preparing for Cycle #4 Pierce G • Implementation Phase kick off Implementation Began Oct. 2019 • College teams began GDA courses • Preparing for BPFG’s • College teams working on Implementation begins Feb/March Initiation Phase activities 2020 • College teams working on Implementation begins Nov 2020 Initiation Phase activities 10

Deployment Group 4 Update • Deployment Group 4 had its Implementation Phase kick-off on Oct. 14, 2019. They have transitioned into Gate 2: Structure Phase. • DG 4 colleges are currently taking Global Design Adoption (GDA) Canvas courses. • DG 4 PMs will submit individual college accomplishments as of the reporting period ending Nov. 8, 2019. DG 4 General Timeline Draft G 11

Deployment Group 5 Dashboard Reports – Oct. 14 - 25, 2019 DG 5 Initiation Phase Completion Summary As of Oct. 25, 2019 Target Percentage for October 2019 Bellevue College 38% 65% Bellingham Technical College 42% 65% Big Bend Community College 54% 65% Everett Community College 41% 65% Grays Harbor College 43% 65% Green River College 42% 65% Skagit Valley College 49% 65% Whatcom Community College 51% 65% College/District Percentage of deliverables completed and tracked in Project Web App (PWA) by each college: • • • College Orientation & Resourcing College Project Planning (from templates) Conduct Initial Data Cleansing Document Current Legacy Business Processes Supplemental Systems Analysis DG 5 Pre-Implementation and General Timeline G 12

L Top Risks Reported – as of Oct. 25, 2019 Risk Level C C Risk Description Mitigating Actions LEGEND: C Critical H High ctc. Link Project team members will provide on the ground support for one week post Go-Live. This will be a learning opportunity for the ctc. Link team as well as SMEs from Clark. Go-Live Planning slide deck and discussion has been communicated to Clark’s PM and Executive Sponsor. Susan Maxwell, Clark College PM DG 3 Student Finance Go Live Conversion Approach Based on lessons learned, a student finance go live conversion approach needs refinement so it's repeatable for DG 3 and future deployment groups. SF team member has been asked to review this information and have a draft approach developed in a month for DG 3. ctc. Link PMO The project needs to develop a repeatable conversion approach for DG 3 and future deployment groups. Technical team has been requested to incorporate lessons learned from DG 2 to develop a new conversion approach for DG 3. ctc. Link PMO C Moderate Submitted by (name, org/college), Deployment Group & Date Clark: DG 2 Go Live Support – Clark requested SBCTC Project staff, perhaps some ERP support staff, at Clark College for the week of Go-Live (specifically the areas of CS and SF). Develop Repeatable Conversion Approach M Low Risk Owner (s) Christy Campbell DG Impacted, Risk Date: 08/01/2019 Risk #74 John Henry Whatley & SF Team DG 3 Impacted, Risk Date: 10/3/12019 Risk #77 Chandan Goel DG 3 Impacted, Risk Date: 10/3/12019 Risk #76 L Top Issues Reported – as of Oct. 25, 2019 Issue Level Issue Description DG 3: Security Activities Delayed H Clark – Accessibility items M Status Update LEGEND: H High M Moderate Submitted by (name, org/college), Deployment Group & Date Currently, ctc. Link team is supporting DG 2 post Go-Live Security issues. This has caused a delay for DG 3 to begin this work effort. A meeting is scheduled for 10/17/2019 where DG 3 will be provided security workbooks. ctc. Link PMO Clark has submitted issues around accessibility items they have identified. We are tracking these items and provided the first round of information to Level Access (vendor) in early August. Clark has reviewed Phase 1 testing results and has a good understanding of what can be done prior and post Go. Live for accessibility. Phase 2 testing will begin after High. Point/mobile is tested. Susan Maxwell, Clark College PM Low Issue Owner (s) TBD DG 3 Impacted, Issue Date: 10/16/2019 Issue #54 Owners assigned DG 2 Impacted, Issue Dates: 6/27/2019 Issues: #39 -48 13

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER September 2019 2018 STATUS DESCRIPTION / NOTES SBCTC/Governance The Go/No-Go Decision to proceed with the DG 2 implementation was made by the ctc. Link Steering Committee at the Sept. 24 meeting. The State OCIO approved partial Gate funding on SBCTC that funds work already performed. This action by the OCIO is an SBCTC executive leadership concern since the project resources (staff and consultants) are heavily engaged in multiple deployments now. A potential unintentional consequence of partial funding could be stoppage of the project, with resource fallout and overall budget impact. This risk requires a QA status of YELLOW. Project Management The PMO continues to make adjustments in staffing, and team continues working well together. PMO team is primarily focused on DG 2 readiness and at the same time supporting DG 3 work activities. Phase Scope The implementation of enhanced role security for ctc. Link is a downgraded by QA to the level of a phase risk concern. The change to ctc. Link college role security was initially undertaken by SBCTC IT and performed by a consultant firm. Given schedule delays and severity, it became an area of critical DG 2 focus by the PMO in September. A mitigation plan was implemented by the PMO. The PMO should now quickly move responsibility for working with colleges on role security back to SBCTC IT and ERP support. The DG 2 schedule is now less than 30 days from Go-live. Pressures are mounting on the project team, ERP support and the DG 2 Colleges and State Board. Mock Go-Live Dry Runs were held in September to prepare for the actual work to be performed by combined teams in October. PMO used lessons learned from dry runs to make minor adjustments in detail schedules and assignments. The ctc. Link Project Steering Committee approved March 9, 2020 as the DG 3 Go-live implementation date. DG 3 Data Conversions were underway and DG 3 colleges are getting ready to start User Acceptance testing starting in November. Status remains YELLOW; however trending to GREEN. Training team has made significant progress in delivering training materials for the 60 end-user training courses. Course registration was changed to use an PMO developed web application which works better for the college users to sign up for multiple courses vs. one course at a time. Training will still be able to generate course attendance statistics. As of Sept. 30, over 6, 000 college users have registered for access to the courses. Y Schedule Status Y Y Y G G Training Testing PMO has assigned staff successfully filling the test coordination functions. Testing workstreams for DG 3 remains a QA concern since it requires continued active DG 3 end-user participation. Configurations / Data Conversion The data conversion and production implementation of the Bio-Demo data for Clark College and SBCTC was implemented in September. Performance Load Testing identified technical production to ensure ctc. Link system meets increased student user usage projections (20, 000 active student users). Dry run was held for DG 2 Go-live production cutover and conversions in September. Technical team working on DG 3 data cycle conversions. DG 3 Course catalogs now in production. Organizational Change Management PMO/OCM is actively engaged with all colleges now involved with their Deployment Groups. The PMO is very aware that effective communications and correct messaging is important to ongoing success of the project. QA supports the timely communications and preventing false messages from being sent. Project Staffing QA recognizes that the high level of DG 2 related activity leading up to Go-live remains stressful to the ctc. Link project staff. There is concern that the overlapping work supporting the current schedule for DG 3 Deployment Group has increased the stress factor. Project leadership and staff morale remains positive given increasing schedule pressures. This is an exciting time for staff that has not previously experienced a major project Go-Live implementation. Technical Environment The IT division continues addressing processes and critical staffing. Additional positions supporting ctc. Link production have been approved and hiring underway. The ERP Change Management Board is being re-implemented to improve coordination and scheduling of changes. Service Level Agreement between SBCTC IT and DG 2 colleges is now signed. G Y Y PROJECT AREA Y G Overall Status 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. 14

Washington State Office of the Chief Information Officer (OCIO) Oversight as of October 2019 WA State Office of the Chief Information Officer (OCIO) Oversight OCIO Conditions to new ctc. Link Investment Plan Approval Status G 1 Project must remain in line with SBCTC and OCIO policies Ongoing G 2 QA (Moran) to report to ctc. Link executive sponsor and State CIO Complete G 3 Follow pre-determined OFM funding gates and approvals Complete Monthly status reporting Complete G G Y G G G 4 5 Continue reporting on Remediation items in Integrated Work Plan Y Status Pre-IT Pool Implementation, Stability & Remediation 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 In Progress 1/1/2019 G 4 DG 2 – Transition & Deploy Phase DG 3 – Construct Phase DG 4 – Initiation & Structure Phase Partially Approved 7/1/2019 G 5 DG 3 – Transition & Deploy Phase DG 4 – Construct Phase DG 5 – Initiation & Structure Phase Future 3/1/2020 G 6 DG 4 – Transition & Deploy Phase DG 5 – Construct Phase DG 6 – Initiation & Structure Phase Future 11/1/2020 G 7 DG 5 – Transition & Deploy Phase DG 6 – Construct, Transition & Deploy Phase Future 11/1/2021 G -- G Complete OCIO approval of the 4 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application In Progress 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 30 days of go-live Planned as Activities in Project Work Plans 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 6 ctc. Link Technology Pool Status and Gate # Overall Status Complete Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 15

ITEMS FOR FUTURE MEETINGS Go Live Dates for DG 5 and DG 6 – December 2019 Peer Review for DG 5 – December 2019 OAA Recommendation – November or December 2019 Additional agenda Items for future meetings? 16

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