CTCLINK STEERING COMMITTEE October 8 2019 Choi Halladay

CTCLINK STEERING COMMITTEE October 8, 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 Minutes Facilitator 1 Welcome and Agenda Overview 3 Choi/Christy 2 Approval of Minutes DG 2 Go-Live • Go-Live activities update • Conditions – Clark, Tacoma, Spokane, SBCTC • ctc. Link Support Plan ctc. Link Program Status • Remediation Status • Overall Status o Implementation Colleges o Pre-Implementation Colleges • Program Risk 2 Choi 30 Christy/Grant 20 Christy 10 Paul G 10 John B 10 Christy 3 4 5 6 7 External Quality Assurance Action Items Review • Credit Card Processing ctc. Link OCM and Communications • OCM Roadshows DG 4, DG 5, DG 6 • Update on c. ELC – Oct. 3 & 4, 2019 • Upcoming Meetings: o IT Commission – Oct. 10, 2019 o Student Services Commission (WSSSC) – Oct. 11, 2019 o DG 4 Kick-Off – Oct. 14, 2019 o Legislative Briefing – Oct. 16, 2019 8 Agenda Items for Future Meetings 5 All 9 Meeting Closure 0 Choi 2

MEETING MINUTES – APPROVAL • Sept. 24, 2019 3

DG 2 GO-LIVE UPDATE • Go-Live activities • Conditions – Clark, Tacoma, Spokane, SBCTC • ctc. Link Support Plan 4

CTCLINK PROGRAM STATUS • Remediation Status • Overall Status • Implementation Colleges • Pre-Implementation Colleges • Program Risk 5

REPLACEMENT SOLUTIONS UPDATE Accessibility Testing Campus CE Negotiations Online Admissions Application RFI Budgeting Tool Next Steps 6

Other ctc. Link Project Activities – Status as of September 27, 2019 RFP Publish Solution Decision • 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 Draft Complete • Overall Pricing in Negotiations 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 • Current ctc. Link OAA requirements being prioritized prior to continue improvements 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 will review prototype and recommend to ctc. Link Governance if PBCS will meet requirements or if an RFP will need to be developed TBD • ctc. Link Budget Planning Requirements Approved Solution Status Accessibility Governance approved procurement and decision of Vendor contract approved and signed Statement of Work (SOW) 1 approved and signed to build baseline Presentation at CEC meeting to confirm date of system wide workshop Begin working with Campus. CE on SOW 2, 3, 4, etc. 7

Project Overall Status – September 16 to 27, 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 and under budget. Scope review and definition for each deployment continues due to rework of key solutions. Each Deployment Group (DG) is engaged and all colleges now have an Initiation or Implementation Work Plan: • DG 2 is preparing for October go-live. Go decision (with conditions) passed unanimously during Sept. 24, 2019 Steering Committee. ctc. Link will be offline for the DG 2 upgrade Oct. 11 -14 and again for cutover activities Oct. 25 -28. • DG 3 is in the Construct Phase, focused on Conversion and Data Validation and Functional Unit Testing. Steering Committee approved new March 9, 2020 DG 3 go-live date. • Steering Committee approved DG 4 to enter the Implementation Phase, with a kick-off slated for Oct. 14, and a revised DG 4 go-live date of Feb. 1, 2021. • DG 5 colleges are in the Initiation Phase and continue Initiation Deliverables status reporting. 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 are being held throughout Oct. 2019. • • Contract negotiations continue for a new Continuing Education solution. An RFI is being developed for the Online Admissions Application (OAA), in parallel with additional improvements to the current OAA solution. Steering Committee approved the requirements for the Budget Planning Tool. Oracle/Mythics is developing a prototype and will provide a demo to the Budget Planning Tool work group. Level Access completed Accessibility testing for Student and Employee Self. Service completed. Mobile and Message Center will begin in October. 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 per OCIO. Y G • Overall Status Summary per Deployment Group DG# PMOReported Comments Status • Security Production Build DG 2 Y and Mapping late • Readiness conditions of work still in progress • Conversion cycles have DG 3 G DG 4 G DG 5 G DG 6 G begun • Functional Unit Testing • Preparing for System Integration Testing College/ Agency Self. Reported Status Clark G SBCTC Y Spokane R Tacoma G Cascadia G LCC G Olympic G Peninsula G Pierce G • College teams working on Implementation begins Nov. 2019 Initiation Phase activities • College teams working on Implementation begins March Initiation Phase activities 2020 • College teams working on Implementation begins Nov 2020 Initiation Phase activities 8

Deployment Group 4 Dashboard Reports – Sept. 16 to 27, 2019 DG 4 Initiation Phase Completion Summary College/District As of Sept. 27, 2019 Centralia College 72% Edmonds Community College 74% Highline College 64% Seattle Colleges (3) 63% Wenatchee Valley College 70% DG 4 General Timeline Draft 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 G 9

Deployment Group 5 Dashboard Reports – Sept. 16 to 27, 2019 DG 5 Initiation Phase Completion Summary As of Sept. 27, 2019 Target Percentage for Sept. 2019 Bellevue College 22% 55% Bellingham Technical College 32% 55% Big Bend Community College 28% 55% Everett Community College 34% 55% Grays Harbor College 40% 55% Green River College 35% 55% Skagit Valley College 45% 55% Whatcom Community College 46% 55% 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 10

L Top Risks Reported – as of Sept. 27, 2019 Risk Level H Risk Description 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: Major items resolved. FIN team agreed to close out this risk. Clark: SF, FA, FIN , GL – Clark submitted these risks. Update: Items related to Student Financials, Financial Aid, General Ledger and coordination between Student Financials and Finance. Go-Live and conversion logic/process has been agreed upon between Clark and ctc. Link team. H H Mitigating Actions ctc. Link Team: The GL & SF Conversion logic/requirements for the Go-Live term has still not been finalized. If not addressed soon, it creates a risk of being unavailable for college validation and meeting Cycle 4 B and future cycles. LEGEND: C Critical H High M Moderate Submitted by (name, org/college), Deployment Group & Date Emmett Folk, ctc. Link PM for FIN & HCM Team Low Risk Owner (s) Emmett Folk DG 2 Impacted, Risk Date: 10/12/2018 *also Risk submitted by Matt Connelly, Spokane District PM on 10/23/2018 Susan Maxwell, Clark College PM DG 2 Impacted, Risk Date: 2/1/2019 Risks #50, #51, #52, #58 Update: Finance and Student Financials teams continue to Chandan Goel meet to discuss AR (Accounts Receivable) items and alignment in data conversion activities and processes. Go-Live DG 2 Impacted, Risk Date: 7/8/2019 and conversion logic/process has been agreed upon between Risk #71 Clark and ctc. Link team. (moved to Issue Log 8/1/19, Issue #50) John Henry Whatley, Emmett Folk, Chandan Goel John Henry Whatley, Christyanna Dawson L Top Issues Reported – as of Sept. 27, 2019 Issue Level Issue Description Security Mapping activities to mitigate UAT timeline have not addressed the new Security Design Production user access. H Clark – Accessibility items M Status Update LEGEND: H High M Moderate Submitted by (name, org/college), Deployment Group & Date Update: The ctc. Link team is highly concerned about the Production Security Mapping for DG 2 Colleges and entering new Security into the UAT cycles. SBCTC – Security mapping is not complete and doesn’t reflect roles/job. SBCTC SMEs are working with FIN/HCM leads to test security for specific modules/roles that are ready. Clark has been working closely with ctc. Link team on roles to prepare for Go-Live. ctc. Link PMO submitted for ctc. Link CS, HCM, FIN Team Clark has submitted issues around accessibility items they have identified. We are tracking these items and have provided this 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. Susan Maxwell, Clark College PM Low Issue Owner (s) Tara Keen, Security Team DG 2 Impacted, Issue Date: 4/16/2019 *also issue #37 submitted by Evelyn Williams, SBCTC on 6/26/19. Owners assigned DG 2 Impacted, Issue Dates: 6/27/2019 Issues: #39 -48 11

EXTERNAL QUALITY ASSURANCE • Paul Giebel, Moran Technology Consulting 12

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER August 2019 2018 STATUS Y DESCRIPTION / NOTES SBCTC/Governance The Go/No Go Decision for DG 2 implementation is planned to be made in late September by the ctc. Link Steering Committee. This decision is considered most critical to meeting the schedule for success of DG 2 and impacts all remaining Deployment Groups. Project Management The PMO continues to make adjustments in staffing, and team continues working well together. PMO was preparing the Readiness Template for intended use with DG 2. Phase Scope QA continues to remain concerned that the risk created by the number of solutions to be re-implemented to replace/augment current People. Soft functionality. Major scope changes will impact budget, schedule, and project and support staffing. The implementation of enhanced role security for ctc. Link is a major Project and QA schedule risk concern. The DG 2 schedule is now less than 60 days from Go-live. Pressures are mounting on the project team and the DG 2 Colleges and State Board. The PMO was actively detailing multi-step plans for DG 2 Go-live data conversions and production cutover. FLC colleges will be going into a production upgrade state with new functionality, while Clark and the State Board will be first time implemented with People. Soft. Training team and consultants continue working on preparing materials for the delivery of end-user training courses scheduled for September. This scope includes a combination of Self-Paced Courses and Instructor-Led Training workshops. However, considering the workstream schedule, QA continues to be concerned that considerable content development remains for the 56 courses to support range of end-user training. The majority of the planned 36 Instructor –Led courses is Finance pillar specific and requires support from functional project staff. Schedule Status Y Training Y Y G G G Y Y PROJECT AREA G G Overall Status Testing The last DG 2 User Acceptance Testing (UAT) Sprint (Sprint #6) is now scheduled for the first week of September. DG 2 has been executing a large testing workstream that includes parallel testing for payroll, financial aid, and tuition calculation. Configurations / Data Conversion Technical staff supported the DG 2 cycle 4 B conversion for additional data validation by Clark and SBCTC. The data conversion and production implementation of the Bio-Demo data for Clark College and SBCTC has a September 7 target date. Performance Load Testing identified technical production to ensure ctc. Link system meets increased student user usage projections (20, 000 active student users). Organizational Change Management PMO/OCM is actively engaged with all colleges now involved with their Deployment Groups. ctc. Link management teams continue to meet with DG colleges via on-site check-ins. With 60 days until Go-live, QA remains concerned the PMO focuses on the DG 2 schedule/priority activities. Project Staffing Project staffing is adequate at this time and continues to make staffing adjustments as appropriate. PMO is recruiting for open positions. PMO to begin using off-shore technical resources to perform and augment systems integration testing work. 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 is awaiting final signatures. 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. 13

CREDIT CARD PROCESSING • John Boesenberg presentation • Recommendation • Steering Committee Action 14

CTCLINK OCM AND COMMUNICATIONS • OCM Roadshows DG 4, DG 5, DG 6 • Update on c. ELC – Oct. 3 & 4, 2019 • Upcoming Meetings • IT Commission – Oct. 10, 2019 • Student Services Commission (WSSSC) – Oct. 11, 2019 • DG 4 Kick-Off – Oct. 14, 2019 • Legislative Briefing – Oct. 16, 2019 15

ACTION ITEMS REVIEW & AGENDA ITEMS FOR FUTURE MEETINGS Note: All material licensed under Creative Commons Attribution 4. 0 International License.