Project Overall Status November 9 2018 Overall Program

Project Overall Status – November 9, 2018 Overall • Program is on track and making expected progress Key activities are being executed per timeline and budget • • Analyzing resource overlap between DG 2 and DG 3 tasks Project Plan has been baselined but will need a second baseline once training activities are defined G • Schedule Y Scope Budget • Monitoring scope and timing of Chart of Accounts, Budgeting Tool, Continuing Education, Online Admissions Application, and OBIA implementations • ctc. Link Budget currently tracking under budget: • Delayed hiring • Timing of re-implementation of solutions (Continuing Education, Online Admissions Application, Budget) Y G The project is tracking per schedule and under budget. Review and definition of scope for each deployment is still underway due to the rework of key solutions. Deployment Group 2 (DG 2) is in the Structure Phase, focused on Local Configuration and Conversion activities. DG 2 Go-Live is scheduled for October 2019. The Global Design/Configuration Framework and previous Common Process Workshops (CPW) recommendations continue to move through governance for approval. Analysis has begun on ctc. Link project resource overlap between DG 2 and DG 3 activities. The PM Summit was held Nov. 1 -2, followed by a DG 3 Pre-kickoff the afternoon of Nov. 2. Campus Solutions Financial Management Human Capital Management Faculty Workload DRS Absence Management Security Audit Controls Student Billing Budget Planning Solution Online Admissions Solution Remediation work continues to be a priority working in parallel with the L Deployment activities. The Continuing Education RFP closed Nov. 15 and work on the OAA solution is underway. Risks LEGEND: C Critical Status Remediation Executive Summary H High M Moderate Low Continuing Education Solution Open Tab - 13/45 Closed Tab – 2/13 Open Tab - 14/39 Closed Tab – 1/35 Open Tab - 09/25 Closed Tab – 0/07 Delayed due to AWS migration and code loss date – 12/30/2018 ERP Support working with CCS Full-Time EE resolved, Adjuncts in progress Incorporated into Security Redesign GDR approved and work in progress Requirements need to be created Requirements finalized, Fit/Gap completed, OAA workgroup to begin reviewing other OAA options RFP posted. Proposals submitted. Team responding to vendor questions in preparations of shortlisting vendors and then demo’s to workgroup Mitigating Actions H ctc. Link CS – Student Financials (SF) Conversion Logic – Negative Charges/Fee Code Meeting with SF Team, Legacy and Technical resources on Nov. 14 to discuss and review SF Transfers extract logic for conversion. H Clark – Unmet expectations End-users may have unrealistic expectations, or expectations based on early demonstrations and information about what People. Soft can do. ctc. Link OCM – noted this risk and will continue to follow up with Clark prior to go-live. H Spokane – Significant time and resources to prepare for Chart of Accounts (COA) Create schedule and work-breakdown structure (WBS) by end of year 2018. Issues M H LEGEND: H High M Medium L Low Status Update ctc. Link HCM – Security Matrix Review and Feedback Activities Delayed Vendor has not provided all the preliminary Security Matrix designs for HCM. Will be working with vendor and Security team to accomplish this by the end of the month. ctc. Link Training Team – Transition of New Roles Former Training Manager has transitioned to College Relations role for PMO. Former Instructional Designer has transitioned to the Training Manager role. These transitions were in place on Nov. 1. Impact to vacancy in Instructional Designer duties/role. Will take time for onboarding in to new 1 roles and responsibilities.

Budget Status – as of October 31, 2018 G 2

Moran Technology Quality Assurance Report Recommendations as of October 2018 Status/QA# Y QA 0132 Findings Agency Financial Reporting System (AFRS) CEMLI Status is a QA concern. During the Remediation Project, due to resource constraints, this work was put on-hold. Reporting to State OFM has now resurfaced and the ctc. Link Project team needs to get this work completed and operational to meet SBCTC reporting requirements to the State OFM. G ctc. Link Responses The AFRS CEMLI is a priority for SBCTC including the ctc. Link project. Resources are allocated to complete the AFRS CEMLI work. We will continue to track this work to make sure the work is progressing. SBCTC has requested this work be complete by new Fiscal Year, July 2018. UPDATE: The team has made great progress, but has requested a separate testing environment to complete testing. The new timeline to complete testing and the migration to production is late October 2018. Y QA 0140 The new concept for Training Delivery has major benefits for the ongoing education of college administrative staff in ctc. Link business process and People. Soft functionality. QA would recommend that the revised scope of the training model be widely communicated to the stakeholders at this time given the positive expectations for the resulting outcomes. The training team is working on the new training approach for ctc. Link. We are developing a prototype of the new approach and will evaluate once it is complete. We are also looking at the overall content development scope and looking at external vendors to help build out the self-paced training. As we finalize the approach, we will work with the colleges for feedback. Y QA 0142 QA recommends that SBCTC ensure that The Burgundy Group delivers a fully documented Technical Architecture of the ctc. Link System as they have implemented it in the Amazon Web Services environment. ctc. Link Technical and ERP Support staff require this documentation. This Technical Architecture documentation has been requested at this time. QA will continue to report on this Open item until it has been received, reviewed, and accepted. The ctc. Link Technical Project Manager will work with the SBCTC Application Services Director to work with our managed services provider Burgundy to develop the ctc. Link production and project fully documented Technical Architecture. Y QA 0143 During the FLC Phase Project, the status of CEMLI delivery and testing was problematic. Many of these CEMLIs were not delivered until 2 weeks before Go-live, were not tested, and resulted in many operational errors. QA team recommends that a list of all CEMLIs be made available for review and maintained, indicating the pillar and business process related to the CEMLI, the latest status of testing, and any issues that will impact software readiness. This list should be made the responsibility of the Pillar PM with periodic reviews with the Technical Lead responsible for CEMLIs. QA team would like to review this list monthly. Deployment Group 2 implementation includes the retrofit development for all Campus CEMLIs (Customizations), The original list had not been consistently updated so the team has rebuilt the CEMLI Master document for Project and Support in parallel with the development retrofit. 3

Moran Technology Quality Assurance Report Recommendations as of October 2018 – cont’d Status/QA# G Findings ctc. Link Responses QA 0144 The current status of the Training Materials is a major area of QA concern. There approximately 60 Courses to be developed for use with DG 2 and DG 3. QA recommends that a list of all planned Training Courses be made available for review and maintained, including the status of course components including Quick Reference Guides (QRGs), Step-wise Tutorials/Instructions, On. Line References materials linked to Business Processes, and Videos. QA team would like to review this list monthly. Training is a critical area within the ctc. Link project. There is a new training manager and training approach. The scope of courses, their mode of delivery, and actual content is being evaluated by the new manager. Once the scope has been finalized, the team will begin to develop the training content as well as we are preparing for a vendor to help with the selfpaced training content. QA 0145 11/2/2018: The schedule for development of Training Course materials required for DG 2 has now become YELLOW and probably will be RED next month until the PMO has implemented a series of corrective actions to fully recover it. There are 60 courses to be developed. The pilot course was to be completed in September and is still not completed. QA recommends that the PMO expedite bringing on qualified contractors/consultants to recover the schedule. Training is a critical area within the ctc. Link project. There is a new training manager and training approach. The scope of courses, their mode of delivery, and actual content is being evaluated by the new manager. Once the scope has been finalized, the team will begin to develop the training content as well as we are preparing for a vendor to help with the selfpaced training content. QA 0146 The current delay in completing the new Security framework for the ctc. Link could benefit from the colleges completing a work effort in parallel to completion of the security software. One approach could The security redesign is currently underway and is scheduled to be be to use a spreadsheet to collect information regarding business completed on time in order to utilize it in UAT. process/tasks, approval authorizations, and assign organizational roles. OCIO Investment Plan Conditions – October 2018 Condition G Y G Status 6 OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application Planned 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live Planned 4

Deployment Group 2 Timeline (High Level Phases) G Overall Timeline (All Deployments) 5

Pillar Status – October 29 to November 9, 2018 Campus Solutions G Accomplished this period ü Student Financials Tuition & Fees Common Process Workshop (CPW) ü Hold Cycle 2 B Data Validation for Campus Solutions ü Continue work on SAP Modification ü Continue work on Student Financials (SF) Third Party Billing/Invoice ü DG 3 Business Process Fit/Gap session planning Planned for next period q Continue SAP CPW modification work q Continue SF remediation work q Dual Processing data staging/testing q Dual Processing Business Processing Guide development q Student Financials Conversion Logic review q Build high-level business process flow for end-toend testing Planned, but not completed • Test and validate R 192 CEMLI (Invoices) Human Capital Management Y Pillar Status – as of 6/8/2018 Accomplished this period ü Continued configuration build-out in FNC environment ü Completed Conversion Cycle 2 B dependent configuration ü Continued preparing data validation materials for Conversion Cycle 2 Planned for next period q Complete preparing data validation materials for Conversion Cycle 2 q Hold Conversion Cycle 2 conversion kick off sessions on November 14 q Continue configuration build out in FNC environment Planned, but not completed • Complete preliminary Security Redesign Matrix review: • Vendor has not provided two preliminary matrix designs for HCM that need to be reviewed by the HCM Functional Team Financial Services Y Accomplished this period ü Completed preliminary Security Redesign matrix review ü Began First. Link College Chart of Accounts Redesign adoption planning with project and ERP Support stakeholders ü Continued configuration build-out (including Chart of Accounts) in FNC environment ü Continued preparing data validation materials for Conversion Cycle 2 Planned for next period q Hold First. Link Chart of Accounts Redesign adoption kickoff planning sessions with TCC and CCS q Complete preparing data validation materials for Conversion Cycle 2 q Hold Conversion Cycle 2 conversion kick-off sessions on November 15 q Continue configuration build-out (including Chart of Accounts) in FNC environment Planned, but not completed • n/a *If status is yellow or red, describe why. DG 2 implementation work progressing on schedule but team resources continue to be involved in Production support activities, which is putting stress on implementation work due dates. Delay in review materials for Security Redesign will also put strain on activities as that work extends into late November and December. LEGEND: G On track Y Some issues, under control R *If status is yellow or red, describe why. DG 2 implementation work progressing on schedule but team resources continue to be involved in Production support activities, which is putting stress on implementation work due dates Significant issues, not under control 6

Workstream Status – October 29 to November 9, 2018 Communications G Accomplished this period ü Finalized PM Summit presentation materials ü Attended PM Summit, Nov. 1 -2, 2018 ü Meeting prep, materials and minutes for c. ELC and WACTC Tech meeting in Seattle, Nov. 7 -8 ü c. ELC meeting follow-up ü Data Validation workshops communications for CS, HCM, FIN ü Post-summit review and action items Accomplished this period ü Reviewed and finalized object/data flow design between environments for DG 2 go-live with functional and project leadership ü Reviewed 12 -month image update schedule and identified DG 2 go-live versions. ü Executed Conversion Cycle 2 B with minimal errors. ü Reconciled Burgundy architecture diagrams with our environments and updated proposed Integration Broker deployment diagram Planned for next period q ctc. Link Connect blog post q All Hands presentation q Steering Committee prep q Status Report content-tracking updates based on college feedback q Start work on Communications Work Stream Schedule in PWA Organizational Change Management G Technical G Accomplished this period ü Participated in and assisted facilitating the PM Summit ü Completed Peer Review documentation for DG Colleges ü Interviewed candidates for the OCM/Communications Specialist position ü Assisted in scheduling and creating Web. Ex meetings for Data Validation Cycles for HCM, FIN and CS Planned for next period q Create and socialize a single environment map across all deployment groups q Socialize the 12 -month image update schedule with identified go-live versions q Apply updated images to CTS and CNV environments to align with image versions in Production by year-end q Identify delivered CI’s that are candidates for inclusion into the Integration Broker pilot effort q Review conversion program execution times to establish a baseline end-to-end duration for conversion to apply to cutover weekend Planned, but not completed • Identify delivered CI’s that are candidates for inclusion into the Integration Broker pilot effort—reprioritized for other efforts G Accomplished this period ü Began building functional test plan in Oracle Test Manager (OTM). Test plan will be complete and ready to track progress and issues on Nov. 13. ü PETA SOW is fully executed. First meeting with Kastech to develop the implementation is scheduled for Nov. 9. Planned for next period q Finalize the Faculty Work Load (FWL) end-to-end flow used for the UAT framework prototype so it can be vetted with internal staff and college PMs q Finalize the UAT test plan prototype in OTM Planned, but not completed • Enter data scenarios and error conditions for each business process in the FWL end-to-end flow used for the UAT framework prototype • Update SBCTC Test Plan with UAT approach and tool template changes Training Y Accomplished this period ü Transitioned Training Manager roles ü Updated QRGs from 9. 0 to 9. 2 ü Created and built videos for Payroll course ü Established and shared out team policy and procedures Planned for next period q Continued work to define training scope, work assignments, activity durations, and dependencies q Continued work on prototype of Payroll Course, including course build in Canvas Planned for next period q Meeting with CPW Testing Team q Meeting with PM/OCM from SBCTC q Guided Pathways meeting q Completing Roles and Alignment document Planned, but not completed • Finalize Training Strategy/ Approach document • Finalize Training Scope Planned, but not completed • Ongoing work with communications and training on project schedule and timelines. LEGEND: Testing *If status is yellow or red, describe why. Material build time estimate still being conducted; has impacted ability to determine scope. G On track Y Some issues, under control R Significant issues, not under control 7

Deployment Group 2 Self-Reported Status – October 29 to November 9, 2018 Clark College Accomplished this period ü Completed preliminary planning for Data Validation and workshops. Waiting for the guides to be published so we can do the rest of the work to prepare for validation. ü Assessing and providing access to Legacy screens needed for data validation. ü Completed additional Change Action Plans with groups. ü Attend and present at PM Summit. Follow-up meeting with Clint from Olympic College. Planned for next period q Conduct data validation q Continue meetings to complete Change Action Plans q Update Communication Plan Community Colleges of Spokane Accomplished this period ü PM Summit Attendance complete 11/2 ü Working Group charter drafted – in circulation for approval 11/5 ü Agency Work Breakdown Structure (WBS) drafted – circulating for input began 11/7 Planned for next period q Continuing remaining FIN and HCM UAT Scenario homework, due 11/15 (with received extension) q Attending HCM and FIN Data Validation Introductions 11/14 -15 q SBCTC Liaisons & Governance and WBS Review/Add 11/16 q HCM and FIN Data Validation effort 11/16 to 12/11 *If status is yellow or red, describe why. • BCTC progress was being made on Remediation Conditions and Items, but delays and issues have cropped up. Also waiting on updated ‘Complete By’ dates for CCS Remediation Conditions. Details on Remediation Status slide. • FY Close making progress but at Risk with no book-to-cash detailed reconciliation report or a process to complete this. • Security Redesign slipped out to February. College implementation and mapping will be time-intensive, impacting all departments. Y G Accomplished this period ü Local SMEs attend ctc. Link Security redesign group, ctc. Link PM groups, ctc. Link governance groups, various ctc. Link status meetings ü Participated in Data Validation ü Participated in PM training (Ivy Brent) Planned for next period q Identify and follow up on any outstanding CCS BPFG homework. On track Tacoma Community College R Accomplished this period ü Finance resources focused on end of month and FY Close tasks. G G Planned, but not completed • Complete populating PWA with Risks & Issues • Completion and initial review of draft agency work breakdown structure to graphically represent all work needed for success Planned, but not completed • Update communication plan LEGEND: SBCTC Agency G Planned for next period q Attend PM Summit Planned, but not completed • n/a Some issues, under control R Significant issues, not under control 8

ctc. Link College Remediation Status Reports – October 29 to November 9, 2018 Community Colleges of Spokane ü Closing Fiscal Years – a. Absence of a book-to-bank reconciliation process impacting FY 16 c. d. G Accomplished this period ü See SBCTC update on 10 remediation items. Remediation Items progress this period b. Tacoma Community College R Close. CCS still has an $18 million dollar variance in the “book” cash balance. CCS FY 16 Closing Rules adjustments submitted Oct. 26. Pending review of updated results. PC & CAPC journal process not run since Feb. 2018. State Auditor questioning variance with Head Start grant revenue. CCS re-entered 100+ dropped department codes due to system error. Had to enter all into October as prior accounting periods were closed. Oracle fix slated for Nov. 17 Image 28 update. Planned for next period q Reached out to local SMEs for updates on 3 HR remediation items: 29976, 20781, and 20491 Planned, but not completed • Receive updates on 3 HR remediation items: 29976, 20781, and 20491 Project Team R ü Security role redesign – Project pushed out from September 2018 to February 2019. Mapping security roles to user tasks will be very time intensive. Process for colleges to convert to new security roles not defined. ü Absence management (adjunct & part time faculty) – Nov. 6 solution review meeting held. SBCTC needs testing date from ERP. Still some open issues. Completion date still TBD. ü DRS & PEBB – Working on correct calculations now per DRS requirements. Completion date still TBD ü Faculty Workload Improvements. Onsite HCM training completed on Oct. 18. Improvements to be implemented in December 2018. ü Student third party billing – SBCTC request to deliver now in January 2019. CCS continues to reformat invoices manually with a labor intensive task. CCS agreed to January 2019 delivery. LEGEND: G On track Y Accomplished this period ü Faculty Workload 1. 75 walkthrough with CCS and test plan ü Continuing Education RFP / Procurement Process ü Online Admissions Fit/Gap Planned for next period q Online Admissions Sub-Committee Meeting to plan next steps q Continuing Education RFP / Procurement process and short list of vendor selection to allow for demo’s of those solutions that may be a good fit for ctc. Link. q Distribute updated “Remediation Spreadsheet” with adjustments for status and timeline. Planned, but not completed • Student Billing and Third Party Billing templates • Absence Management - Adjunct (UAT) • DRS Solution (Prototype) • Faculty Workload 2. 0 Automation • Security Re-design • Distribute updated “Remediation Spreadsheet” with adjustments for status and timeline. Some issues, under control R Significant issues, not under control 9

Deployment Group 3: Gate 1 Initiation Phase Progress - as of November 13, 2018 Cascadia Lower Columbia Olympic Peninsula Pierce Resource Plan and Budget C NR C College Project Charter C C C Baselined MS-Project Schedule C C C NR C OCM Plan C C Communication Plan C C C NR C C IP C Risk Management Plan C C C IP C Data Cleansing Plan C NR C C C Legacy Business Process Mapping IP C C NR NR Supplemental Systems Assessment C C IP C C Initiation Phase Deliverables Local College Training Plan Legend NR: Not Received, deliverable not posted to c. DR IP: In Progress, draft deliverable has been posted to c. DR C: Complete, final deliverable posted to c. DR 10

Other ctc. Link Project Activities – Status as of November 9, 2018 Solution Decision New Solution Status RFP Publish Physical Inventory (Asset Tracking) • Vendor Solutions being evaluated • New PS Functionality that will provide integration for asset tracking scanners directly with ctc. Link 5/21/2018 Delayed to evaluate new functionality within PS Continuing Education • RFP was developed • Sub-committee reviewed draft and Governance approved RFP • RFP released October 15, 2018 with proposals due November 15, 2018 10/15/2018 1/1/2019 Online Admissions Application • Sub-Committee finalized OAA requirements • Need Approval of requirements • Project Team reviewed requirements to Fit/Gap against ctc. Link functionality • OAA Work Group to review other US College/University Solutions 11/1/2018 1/20/2019 Budget Planning • Committee to be formed to review, finalize and approve Budgeting requirements • Review requirements against Oracle PBCS Solution / If needed, develop RFP 12/1/2018 *Dependent on FLC FY Activities to be complete 2/20/2019 Accessibility • Continued discussions with Appsian (formerly Grey Heller) • Working with Accessibility testing vendors to test Appsian use cases against ctc. Link. N/A 1/1/2019 Guided Pathways • Steering Committee approved approach for gathering business requirements for Guided Pathways N/A 11