ctcLink Project Update Steering committee September 11, 2018 Choi Halladay, Pierce College District Vice President for Administrative Services, ctcLink Steering Committee Chair Christy Campbell, SBCTC ctcLink Project Director

Agenda Item Description Duration Facilitator 1. Welcome 5 Minutes Christy 2. Approval of Minutes – August 14, 2018 Choi 3. Status Update 45 Minutes 4. Common Process Workshops Guided Pathways Proposal 10 Minutes Daniel/Ligia 5. Open Discussion 20 Minutes 6. Meeting Closure – Action Items Date needs to be confirmed due to Guided Pathways Technology Summit

Approval of minutes

Status Update

ctcLink Project Overall Program Status – August 31, 2018 Program is on track and making expected progress Key activities are being executed per the timeline and budget Scope Y Monitoring scope and timing of Chart of Accounts, Budgeting Tool, Continuing Education, Online Admissions Application, and OBIA implementations Schedule Analyzing resource overlap between DG2 and DG3 tasks Project Plan has been baselined but will need a second baseline once training activities are defined Budget ctcLink Budget currently tracking under budget: Delayed hiring Timing of re-implementation of solutions going through requirements gathering and RFP Executive Summary The project is currently 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 (DG2) is in the Structure Phase, focused on Local Configuration and Conversion activities. Business Process Fit/Gap sessions are complete. The Global Design/Configuration Framework and previous Common Process Workshops (CPW) recommendations continue to move through governance for approval. The DG2 Go-Live has been approved for late October 2019. This timing was based upon DG2 college agreement based upon existing business activities and academic calendars. Analysis has begun on ctcLink project resource overlap between DG2 and DG3 activities. Remediation work continues to be a priority working in parallel with the Deployment activities. Risks Mitigating Actions Y ctcLink Pillars - Security Re-Design is requiring more functional resources than expected or planned which impacts activity/resource need overlap. Scheduled planning meeting with Security Manager to address concerns. ctcLink Testing - Upcoming UAT scope definition homework deadlines (most were due 8/31) might be missed due to completing configuration homework. Ensure PMs are informed of which assignments are at risk for missing their due date. Work with PMs to identify alternate resources to provide testing scenarios since the super users SMEs are needed to complete configuration homework. Issues Status Update Y ctclink Tech - Production outages continue to distract both App Support and project team resources to diagnose and resolve. Technical Project Lead will take a more active role in advising on management of the Production environments, advising the App Support Director as necessary. ctcLink PILLARS - Project resources assigned to Production support activities, impacting progress on scheduled project work. The team is evaluating resource and knowledge needed to determine impact to ctcLink timeline prior to approving work. Overall Timeline (All Deployments) Remediation Status Campus Solutions Open Tab - 13/45 Closed Tab – 2/13 Financial Management Open Tab - 14/39 Closed Tab – 1/35 Human Capital Management Open Tab - 10/25 Closed Tab – 0/07 Faculty Workload Delayed due to AWS migration, date – 9/30/2018 DRS ERP Support working with CCS Absence Management Full-Time EE resolved, Adjuncts in progress Security Audit Controls Incorporated into Security Redesign Student Billing GDR approved and work in progress Budget Planning Solution Requirements need to be created Online Admissions Solution Requirements activities have begun Continuing Education Solution RFP in development

Budget Status – as of July 31, 2018

staffing update Recent Roles Filled 1 SBCTC PM / OCM (Shared Role) 1 OCM Manager 1 Training – Content Developer and Trainer 1 Finance Developer Employee - Open Roles 2 Finance Analysts 1 Applications Configuration Management Contractor/Consultant - Open Roles 1 Student Financials/Financial Aid Lead 1 Student Financials 1 Financial Aid

Moran Technology Quality Assurance Report July 2018 Report Recommendations G Status/QA# Findings ctcLink Responses Y QA 0132 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 ctcLink Project team needs to get this work completed and operational to meet SBCTC reporting requirements to the State OFM. The AFRS CEMLI is a priority for SBCTC, including the ctcLink project. Resources are allocated to complete the AFRS CEMLI work. We will continue to track this work to make sure it is progressing. SBCTC has requested this work be complete by new Fiscal Year, July 2018. UPDATE: The AFRS work plan has been impacted due to resource constraints as well as environment issues. There is now a work plan to complete AFRS and estimated timeline is 8/31/2018. QA 0135 Since the Configuration/Data Conversion area is now an elevated risk, QA recommends that the PMO start routinely reporting on the status of this work and identify specific internal quality processes/measures for implementation. The BPFG activities for DG2 are the initial gathering of each college’s local configurations required for conversion. These sessions are in progress, expected to be complete by 8/31/2018. Conversions are a key success factor for any implementation; new Technical PM is outlining key activities to begin reporting on conversion progress. QA 0136 The possible re-scheduling of the Go-live Date for Deployment 2 has a ripple effect on scheduling all future planned deployments and risks need to be assessed as an overall program plan. It also may impact budget and project resources and contract staffing PMO has been analyzing effect of DG2 timeline change. This has been discussed with the Steering Committee and approval has been received for DG2 October 2019 go-live date. To mitigate risk, Steering Committee agreed to extend contractors through DG3 with funds within the ctcLink budget. No budget impact at this time. QA 0137 SBCTC PMO needs to reforecast the budget impact of any reset of the timeline for the Go-live date for Deployment Group 2 and also possible major budget impact to the overall project. PMO has been reviewing the budget impact for the change of Deployment 2 timeline. The project would extend contractors through Deployment 3. The budget impact was discussed with the Steering Committee and they agreed to extend contractors to mitigate risk of overlapping deployments.

OCIO Investment Plan Conditions G Conditions Status G 1 Project must remain in-line with SBCTC and OCIO policies Complete 2 QA (Moran) to report to ctcLink executive sponsor and State CIO 3 Follow pre-determined OFM funding gates and approvals 4 Monthly status reporting 5 Continue reporting on Remediation items in Integrated Work Plan Y 6 OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application Planned 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 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018

Pillar Status – August 20-31, 2018 Campus Solutions G Accomplished this period Student Financials (SF) team successfully completed BPFG SF boot camp sessions comprising seven full days of content over two-week period. Held interview for interim CS Pillar PM. Cycle 1A Functional data validation. Collected, reviewed and configured BPFG assignments. Progressing through configurations and Set Up manager. Planned for next period Continue configuration build-out, functional testing in FNC. Continue to collect and review BPFG assignments. Schedule planning for Dual Processing (FA/SF Plan B) with functional, technical and legacy teams. Human Capital Management G Accomplished this period Completed and assigned homework for Talent Acquisition Manager (TAM) BPFG Session. Completed and assigned homework for Profile Management Configuration & Conversion BPFG Session. Performed Conversion Cycle 1 Functional Team validation. Began Conversion Cycle 1 Data Validation material build. Continued configuration build out and functional testing in FNC environment. Planned for next period Continue Conversion Cycle 1 Data Validation material build. Perform Conversion Cycle 1B environment prep activities. Map ocal configuration items to Functional Test Scripts. Continue configuration build out in FNC environment. Financial Services G Accomplished this period Continued configuration build-out and functional testing in FNC environment. Continued Chart of Account redesign build out in FNC environment. Continued prep work for final BPFG session in September. Collected college homework assignments from BPFG sessions. Planned for next period Sept. 5 - Treasury (Cash Management & Banking) BPFG Session Continue configuration build-out (including Chart of Accounts) in FNC environment. Mapping local configuration items to Functional Test Scripts. Coordinate with Technical Team resources to prepare for Conversion Cycle 2. Pillar Status – as of 6/8/2018 Structure Phase Milestones Status Date Global Design Review Complete 5/25/18 Bus. Proc. Flow Diagram In progress DG Local Configuration UAT Test Materials Training Course Materials College – Data Mapping for Supplemental Systems N/A College – Configuration Sign-off College – UAT Test Definition Sign-off  N/A Deployment Group 2 Timeline (High Level Phases) G

Workstream Status – August 20-31, 2018 Communications G Accomplished this period Latest project status posted to OCIO IT projects dashboard. Gathered input for communications planning template for project activities/events. Revised status report templates for DG2 and workstream. Developed draft Quality Management Approach for Leadership review. Revised draft QM PowerPoint. Planned for next period Edit and begin build-out of OCM Readiness Survey draft in Survey Monkey. Update college OCM checklist with agency brand. Update project communications work plan activities. Draft internal communications process/tools. Add communications documents to cDR. Technical G Accomplished this period Applied Fin. & HCM Images to DMO environments. Initiated procurement process for application change management tool. Established read-only access to GLD environments to allow functional analysts to validate GLD config. Created a proposed strategy for Integration Broker and socialize to ctcLink leadership. Planned for next period Develop plan with App. Services to bring Production and Project code paths in sync on image releases. Completed reconciliation of the CEMLI Master for CS and Finance Confirm conversion/cutover approach for Clark and SBCTC related to the new COA. Complete Cycle 1B of conversion Migrate missing delivered objects into all relevant Project environments Planned, but not completed CS 9.0 Demo env.—Multiple images need to be applied to bring it current, moving the delivery date out to 9/10. Migrate missing CS CEMLI’s into CSDEV and make final required retrofit changes—CS 9.0 Demo required to complete this. Testing G Accomplished this period Participated & Approved Security Redesign unit testing approach. Reviewed and provided feedback for the PETA SOW Complete environment shakedown automated test in Test Studio Planned for next period Develop tracking method for data validation activities in Oracle Test Manager (OTM). Build functional test plan in OTM Complete a UAT framework prototype Develop metadata in the CDR that will allow the functional analysts to easily find SIT scripts Planned, but not completed Develop a method to track data validation activities in Oracle Test Manager (OTM). Completed interviews without successful candidate for pending testing positions UAT scope definition homework completion is behind schedule. Training Y Accomplished this period Training Team reports directly to Christy; moved from Production Side to Project Side. New training approach discussed and formulated. Training based on college model of courses offered on regular basis will be piloted. Four pilot courses will be created to determine time and resources needed to work through all ctcLink courses needed. Canvas Learning Management System (online training) determined to be the main delivery method along with Instructor Led Training (ILT). Planned for next period Continued work on pilot courses. Coordination with Project FAs to vet materials created. New trainer (FIN) begins on 9-4-18; will work to get her orientated to the area and work ahead. Planned, but not completed Format for Canvas Course layout. Meetings held; will continue to work on how courses will be set up. * Status currently is Yellow due to concerns regarding resources needed for material development. Organizational Change Management G Accomplished this period Worked with CPW facilitators and Functional Teams to develop a schedule up to the beginning of 2019. Worked with Project Team to develop engagement surveys for project activities. Worked with Functional Leads and Assistant Project Director to determine scope of the validation activities with the colleges. Worked with PMO to develop QA Methodology and deliverables. Planned for next period Continue to work with DG2 PM’s to determine College Readiness activities. Continue to work with OCM subgroup to finalize templates for college use.

Deployment Group 2 Self-Reported Status – August 20-31, 2018 Clark College G Accomplished this period Total of 91 homework assignments completed and submitted. Planned for next period Complete Readiness Plan. SBCTC Agency G Accomplished this period Clarified fit/gap issues, including Purchasing and personal service contracts. Completed homework for Procure to Pay process. Attended TAM and Profile Management Configuration & Conversion fit/gap sessions. Corrected FIN Departments and resubmitted. Completed and submitted all 5 Commitment Control assignments. Continued work on BPFG homework for Purchasing & Grants. Planned for next period Complete homework from fit/gap sessions (TAM, Profile management). Submit PS query samples/requests. Community Colleges of Spokane G Accomplished this period Attended BPFG sessions; Boot Camp focused on Charge Priorities, Session on Cashiering Processes & Profile Mgt Config and Conversion Planned for next period Attend Final BPFG – Treasury Cash Management. Tacoma Community College G Accomplished this period Working to assign attendees for BPFG sessions. Local SMEs attended ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings. TCC team met with SBCTC I.T. Deputy Executive Director. HOSTED BPFG sessions!!! Disseminated sign-ups for common process workshops. Submitted regional trainer nominations. Planned for next period Attend September 5, BPFG Sessions.

ctcLink College Remediation Status Reports – August 20-31, 2018 Community Colleges of Spokane R CCS continues to review and update status of remediation items and CCS remediation conditions. Continue work on balancing Student Financials Journal Entries, working with Teri Sexton. Implement ctcLink fix to allow for accurate absence management for all employees. Needs to allow for leave accrual and use for part-time and adjunct faculty. Requesting completion date. ctcLink must provide accurate reporting for DRS & PEBB to reflect correct service hours and balances for all employee types. Design meetings held. Work in progress. Requesting completion date. Faculty Workload contract process must be fixed and automated to allow for accurate pay benefit accrual for faculty. FWL Package 2 overview meeting scheduled for Thursday 9/13. Student third party billing statements must be configured into a readable and accurate statement. Global Design Review completed, approved for working group to pursue. Technical design document in progress. Completion Date 8/31/18? To confirm. Security Redesign in ‘develop and validate phase’. CCS engaged. CCS waiting to review draft security role matrix. Remediation - Project R Accomplished this period Student Billing template design drafts complete Planned for next period Faculty Workload next release to be ready for testing Absence adjunct approach approval to begin solution DRS approach approval to complete requirement (Remediation portion) Tacoma Community College G Accomplished this period Discussed OAA workgroup and TCC’s interest to make sure OAA changes create a state of the art User Interface f or the admissions application Planned for next period Follow up on Ticket #21458

New Solution Status RFP Publish Solution Decision Physical Inventory (Asset Tracking) Vendor Solutions being evaluated New PS Functionality that will provide integration for asset tracking scanners directly with ctcLink 5/21/2018 Delayed to evaluate new functionality within PS Continuing Education Sub-Committee is currently being identified to review and develop an RFP and evaluate vendor responses and solutions RFP Draft has been developed 10/1/2018 12/20/2018 Online Admissions Application Committee formed to review, finalize and approve OAA requirements 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 Grey Heller (GH) Validation approach using GH solution on ctcLink versions being discussed and coordinated. N/A TBD Guided Pathways CPW to define Guided Pathways business requirements

Deployment Group 3: Gate 1 Initiation Phase Progress – as of September 7, 2018 Initiation Phase Deliverables Cascadia Lower Columbia Olympic Peninsula Pierce Resource Plan and Budget C NR College Project Charter IP Baselined MS Project Schedule OCM Plan Communication Plan Local College Training Plan Risk Management Plan Data Cleansing Plan Legacy Business Process Mapping Supplemental Systems Assessment Legend: NR: Not Received, deliverable not posted to cDR IP: In Progress, draft deliverable has been posted to cDR C: Complete, final deliverable posted to cDR

Open discussion

Questions? 18