ctcLink Project Update Steering committee November 20, 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 1.  Welcome 5 Minutes Christy 2. Approval of Minutes (10/23/2018) Choi 3. Status Update 45 Minutes 4.  External QA Interview with Colleges – Follow up 5. Post Go-Live Support Update / Service Level Agreements 10 Minutes Grant 6. Open Discussion 15 Minutes 7.  Meeting Closure – Action Items

Approval of minutes – 10/23/2018 Discussion Approval

Status Update Remediation Status DG2 Status DG3 Status

Remediation Status

Remediation Summary Finance Management Category (14) # Tickets Remaining Fiscal Year End / COA (Not all Remediation has tickets created) 3 Budget Tool 2 Deployment 2/3 6 SBCTC Support/Operations Human Capital Management Category (9) # Tickets Remaining Faculty Workload 1 Budget Tool Deployment 2/3 5 SBCTC Support/Operations 2 Campus Solutions Category (14) # Tickets Remaining Fiscal Year End 3 Continuing Education Solution 4 Online Admissions Application Solution 1 Deployment 2/3 2 Other / Training

Other ctcLink Project Activities – Status as of November 9, 2018 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 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 ctcLink 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 ctcLink. N/A Guided Pathways Steering Committee approved approach for gathering business requirements for Guided Pathways

Deployment Group 2 - Status

Project Overall Status – November 9, 2018 G Program is on track and making expected progress Key activities are being executed per 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 (Continuing Education, Online Admissions Application, Budget) Executive Summary 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 (DG2) is in the Structure Phase, focused on Local Configuration and Conversion activities. DG2 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 ctcLink project resource overlap between DG2 and DG3 activities. The PM Summit was held Nov. 1-2, followed by a DG3 Pre-kickoff the afternoon of Nov. 2. Remediation work continues to be a priority working in parallel with the Deployment activities. The Continuing Education RFP closed Nov. 15 and work on the OAA solution is underway. 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 - 09/25 Closed Tab – 0/07 Faculty Workload Delayed due to AWS migration and code loss date – 12/30/2018 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 finalized, Fit/Gap completed, OAA workgroup to begin reviewing other OAA options Continuing Education Solution RFP posted. Proposals submitted. Team responding to vendor questions in preparations of shortlisting vendors and then demo’s to workgroup Risks Mitigating Actions H ctcLink CS – Student Financials (SF) Conversion Logic – Negative Charges/Fee Code Transfers Meeting with SF Team, Legacy and Technical resources on Nov. 14 to discuss and review SF extract logic for conversion. Clark – Unmet expectations End-users may have unrealistic expectations, or expectations based on early demonstrations and information about what PeopleSoft can do.​ ctcLink OCM – noted this risk and will continue to follow up with Clark prior to go-live. Spokane – Significant time and resources to prepare for Chart of Accounts (COA) Create schedule and work-breakdown structure (WBS) by end of year 2018. LEGEND: Critical High Moderate Low C H M L Issues Status Update M ctcLink 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. H ctcLink 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 November 1. Impact to vacancy in Instructional Designer duties/role. Will take time for onboarding in to new roles and responsibilities. LEGEND: High Medium Low LEGEND: High Medium Low H M L

Moran Technology Quality Assurance Report Report Recommendations as of November 2018 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 the State Board including the ctcLink project. Resources are allocated to complete the AFRS CEMLI work. We will continue to track this work to make sure the work is progressing. The State Board 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. QA 0140 The new concept for Training Delivery has major benefits for the ongoing education of college administrative staff in ctcLink business process and PeopleSoft 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 ctcLink. 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. QA 0142 QA recommends that SBCTC ensure that The Burgundy Group delivers a fully documented Technical Architecture of the ctcLink System as they have implemented it in the Amazon Web Services environment. ctcLink 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 ctcLink Technical Project Manager will work with the SBCTC Application Services Director to work with our managed services provider Burgundy to develop the ctcLink production and project fully documented Technical Architecture. 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 CEMLI's (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.

Moran Technology Quality Assurance Report Report Recommendations as of November 2018 – cont’d G Status/QA# Findings ctcLink Responses QA 0144 The current status of the Training Materials is a major area of QA concern. There are approximately 60 Courses to be developed for use with DG2 and DG3. 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 ctcLink 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 self paced training content. QA 0145 11/2/2018: The schedule for development of Training Course materials required for DG2 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. QA 0146 The current delay in completing the new Security framework for the ctcLink could benefit from the colleges completing a work effort in parallel to completion of the security software. One approach could be to use a spreadsheet to collect information regarding business process/tasks, approval authorizations, and assign organizational roles. The security redesign is currently underway and is scheduled to be completed on time in order to utilize it in UAT. OCIO Investment Plan Conditions – November 2018 G Condition Status G 6 OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application Planned Y 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live

Budget Status – as of October 31, 2018

Deployment Group 3 - status

DG3 Gate 1 Initiation Phase Progress – as of November 13, 2018 DEPLOYMENT GROUP 3 (DG3) DG3 Peer Review Readiness – Dec. 5 and 6, 2018 DG3 Pre Kick-Off – December 10 to 14, 2018 DG3 Individual College Kick-off – Mid-January, 2019 Official DG3 Kick-Off – January 28, 2019 DG3 Gate 1 Initiation Phase Progress – as of November 13, 2018 Initiation Phase Deliverables Cascadia Lower Columbia Olympic Peninsula Pierce Resource Plan and Budget C NR College Project Charter Baselined MS-Project Schedule OCM Plan Communication Plan Local College Training Plan IP 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 posted to cDR | Complete, final deliverable posted to cDR

Other Discussion Items External QA Interview with Colleges – Follow up Post Go-Live Support Update / Service Level Agreements (SLAs)

Open discussion

Questions? 18

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 DG3 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. 8/1/2018 10/24/2019 Training Materials 3 19299 Provide a journal entry toolset, including but not limited to a standardize spreadsheet template, to facilitate streamlined journal entry and upload. 4 19304 Standardize sub-objects and mapping to a system-wide structure for each unique GL created at the college-level. 1/1/2018 7/1/2019 New COA 5 19323 Supports GL account verification across applications. 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). 12/1/2017 Need SB Process 7 19382 Integrate seamlessly with receivables processes to collect funds from vendors and recover overpayments.

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. Open 8/1/2018 10/24/2019 Training Materials 9 19633 Enable reconciliation process based on user-defined business rules (e.g., able to identify transaction source). 1/1/2018 TBD FY Deliverables 10 19747 Calculate and report indirect costs based on user-defined criteria. 2/1/2019 ERP Support 11 19968 Track grants separately from G/L Chart of Accounts and reconcile the two. 12 20212 Comparison of Actual to Budget (Revenues/Receipts and Expenditures) 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. 1/1/2019 14 N/A - 41 College needs a budget development system that allows for adequate budget building process. DG3 15 19713 Dispose of financial and non-financial assets. Closed DG2

Remediation Open – Human Resources # Item # Description Status Planned 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) Open 3/1/2018 Package 1.75 -9/30/2018 Package 2 - 12/20/2018 2 29976 Develop and Re-run the ESD report 12/1/2017 TBD TCC to Test 3 37532/ 55698 Bio-Demo data values not aligned with CS and HCM Closed ERP in Progress 4 20753 Establish contract pay based on user-defined criteria. 1/1/2019 10/24/2019 Needs CPW 5 20573 Need ability to report on department budgets Needs Budget Tool 6 N/A - 27 Step Movement / Needs CEMLI 7 N/A - 29 Spokane would like to participate in UAT process for upcoming DGs implementing the Recruitment module. DG2 8 N/A - 31 Migrate ctcLink framework to Wave 1 framework (related to Absence Management) 9 N/A - 32 Create “day” definition / Absence Management and Time & Labor issue 10 N/A - 34 Provide list of employees missing area codes / Legacy Data Issue 9/14/2018

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 DG3 2/1/2020 Needs RFP 2 20901 Provide the ability for continuing education students to enroll directly in classes (i.e., application is not required). 3 21359 Allow payment online for continuing education based on user name and password. 4 21505 Perform third-party billing based on user-defined criteria (e.g., by student, consolidated) . 5/1/2018 10/24/2019 GDR Approved 5 20814 6 21293 Support streamlined admissions processing and user interface. (Online Admissions Application) 7 N/A - 13 Effective Dating: FA Term, FA Budget and other areas have defective Effective Dating 12/1/2017 TBD 8 N/A - 15 Reconciliation queries haven’t worked correctly or accurately since Go Live. 3/1/2018 FY Deliverable 9 N/A - 22 Error/exception report identifying discrepancies between financial aid system and the general ledger (2nd Journal Set)

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 11 N/A – 17 Converted student account balances must be completely audited / corrected to reflect the ending balances from Legacy. 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. 5/1/2018 13 N/A – 19 Need accurate reports in the CS pillar for Student Financials to summarize data such as insurance, fees, waivers, etc. 9/30/2018 14 21451 Maintain academic standing for financial aid eligibility, based on multiple, user-defined criteria Closed N/A 15 21338 Track satisfactory academic progress (SAP).