Ctclink executive leadership committee May 31, 2018 Christy Campbell, ctcLink Project Director

STEERING COMMITTEE Agenda   Welcome 2 Minutes Jan/Luke 2.  Approval of Minutes NA (Due to first meeting) Luke 3.  ctcLink Program Status 7 Minutes Christy 4.  Deployment 2 Status 5 Minutes 6.  Budget Status Risks & Issues 5 minutes 7.  Committee Charter Review – No Action 8.  Adjournment 1 Minute

PROJECT DASHBOARD

Deployment 2: PeopleSoft upgrade + Clark College and State board office PeopleTools 8.56 with “Fluid” Campus Solutions 9.2 Kicked off the Deployment 2 activities with Global Design Review Sessions (May 14-18, May 21-25) Global - All colleges Next step: June 6 – Start Deployment Bi-Weekly Meetings / Kick-Off Business Process Fit/Gap Sessions Deployment Group 2 only (Spokane, Tacoma, Clark, SBCTC) Conversion – Data Clean-Up & Bio Demo

DEPLOYMENT 2 – Upgrade Project 2018 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR 2019 MAY JUN JUL AUG SEP OCT NOV DE C GLOBAL DESIGN REVIEW BUSINESS PROCESS FIT/GAP We are here CONVERSION SYSTEM INTEGRATION TESTING USER ACCEPTANCE TESTING END USER TRAINING GO-LIVE 7

Other In-Progress Activities In Scope Physical Inventory Solution – RFP Developed Continuing Education Solution – Requirements Finalized Online Admissions Solution – Requirements being developed Planning and Budgeting Solution – Requirements being developed Dashboards and Analytics (OBIA) – Solution to be planned for timing of implementation Other Accessibility – Meeting with vendor Automated Testing Tool – Meeting with vendor

ctclink status Update: top risks Deployment Group 2 Timeline Impacts (i.e., Chart of Accounts) Mitigation: ctcLink Project Director has socialized Go-Live date options with D2. GDR Chart of Accounts Session successfully completed on May 14. Key Project Staffing (62Positions) 6 Open, 4 On Hold Mitigation: Most critical roles have been filled. Remaining open and on-hold roles are prioritized for impact to ctcLink. Our goal is to have the positions filled by end of June. Staffing Constraints Due To Support of FirstLink Colleges Mitigation: Manage workload and requests coming from ERP Support team to project team to ensure that project work does not get impacted. If necessary additional resources may be needed to mitigate resource constraints and keep critical path of project work on-time utilizing contingency dollars.

ctclink status Update: top ISSUES Deployment 2 Engagement & Communication Mitigation: ctcLink PMO and key leads will begin meeting with key D2 project team members on a bi-weekly basis. ctcLink New Governance Model Momentum Mitigation: As we conclude GDR sessions next week, we will meet on a regular schedule and build our momentum. Upgrade Project Plan Mitigation: ctcLink Project Plan Manager is working on consolidating duplicating tasks and making this plan as solid and clear for D2. Proactive ctcLink Communications Mitigation: The ctcLink Communications team will review the communications work plan with the ctcLink team to identify communications needs, timelines, and any gaps. Key project communications activities will be built into the project schedule.

Internal QA Process for Implementation Readiness

Deployment 3 – qa readiness timeline 1. ctcLink Steering Committee reviews recommendation college readiness 2. CtcLink Steering Committee approves college readiness to being implementation phase. NOVEMBER 1. QA Lead complete final inventory of deliverables 2. QA Lead create and present deployment colleges readiness report 3. ctcLink working group review and provide recommendation to ctcLink Steering Committee. OCTOBER 1. QA Lead complete 30 day inventory of deliverables 2. Colleges necessary reviews and complete approvals for deliverables 3. Colleges post deliverables to cDR SEPTEMBER 1. QA Lead complete 60 day inventory of deliverables AUGUST 1. QA lead complete 90 day inventory of deliverables JULY 1. Provide list of milestone deliverables JUNE

Ctclink governance activities Steering Committee: Charter Reviewed, Approved Working Group: Charter Reviewed, Approve at next meeting Executive Leadership: Charter provided for review today Provide any feedback prior to next meeting ctcLink Governance Information on SBCTC website Governance overview and web pages for all three groups Steering Committee and Executive Committee meeting minutes will be posted following each meeting Notes from Working Group will be housed on the ctcLink Document Repository.

Questions?