State Board BAR Update John Ginther 3/13/2015

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3/13/2015

State Board BAR Update

John Ginther

March 13, 2015

STATE BOARD

BAR UPDATE

Continuity of Operations Plans

Each agency, including institutes of higher education must develop COOP

Requires very specific elements

Department of Military must coordinate COOP with all agencies

.

Sensitive Data/State network

State agencies required to move all payment credentials from data systems

Payment credentials mean full magnetic strip info

Excludes information for outgoing payments

If info required must be transferred to CTS

Minimize retention of sensitive info including

SSNs

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3/13/2015

STATE BOARD

BAR UPDATE

Electronic signatures

Allows but does not require agency use or acceptance of electronic signatures

OCIO must establish standards

Aligns Washington law with federal ESIGN law

Government performance

Creates the office of performance management

(OPM)

Requires each state agency to adopt an agency performance management plan

Each agency must provide quarterly reports and obtain biannual assessments of the progress of the performance management plan

Include target date and savings amount (agency budget cuts)

.

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STATE BOARD

BAR UPDATE

Adjudicative proceedings

Requires an Administrative Law Judge each time a state agency is a party to the hearing

Impacts student appeal of violation of Student

Code of Conduct, disputed grads, challenged parking fine or outstanding AR balance

Could impact existing law re:dismissal of faculty during pre-tenure

Adjudicative proceedings

Order of presiding officer may not be appealed except to courts (final order)

If VP of SS is presiding officer, president may not overrule and decision may not be appealed to

President

Final orders may not be used in employment evaluation of presiding officer

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STATE BOARD

BAR UPDATE

Audit Findings

Within 30 days of receiving an audit findings, state agencies must submit a response and remediation plan to the

Governor, State Auditor,

OFM, JLARC, and relevant House and Senate fiscal and policy committees.

If agencies have not made significant progress by next audit State Auditor must notify

Governor,

State Auditor, OFM, JLARC, and relevant

House and Senate fiscal and policy committees.

The Senate Committee on Facilities and

Operations and the Executive Rules Committee of the House of Representatives are authorized to refer the finding of noncompliance to the Attorney

General for legal action.

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STATE BOARD

BAR UPDATE

CTC Reporting

Within 30 days of a budget adoption each college must post budgeted and non-budgeted revenues and anticipated expenditures for all non-state, nonappropriated funds to their websites

.

Within 30 days of a budget adoption each college must post ending fund balances for all non-state, non-appropriated funds and accounts from the previous fiscal year on their websites.

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STATE BOARD

BAR UPDATE

Community & Technical Colleges RCW

Streamlining

The 1991 legislation that transferred postsecondary vocational education from K-12 to the two-year college system left it up to the State

Board to determine what tuition and waiver policies should apply to the technical colleges.

Over the next twenty years, the technical colleges slowly adopted the same tuition schedules and waivers as the community colleges. This bill integrates the technical colleges into existing tuition and waiver statutes.

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STATE BOARD

BAR UPDATE

Risk Assessments

1) SBCTC Monitoring

• Years since last fiscal review

• Issues/recommendations on fiscal reviews in last 3 years, as applicable to the grant

• Years since last program review

• Issues/recommendations on program reviews in last 3 years

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STATE BOARD

BAR UPDATE

Risk Assessments

2) External Audits

• Issues on state audits (SWSA) in last

3 years, as applicable to the grant

• Issues on federal audits in last 3 years, as applicable to the grant

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STATE BOARD

BAR UPDATE

Risk Assessments

3) Fiscal Competencies

• Fiscal staff turnover rates, as applicable to the grant

• Knowledge and competencies of fiscal staff, as applicable to the grant

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3/13/2015

STATE BOARD

BAR UPDATE

Risk Assessments

4) Program Competencies

• Program/grant staff turnover rates, as applicable to the grant

• Knowledge and competencies of program/grant staff, as applicable to the grant

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STATE BOARD

BAR UPDATE

Risk Assessments

Initial Assessment of Grant X

• Ranged from 1 point to 5 points

• Average score = 2.88

• Median Score = 3

• Score 5 = 5

• Score 4 = 12

• Score 3 = 6

• Score 2 = 11

• Score 1 - 8

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STATE BOARD

BAR UPDATE

Risk Assessments

Impacts/Remedies

• Additional technical assistance & training

• Additional on-site reviews

• Temporarily withhold cash payments

• Disallow use of funds/matching

• Suspend or terminate award

• Withhold further awards

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STATE BOARD

BAR UPDATE

Risk Assessments

Current Remedy

• Submit T&E reports for each employee charged to SBCTC grant for next 3 months

• Onsite T&E subrecipient review with 6-9 months

• No additional funds

• No new grants or programs will be awarded.

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STATE BOARD

BAR UPDATE

Community & Technical

Colleges

• All modules will be converted to eLearning modules by April 24

• Contract and Procurement training at

GRCC-Kent February (Patty Sikora)

• Business Officer Executive

Management Purchasing and

Procurement at June BAC

• President’s training not yet scheduled

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STATE BOARD

BAR UPDATE

Community & Technical

Colleges

DES has provided the college system with the option of using their LMS for online or implementing the training on Canvas.

• In either system each employee requiring training would need an account established to be able to take the training.

In Canvas we would have to establish a protocol for uploading to DES all the individuals that completed the training.

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STATE BOARD

BAR UPDATE

Community & Technical

Colleges

DES has provided the college system with the option of using their LMS for online or implementing the training on Canvas.

• Canvas would allow us to add an additional module that addressed the differences between DES rules and

Higher Ed rules.

DES will work with to create a Higher

Ed differences modules. (after procurement training complete)

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STATE BOARD

BAR UPDATE

Community & Technical

Colleges

1) Would you prefer using Canvas or LMS for Procurement Reform Training?

2) Would you prefer a consolidated system-wide approach?

3) Would you prefer to allow each district to choose between LMS and Canvas?

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3/13/2015

STATE BOARD

BAR UPDATE

International Contract

Students

Committee

• Having difficult time coming up with a recommendation for WACTC

• Has impact on the Allocation and

Accountability model

• SBCTC staff meeting with VPs of committee presidents to explain impact

• Next meeting March 17, 2015

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STATE BOARD

BAR UPDATE

Building/Innovation Fund

• Please submit Innovation Fee

monthly

.

Innovation

: Encourage colleges using

Program Index 9xx and several are using 28x switch to PI 50x for FY15-16.

Innovation/Building

: Encourage colleges to use the

recommended TCs

:

• Use

TC140

1353/3205 to record receivable and accrued revenue

• Use

TC142

3205/1353 4310/3210 to record transfer to Treasurer

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STATE BOARD

BAR UPDATE

Academic Library

• SBCTC provided total expenditures

• College must breakout:

Total salaries and wages

Staff Fringe Benefits (if any)

Material/Services

One-time purchases of books, serial backfiles, and other materials

Ongoing commitments to subscriptions

All other materials/service cost

Operations & Maintenance

• Preservation Services

• All other Operations & Maintenance

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STATE BOARD

BAR UPDATE

Financial Statement Issues

• State Receivable

• Workgroups

IPEDS/Financial Stmts

FS Worksheet redesign

Chartfields

Checklist/Notes changes

GASB 63 FMS Deferred Inflows/Outflows

(5192) vs Unearned Revenue (5190)

GASB 54 Fund Balances

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STATE BOARD

BAR UPDATE

Payroll Check Printing

• Developing policies and procedures to address potential issues:

Double batches

Server Glitch

Printer/Paper Jam

File doesn’t load completely

Check stock

Duplicate check printing

Increased use in ACOM

Increased users in ACOM (licenses, etc.)

• Colleges will go live with ctcLink

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STATE BOARD

BAR UPDATE

FAE/Megamations/ctcLink

• Facilities

• Assets

• Depreciation

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