3/13/2015
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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3/13/2015
3

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
• 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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3/13/2015
4

STATE BOARD
BAR UPDATE
Risk Assessments
• 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
• 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
5

3/13/2015
STATE BOARD
BAR UPDATE
Risk Assessments
• 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
• 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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6

STATE BOARD
BAR UPDATE
Risk Assessments
• Additional technical assistance & training
• Additional on-site reviews
• Temporarily withhold cash payments
• Disallow use of funds/matching
• Suspend or terminate award
• Withhold further awards
13
STATE BOARD
BAR UPDATE
Risk Assessments
• 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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3/13/2015
7

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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3/13/2015
8

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
9

3/13/2015
STATE BOARD
BAR UPDATE
International Contract
Students
• 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
19
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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10

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
•
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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3/13/2015
11

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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3/13/2015
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