Workers Compensation System Modernization Monthly Status Report September

Workers Compensation System Modernization| Monthly Status Report – September 2019 Highlights, Accomplishments and Near Term Plans Overall Due to current risks and schedule challenges, overall status is considered yellow/ Scope COTS workstream is resetting and will publish or confirm their timeline shortly Change Readiness is behind schedule but is expected to catch up in a few months No scope changes have been identified to any project Budget is monitored at a Program level through the OCIO IT Spend and Investment Plan Schedule Top Highlights/Accomplishments – Past Month Planned Activities – Next Month COTS Procurement ü Posted vendor survey on WEBS (9/19) ü Conducted analysis on vendor feedback ü Conducted Vendor Day debrief and Vendor Day appreciation day ü Reassessing current path based on feedback from vendor survey COTS Procurement q Reassessment completed and revised plan and strategy Change Readiness ü Finalized data gathering approach and conducting pilot with Employer Services to address data gaps for initial assessment (for optimal go-forward approach). ü Confirmed/added ISCN orientation dates and conducted multiple (orientation) sessions. ü Drafted and reviewed a pre-implementation communication strategy ü Updated onboarding matrix and content based on feedback QA Procurement ü Completed written vendor evaluations ü Scheduled presentations and conducted oral evaluations ü Selected an apparently successful vendor Customer Access ü Continued discussions on integrated plan ü Continued (semi final) draft SOWs for Tree Test for Information Architecture, Requirement Gathering: Vocational Provider Audience, Identity and Access Mgmt System Integrator ü Finalized project plan for current phase (Phase 1 – Pre-Discovery) ü On-boarded Deliotte and conducted Kick-off ü Conducted multiple workshops (validate applications, understand repositories, etc) Change Readiness q Launch employer services pilot with target closing of Oct. 18 th for assessments. q Complete Orientation sessions for ISCN initial resources (incl FAQs). q Present and finalize communication strategy to Leadership. q Develop and share draft scoping recommendations for remaining 3 OCM strategy sections (Communications & Engagement, Organizational Development and Program Support). QA Procurement q Prepare for and notify the apparently successful vendor (10/1) q Conduct contract negotiations (10/1 – 10/25) q Execute contract (10/31) Customer Access q Secure approval to start work q Work with IT Contract Manager to hire vendors to begin the requirement gathering for Identity and Access Management and the VOC portal System Integrator q Conduct scheduled interface and technology/tool workshops q Review and approve DED for Deliverable #1 q Create initial draft for Deliverable #1 (work plan for Phase 2 (Discovery)

Workers Compensation System Modernization| Monthly Status Report – September 2019 Integrated Master Schedule COTS Procurement and Customer Access are under review and analysis Today Sep '19 Start 8/1/19 Nov '19 Jan '20 Mar '20 May '20 Finish 6/30/20 COTS Procurement 2/19/19 - 11/19/20 Non. Requirements functional consolidation and requirements refinement for (Employer the RFP Sub system to account) 9/13/19 requirement mapping 5/22/19 10/10/19 (Employer account) 8/22/19 4/2/19 - 9/6/19 Data Migration and Integration requirements (Employer Account) 7/9/19 - 9/20/19 Stage 1 (RFP release, Q&A, and response) 10/25/19 - 1/24/20 Stage 2 (Evaluation) 1/27/20 - 3/12/20 WA-LNI_WCSM OCM-Workplan-Planning 3/20/19 - 10/21/26 Conduct Initial WCSM Change Sponsorship Assessment 6/3/19 - 11/15/19 Conduct Initial WCSM Change Impact Assessment 6/3/19 - 10/16/19 Develop WCSM OCM Strategy 5/20/19 - 3/27/20 Assessment Follow-up Data/Next Iteration: Key Stakeholder Data Collection (Surveys/Interviews/Focus Groups) 1/13/20 - 2/25/20 Customer Access 6/3/19 - 10/21/26 IAM 10/1/19 - 10/21/26 Information Architecture & Navigation Sub-Stream 10/1/19 - 4/1/20 Update Existing Portals 10/1/19 - 4/8/26 API Substream 10/1/19 - 3/31/20 QA Procurement 6/3/19 - 11/11/19 OCM Assessment Pilot - Employer Services 8/5/19 - 11/8/19 Contract Negotiations 10/1/19 10/23/19 Written Evaluations 9/10/19 - 9/18/19 Vendor Presentations & Interviews 9/24/19 - 9/26/19 Vendor onboarding 10/31/19 - 11/8/19 Stage 3 (Demo, presentation, and interviews) 3/23/20 - 5/13/20 Stage 4 (Reference check and onsite visits) 5/15/20 6/4/20 Stage 5 (Discovery) 6/4/20 - 7/29/20

Workers Compensation System Modernization| Monthly Status Report –September 2019 Current and Upcoming Deliverables/Key Activities with Cross-Project Dependencies Project Milestone Due Date Status Cross-Project Dependency COTS Procurement Complete Subsystem Mapping 9/6 G None COTS Procurement Finalize Employer Account Data 9/6 Y None COTS Procurement Vendor Feedback on Draft RFP Excerpts 9/15 Y None COTS Procurement Non-Functional Requirements 9/15 Y Customer Access COTS Procurement Pause and Reassess – Revise plan & strategy 9/15 – 10/10 G WCSM Timeline COTS Procurement Meeting with SAAG 10/9 G None COT Procurement Release RFP (yellow during pause/reassess) 10/25 Y None COT Procurement Pre-Proposal Vendor Conference 11/14 G None Change Readiness Orient Communication Network Participants 10/3 G None Change Readiness Finalize RFP Release Communication 10/25 G COTS Procurement (Publish RFP) Change Readiness Define Workstream Support Approach 11/08 G None Change Readiness WCSM Scoping Recommendations 11/18 G None QA Procurement Notification of Apparently Successful Vendor 10/1 G None QA Procurement Vendor Debrief Early Oct G None QA Procurement Contract Execution on or before 10/31 G None Customer Access Obtain Approval for requirements to begin TBD None Customer Access Onboard Project Managers & Business Analysts TBD None Customer Access Schedule Requirement Gathering Sessions – Identity & Access Management & VOC TBD None System Integration Approve DED for Deliverable #1 (work plan) Early October G None System Integration Review and approve work plan for Phase 1 (Pre-Discovery) Early October G None System Integration Draft deliverables #1 (Detailed work plan) Late October G None

Risks & Mitigations RISK Agency Readiness RISK Product RISK Systems Integration RISK Data Conversion RISK Budget RISK Vendor Mgmt. RISK Governance RISK Customer Readiness Agency may not be prepared to take on a project of this size. Product chosen does not meet L&I’s current needs, or not flexible for future needs. Systems integration between COTS product(s) and legacy technology proves to be more difficult than anticipated. Data issues not addressed early is causing delays. Future funding is either not provided or insufficient to implement as planned. Need for multiple vendors causes overlap and/or lack of clarity on accountabilities or deliverables. The project governance and/or structure is not effective at timely and effective decision making. Customers are not engaged or informed; therefore, not equipped for new processes and tools. Mitigation • Leadership plan developed and being implemented to maximize agency capability. • Resource planning completed; backfill & timing for resources required for WCSM. Mitigation • Build in safeguards in procurement process to ensure maximum fit, scalability & flexibility. • Conduct thorough proofs of concept. • Learn where agency uniqueness may require customizations Mitigation • Developed an integration and data strategy in advance (completed) • Thoroughly map all systems and interfaces in advance (underway) Mitigation • Ensure sufficient detail through the next biennium, at minimum, to track progress. • Develop shortterm and longterm plans, as well alternatives and benefits. Mitigation • Develop and maintain a disciplined vendor management strategy that defines clear roles and accountabilities. • Ensure expectations are clearly stated and measure performance regularly. Mitigation • Develop a strategy that empowers decision-making at the lowest possible level with line of sight and transparency at all levels. • Ensure roles in the decision making process are clearly understood. Mitigation • Develop a proactive outreach and communication strategy for (customer) stakeholders to ensure the appropriate involvement and awareness. Mitigation • Establish and maintain a data strategy and governance. • Start conversion efforts ahead of implementation.