 |
| Introduction |
|
|
What’s Up at DAS is a quarterly newsletter that tells our partners what’s new in the various programs and projects under way in the Department of Administrative Services. Our goal is to keep you up-to-date and in-the-know as we work to accomplish our mission: “Lead the pursuit of excellence in state government.”
For your convenience, contact information appears in every article, in case you need more detail. If you have questions about What’s Up at DAS, please contact us. As always, the DAS staff looks forward to hearing from you.
Lindsay A. Ball, Director
Department of Administrative Services
|
| Facilities Division |
|
New administrator ready to serve
Robin Harpster recently joined DAS as the Facilities Division
Administrator. She comes to DAS from the Clark County
School District in Las Vegas. Robin holds a master's degree
in public administration from City University in Washington and
a bachelor's degree from the University of Nevada.
"I look forward to the opportunity to serve state government
by guiding the Facilities team of professionals with our objective to
be the leading state facility service provider. We will accomplish this through our commitment to the highest standard for customer service, efficient and effective project management, innovation, and leading edge technology."
-Robin Harpster
 Agencies on the move
Responding to the public’s ever-increasing demand for services, state agencies continue to expand and enhance their capabilities, which may require replacing existing facilities with larger facilities. The DAS Leasing section has eight major leasing projects under way, while serving agencies with lease amendments and small office moves.
Agencies need more space in
Beaverton, Hillsboro, Salem,
Bend and Eugene. State govern- Compare these needs to two
ment currently seeks more office well-known buildings: the DAS
space than any other public or private Executive Building has 60,000 sq. ft.,
entity in Oregon, which reflects the and PEBB's building has 9,000 sq. ft.
needs of a growing population and
an expanding economy.
The leasing process begins when an agency finds the location that best fits its program needs. DAS Leasing then advertises the need for space and works with landlords and agencies to negotiate competitive, fiscally responsible terms and conditions.
DAS recently formed a new group for leasing professionals throughout state government. The group meets monthly to exchange ideas and train employees newly assigned to work with leases. The group has begun reviewing a new boilerplate lease form. And surprisingly, members have suggested more frequent meetings!
Contact: Margaret H. Taylor, (503) 378-2865, ext. 229
A little change that will go a long way
Beginning this July, State Parking — through an agreement with Salem-Keizer Transit — will launch a new system for issuing bus passes to state employees. Though it’s a simple change, it will save both time and money.
Previously, the State Parking office, with support from the DAS Key Card shop, issued individual bus passes to state employees. Employees paid an administrative fee to cover the cost of producing the bus pass.
Beginning July 1, employees who sign up for a new pass will simply receive a bus pass sticker to apply to their agency ID card. The sticker is small — 3/8” by 3/4” — with “07” imprinted on holographic foil. It self-destructs when removed from the pass.
Current 2007 bus pass holders may use their existing pass through the end of the year, or bring the pass to State Parking to exchange it for the 2007 sticker. In mid-December, State Parking will mail a 2008 sticker to participating employees.
Contact: Christie Troxell, (503) 378-5090, ext. 1
|
| Enterprise Information Strategy and Policy Division |
|
|
|
Theresa Masse, State Chief Information Security Officer
|
State information security officer receives honors
Theresa Masse was recently selected by the Information Systems Security Association (ISSA) Portland Chapter to receive the 2006-2007 Information Security Professional of the Year award. Theresa received the award in recognition of her achievements as an information security professional and her contributions to Oregon state government’s information security initiatives. She came to work for Oregon state government in 2003, and DAS selected her to serve as the state’s Chief Information Security Officer in April 2004.
ISSA presents this award annually to the information security professional from the Portland area who has best exemplified the association’s ideals and principles. Theresa was also a nominee for a national Chief Information Security Officer of the Year award; she was a finalist in that process.
ISSA is a not-for-profit, international organization of information security professionals and practitioners. It provides educational forums, publications and peer interaction opportunities that enhance the knowledge, skill and professional growth of its members. For more information regarding the ISSA, please visit their Web site, www.issa.org.
Business case training: a popular topic
In partnership with the Public Management Association, the IT Investment and Planning section held its first business case training session in May. Due to heavy interest, registration maxed-out within a few days. Because of the high demand, a second training will occur this August.
Presenter Dr. Marty Schmidt provided great instruction, giving agency staff a better understanding of building business cases. The training session strengthened participants' ability to determine what type of business case they need, and taught how to develop cost and benefit data. A knowledge of business cases and how to apply them can help staff members do a better job of planning agency operations and setting priorities.
Look for more information on this beneficial training on the Web.
Contact: Sean McSpaden, (503) 378-5257
Better forms, more speed, less paper
E-government is pleased to announce its new Forms Factory service! The Forms Factory offers a statewide solution to electronic forms (e-forms). Working through the Oregon E-government program, state agencies can now order e-forms and services for use by agency staff, citizens and businesses. E-forms present a revolutionary way to streamline processes and reduce the state’s paper workload.
An e-form typically mirrors an existing paper form, but the e-form is faster and more user-friendly. Users fill out the form online or download it for later completion. And agencies have options for how they receive the data. They can extract the data in a file format, or receive the entire form with bar codes to allow scanning.
E-forms provide impressive security features. The application can encrypt sensitive information as the user fills out the form and omit it when reproduction occurs.
Forms Factory provides e-form services to agencies at a very low price. A shared infrastructure and volume pricing reduces the cost to agencies. A menu of services ensures an agency will receive the best fit for its needs.
To learn more, visit the E-government Forms Factory Web site.
Contact: Scott E. Smith, (503) 378-2973
|
| State Services Division |
|
Fleet Administration, Publishing and Distribution, Risk Management, State Procurement and Surplus Property comprise the State Services Division.
Risk benchmarking results positive for Oregon
The Risk Management program tracks state costs over time. It participates in a benchmarking survey to measure the performance of its three programs — Workers’ Compensation, Tort Liability and Property — against the programs of other states.
The peer group consists of 11-14 state governments that are somewhat comparable to Oregon’s size. It includes the nearby states of Washington, Idaho and Nevada.
Costs tallied by each state include commercial insurance, self-insured claim payments and legal fees, central risk management overhead, and taxes. Workers’ Compensation covers the cost of on-the-job-injuries. Tort Liability provides coverage for alleged acts or omissions causing a loss to a citizen (auto accident, police enforcement, discrimination, child abuse). Property provides coverage for state buildings, contents and vehicles.
The graph to the right compares the Oregon Workers’ Compensation program costs to the “All States” average. Oregon’s costs are below the “All States” average.
The graph below compares Oregon’s Total Cost of Risk to the “All States” average, considering the total cost of all three programs.
The benchmark is based on percent
of each state’s operating expenses.
For the third year in a row, Oregon’s
average costs declined.
Contact: Robert Nies
(503) 378-5521
Safety and wellness leadership for state government
The Safety and Wellness Leadership Initiative — created to improve the safety and wellness of state employees — continues to move forward. Directors of the departments of Corrections, Human Services, Transportation, Environmental Quality, and Administrative Services provide executive sponsorship and leadership for the initiative.
Several agencies have tested a self-assessment tool, which DAS Risk Management will release to other state agencies later this summer. The tool gives agencies a mechanism to assess their current management systems and identify opportunities for improvement. Pilot agencies — Human Services, Corrections and DAS — report the value of the assessment tool to pinpoint the strengths and weaknesses of the agencies’ management practices as they relate to safety and wellness. The result of that process positions the agency for action.
Contact: Belinda Teague, (503) 378-5525
Oregon analyst makes a difference nationwide
The Society of Government Travel Professionals recently presented State Procurement Analyst Tim Hay with an award for the best state travel program for 2006. Tim led an effort to develop a standard template for states to use in soliciting city pair airfare contracts.
The purpose of the template is to make it easier for the airline industry to respond to solicitations for travel from various states. Previously, states used different criteria for solicitation and evaluation, which led to confusion among the airlines and some of them from participating.
A majority of states indicate they will use all or portions of the Oregon template for their future solicitations. Colorado reports using the template recently with good results.
|
Dianne Lancaster, Chief
Procurement Officer and
David Hartwig, Administrator,
State Services Division, congratulate Tim Hay (right)
|
Feds adopt “green” computer standards
President Bush issued an Executive Order mandating that federal agencies buy green electronic products registered through the Electronic Products Environmental Assessment Tool (EPEAT). This is the same standard Oregon uses for computer products available through its state price agreements.
EPEAT sets criteria for environmentally preferable desktops, laptops and monitors. Products with EPEAT registration reduce levels of cadmium, lead, and mercury, which helps protect human health and the environment. They are more energy efficient and easier to upgrade and recycle. In fact, manufacturers must offer safe recycling options to qualify for EPEAT registration.
EPEAT has strong ties to Oregon. Gayle Montgomery, a long-time analyst with the State Procurement Office, represented Oregon on the EPEAT development team. Zero Waste Alliance and Green Electronics Council, both located in Portland, are also heavily involved.
A searchable list of the more than 300 EPEAT-registered products and additional details are available online at www.epeat.net. Or visit www.greenelectronicscouncil.org.
Contact: Dianne Lancaster, (503) 378-3529
Publishing & Distribution offers training classes to equip agencies
A new class offered by Publishing & Distribution provides agency staff with step-by-step instruction for the online print order process. The training includes information on printing terms, electronic files, paper stock, variable data, mailing options and resources. Classes are held at Publishing & Distribution on Airport Road at no cost to agencies. And parking is free!
Publishing & Distribution also plans two specialized training opportunities in the future: Creative Mailing and The Proper Way to Set Up and Save Files. Check the Web site for postings of future classes. For groups of six or more, ask for a class at your agency’s location (Internet connection required).
Contact: PDINFO@das.state.or.us, (503) 373-1700. P&D Web Site
Surplus Property holds its biggest Saturday sale
Last year, the Surplus Property program opened its distribution center in north Salem for public sales on select Saturdays. The most recent sale, held May 5, was a great success.
Surplus advertised the sale throughout DAS, on Craig’s List, and in several Salem-area newspapers. The first customer of the day reported that he saw the sale information on Craig’s List. He left Cave Junction at 4 a.m. to ensure he was first in line to buy two BMW motorcycles that came to Surplus Property from Oregon State Police. He purchased both in less than five seconds!
The demand for laptops and PCs at this sale was greater than expected. Surplus Property will make available more such items at the next sale, tentatively scheduled for August 4.
Through activities like Saturday sales and eBay auctions, the Surplus Property program generated a total return to state agencies and local governments of more than $8 million from July 2005 to May 2007.
Contact: Brian King, (503) 378-4711, ext. 311. Surplus Property Web Site
|
| State Data Center |
|
|
|
Frank Hoonhout, SDC Network Engineering, surveys equipment
|
Network to serve state agencies
The State Data Center (SDC) recently began building the infrastructure needed to implement a widely available, “converged” network to support Oregon’s new shared technology environment. The SDC worked closely with its customer agencies to coordinate this effort, ensuring success in its implementation and results.
Each customer agency will undergo an assessment to identify problem areas. Then the SDC will implement critical repairs to correct deficiencies. The SDC engaged its network support vendor, CISCO, to assist with this process for the departments of Human Services, Transportation, Administrative Services, Corrections, and Consumer and Business Services. The DHS assessment and implementation is already complete, with ODOT scheduled for completion in June. The remaining agencies are in process. A subsequent project will include all other SDC customer agencies.
At a recent CNIC* Steering Committee meeting, SDC Network Manager Al Grapoli presented a summary of key benefits and high level details of the network project. The project builds infrastructure and needed designs for a robust network that supports SDC business goals and customer agencies. The project also includes negotiating a standard maintenance process with agencies that allows the SDC to accomplish ongoing network maintenance.
In addition, the SDC began planning for a project on the Capitol Mall to provide network redundancy using available fiber among state buildings on the mall. The project — slated to begin this fall — will also upgrade end-of-life and end-of support equipment.
Contact: Al Grapoli, (503) 378-3338
CNIC project reaches final milestone
The CNIC* project will close out on June 30, as scheduled. During 2006, the staffs of the project
and the participating agencies completed migration
of over 1,100 servers. In the following six months,
State Data Center staff accomplished the following:
- Creation of a customer support center to enhance the delivery of high-quality operational support to SDC customers
- Development of a technical architecture, which is the foundation for future consolidation projects that will increase savings to the state
- Implementation of a portfolio management methodology, which simply means integrating priorities, resources, measurements and management of SDC operations and projects
In the future, the SDC will work closely with its customer-based governance groups to focus on high-quality service, maximum availability and cost effectiveness.
"We extend our sincere appreciation to the state agency leadership and staff who dedicated their expertise, professionalism, time and energy to ensuring the success of the largest computing and networking effort in Oregon government."
-Julie Bozzi, CNIC Project Manager
Contact: Barbara Jensen, (503) 378-6029
*Computing and Networking Infrastructure Consolidation
|
| State Controller's Division |
|
|
|
Contact DAS for printed copies of the report
|
A report to Oregonians
Citizens need reliable, easy to read information about their government, which is why the Association of Government Accountants sponsored the nation’s first Report to Our Citizens on a state government’s budget and priorities. Oregon has become the first state to issue such a report.
The following DAS staff contributed the content of the report: George Naughton, Budget and Management; Rita Conrad, Oregon Progress Board; Dae Baek, Oregon Economic Analysis; and Jean Gabriel, State Controller’s Division.
Special recognition goes to DAS Public Affairs Manager Lonn Hoklin who edited the report and gave the design its polish. A grant from AGA paid for the printing and graphic design.
This Report to Our Citizens, also known as the “Citizen Centric Report,” provides a quick, nonpartisan snapshot of the state’s finances and its programs. A good starting point for any citizen who wants to learn more about state government, the report has received praise from Governor Ted Kulongoski and state agency heads.
If you would like a printed copy, or if you can help distribute copies in the public areas of your offices, contact Lonn Hoklin in the DAS Director’s Office, (503) 378-2627.
Contact: John Radford, (503) 378-3156, ext. 226
|
| Human Resource Services Division |
|
|
|
HRSD will communicate project info using a variety of tools
|
Improving HR systems and services
The Human Resource Services Division will soon pursue a formal business case for a new HR Information System. DAS included a policy package to develop the business case in its 2007-09 budget, which the Governor approved. The new information system will provide enhanced ability to meet the diverse information management needs of state agencies and reduce use of redundant systems.
Support of the package by agencies proved critical to its passage. The division appreciates stakeholders’ input, and will soon begin work with agencies to identify their business requirements.
At the same time, the Department of Transportation has begun developing an Enterprise Resource Planning system (ERP) with an HR module. The purpose of the ERP is to integrate administrative applications into a common database. DAS and ODOT concluded an interagency agreement to develop the HR module. The goal is to arrive at an HR solution for ODOT, which DAS can roll out to all other agencies.
Contact: Alida McNew, (503) 373-7320
New training opportunities for HR professionals
Two programs in the Human Resource Services Division* recently teamed up to work on a new project that benefits state agencies, boards, and commissions. The project will provide the tools necessary to ensure effective HR services, utilizing “best practice” and ensuring compliance with all laws, policies, rules and collective bargaining agreements. The project and materials will target individuals who provide HR services within agencies.
Division staff will collect and index existing resources and create new resources for HR staff to access via the Web. The related trainings will cover a wide variety of HR topics including: how to locate an agency’s enabling statute; what to do with a complaint; performance management from recruitment to retirement; compliance with various legal programs; and working with computer databases. They will also offer train-the-trainer classes.
The committee will work on the project through the end of summer. The first classes will premiere in October 2007.
Contact: Cindy Forest, (503) 373-7062
*Programs involved: State Human Resource Management Consultation (HRMC) and Statewide Training, Development, and Recruitment Services.
|
| Oregon Progress Board |
|
Progress Board issues benchmark report
On April 30, Governor Kulongoski and Speaker of the House Jeff Merkley released the Oregon Progress Board’s ninth biennial benchmark report - Achieving the Oregon Shines Vision: The 2007 Benchmark Report.
A new format makes the report more user-friendly, with a Highlights section and a new online reporting feature: benchmarks.oregon.gov. The Highlights report
focuses on Oregon’s overall progress in seven key categories: economy, education, civic engagement, social support, public safety, community development and environment. At benchmarks.oregon.gov, a citizen may generate customized reports on any individual benchmarks and link their own benchmark-related programs or documents.
You can obtain a copy of the Highlights report at the Executive Building, second and fifth floor reception desks, or send an e-mail to progress.board@state.or.us.
Contact: Rita Conrad, (503) 378-3202. Oregon Progress Board Web Site
|
| Public Employees' Benefit Board |
|
New benefit board created in DAS
Senate Bill 426, signed by the Governor on March 21, establishes the Oregon Educators Benefit Board (OEBB) in DAS.
The law changes the way K-12 school districts and education service districts (ESDs) provide benefits for their employees. Currently, about 197 school districts and 20 ESDs purchase plans for employees independently or through two health plan trusts. The new law pools most of these employees together in OEBB for healthcare and other benefits.
Jean Thorne administers OEBB, which will design, contract for and manage the benefit plans. Jean also administers PEBB, which performs essentially the same functions for state employees.
OEBB must conclude benefit contracts by Oct. 1, 2008. To meet this requirement, OEBB hired Denise Hall of the DAS Human Resource Services Division to serve as deputy administrator. She and Jean are recruiting staff members to support the new Board and taking steps to prepare a plan for implementing the requirements in SB 426.
The Senate confirmed the Governor’s nominees for the 10-member Board on June 13.
Contact: Denise Hall, (503) 378-5133
|
| Office for Oregon Health Policy and Research |
|
|
|
Call 1 (800) 913-4146 to enroll
|
Oregon's prescription discount card is now open to all Oregonians!
The Office for Oregon Health Policy and Research requests that agencies help publicize the Oregon Prescription Drug Program. Your clients and customers can benefit from knowing about the savings on prescriptions — up to 60 percent!
The program is now open to all residents who are uninsured or underinsured for prescription drug coverage. Oregon residents may enroll by phone or online. Enrolling takes about one minute.
The program requires no enrollment fee or paperwork, and imposes no age or income limit. Enrollees receive an ID card within five days of signing up. And the program is simple: present the program ID card with a prescription to any participating pharmacy for a discount of up to 60 percent.
See the Web site to enroll or to request applications for bulk distribution.
Contact: Betty Wilton, (503) 373-1650
|
| Thank You |
|
The department values your input. What's Up at DAS will return next quarter with more news and information. If there is a topic you would like us to cover, please let us know.
|
|
|
|
|
