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In my message last quarter to What’s Up at DAS readers, I focused on customer service, which is frequently a topic of conversation throughout the Department of Administrative Services. We’re serious about raising our satisfaction rating when we take our annual survey of customers in another six months or so. We’re so serious, we’d like to ask a favor: Please let us know with each customer interaction how we’re doing. If we don’t meet an expectation, let us know so we can make it right.
Customer Service Feedback Link
Scott L. Harra, Director
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This edition of What’s Up at DAS is a good example of something I’ve seen first hand as DAS’ new director: DAS offers a diverse variety of services to state government. From internships to the state budget, what to do during an earthquake to how we recycle oil filters, What’s Up at DAS is filled with news and information about many of the department’s programs and services. We hope you learn something new each time you read it!
As always, feel free to contact us if you have questions about What’s Up at DAS or if you’d like to suggest a future topic. We look forward to hearing from you.
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Department of Administrative Services
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| Human Resource Services Division |
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Intern program is up and running
The message from interns in DAS’ InternOregon program this year is clear: Talented students want to work for state government, and they view internships as a great introduction. For the first time in many years, students are more interested in “leaving a legacy” than making money. As Oregon’s largest employer, state government cannot afford to lose any of these talented and idealistic interns!
The basis of InternOregon is the former “Promise” program, which focused on attracting minority students to state employment from Oregon’s six major universities. While diversity is still a high priority, DAS has opened the program to any student at any institution of higher education. As a result, several out-of-state students have applied.
The intern program is a powerful recruitment tool, and the caliber of this year’s applicants is amazing. Many speak two, three, even four languages.
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As a group, they represent nearly every ethnic and racial background. Many are in pursuit of master’s degrees and will graduate at the end of the summer term. This is the group looking for employment once the internship ends.
State agencies have supplied an interesting mix of projects this year. They include a “You Tube” project with ODOT, air quality with DEQ, historical map preservation with the State Library, energy tax credit with the Department of Energy and graphic design with Lottery. Internships can also result in partnerships among agencies.
The program this year currently has more talented students than projects. In addition to summer internships, a number of students are looking for yearlong opportunities. State agencies still have the opportunity to access this talented pool of “future” employees.
Contact: Britt Woessner, (503) 373-2167
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| State Services Division |
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Surplus program helps promote fire safety in LaGrande
On April 23, LaGrande Fire Chief Bruce Weimer and his family traveled to Salem to take ownership of the State Fire Marshal’s Children’s Fire Safety House. The house became available to Oregon’s local govern- ments through DAS’ Surplus Property program.
Students of Portland Community College originally built the house in 1991 with funding from the Oregon Home Builders and Portland Homebuilders associations. For the past 17 years, the State Fire Marshal has loaned the two-story house to fire districts throughout Oregon for the purpose of training children about fire safety in a real-life environment.
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Chief Weimer and his
family in the Children's
Fire Safety House
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Bruce Weimer,
LaGrande Fire Chief
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When the time came for the State Fire Marshal to replace the house with an up-to-date model, they sponsored a contest for local governments to apply for ownership. LaGrande was the winner, in part because its application focused on sharing the house with other fire districts in the eastern part of the state. All that remained was a trip for Chief Weimer to move the house to its new home.
Contact: Brian King, (503) 378-6057
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Understanding charges for “risk”
DAS recently released risk charges for state-owned property, tort liability and workers’ compensation. To help agencies understand the charges, finance analysts Bob Nies and Pat Carrothers will meet with agencies’ business managers and other key staff to review background information and trends. Participants will also calculate their agencies’ own charges and receive data on previous losses.
Risk charges increase or decrease by agency. Below is a brief summary for charges on a statewide basis:
- Liability: 40-percent increase. The Oregon Tort Claim Act set caps on the amount of damages imposed on Oregon’s public entities. The Oregon Supreme Court issued a ruling in Clarke v. OHSU that left the status of the act in question. To reduce uncertainty, DAS added a statewide surcharge to reflect new actuarial projections and to purchase additional medical malpractice insurance.
- Property: 30-percent increase. The state has experienced an average 22 percent increase for commercial insurance premiums each year from 2002 to 2007*. A multi-agency task force looked for ways to allocate property charges and decided to give more weight to the cost of commercial insurance. The task force’s formula for allocating costs included exposure as well as loss history.
- Workers’ Compensation: Three-percent increase. Claim numbers remain stable, but medical costs continue to rise. A dividend from SAIF helped soften the increase by $2.7 million.
*The increases were due to such catastrophic losses as 9/11 and the Gulf Coast hurricanes of 2005. These events brought huge increases to large property owners such as Oregon state government.
To schedule a meeting about risk charges, contact Sue Praegitzer, (503) 373-1037.
To order electronic copies of loss data, contact Pat Carrothers, (503) 378-4665.
View risk charges online
Contact: Bob Nies, (503) 378-5521
Drop, cover and hold
With China’s earthquakes in the news, now is a good time to review the state’s protocols for earthquakes. Ken Murphy, Director of Oregon Emergency Management, confirms that “drop, cover and hold” reduces the likelihood of serious injury during a quake. Buildings in the United States adhere to stricter codes than those in China and collapse from an earthquake here is rare.
Most injuries result from falling items like lighting fixtures,
ceiling tiles, windows, shelves and equipment. However,
do not exit a building during an earthquake. Read on to
learn why.
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This man is quickly
taking cover under
a work surface.
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On Feb. 28, 2001, a 6.8-magnitude quake shook the Northwest. In Salem, few office workers on first floors or in basements felt anything. For people on higher floors, the trembler was unnerving. Some buildings evacuated, but most did not.
DAS’ Phil Teague of the Facilities Division visited his counterpart in Olympia, Washington a week later. Phil learned that in one building on Washington's Capitol mall, a custodian on the first floor ducked under a desk when the shaking began. He had a clear view of the front entrance and saw two people run out. A nine-foot double-pane window dropped just behind them! The two were nearly a statistic.
On a third floor, a worker was changing lights. When the shaking started, he wanted out of the building fast. When he reached the stairway, the expansion joints opened enough to see clear down to the basement. Like the jaws of an alligator, they yawned open and snapped shut repeatedly. If the man had tried to descend the stairway, his foot or leg could have been caught and crushed.
At the University of Washington, staff on the south end of the campus evacuated. Once outside, they regretted doing so. They found themselves in a small courtyard above an underground parking structure, surrounded on four sides by tall buildings. They were at greater risk because of a collapsing courtyard and falling debris and window panes.
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For any type of emergency, training is the answer.
People do
what they
know.
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Gentle building swaying may give you the jitters, but it should prompt evaluation not evacuation. Rapid shaking may cause things to fall off shelves as well as hidden damage in the structure. Stay put during an earthquake until an evacuation coordinator assesses the situation.
Visit the DAS Web site for more resources.
Contacts:
Bob Nies, (503) 378-5521, or Randy Morris, (503) 373-2343
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State government’s fleet gets “greener” all the time
As a leader in government vehicle management, DAS’ Fleet works hard to be a good steward of the environment and tax dollars. In January 2007, Fleet gained an internationally recognized certification in environmental management (ISO 14001). Earning this honor was just the beginning.
Fleet continually looks for ways to make a positive mark on the environment. One way is use of an Environmental Management System. The system increases Fleet’s awareness of the affects of its business practices.
One of Fleet's business practices is the disposal and recycling of used oil and filters. Fleet considered what happens to used oil and filters after the items leave DAS. How are they disposed of, where are they taken, what do they become?
Fleet found a company that not only picks up waste oil and filters, but also finds a sustainable use for them. The company has processes in place to collect and recycle petroleum products into new diesel fuel, new lube stocks and recycled fuel oil. Oil filters are crushed hydraulically and any leftover oil is drained out and recovered. The fluff is burned for energy and the metal is transported to a steel recycler and made into new products.
Visit Fleet’s Web site to see how Oregon state government is an environmental leader in fleet services.
Contact: Ken Liedtke, (503) 373-7783
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Terry Canaday, Eugene Motor Pool, uses
"The Impactor" to crush
used oil filters.
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A new tool for safety and wellness
DAS’ Risk Management section recently rolled out a new tool for agencies to self-assess the maturity of their safety and wellness programs. The tool is a product of the Safety and Wellness Leadership Initiative, which began in 2007. The tool offers features that help agencies move beyond an assessment phase to an action plan that results in improvements.
DAS recommends that agencies use a facilitator for this process. Agencies may obtain the tool and request a facilitator by contacting Risk Management at (503) 373-7475. |
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Contact: Luella Ackerson, (503) 373-7003
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| Facilities Division |
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Renovations at the Eugene State Office Building
Nearly 50 years after its original construction, the Eugene State Office Building will undergo major renovations this year.
DAS ensured the new design included “green building” strategies that demonstrate a commitment to protecting the environment while improving the workspace for tenants (Department of Environmental Quality and the Division of Child Support Services, Department of Justice).
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Artist's concept features
seismic upgrades (steel braces
denoted by blue X's) and
solar shading on the west
(left) side
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The renovation will incorporate many sustainable
features such as the following:
- Recycled content in flooring, countertops and partitions
- Low VOC paint (low off-gases)
- Bamboo veneer doors, counters and lobby ceiling
- Linoleum produced from linseed plant for break room and restrooms
- Day lighting that takes advantage of the building’s solar orientation
- System upgrades that increase energy efficiency
- Solar cells and green roof
- Restrooms equipped with features to improve water conservation
- Lights that adjust to natural light and turn off when not in use
- “Chilled beam” systems for heating and cooling
The chilled beam system combines radiant cooling with 100 percent fresh air ventilation to reduce energy consumption, improve comfort levels, lower system noise, and reduce the architectural impact of ductwork and other mechanical systems.
For years Europe has used chilled beam systems, which are now cost-effective in the U.S. Using proven technology, the systems are flexible and simple to install and maintain. The systems provide an energy-efficient, cost-effective alternative to traditional heating and cooling. DAS expects the system to save over 40 percent of the energy consumed by a conventional system.
Contact: Elin Shepard, (503) 373-7132
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| Budget and Management Division |
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Budget Development for 2009-11
The 2009-11 budget development process is well on its way. With agencies' help, a number of improvements are speeding up the process and will reduce the crush of activity in July and August.
Within the budget exception process, BAM’s final committee meeting to address budget exceptions was held April 30, while last biennium it occurred in July. With BAM and agency staff continuing to focus on meeting deadlines, this budget cycle should be much smoother.
BAM has also focused on providing training opportunities for agency budget staff. Over the last several months, BAM has provided 22 training sessions on using the PICS and ORBITS (budgeting) systems and five sessions on using a business case model for developing policy packages. The classes have been well attended and participants have provided very positive feedback.
We would like to thank the many agency staffs that have kicked this budget cycle off to a great start.
Contact: George Naughton, (503) 378-5460
Performance Excellence Committee
During the February 2008 supplemental session, the Legislature created the Committee on Performance Excellence to assist state agencies in improving their programs. This new collaborative approach between the Legislative and Executive branches offers incentives for process improvement efforts. The Committee will review continuous improvement projects of state agencies and make grant recommendations to the Legislative Assembly or Emergency Board.
The Committee will engage in a number of essential activities:
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This new
collaborative
approach between
the Legislative
and Executive
branches offers
incentives for
process
improvement
efforts.
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- Provide policy review, recognition and recommendation for funding of proposals to advance performance excellence in state agencies.
- Advise agencies on performance management and measurement activities and practices.
- Advise and consult with the Governor and Legislature on system-wide issues related to continuous process, product and program improvement efforts within state agencies.
The nine-member Committee will be comprised of two members from the Legislature; two members from the executive branch; three members from the public sector and two represented state employees. If you are interested in serving on this committee, please contact Pamela Estes in the Governor’s Office at (503) 378-3123.
Contact: Rick Gardner, (503) 378-3117
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| Benefit Boards Update |
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Healthcare benefits for 2009
 The Public Employees’ Benefit Board (PEBB) has begun moving forward with decisions for 2009 healthcare benefits.
In May, the Board addressed these new elements for medical plans in 2009:
- No-cost generic drugs for heart disease, asthma, diabetes and depression
- No-cost screenings for colorectal, breast and cervical cancer
- No-cost nutritional counseling, when prescribed by a provider
- No-cost access to a weight-management program
- Low-cost prescription drugs to aid in quitting tobacco
Board Chair Diane Lovell notes, “These types of innovations in plan design advance our vision of high quality, affordable healthcare. When it’s available, we base our decisions on the best scientific evidence.”
The Board will finalize plan designs and decide on 2009 rates by mid July. Find details on 2009 healthcare plans on the PEBB Web site beginning in September.
Contact: Ingrid Norberg, (503) 378-4313
Members of the Oregon Educators Benefits Board look forward to more trips around the state
A meeting in Springfield on March 13 proved that taking the Oregon Educators Benefit Board (OEBB) on the road is a great way to reach out.
Nearly three dozen district employees attended the meeting at Springfield Public Schools, and future OEBB members shared their thoughts and ideas with the Board and staff. For many in the audience, this was the first time they could communicate directly with the Board since the process of pooling health insurance began last March.
Board vice chair Brett Yancey, whose district hosted the meeting, said the trip helped accomplish an OEBB goal.
“Salem is great, and it’s centrally located, but we have a responsibility to make sure the people we represent, the people that will be served by this program, are provided the opportunity to see us, hear us, and meet us,” said Yancey. “That is why holding these meetings throughout the state is so important.”
Yancey called the Springfield meeting a success and said he looks forward to the other meetings the Board has scheduled in different locations.
The most recent meeting was in Medford on June 12. Next up is Pendleton on Aug. 14 and Tillamook on Oct. 9, though the schedule may change in the future.
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Whenever the Board is not on the road, it will hold regularly scheduled meetings in Salem. Meeting notices, agendas and information about the Board’s travel plans are on OEBB’s Web site, oregon.gov/das/oebb.
Contact: Scott E. Rupp, (503) 378-5353
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| State Controller's Division |
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Archiving the state’s financial data
This time of year, everyone thinks of “spring cleaning,” but
have you thought about spring cleaning for the computer
systems that track millions of rows of information?
State government keeps electronic records of all its financial transactions in a system known as the Statewide Financial Management Application (SFMA). To keep the system running efficiently, the State Controller’s Division keeps records for six years and archives the data according to rules issued by the Secretary of State — a kind of spring cleaning.
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This year, the archive process began during the last weekend of March. Due to the length of time involved, the State Controller’s Division spread the process over two weekends. Much staff work is accomplished before and after to ensure that only appropriate data goes into the archives. Tasks include collecting screen prints, row counts and verifying reports.
The current system of archiving began in 2002. It is common to remove 18 to 19 percent of the data housed by SFMA during the project. Because the division did not run a financial archive last year, staff removed about 30 percent of the data this year. Despite the heavier workload, the division completed the archive in record time, a full day earlier than expected.
Archiving millions of rows of data takes time, communication and coordination with customers and partners. The State Controller’s Division thanks all its partners for their contributions in making this project a success, especially the Office of the State Treasurer.
Contact: Joy Sebastian, (503) 373-1044, ext. 228
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| Thank You |
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The department values your input. What's Up at DAS will return next quarter with more news and information. If you want us to cover a specific topic, please let us know.
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