| June 2009 |
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| Director's Message |
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Welcome to a special all-budget edition of What’s Up at DAS, the quarterly newsletter of the Department of Administrative Services.
In this edition, you'll read about the budget and program cuts our agency must make, beginning in July. We've also highlighted alternatives our customers can use to obtain services that they've historically received from DAS. In some cases, we must continue cuts that we implemented during the 2007-09 biennium; we've noted those reductions also.
In many cases, these budget and program cuts will result in reduced assessments to state agencies. We will issue a full report on changes to assessments, program fees and charges very soon.
Every agency struggles with loss during a time of cuts and layoffs. Programs come and go, but people make organizations great. DAS will lose many highly valued employees because of these budget cuts, and we will miss them. To these dedicated professionals I say, We wish you every success.
DAS' executive team views this challenging time as an opportunity to rethink our business strategy and delivery systems. We will stay in close contact with you, our customers and key stakeholders as we carry this process forward.
Please contact us if you have questions or concerns. Together, we will solve our challenges and prepare for better days in the future. We look forward to hearing from you.
Scott L. Harra
Director, Department of Administrative Services
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Links to Program
Articles
BAM
Director's Office
EISPD
Facilities
HRSD
Operations
PEBB
State Controller
State Data Center
State Services
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| Operations Division |
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Audio and Video Conferencing
Because a Policy Option Package has failed to receive legislative approval, DAS must eliminate five limited-duration positions that coordinate the statewide audio and video conferencing services.
DAS has begun to explore various alternatives with other entities in the department and some agencies. These options could include statewide contracts or identifying an agency with the capacity to coordinate the services. A price agreement with AT&T provides one alternative for audio conferencing; however, the cost per minute under this contract is higher than DAS’ costs.
As we continue to explore options for these services, DAS will assess the business needs of its largest customers. We may pursue a tiered series of contracts to provide different price points for customers.
Contact: Bret West, (503) 378-2349, ext. 287
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| Enterprise Information Strategy and Policy Division |
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IT Investment and Planning
Cutbacks in EISPD will affect nearly every program area. Two position reductions in the IT Investment and Planning section will require significant realignment of duties among existing staff. The positions include the section manager and one planning and policy analyst.
The bulk of the manager’s duties will move to the Deputy State Chief Information Officer. The changes will likely result in delays for certain functions, the most visible being the enterprise IRM strategy and associated tactical plans.
The loss of the planning and policy analyst will affect legislative coordination and external communications, and eliminate the division’s ability to maintain a performance management program. The cutbacks also will diminish the division’s ability to maintain the state’s IT asset inventory and project information (a statutory mandate). As other staff assume these duties, their capacity to provide agencies with IT oversight will lessen, especially during the first quarter of each fiscal year, peak inventory season.
Contact: Sean McSpaden, (503) 378-5257
Enterprise Security Office
Cutbacks in the area of enterprise security include elimination of the Enterprise Identity and Access Management program and staff, representing $4 million in savings.
The program’s purpose is to provide state agencies with a standard method for authenticating IT users and authorizing access to state information. The application’s design included scalability, to accommodate employees and eventually citizens and business partners. Once fully implemented, it would have provided simplified sign-on to IT systems, streamlining electronic access as more government programs move to electronic processes. (Three agencies had integrated applications or directories into the enterprise application thus far.)
Without this program, each agency must manage its own system access and user identification in line with statewide standards that the ESO issues.
Interested agencies can work together to identify their business requirements and determine whether a service or application exists that meets their collective needs. If so, DAS can assist in the procurement process.
Another cutback in the ESO will result in elimination of a business analyst position that focused on training, consultation and outreach to agencies. The reduction will reduce the ESO’s ability to develop templates and resources for agencies, slow down response times to agency requests for guidance or information, especially in the area of implementing policies and reviewing security plans, thereby reducing the level of customer service the ESO can provide. In response, agencies may need to take more independent actions, therefore duplicating efforts and curtailing a standard and consistent approach across state government.
Alternatively, agencies could establish, manage, and staff interagency work groups to address information security issues and compliance with enterprise policies. Agencies also can contract with a vendor to assist with various aspects of their security program.
Contact: Theresa Masse, (503) 378-4896
E-government
Changes in Oregon’s E-government program include eliminating one position for a program analyst with a focus on research and analysis and responding to agencies’ requests for service.
The program will undergo a transition during the 2009-11 biennium, which the E-government Advisory Board will oversee. The functional requirements of the section may change dramatically under a new operating model. E-gov will still need staff resources to accomplish research, analysis and planning during the transition, but will rely on the IT Investment and Planning section to assist.
Contact: Wally Rogers, (503) 378-2973
Business Continuity Planning
Cutbacks in EISPD also will eliminate the Enterprise Business Continuity Planning program and staff. Since its creation, the program has provided oversight, guidance and training to agencies on how to develop, maintain and test BCP plans. Agencies will still follow the statewide policy regarding BCP, but DAS will no longer provide central support or coordination.
Agencies now must decide how to collaborate, identify and address inter-dependencies in their BCP plans. Also, they must address a statewide component: identifying and prioritizing the programs and services to resume at the state level, which will require coordinating with the Governor’s Office, Office of Emergency Management, statewide service providers within DAS (i.e., payroll, facilities), local government and other business partners who provide services on behalf of the state.
Agencies can independently establish, manage, and staff an interagency work group to address the many challenges of maintaining and testing their plans, as well as to tackle areas such as inter-dependencies and statewide concerns. Agencies can also contract with a vendor to assist with BCP planning, testing and maintenance.
Contact: Theresa Masse, (503) 378-4896
Administration
The office of the State Chief Information Officer will reduce its administrative staff by one position. Reassigning such duties as reception, accounts payable and receivable, coordination of training, travel and safety will diminish the ability of administrative staff to support the state’s various IT governance bodies, the division’s program managers and EISPD’s external customers.
Contact: Carol Zielinski, (503) 378-3175 
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| Budget and Management Division |
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Budget cuts in the Budget and Management Division (BAM) will eliminate two trainee positions, public administrative analysts. These two positions provide budget oversight and guidance for smaller agencies. Each biennium the BAM trainees help guide these agencies through the various steps of biennial budget development and implementation. This help includes advice on how to manage these small budgets and guidance on how to navigate the various administrative and legislative processes.
Without the two trainees, BAM will lack the resources to assist these small agencies, and the agencies will need to navigate these systems themselves. Some of these agencies will likely encounter some difficulty in navigating the legislative process.
Contact: George Naughton, (503) 378-5460
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| Human Resource Services Division |
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Human Resource Audit Program
This program performs audits of state agencies to ensure compliance with statewide HR policies, collective bargaining agreements and state and federal laws. The cutbacks have reduced this program from three positions to one full-time auditor. The reduction will affect the speed with which audits occur, as well as the division’s ability to provide timely customer service.
DAS encourages agencies to stay in close contact with HRSD when questions about process or policy arise. This will help agencies to reduce risk in the area of HR management.
Employee Suggestion Awards Program
Central coordination of the statewide Employee Suggestion Awards Program (ESAP) ended in April. DAS encourages agencies to continue internal programs to promote efficiencies and cost reductions.
Contact: Jen Coney, (503) 378-6303
Statewide Recruitment
Cutbacks in this program will eliminate four positions that have provided recruitment services, and one coordinator who oversees diversity outreach. Services eliminated:
- Outreach to colleges, universities, and diverse communities
- System to hire individuals with disabilities (HIRE)
- Internship program support
- Recruitment efforts in support of small agencies, boards and commissions
- Statewide presence at career fairs
- "SEAT" classes (State Employment Application Tips)
- In-person candidate consultation to job seekers
- Recruitment data-entry support for agencies
- Overflow recruitment-screening support for agencies
- Certification for County Property Appraiser (moves to the Department of Revenue)
During the 2009-11 biennium, DAS will continue its work toward phased implementation of electronic recruitment software for agencies' use.
Statewide Training and Development
Reductions in the statewide training and development program will go into effect on Jan. 1, 2010. The planned cuts will virtually eliminate DAS' centralized program, leaving one position to continue software application training (Access, Excel, Word) and another position to oversee brokered training services. Services targeted for elimination:
- Training for management, leadership and professional development
- Leadership Oregon program
- Training for newly appointed members of Oregon's boards and commissions
- Annual Oregon Training Summit
- Organizational development
- Group facilitation
- Executive management coaching
- Strategic planning facilitation
DAS will maintain its online training system launched during 2008—iLearnOregon. Agencies can learn more about how this system will help them manage training and development at the following Web sites.
Training Courses (and login)
More information about iLearnOregon
Contact: Jennifer Lara, (503) 378-3869
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| State Data Center |
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Budget reductions in the State Data Center (SDC) will affect several domains. Rather than describe various technical items, we’ve outlined some of the changes at a high level. Unfortunately, the cutbacks interrupt several opportunities for savings that the SDC had previously identified and begun to pursue. In addition, the Identity and Access Management project will end. Some activities related to disaster recovery, consolidation and life-cycle replacement also will stop. An approved Policy Option Package for equipment and replacement parts in the voice infrastructure may offset reductions in some areas.
Two limited-duration positions will help the SDC coordinate agencies’ storage needs. The goal is to manage existing data-storage to avoid purchasing additional storage in the 2009-11 biennium.
Over the next few weeks, the SDC’s management and staff will engage key customers in determining how to allocate remaining dollars for disaster recovery, life-cycle replacement, consolidation, growth of the existing infrastructure and improving efficiency. The SDC’s advisory board (chief information officers) will review potential options in mid-June. Together with the SDC, the board will develop a recommended spending strategy, which affected agency directors will consider and ultimately decide, sometime this summer.
Contact: Darin Rand, (503) 378-3366
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| State Services Division |
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Fleet
Purchase and Use of Vehicles
Fleet will reduce the purchase of new vehicles during the 2009-11 biennium from $18 million to a little over $8 million. The reduction will mean fewer new vehicles available for permanent assignment to agencies. Fleet will start using new cars longer (resulting in higher mileage and additional maintenance) to compensate for fewer purchases of new vehicles.
The existing guide for vehicle replacement is 110,000 miles or eight years; however, Fleet typically runs vehicles up to 120,000 miles and keeps them longer than eight years. Effective immediately, Fleet will use the following guide:
- 100,000 miles for law enforcement and emergency vehicles (no change)
- 130,000 miles (regardless of age) for standard gasoline powered vehicles
- 175,000 miles (regardless of age) for gas-electric, and natural gas powered vehicles
Fleet regularly examines mileage and maintenance records to ensure its vehicles operate in a safe and cost effective manner. Therefore, DAS may make exceptions to the criteria listed above.
Changes to Motor Pools
Reductions to the Fleet budget for the 2009-11 biennium require permanent closure of the Eugene and Portland motor pools on June 30, 2009. This action will eliminate 19 full-time positions. Both motor pools will continue full operations until the closure date, but customers must return all daily rental vehicles by close of business on June 30.
Customers who need a vehicle beyond the June 30 closure date should use one of the following alternatives:
- Salem Motor Pool, (503) 378-4377
- Enterprise Rent-A-Car (use contract 4126)
- For reservations, contact a local Enterprise rental branch and reference Account Number 46OR002. For questions or information regarding rates, rules or billing options, contact Dave Leese, (541) 210-1008, e9110n@erac.com.
- Additional Enterprise Rent-A-Car information: http://oregon.gov/DAS/SSD/FLEET/triptools.shtml
Private Vehicle Use. Fleet’s online resources will help agencies determine which option is most economical in a given situation. See the links below for tools, criteria and important insurance information.
Vehicle Maintenance and Repair. Customers who previously serviced permanently assigned vehicles at the Eugene or Portland motor pools may use one of the following alternatives for the care of their vehicles:
- Local services in your geographic area; contact DAS’ field service coordinators for more information, (800) 378-0077.
- Salem Motor Pool will continue to provide maintenance services.
Contacts:
Northern Region Manager (Portland) Bettie Lou Cline, (971) 673-6303
Southern Region Manager (Eugene) Carl Crowe, (541) 686-7706
Fleet Operations Manager (Salem) Kent Fretwell, (503) 378-2132
Publishing & Distribution
Cutbacks at Publishing and Distribution resulted in the elimination of three positions. Two of the positions sorted and delivered mail within the Transportation building. The loss of the two positions will require ODOT to manage those functions.
The other position performed ink-jet addressing – applying presorted addresses directly to envelopes and self-mailers to obtain bulk-mail postage discounts. Due to budget cuts within customer agencies, and agencies' ability to post information to the Web, the need for this service has reduced significantly during the last year. Customer service representatives will continue to work with agencies that need solutions for presorted addressing.
Contact: Phyllis Michael-Noakes, (503) 373-1753
Risk Management: Self-Insurance Fund
The Legislature has transferred $20.2 million from the state’s Insurance Fund to the General Fund, which will result in an unfunded actuarial liability for claims. Agencies’ risk charges will not increase from the 2009-11 Governor’s budget, however, agency charges in future biennia will increase to recover these funds.
Reductions to DAS’ Risk Management program will require help from agencies to lessen claim costs. For example, funds for the Attorney General’s services have reduced by $1 million. This will require quicker claim reporting and more efficient claim disposition. Agencies should report claims to Risk Management as soon as possible after learning of an event, and no later than the length of time outlined in the state’s Self-Insurance policy.
Additional information about when and how to report claims appears on the Risk Management Web site. Agencies may also call Risk at (503) 373-7475 to speak to a member of the claims team.
Contact: Deborah Fifield, (503) 373-1585
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| Facilities Division |
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Floor Care and Utility Services
DAS has traditionally maintained in-house custodial services for “utility” work, such as stripping, cleaning and finishing floors; cleaning carpets, window blinds, lights and upholstery; and responding to emergencies related to floor care. This summer, DAS will begin to contract-out the functions, which means reducing 11 positions in Salem and Portland.
Daytime Custodial Services (Salem and Portland)
A move to daytime operations for custodial services in DAS-owned buildings will reduce an additional four positions for evening custodial services, and move 52 custodians to the day shift. In addition to generating savings related to staff reductions, this action also saves on energy use by keeping buildings dark at night.
Daytime service will improve the visibility of state government’s custodial workers. Agencies’ personnel will have the opportunity to interact with the previously unseen workforce that cleans state offices, sanitizes restrooms, restocks towels, tissues and soaps, removes trash and recyclable items and checks buildings daily for serviceability and maintenance issues.
The Facilities Division’s new model for delivery of custodial services will bring other behind-the-scenes changes, including transfer of some management and administrative duties to existing personnel.
DAS has developed an outreach program to ensure facility managers and employees in DAS-owned buildings receive timely communication about these changes. DAS will use a phased-approach, implementing and communicating changes one building at a time during the summer to make the transition as smooth as possible.
Contact: Dean Freeze, (503) 373-2317
Bus Pass and Airport Road Shuttle
Cutbacks in the Facilities Division include the elimination of the free bus pass program and Airport Road shuttle for state employees who work within the boundaries of the Capitol Mall. This change alone will save $375,000 each biennium.
Alternatively, state employees may purchase a discounted bus pass from Salem Area Transit, using a pre-tax deduction from their paycheck. In addition, this summer DAS will install several new bicycle-parking racks at buildings around the Capitol Mall to promote and encourage bicycling as an alternative mode of transportation.
Application for discounted bus pass (pdf)
Parking and Commuting Services Web site
Contact: Linda Penick, (503) 373-7219
Planning and Construction Management
Funding for Capital Construction will decrease during the 2009-11 biennium, which means DAS will lack the resources to construct any new buildings. The decrease also will reduce the number of remodels, retrofits, upgrades and deferred maintenance projects in state buildings. The cutbacks include eliminating one position, a senior construction project manager.
Deferring upgrades and maintenance could bring risks. DAS encourages agencies to stay in close contact with their facility managers on any building issues. In turn, DAS will stay in touch with facilities’ managers to help deal with concerns that may arise. In the event of a system failure, DAS will find the needed funding within its budget, or the DAS Director may declare an emergency to authorize repairs and obtain funding from the legislative Emergency Board.
Contact: Ross Waggoner, (503) 373-7211
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| State Controller's Division |
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E-commerce Program
In recent years, the State Controller’s Division has maintained a position for an operations and policy analyst to help agencies with electronic commerce projects in response to the growing number of agencies that deliver goods and services online. Cutbacks have eliminated this position.
DAS’ E-government program will continue to operate the platform for Oregon’s e-commerce activities. DAS will communicate with its e-commerce customers regarding any technical or programmatic effects of this program cut.
Contact: Teresa Pullen, (503) 378-3156, ext. 275
Enhancements to Statewide Data Systems
A portion of the State Controller’s Division budget has historically supported enhancements to the state’s main financial and data applications: Statewide Financial Management Application (SFMA), Oregon Statewide Payroll Application (OSPA) and the Datamart.
Beginning in April, cutbacks eliminated the resources to make system enhancements to R*Stars, ADPICS, OSPA and the Datamart. These cutbacks, which will continue into the 2009-11 biennium, included an accountant position, and 2.5 information systems specialist positions. In addition, cutbacks have reduced the budget by $420,000 for processing time on the mainframe and electronic storage space.
Although the State Controller’s Division will not make any enhancements to these applications, the division will carry out any required system changes or fixes for the foreseeable future.
If an agency needs a small enhancement that is not detrimental to other users, the State Controller’s Division will work with that agency’s staff to provide secured access to a testing region. The agency will assume some financial responsibility for Quality Assurance, system analysis, etc.
Contact: Joy Sebastian, (503) 373-1044, ext. 228
Other Changes
The State Controller’s Division also has made cutbacks in two other programs: statewide internal controls and administration. For both programs, the division will realign duties using existing staff. Visitors to the State Controller’s offices on the third floor of the Executive Building in Salem will experience a slight reconfiguration due to the removal of a central reception area and all reception services. As a result, response times for e-mail and phone contacts may take longer. For staff’s contact information, visit the division’s online directory.
Contact: Jan Klukis, (503) 378-3156, ext. 222
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| Public Employees' Benefit Board |
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Cuts in PEBB’s current budget will continue to occur into the 2009-11 biennium. These cuts will produce the following effects:
- Reduce customer service staff by 28 percent.
- Eliminate funding for printing and publications.
Employees and agencies should expect longer turn-around for answers to questions on eligibility, appeals and the online system.
Because PEBB now communicates with employees via electronic means, rather than on paper, PEBB appreciates agencies’ assistance in ensuring that employees without access to computers continue to receive information on eligibility, benefits and enrollment.
Contact: Ingrid Norberg, (503) 378-4313
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| Director's Office |
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Internal Audit Section
DAS’ Internal Audit section provides services to DAS and supports the internal audit function of agencies. The program provides statewide support by coordinating the Statewide Audit Advisory Committee and ensuring that agencies comply with administrative rule. Cuts to this program have eliminated its senior-level internal audit position (one of three positions).
Although the program will continue, it must reduce its services to the statewide community of internal auditors, resulting in longer response times for e-mail and phone contacts. Additionally, DAS will support fewer projects sponsored by the statewide audit committee to enhance internal auditing in state government.
Contact: Pamela J. Stroebel Valencia, (503) 378-4037
Oregon Progress Board
The General Government Subcommittee of the Ways and Means Committee has recommended elimination of the Oregon Progress Board. If the Legislature accepts the recommendation, the Progress Board will cease operation. The biennial benchmark reports will be discontinued, along with the Oregon Population Survey, the Race and Ethnicity Report, and the various Benchmark Tools that are available online.
Contact: Rita Conrad, (503) 378-3202
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