Accomplishments of DAS

1
Accomplishments of DAS
2007-08
2
Budget and ManagementDivision
3
Re-engineered the Budget World as We Know It

• Over the past year, BAM worked with state
  agencies to improve the budget development
  process, eliminating tasks and taking advantage
  of new system enhancements. The results show in
  the number of agencies who completed budgets on
  time 24 this year versuszero in 2006!

4
Heightened Focus on Budget Training for Agencies

• For many years, agencies have asked for more
  training on building their budgets. This past
  year, BAM provided 20 training sessions for
  ORBITS (the states budget system) and six
  training sessions on using a business case model
  to build policy packages.

5
Finished the Budget Auditing Process in Record
Time

• Auditing agency budgets and resolving
  inconsistencies is an important part of managing
  budgets. BAM completed 95 percent of its audits
  by October 15 last year, and completed all by
  November. This is record time for a process
  that usually stretches into January, February
  or later.

6
Rapidly Revamped the Performance Management
System

• This past year, BAM and Legislative Fiscal Office
  have worked with nearly 30 agencies to revise
  performance reporting. BAM converted the states
  Key Performance Measures system from a
  paper-based system to the Web. In the coming
  months, this new system will continue to improve.

7
Thank you Budget and Management!
8
Directors Office
9
Began Implementing Plain Language

• The Directors Office initiated the plain
  language directive passed by the 2007
  Legislature. Actions have included training and a
  fresh look or re-write of many of our
  communication tools (E-connect, rules,
  policies, procedures, brochures)
  and even the 2009-11 budget document.

10
Tracked Accomplishments via Business Plans

• By implementing business plans in all divisions,
  the Directors Office tracked the departments
  accomplishments, achievements and shortcomings in
  meeting the goals and objectives of the DAS
  Strategic Plan.

11
Published an Article about the Economy

• In August 2008, Oregons State Economist Tom
  Potiowsky published an article in the Portland
  State University Center for Real Estate
  Quarterly Housing Market Downturn Why Has
  It Not Decimated Oregons Economy?

12
Helped Develop a Large-scale Pilot Program for
Auditors

• The Internal Audit section worked jointly with
  BAM and LFO to develop a first-ever pilot program
  for internal auditors to review Key Performance
  Measures as directed by Oregon law. Agency
  auditors will compile the results of the review
  and present the information to the Legislature.

13
Sponsored a Statewide Procurement

• The Internal Audit section helped procure
  TeamMate auditing software for state
  governments internal audit community. Purchasing
  the software on an enterprise license agreement
  saved a great deal of money for agencies.
  Standardized software will increase
  efficiencies for internal auditors across the
  state.

14
Thank you Directors Office!
15
Enterprise Information Strategy and Policy
Division
16
Published the Enterprise Information Resources
Management Strategy (EIRMS)

• The EIRMS represents a common vision for
  planning, staffing, acquiring, managing and
  sharing the use of IT resources throughout Oregon
  government. The EIRMS strives to meet the
  Governors goals as well as the strategic
  business objectives of state agencies.

17
Developed Business Continuity Planning Tools

• EISPD developed a variety of Business Continuity
  Planning tools, templates and testing manuals for
  agencies to use. Staff also helped more than 70
  state agencies and boards develop their first
  drafts of business continuity plans.

18
Promoted Statewide Policy Development

• EISPD completed 13 business risk assessments for
  state agencies in information security. It also
  led development of seven statewide policies and
  the states first software standard for
  Geospatial Information Systems (GIS).

19
Implemented Oregons Digital Aerial Imagery
Portal

• Building on the efforts of many organizations,
  EISPD implemented the Oregon Imagery Explorer
  portal in partnership with Oregon State
  University. The portal allows easy access to
  high-resolution aerial photography of the
  entire state, taken in 2005.

20
Managed the States Online Content and
Transactions

• EISPD processed more than 120,000 Web site
  transactions for 95 agencies, boards and
  commissions. The division recently finished work
  on the Oregon Judicial Departments Supreme Court
  and Appellate Court Web portal, which gives
  stakeholders customized access to Web
  applications and online content.

21
Thank you Enterprise Information Strategy and
Policy Division!
22
Facilities Division
23
Won Two First-place Awards!

• Facilities Division won two first place awards
  from the Daily Journal of Commerce for
  construction or remodeling of buildings in
  Oregon. The awards honor the divisions work on
  the Justice Building and a new public health lab
  for the Department of Environmental Quality.

24
Relocated the Governors Office

• Facilities Division is proud to have relocated
  the Governors Office after the Capitol fire over
  Labor Day weekend. Many hands pitched in, and
  within 72 hours, the Governor and his staff were
  at work on the states business in a new location.

25
Launched a Brand for E-mail Communications

• Listening and responding to customers motivated
  the Facilities Division to develop a brand for
  the division. Now, all e-mail messages
  originating from the division display a common
  look. Facilities also launched an ongoing survey
  to stay in touch and receive customers
  immediate feedback.

26
Colored Outside the Lines with New Paint Choices

• Maintenance of DAS-owned buildings includes a
  fresh coat of paint now and then. Today, agencies
  may select from a wider array of colors to match
  popular color schemes. Facilities has received
  rave reviews from customers for such bold colors
  as sage green and purple.

27
Enhanced their Team Spirit with a Wall of Fame

• Visitors to the Facilities Division now enjoy a
  wall of fame featuring pictures of the
  divisions sections and teams. This is just one
  way the division demonstrates a commitment to a
  team environment among its entire staff.

28
Thank you Facilities Division!
29
Human Resource Services Division
30
Launched a Project to Replace Aging HR Systems

• The Human Resource Information System project is
  a partnership with ODOT to replace three aging
  state systems Position Personnel Database
  (PPDB), Position Information Control System
  (PICS) and ODOTs financial
  applications. This project will position
  the state for greater efficiency in HR
  tracking, reporting and management.

31
Negotiated 31 Bargaining Agreements and Completed
a Class Study

• For the second consecutive biennium, Labor
  Relations successfully negotiated 31 collective
  bargaining agreements with 10 represented-
  employee associations or unions. Class/Comp
  completed the first work package of a class
  study covering nurses and nursing management,
  and increased the number of classifications
  matched to the market.

32
Published an Online Guide for the States HR
Professionals

• State government now boasts a comprehensive
  online tool to share HR procedures and resources
  with state agencies. The guide covers state and
  federal requirements, employee orientation,
  records, performance and position management,
  responding to complaints, selecting the best
  person for a job and more!

33
Directed State GovernmentsFirst Career Fair!

• HRSDs Training and Recruitment section
  orchestrated the states first annual career
  fair, held September 13 on the Capitol Mall. More
  than 3,000 job seekers attended. Staff from DAS
  and 40 participating agencies shared their
  insight about careers in Oregon state government.

34
Launched an Expanded Intern Program!

• HRSDs Training and Recruitment section expanded
  internOregon from five universities to any
  university in the nation, and made the program
  year-round. More than 20 agencies participated
  this year, sponsoring interns from 14
  universities. The program also experienced 300
  percent growth in the number of applicants!

35
Thank you Human Resource Services Division!
36
Operations Division
37
Supported the States Efforts to Recover from
Fire in the Capitol

• The Operations Division supported the states
  efforts to re-establish Governor Kulongoski in
  new offices following a fire in the Capitol over
  Labor Day weekend. Operations team got the
  Governor and his staff back in action quickly
  and efficiently by restoring their IT
  capabilities.

38
Earned a Fifth Gold Star

• For the fifth year in a row, the Operations
  Division earned a Gold Star for Fiscal Reporting
  from the State Controllers Division. This
  represents consistent and rigorous effort on the
  part of all the divisions accounting and finance
  staff.

39
Stayed Ahead of the Curve on Budget Development

• Operations Division prepared and submitted DAS
  budget requests for 2009-11 ahead of schedule.
  The division also submitted the departments
  Affirmative Action plan ahead of schedule!

40
Honored for Innovations in Payroll

• Operations Division earned two Silver Stars from
  the State Controllers Division for developing
  and implementing innovations in payroll
  processing.

41
Partnered with BAM on a New Web Tool

• At the request of the Budget and Management
  Division, the Operations Division created a new
  Web tool to track the Key Performance Measures of
  DAS and state agencies.

42
Thank you Operations Division!
43
Oregon Educators Benefit Board
44
Managed a Successful First Open Enrollment

• OEBB handled more than 14,000 calls at its help
  desk during a one-month Open Enrollment period in
  late summer.  

45
Launched an Online Enrollment Process

• OEBB successfully enrolled 98 percent of its
  members (over 61,000 people) using its new online
  enrollment system, MyOEBB.

46
Saving Money for Oregon

• OEBB expects to save nearly 37 million annually
  in health benefit costs for school districts,
  education service districts and community
  colleges.

47
Thank you Oregon Educators Benefit Board!
48
Public Employees Benefit Board
49
Reduced Paper Use

• PEBB reduced use of paper for Open Enrollment by
  96 percent, saving 1.5 million sheets. That
  represents saving a small forest of trees and
  helps us sustain Oregons natural resources.

50
Achieved the Lowest Increase in Premiums

• PEBB accomplished its lowest-ever annual increase
  in healthcare premiums less than five percent
  for 2009.

51
Opened Access to Board Meetings via the Web

• PEBB now streams its Board meetings live on the
  Web. This makes Board decisions more transparent
  and makes best use of our resources.

52
Thank you Public Employees Benefit Board!
53
State Controllers Division
54
Completed State Governments Comprehensive Annual
Financial Report (CAFR)

• This mandatory report to the federal government
  outlines the states financial status each year.
  The report records the assets, investments, and
  gross income from all agencies and sources
  benefiting the state. Compiling the report takes
  several months of dedicated effort.

55
Launched a Facelift of the Statewide Financial
Management Application (SFMA)

• New Web-based screens are an option to the green
  screens in RSTARS. The facelift provides a
  customer-friendly look without reducing the
  systems functionality. The first screens to
  receive the facelift are for paying invoices and
  recording receipts the screens used most by new
  users.

56
Created Virtual Reporting in Statewide Payroll
Services (OSPS)

• Many payroll reports generated by the mainframe
  are now available in electronic format. As the
  payroll system produces the reports, they
  automatically convert to PDF. OSPS staff can
  download the reports from the mainframe, save
  them for central use and only print the
  necessary pages!

57
Improved the Online Time System in Statewide
Payroll Services (OSPS)

• Agencies that use DAS online time system to
  capture employees time and attendance have seen
  some welcome changes onscreen. Customers
  suggested the new features, which include crew
  numbers, position numbers, benefit packages,
  holiday schedules, overtime status, summary
  totals for each pay type and forecast hours.

58
Archived Old Financial Data in Record Time (SFMA)

• SCD removed about 30 percent of the data in the
  states financial system. This represents a huge
  increase over past years. In 2004 and 2005, SCD
  removed 19 percent and in 2006, 18 percent. And
  the system was offline only two days. Record
  time!

59
Thank you State Controllers Division!
60
State Data Center
61
Enhanced Customer Service

• The SDC doubled its ability to answer service
  requests, from 5,391 requests in fiscal year 07
  to 9,706 in 08. Staff also implemented a
  self-service portal for customers to interact
  with the SDC on many topics and services,
  all at the customers convenience.

62
Improved Storage Management

• The SDC replaced 15 different backup systems with
  one enterprise solution to perform a nightly
  backup of all agencies data. The SDC sends the
  data tapes to an offsite location for disaster
  recovery purposes.

63
Responded to Mainframe Capacity Needs

• The SDC consolidated the states three original
  mainframes into a single, leased machine to allow
  the state to increase or decrease capacity as
  needed by the agencies.

64
Created a More Responsive Virtual Environment

• The SDC implemented a virtual server environment
  to provide rapid deployment of new servers, and
  to consolidate existing legacy servers. A single
  virtual host can house up to 30 legacy servers
  while increasing performanceand reliability.

65
Improved Efficiency in Unix Services

• The SDC deployed a technical architecture that
  allows multiple customers to share
  enterprise-class applications such as Oracle, DB2
  and Websphere. This eliminates unnecessary
  physical servers and improves efficiency.

66
Thank you State Data Center!
67
State Services Division
68
Risk Management Focused on Outreach and Customer
Service

• After arranging a stakeholder workgroup, Risk
  revised its self-insurance policy manual for
  state property. When Risk asked agencies for
  feedback on forming a Risk Advisory Council, 84
  people from 26 agencies accepted an
  invitation to a communications
  forum. This positions Risk to enhance
  customer service.

69
Fleet Emerged as an Environmental Leader

• Fleet received the Honda Environmental Leadership
  Award twice in the last five years. This year,
  Fleet received the Public Fleet of the Year award
  from the Columbia-Willamette Clean Cities
  Coalition. Since 2000, Fleet converted
  approximately 35 percent of its vehicles to
  alternative fuel or hybrid. 

70
Surplus Promoted Sustainable Processing of
Electronic Waste

• Surplus negotiated a contract with Garten to
  process the states electronic waste. As a
  result, Garten took in over 157,000 pounds of
  e-waste in just six months! Of this,
  approximately 56,000 pounds received refurbishing
  and was sold for reuse. The rest was responsibly
  recycled.

71
State Procurement Didnt Tireof Advancing Price
Agreements

• The State Procurement Office now provides
  Statewide Price Agreements with manufacturers for
  tires. Oregon now receives a discount of up to 48
  percent off list price for tires. SPO created
  this price agreement through its relationship
  with the Western States Contracting
  Alliance for cooperative procurement.

72
Publishing Distribution Launched PacTrac

• PacTrac is a new online system, which PD
  launched in 2008 to track packages and secure
  shipments.
• State agencies have tracked nearly 8,000
  shipments since creation of the system.

73
Thank you State Services Division!