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| Introduction |
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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
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| State Data Center |
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The SDC will install 12 "BladeCenters" by next summer.
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Consolidation powered up in shared environment
The State Data Center (SDC) has begun work on a new server infrastructure for consolidation. SDC architects and technicians are standardizing the server infrastructure, which includes IBM BladeCenters and virtual servers.* This new environment includes common management tools, a common server infrastructure, secure network services and ease of management. The new servers greatly increase automation and high availability. It’s all part of the SDC’s new shared services environment to better serve agencies.
In the photo at right, Martin Seithel, a system server engineer, inserts one of 14 server blades into a BladeCenter. Each vertical blade represents one traditional server. Using blade technology, the data center can reduce space requirements for servers by 50 percent and power consumption by 35 percent.
Technicians from SDC’s server, storage, network and security teams collaborated for the past 16 weeks to prepare for the new server infrastructure. Team members worked closely with vendor partners, including late at night and on weekends, to ensure readiness to launch the required training for SDC staff.
The SDC’s architecture team recently began hosting customer forums to discuss the architecture standards implemented in the server, storage and network security domains. At technical forums, customers receive an overview of the technical standards for each domain and associated project plans. For more information, visit the SDC Web site.
*Virtualization allows a server to be “split” into logical units, each running an independent and isolated operating system. This allows physical machines to run at optimum efficiency.
Contact: Barbara Jensen, (503) 378-6029
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| Public Employees' Benefit Board |
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Phone survey responses will help PEBB meet members' needs.
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Employee health survey coming this fall
With support from the Department of Human Services’ Healthy Worksites program, PEBB is sponsoring a telephone survey of members to get information on employee health and wellness. Having conducted this survey in 2005, PEBB and DHS will field it again, beginning in mid-September and lasting through November 2007.
The survey will involve about 1,500 agency and 500 university employees. Participants may schedule the 15-minute survey at their convenience. PEBB encourages agencies to allow employees to participate during work time, if they desire, as the findings help develop and track PEBB programs.
The topics of the phone interview include:
- Health risks
- The effects of a chronic condition on daily activities
- Awareness of PEBB’s wellness program
- Agency or campus worksite health and wellness activities
- Experience with the healthcare system
Employee responses will remain completely confidential. An independent survey firm will conduct the survey. By terms of its contract, the firm will use members’ phone numbers for this survey only, and will securely dispose of all individuals’ information when the survey is complete. The firm will report results to DHS and PEBB only in the aggregate. No person is identifiable through any reported information.
The survey results will help the Board create or modify wellness programs and other activities to meet members’ needs.
PEBB sponsors wellness grants for state agencies
The PEBB Wellness Grant Program provides small grant funds to agencies to assist them in promoting employee worksite wellness activities, including but not limited to worksite wellness physical activity and nutrition programs and strategies for implementing best practices, guidelines and policies that support agency wellness. A key goal of the program is to further the longer-term sustainability of worksite wellness programs and contribute to efforts to improve employees' health status and control health care costs.
For more information, or to apply, visit the PEBB Web site.
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| Budget and Management Division |
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DAS can help you with performance management.
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Performance management
OK, by now you’ve accepted the fact that performance management won’t go away. After all, the current system is now in its third biennium. And you know it’s the right thing to do. Still, something about the process occasionally bothers you, doesn’t it? You know more about your agency’s business than anyone else. You spend countless hours making the difficult decisions that keep things running smoothly.
Is your hard work reflected in your agency measures? Does the performance management system help you evaluate the potential impacts of those difficult choices you make in accomplishing your agency’s mission?
The fact is, implementing performance management in a way that is both useful and reliable in providing accountability requires a unique skill set. If you or one of your co-workers want to improve that skill set, DAS wants to help.
Rick Gardner joined the staff of the Budget and Management Division in June 2007. He is available to provide technical assistance in performance management, continuous process improvement, strategic planning and more. Rick holds graduate degrees in Organizational Development and Adult Education. He developed the first performance measures for the Idaho Department of Transportation in 1975, and has extensive private sector experience, having consulted for Boeing, Boise Cascade, Pillsbury and other Fortune 500 companies.
What’s Up had a chance to talk with Rick earlier this month.
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Rick Gardner
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What is the state of performance measurement in Oregon state government today and what do you see as the next stages of its evolution? “Currently, it is oriented around the key performance measurement system, reporting fairly high-level outcomes to the Legislature. It is an 'after the fact' system. While reporting in this manner is an element of all systems, it may or may not connect to day-to-day business. True performance management helps organizations perform more effectively. It involves quantitative analysis, strategic planning and a host of other tools and methodologies.”
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What are some of the most significant challenges facing agencies in implementing meaningful and useful measures and how might they overcome those challenges? “It is always more difficult to conduct measurement in a service organization. It can be extremely difficult to measure cause and effect in a manner that is both fair and reasonable. To determine what we are preventing or enabling is a challenge. One of my roles is to help agencies find technologies and guidance to assist in these efforts. There are resources available that we can leverage.”
You are working closely with the Legislative Fiscal Office and the Progress Board; do you have a sense for future emphases or areas of focus in your collaborative efforts? “At this time, we are at the front-end, formative stage. We are developing a clear consensus on how to move forward. We will keep the current performance measurement process stable as we determine what our individual roles are going forward.”
To contact Rick, call him at (503) 378-3117.
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| State Controller's Division |
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Statewide Payroll launches training newsletter
State agency payroll coordinators have a new training and information resource: a newsletter sponsored by Statewide Payroll Services, State Controller’s Division. "OSPS Training News" highlights Web resources, training opportunities, and instructions on timely topics for agency payroll coordinators.
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View the latest
on the Web.
For more information,
(503) 378-6777,
ext. 230
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| Human Resource Services Division |
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Internship program report
2007 Program Participants
Professional and Managerial Internships in State Employment (PROMISE)
Oregon’s PROMISE internship program provides professional, managerial and technical paid work experience in state government for Oregon Health & Science University, Oregon State University, Portland State University, University of Oregon, Western Oregon University, and Willamette University students. The purpose of the program is to increase the potential pool of applicants currently underrepresented in state employment.
Judging by the responses of this year’s interns and sponsors, the program was a phenomenal success. PROMISE grew to 39 students, an increase of more than 400 percent over last year’s program! That kind of growth created some challenges for the DAS Statewide Recruitment Services team, but they’ve already begun to brainstorm for next year’s program. They look forward to putting into action everything they learned this year.
Thanks to all agencies that contributed to the success of the PROMISE program.
Eliminating discrimination and harassment in the workplace
Oregon state government now has a comprehensive statewide discrimination and harassment free workplace policy (pdf). Approved on June 29, 2007, this policy covers all Executive Branch employees. The policy provides consistent direction for agencies on what constitutes prohibited conduct and how to report and investigate complaints, with the intention of eliminating discrimination and harassment in the workplace.
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With assistance from the Department of Justice, the DAS Human Resource Management and Consultant team now offers a series of training sessions for agency HR staff. The sessions cover the new policy, current legal issues, recent judicial decisions and steps to use when dealing with workplace discrimination and harassment. More than 115 HR staff from 39 agencies have already completed this training.
Contact Cindy Forest to register for the next training session, scheduled for Sept. 27, 2007, or for additional information.
Tools available on the Web as companions to the policy:
- Lesson plan for discrimination and harassment free workplace class
- DOJ's procedures for conducting an investigation
- PowerPoint presentation with additional information about a discrimination and harassment free workplace
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| Enterprise Information Strategy and Policy Division |
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Lynn Beaton, Enterprise Business Continuity Manager
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A new leader for business continuity planning
Lynn Beaton recently joined the team at Enterprise Information Strategy and Policy Division as the Enterprise Business Continuity Manager. Lynn has degrees in biology and law. She worked as a lawyer early in her career, but decided that public policy was more fun!
Lynn has worked for several state agencies. She first helped coordinate wetlands programs and policies for the departments of Land Conservation and Development, Water Resources, and State Lands. She also worked as a land use and wetlands specialist for the Washington State Department of Ecology.
For the last 11 years, Lynn worked for the Oregon Economic and Community Development Department (OECDD). She served as the agency’s regulatory advisor, assisting businesses and local governments to comply with environmental regulations. Four years ago, Lynn changed career direction and became OECDD’s central operations manager. She then served two years as the agency’s assistant director.
Her first priority at DAS is to review the current BCP program. She plans to meet with agency participants to review the program’s effectiveness and state agencies’ progress toward completion of their BCP plans. She will pay particular attention to governance issues such as how to resolve conflicts between agency plans, and set priorities for access to limited resources. In addition, she will coordinate with the State Data Center and the Disaster Recover Task Force on the development of an IT disaster recovery plan.
To contact Lynn, call her at (503) 373-0872.
Security office to provide guidelines on SB 583
The Enterprise Security Office has created guidelines to assist agencies in implementing the provisions of the Oregon Consumer Theft Protection Act (SB 583). The guidelines have two major components: breach notification and safeguards. The breach notification
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guidelines address the provisions of the act that take effect Oct. 1, 2007. The safeguards guidelines address the provisions that take effect Jan. 1, 2008.
The guidelines provide a high-level, non-technical overview of security practices and outline the steps to take if a security breach occurs. The guidelines are in the form of a checklist so agencies can assess their own risk levels and determine which standards to implement. Agencies will receive these guidelines in September or they can access them on the Enterprise Security Office Web site.
Contact: Cinnamon Albin, (503) 373-1496
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| State Services Division |
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Back to the future
The Capitol building renovation is under way and the 1970s décor must go. The Surplus Property Program is helping remove and dispose of the furniture as the Legislative Assembly vacates its offices. Most of the furnishings are in good condition and Surplus Property hopes to maximize reuse of the items.
State agencies, local governments and eligible non-profit customers have access to these items before the public can purchase them through eBay or the Surplus General Store.
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The inventory consists of more than seven 48-foot truckloads of furnishings, with more on the way. Over the next year, Surplus anticipates an additional 20 truckloads as items used for temporary legislative offices return to Surplus for reuse.
Contact Jeff Royer at (503) 378-4089 for information on agency sales.
The Property Distribution Center (home of the public Surplus General Store) is located at 1655 Salem Industrial Drive NE, Salem.
Ten tips for facing disasters head-on
Disasters happen! They happen in every state and Oregon is no exception. Procurement plays an important role in Oregon’s ability to face disasters head-on by generating contracts for equipment, medical supplies, translation services and scores of other critical items. In short, the procurement staff keeps government working. Each phase of a disaster (pre-, during and post-event) gives procurement an opportunity to conquer challenges.
Here are 10 tips to help face disasters head on:
- Participate in training.
- Participate in tabletop or other simulation exercises.
- Be part of your agency’s business continuity plan team.
- Know your authority, which rules and laws apply, and how to make the most of them in a disaster.
- Know which contracts exist and how to access them.
- Network with other agencies to maximize resources.
- Be prepared – create a Mobile Office for on-the-go procurement activities.
- Plan for downtime and recovery activities.
- Update your communication plan and employee contact information.
- PLAN, PLAN, PLAN. Test your plans and plan again!
The State Procurement Office (SPO) will offer a disaster preparedness workshop on Oct. 3, 2007. Watch for information on this workshop and other procurement training sessions on the SPO Web site.
Contact: Vicky Narkon, (503) 378-4663
Publishing & Distribution
The new biennium is here, and Publishing & Distribution (P&D) has two very important projects to crow about. First, P&D will replace half of its antiquated “inserters.” These machines stuff millions of documents, checks and assorted vouchers into envelopes each month. The new inserters offer better reliability and run much faster.
The second project is a Package Tracking System. Using bar code tracking on confidential or sensitive materials, this new system enables P&D to distribute letters and parcels to agency customers more safely.
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Agencies won’t need bar code tracking on every piece of mail that P&D handles, but the new system supplies the option for more security. The Package Tracking System greatly enhances the ability of agencies to conform to DAS’ new Transporting Information Assets policy and Senate Bill 583.
For more information, contact P&D at (503) 373-1700.
Order Printing Online
Safety and Wellness Leadership Initiative – dedicated to improving the safety and health of state workers
DAS is actively participating in the Safety and Wellness Leadership Initiative (SWLI). Its Human Resource Services Division, the Public Employees’ Benefit Board, the Director’s Office and the State Services Division provide ongoing support to the initiative. Additionally, two areas participate in the pilot project, Publishing and Distribution and the Facilities Division’s Operations and Maintenance section. The SWLI pilot project involves field-testing a safety and wellness “climate” survey along with a tool for agencies to self-assess the maturity of their safety and wellness program. DAS employee participation in the climate survey portion of the SWLI pilot project was an extraordinary 81 percent.
Contact: Deb Bogart, (503) 373-7233
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| Facilities Division |
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Scott Young, Deputy Administrator, Facilities Division
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Facilities Division welcomes new deputy
Scott D. Young recently joined DAS as deputy administrator of the Facilities Division. For the past 10 years, Scott was part of the Facilities Division with the Oregon Department of Corrections. He also has 15 years of experience in the private construction industry.
Scott holds two bachelor’s degrees from Oregon State University, one in Construction Engineering Management and the other in Business Administration.
“I am excited to be part of the Facilities team in providing the best customer service while excelling in facility management and construction services for the good of the state.”
Scott Young
Visitor parking lot opens at General Services Building (“DAS East”)
Attending a meeting at the General Services Building is easier than ever with the addition of a new visitors’ parking lot located at 1225 Ferry Street SE. The lot is directly east of the building and contains 14 metered spaces and two free disabled spaces. Look for the bright blue and yellow “visitor” spaces.
The meters take coins or state CashKeys, or visitors can use yellow one-day permits for longer meetings. Additional metered spaces are located on 13th and Ferry streets.
To schedule a room in the General Services Building conference center, call the DAS Facilities Division at (503) 378-2865, ext. 221.
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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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