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I am honored to be the new Director of the Department of Administrative Services (DAS). I say “honored” because it is an honor to serve Oregonians. I have made a career out of serving Oregonians and helping government better serve its citizens. I
look forward to continuing that work here at DAS.
I have asked Kris Kautz to continue in her role as Deputy Director. Kris and I share
the same values. We believe in quality customer service. We feel it is important to
listen to our customers and to understand their business needs.
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This edition of What’s Up at DAS describes some of the work going
on here at the agency. Look here for more information in the future
as we continue our work to achieve excellence in state government.
As always, feel free to contact us if you have questions about What’s Up at DAS. We look forward to hearing from you.
Scott Harra, Director
Department of Administrative Services
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| State Controller's Division |
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Tremendous team effort produces the state's financial report
Months of focused effort recently resulted in publication of the state’s Comprehensive Annual Financial Report for the fiscal year that ended on June 30, 2007. The report received a “clean” audit opinion from the Secretary of State Audits Division. This is no small feat, as this 185-page report must comply with rigorous accounting standards and financial reporting rules.
Preparing this annual report is part of the State Controller’s Division’s (SCD) business plan. The report helps promote accountability in the state’s financial reporting. Accountants in state agencies worked very hard to record and provide the data for the report. At DAS, a team of financial reporting experts put together financial statements and other information in line with a strict set of rules. These staff demonstrated outstanding teamwork and commitment to accuracy.
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This year's report includes new information on the state's post-employment healthcare benefits. You can check it out on the State Controller's Division Web site:
Comprehensive Annual Financial Report (pdf).
Contact: Jan Klukis, (503) 378-3156, ext. 222
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| Facilities Division |
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Energy savings reaches new heights
The DAS Facilities Division reports achieving 21 percent energy savings in DAS buildings in 2007. This is a tremen- dous achievement that represents the highest savings of the last five years and nearly $1 million in avoided costs.
The success is primarily due to the exhaustive efforts of Operations and Maintenance staff, particularly HVAC, electrical, and services and repair. These teams operate and maintain the systems for efficiency, while keeping tenants safe and comfortable. Staff in the Planning and Construction arena also contributed through their dedicated efforts to efficiently construct and renovate the buildings.
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Lastly, DAS’ tenants have done a good job of managing the plug load of electrical outlets and other actions that save energy. Statewide Resource Coordinator Elin Shepard looks forward to a successful and energy efficient 2008!
Contact: Elin Shepard, (503) 373-7132
Facilities offers new paint choices
Facilities Division Administrator Robin Harpster (left) talks with Interiors Project Manager DeeDee Knutson in front of a new grape-colored wall. And yes, they are inside a state building! Facilities recently selected four new paint colors that work well with various carpet choices, state “systems” furniture and the standard wall color “Mushroom Basket.”
The new colors include “Wonder Land” (a green-blue mix), “Georgette” (sage green), “Living Large” (yellow) and “Gothic Amethyst” (purple). Agencies can request the new colors when interior paint is a part of regularly scheduled building maintenance. The colors are suitable for lobbies, reception areas, conference rooms and offices.
Key Card Shop news
DAS’ Key Card Shop recently set up generic e-mail accounts to enhance customer service. For all key card business, use the generic “DAS Key Card” account (Salem or Portland) in the global e-mail directory. If someone is out for a day or an extended period, other staff will attend to e-mail requests in a timely manner.
DAS.KeyCardSalem@state.or.us
DAS.KeyCardPortland@state.or.us
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| Benefit Boards Update |
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PEBB and OEBB move to Ferry Street
The staffs of the Public Employees' Benefit Board and Oregon Educators Benefit Board have completed their move to offices on the first floor of the General Services Building (also known as "DAS East"). Phone numbers for staff remain the same.
New address: 1225 Ferry Street SE, Salem, 97301
Origin of the Oregon Educators Benefit Board
OEBB will provide benefits to thousands of Oregon
educators and their families
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The Oregon Educators Benefit Board (OEBB), created by Senate Bill 426 in 2007, is one of the Department of Administrative Services' newest divisions.
OEBB is a 10-member Governor-appointed board charged with providing high-quality benefit plans at affordable costs. The Governor appointed the members last May, all of whom the Senate confirmed.
The Board will provide health, dental, vision and other benefits to most employees of Oregon's school districts and education service districts, and to eligible retirees (until they become eligible for Medicare). When fully implemented in October 2010, more than 165,000 school district and ESD employees and their families will have coverage under one of OEBB's plan offerings, making OEBB the largest plan provider in Oregon.
The new law changes the way K-12 school districts and ESDs provide benefits for their employees. Currently, about 197 school districts and 20 ESDs purchase plans for their employees independently or through one of three trusts. Under the Board’s new authority, most of these district employees will join a pool to buy healthcare and other benefits, which helps to reduce the costs often associated with administering the plans. Ultimately this strategy will put more dollars back in Oregon classrooms.
The Board's mission is to design, contract for, and manage the highest-quality benefits.
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"We are making it our top priority to build a Board that seeks high-quality benefit plans from trusted providers to serve our members and their families," said chair Steve McNannay.
Beginning Oct. 1, 2008, OEBB will offer plans to about one-third of the employees who will enter OEBB. All participating school districts will join by October 2010. As required by the law that created the Board, all premium rates must be equal to or less than the cost of existing plans (factoring healthcare cost trends).
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The Board became an official, acting body last July
and has met twice each month since. In the photo
above, taken at its January 10 meeting, Board mem-
bers (from left) Michael Cannarella, Mylia Christensen,
Ron Gallinat, Peter Tarzian, Brett Yancey and Steve
McNannay discuss definitions of "opt out" with deputy
administrator Denise Hall.
Because of concerns over the state of healthcare
coverage and skyrocketing premiums, the Legislature
considered creation of OEBB an emergency. The
Board became effective upon passage.
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"We are making it our top priority to build a Board that seeks high-quality benefit plans from trusted providers..."
-Steve McNannay
OEBB Chair
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Contact: Scott E. Rupp, (503) 378-5353
PEBB to focus on prevention
In letters to its medical and dental insurance plans, the Public Employees' Benefit Board has requested renewal quotes for 2009 benefits. The Board asked the carriers to quote on existing benefits and to address ways to bring down cost barriers for certain preventive services. These services include screenings for breast, cervical, colorectal and prostate cancer, based on recommendations by the U.S. Preventive Services Task Force. The Board also asked the carriers to estimate the cost of a benefit for weight management, and to confirm their support of health screenings in the worksite. The Board wants to make sure employees have access to all preventive services supported by the best scientific evidence.
Contact: Ingrid Norberg, (503) 378-4313
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| Enterprise Information Strategy and Policy Division |
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Security office sponsors training for agencies
The state continues its efforts to improve information security across all agencies. In July 2007, DAS launched an “Employee Security” policy for statewide use (107-004-053 ). Based on best practice, the policy requires agencies to develop and enforce their own policies that establish awareness training for employees. To help agencies reach this goal, the DAS Enterprise Security Office developed a number of training modules that state employees can access online via the statewide intranet.
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The initial six modules discuss basic information security concepts in an interactive format that takes 30 minutes per module. Topics include securing a computer, using e-mail, dealing with documents and more. DAS will develop additional modules based on agency recommendations. The modules are part of a larger security awareness program for Oregon state government that includes a Web site, monthly newsletters, best practices and other resources for agencies.
Contact: Eva Doud, (503) 378-3071
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| Human Resource Services Division |
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HRSD tackles “plain language”
As part of its business plan, the Human Resource Services Division (HRSD) has begun to implement House Bill (HB) 2702. The bill directs the state to develop and implement a plan to ensure that written documents produced by executive department agencies conform to the standards of “plain language.”
HRSD has launched the first part of its plan to review and revise its Web site. The division’s Statewide Training and Development unit has also begun teaching classes on plain language. This formal training will help ensure that state employees who produce written documents know how to comply with HB 2702.
Using plain language in the creation of state government’s documents will help all Oregonians by providing clear and understandable information and expectations. In addition, it
will make interpretation easier for state employees, legislators and other official personnel.
You can find more information on the state's Web site for plain language, http://plainlanguage.oregon.gov.
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The beauty of plain language is that
it's "plain."
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Online recruitment begins this month
The state’s recruitment improvement project is only a few weeks away from implementing its new Web-based recruitment system! At the end of March, the first test agency — Department of Consumer and Business Services — will begin recruiting for a limited number of classifications using the online system.
This recruitment tool will provide agency HR staff with an effective and efficient way to receive and screen applications thereby freeing up time for recruitment staff to perform proactive outreach efforts.
Agencies will be able to tap into an existing database of more than 140,000 active job seekers through iMatchSkills®, which provides self-service, one-time registration to apply for state jobs.
Five other test agencies will phase in the new system in the coming months. They include DAS, Fish and Wildlife, Employment, Corrections, and Human Services.
To learn more, visit the project's Web site.
Contact: Roman Martushev, (503) 373-7572
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| State Data Center |
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Efficiency in standards
Today we take for granted that a hydroelectric plant on the Columbia River can generate and deliver power for our computers. But it wasn’t always so.
This Lionel ad is from a 1915 issue of Collier’s Magazine. An accompanying article about “Electrifying America” discussed developing standards and methods of delivering electricity to towns, bergs, and “someday, even to farms.”
At the turn of the 20th century, the only company in the world making electric toy trains was in Germany. By 1920, Lionel and American Flyer (A.C. Gilbert’s company) were Americana facts.
What changed? Inventor and electrical engineer Nikola Tesla and World War I changed American electricity and manufacturing.
Power Use. At the end of the 19th century, Thomas Edison’s General Electric Company wanted “siloed” direct current (DC) power plants in every berg, town and city. Since DC couldn’t carry far over wires, many thousands of small, local power plants profited as towns throughout America came to rely on them.
Rich and powerful folks favored Edison’s vision,
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but Tesla believed in the cheapest possible power.
His three-phase, alternating current (AC) system allowed electricity delivery over long distances. In 1896, Westinghouse and Tesla harnessed Niagara Falls and delivered power to the city of Buffalo. AC and DC power distribution competed neck-and-neck until World War I, when critical industries demanded cheap power and fast delivery. Tesla’s AC became the means to survival.
Efficiency. Like the early electrical industry, the information technology (IT) industry has grown from a vision here and a new product there. Ideas for linking systems came from varied sources. Some individual organizations achieved high degrees of success and efficiency. At the turn of the century, any single town might have run very well on Edison’s DC; however, the nation would have lost trillions. Luckily, we learned that standardization and consolidation create large-scale efficiencies.
Oregon’s Future Superhighway. The State Data Center (SDC) has reorganized and consolidated the Edisonian IT system that grew from “siloed” local organizations. The SDC has brought together isolated computing systems and formed a single IT center. Instead of Edison’s vision of isolated power pods, state government has embraced Tesla’s vision of long-term, low-cost computing power. Consolidation efforts have moved us toward a standardized, secure, high-speed, reliable system for government e-traffic. Efficiency of scale combined with standardization will provide every SDC customer with efficient, low-cost computing. Oregon is building a future that will take IT services for granted the same way we assume birthday presents can include an electric train.
Contact: Barbara Jensen, (503) 378-6029
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| Budget and Management Division |
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BAM works with agencies to improve the budget development process
As the 2009-11 budget preparation season begins, the Budget and Management Division (BAM) is making a significant effort to improve
the process.
"We have approached this budget cycle with a process improvement mentality,” said George Naughton, BAM Administrator. “All of us recognize the tremendous work that goes into budget development.
It is very important to remove unnecessary steps so that agency staff
can focus their efforts on budget analysis."
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In past years, the budget process included intense workload peaks. BAM designed some initial process improvements to distribute the workload more evenly. For example, agency budget staffs can now access the ORBITS system earlier to review 2005-07 actuals. "We have reviewed operations and eliminated processes that no longer add value. This includes eliminating the ‘estimates’ column,” noted Janet Savarro, an auditor in the Statewide Audit and Budget Reporting System (SABRS).
Some of the improvements were made possible as additional components of the ORBITS computer system came online. ORBITS Project Manager Barb Torres notes, “This is the first time the accounting and budget system structures have aligned. Alignment of structures is the key to automatically linking data and thereby reducing manual input for both systems.”
Administrative changes, such as streamlining the “budget exception” process have also been implemented. Kelly Freels led a team to review the Analyst Report document with the goal of enhancing its effectiveness as a communications and policy development tool.
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Enhanced training is a critical component of the initiative. SABRS Section Manager Brian DeForest and his staff have provided more training, and they have improved the method by which they conduct the training. Brian has promoted “just-in-time” training so that agency staffs receive briefs on elements of budget preparation just prior to the time they will actually perform the tasks. Brian remarked on the number of new faces in the audience at the trainings, “It is great to see agencies use the training in succession planning. We are providing a strong technical foundation for the next generation of budget professionals.”
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Linda Ames and Kristin Keith have made significant revisions to the 2009-11 Budget Instructions to incorporate these changes, as well as to consolidate sections that have been added over the past several years. The Budget Advisory Group was instrumental in providing feedback to BAM on the proposed changes to the process and timelines.
Contact: George Naughton, (503) 378-5460; Jack Kenny, (503) 378-3107
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| State Services Division |
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Fish named Deputy Administrator of State Services Division
Jeanette Fish recently joined DAS as deputy administrator of the State Services Division. For the past 16 years, Jeanette was part of the Business and Employment Services Division with the Oregon Employment Department.
Jeanette has wide-ranging experience in the workforce arena. Her background is in direct service delivery, customer service, collabor- aborative leadership, policy and program development, strategic planning, organizational development, and unemployment insurance.
“I’m excited to join the State Services Division and participate in the important work of serving and working collaboratively with state agencies so that they can accomplish their mission and goals.”
-Jeanette Fish
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Jeanette Fish
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Production mail keeps state government going
Tucked away in an earth-bermed building on Airport Road in Salem, Publishing & Distribution remains one of state government’s best-kept secrets. Often called the Print Plant, or State Printing, P&D does much more than put ink or toner on paper. It runs a full-service production mail unit that prepares the letters that keep state government in the business of serving Oregonians.
The Production Mail unit addresses, inserts, meters, and presorts about 2.3 million letters every month for state government. The letters go to all sectors of the public. They contain unemployment checks, titles and registrations for cars and boats, and license and permit updates for businesses. They also contain health ID cards, health care applications, vouchers, property tax statements, jury summons, child support notices and other important documents.
The unit uses 40 to 50 pallets of envelopes each month. During special projects, such as the annual property tax statements or the occasional kicker checks, the amount increases by another 20 pallets.
During the 2007 Property Tax Project, P&D processed a million statements and 2.5 million inserts in less than a month, in addition to its regular work. Immediately following the tax project, P&D processed another 1.6 million letters containing kicker checks.
The biggest advantage to agencies using Production Mail services is postage savings. P&D’s knowledge of U.S. Postal Service regulations saves state government $4 million in postage expense each biennium.
P&D's
Production
Mail team
is ready to
serve you!
Far back (from left): Derek Wachtler, Jason Withrow
Middle row: Tim Shippey, Vicki Stoddard, Duane Schmidt, Ponch Ruiz,
Tollie Emerson, Tim Landgren
Front row: Curt Combs, Donna Whitaker, Donna Chrisman, Bethany
Shambaugh, Kent Johnson, Teri Hippe
Contact: Debbie Gallagher, (503) 373-1766
Ladder safety -- think before you climb!
This message brought to you by the Safety and Wellness Leadership Initiative
A good ladder safety program is well worth the effort, because most ladder accidents result from improper usage, selection and training. According to OR-OSHA:
“We take portable ladders for granted because they’re so easy to use. Yet more workers are injured in falls from ladders than from any other elevated surface — roofs, scaffolds, balconies, even stairs. Why do workers fall from ladders? Most falls happen because workers select the wrong type of ladder for their job or they set up the ladder improperly and the ladder shifts or slips unexpectedly. Workers also fall when they’re not working safely
on the ladder — their foot slips, they lose their balance, they overreach, or something knocks the ladder over.”
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Read full article (pdf)
More ladder safety information for employers, employees and homeowners
Contact: Luella Ackerson, (503) 373-7003
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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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