| March 2009 |
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| Director's Message |
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Scott L. Harra
DAS Director
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Welcome to the latest edition of What’s Up at DAS, the quarterly newsletter of the Department of Administrative Services.
In today's uncertain times, we can all appreciate the need for frequent communication among agencies. DAS plans to continue its quarterly What’s Up newsletter, but we want to make customers aware of our other communication tools, such as our divisions' newsletters, a general e-mail address (yes, you can really send in any question), and feedback links that appear at the bottom of every DAS Web page. If you want to comment or ask a question, please do so and we'll respond. |
On that note, deputy director Kris Kautz recently distributed some information to agency directors about the DAS budget. We've posted that document online (see link below) to counter some misinformation that had come to our attention. If you serve in a financial or budgeting role, please take a few moments to read the latest from Kris.
Budget Memo (pdf)
Thanks to everyone who took the time recently to answer DAS' annual survey on customer service. Although we're still analyzing the results, we hope to post the data online soon. Each DAS division will also develop an action plan that addresses the issues customers have raised. Again, thanks for getting involved in our efforts to improve customer service at DAS.
I'm pleased to introduce a new member of DAS' leadership team: John Koreski joined us in late January as the administrator of the State Data Center. John has served state government in several leadership roles during his 30-year career, and we are delighted he has joined our department. You can read about his vision and focus in the State Data Center’s article below.
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| Enterprise Information Strategy and Policy Division |
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EISPD Completes Statewide Report of IT Assets
With help from many state agencies, the DAS Enterprise Information Strategy and Policy Division (EISPD) recently published a statewide information-technology asset report for 2008. The report contains information about the different kinds of computers, networks, and other technology equipment owned by the state, down to the manufacturer and model names.
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For example, the report shows that state government owns more than 40,000 personal computers. EISPD and state government can use the information in the report in many ways to plan and manage the IT environment. Once a year, EISPD collects the asset information from state agencies and publishes it in a new report.
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Updating the State’s Management Strategy for Information Resources
Every two years, state government’s IT and business leaders come together to review and update the state’s management strategy for information resources. The strategy guides the state’s actions under the following premise:
Business needs must drive technology planning and implementation across the enterprise,
and technology resources must enable the business of government.
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Dugan
Petty
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State CIO Dugan Petty leads the effort to transform these words into sustained, coordinated action. To make it happen, EISPD collaborates with the state’s CIO Council and a group of administrative and business services directors.
Over the past 18 months, the operating environment of state government has changed, reflecting new priorities, trends and the economic downturn. The changes compel the state to update the strategy again to ensure it accurately addresses the priorities, issues and challenges facing state agencies.
DAS has once again invited several business and IT leaders to form a multi-agency steering committee to oversee the strategy update. Steering committee members provide important insight because of their agencies’ responsibilities, background and experience. They will ensure the strategy effectively addresses agencies’ business needs and better aligns the state’s information resources and IT assets to the needs the agencies have identified.
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Security Office Completes Second Annual Risk Assessment
Good information security is more than just technical solutions like firewalls and anti-virus software. A solid program also focuses on people and processes. To improve in all three areas, the DAS Enterprise Security Office (ESO) conducted an information-security business risk assessment in 2007. The purpose of the assessment was to identify key business functions and areas of information security risk.
The assessment uses the International Standards Organization’s standard for information security (ISO 27002) as a framework to conduct the assessment. The standard contains 11 domains that cover information security in areas ranging from human resources, to acquiring, developing and maintaining information systems.
The 2007 assessment involved 13 agencies of varying sizes. After completing the assessment, the ESO and the participating agencies analyzed the results and identified recommended areas for improvement.
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In late 2008, the ESO conducted a follow-up assessment — involving 12 of the original agencies — to evaluate their efforts to address the risks identified in 2007 and review their progress toward improving information security. ESO also involved two new agencies in the assessment on a rotating basis (although results of the new agencies do not appear in the combined results).
Agencies continue to make good progress in reducing risk.
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Overall, the results of the 2008 assessment indicate substantial improvement in the 11 security domains, compared to 2007. The 2008 assessment reveals that agencies continue to make good progress in reducing risk by changing business processes and raising staff awareness. The report also identified many gains the state can make to secure information through best practices that do not involve technology. |
The ESO will continue to conduct annual assessments to evaluate areas of potential risk at a statewide level and to monitor progress toward improving information security across state agencies.
Contact: Theresa Masse, (503) 378-4896
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| Budget and Management Division |
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Getting More for Less – A New Generation of Key Performance Measures
The Department of Revenue and Bureau of Labor and Industries — with technical assistance from the Budget and Management Division — have begun work on a new generation of composite Key Performance Measures (KPMs). These performance measures offer improved value by providing significantly more usable information, as well as reducing the overall number of KPMs.
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The “taxpayer assistance” measure from the Department of Revenue combines statistical measures of process time, customer service and efficiency into a single metric. Information from this measure provides real-time performance feedback to Revenue employees, which helps them make more effective decisions on a daily basis.
The Bureau of Labor and Industries has proposed two new composite measures that address the primary activities to resolve civil rights and wage and hour claims, replacing several previous KPMs. Both of the new measures already have begun to produce significant process improvements.
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Revenue and BOLI have received favorable responses from the Legislature for these innovations.
As agencies face sharply reduced resources, using reliable data to make good decisions is critical; reducing administrative costs by cutting the number of KPMs helps agencies direct their time and resources to core outcomes.
Contact: Rick Gardner, (503) 378-3117
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| Human Resource Services Division |
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New Services Announced
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As an employer, Oregon state government has made a commitment to the health, well-being, and success of its workforce. During times of economic downturn, budget cuts, and layoffs, the state must redouble its efforts to support and nurture its workforce.
The DAS Human Resource Services Division has developed a set of “transition services” to help state employees to face the challenges that lie ahead. HRSD has announced four free training classes designed to support three specific audiences: displaced employees, retained employees and managers.
Class titles now available:
- Change management
- Being resilient
- Career change and transition
- Job search strategies
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For more detailed information on class content, send an e-mail to transition.services@state.or.us,
or call (503) 378-8344.
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| State Data Center |
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New Leader Introduced
John Koreski joined DAS in late January to serve as the administrator of the State Data Center. He has served state government in several leadership roles during his 30-year career. Since 2002, John held the position of assistant director and chief information officer at the Department of Corrections. In that role he served as a long-standing member of the State Data Center’s Chief Information Officer Advisory Board. Before that, he held the deputy CIO post in the Department of Human Resources (now DHS).
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John Koreski
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John’s knowledge and expertise of government business and operations is critical to the success of the data center. As a former customer, he provides valuable perspective on meeting the expectations of the data center’s stakeholders and customers. John’s top priorities include striving for a more efficient data center operation while maintaining a high degree of customer service.
Meeting the demands of this growing organization presents a tall order, but John has focused his efforts to ensure data center services are reliable and current. He is accountable for addressing all cost saving measures and making needed improvements. Serving as part of the project’s executive leadership over the past five years, John understands the business challenges of information technology.
“The goals of consolidation take time and perseverance to achieve. Through the efforts of the dedicated staff at the State Data Center we are on track to deliver the kind of service its customers deserve and expect.” -John Koreski
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UNIX Consolidation
Technicians refer to UNIX systems as “mid-range” computing — smaller than a mainframe but larger than an average server. State agencies have used UNIX systems for years to operate various computer programs in this mid-range.
As part of the State Data Center’s (SDC) consolidation, the state’s UNIX systems will standardize to a single enterprise-class hardware version by the end of June. This effort will reduce costs, power demands and complexity, and enhance system efficiencies, effectiveness and capacity for growth. Once complete, the transition of the SDC mid-range computing environment will eliminate about 90 “end-of-life” physical systems and replace them with only four systems that are more powerful and fully supportable.
The UNIX consolidation project began accumulating savings last fall — about $350,000 to date. The savings demonstrate a clear success for the SDC team that has worked closely with customer-agencies to migrate applications to the new systems. The UNIX consolidation brings the best of advanced technology and security to the forefront of the SDC’s services for shared-utility computing.
Meet the data center's UNIX consolidation team:
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Left to right
Back row:
Gary Barr, Neal Mendenhall, Rob Wood (MSI) and Lenny Lynch
Front row:
Colleen Olivas, Steve Priem, Ruth Votaw, and Rick Ames
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Contact: Marshall Wells, (503) 373-0949
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| State Services Division |
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Disaster Preparedness
“Today’s the day I need to be thinking about the next hurricane, since today’s the day I have the luxury of not having to respond to a crisis.”
David Gagan, CPO, District of Columbia
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A disaster preparedness workgroup came together after Oregon’s coastal flooding in 2007, to develop, recommend, and document processes to support procurement activities during a state of emergency. The group has developed a special procurement for use during a declared disaster and an event log for documenting requests.
Agencies can use the special procurement when the Governor or an authorized agency (i.e. Emergency Coordination Center or an Agency Operations Center) declares an emergency. The special procurement allows agencies to respond to the procurement needs of an emergency with speed and efficiency. Its advantages include direct awards, unlimited amounts, limited terms, and informal competitive selection processes. Agency directors can designate and delegate authority to individuals who can respond to emergency requests. The special procurement process uses “dual controls” to create the necessary documentation for FEMA to reimburse purchases.
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Here’s what’s on the horizon for 2009:
- Agency-to-agency agreements
- List of contracts to consider
- Documents for financial tracking
- A guidebook
- Event-log updates
The agency-to-agency agreement will focus on how agencies can assist each other during an event. The guidebook will help transfer knowledge to the people who provide support. Using disaster logs and tracking documents that meet FEMA requirements will provide consistency, help with data-capture for contract language, and confirm receipt of goods and services. The list of contracts will remind agencies of items to consider. The group’s work on these products will better prepare Oregon when future disasters occur.
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Road sign near
Hwy. 26
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The State Procurement Office thanks the agency representatives who helped develop a special procurement process that promotes the public interest by supporting disaster relief in a timely and prompt manner.
Contact: Vicky Narkon, (503) 378-4663
Surplus and Office of Emergency Management Help Local Governments
When the waters began to rise in January of this year, the Surplus Property program looked for a way to get the word out to local governments about 150,000 sandbags stored in the Property Distribution Center in Salem.
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David Cassel from the Office of Emergency Management forwarded an e-mail to all the emergency managers in the state. Soon the phones at Surplus Property started ringing. Surplus supplied 85,000 sandbags to 21 locations in just nine days. The cost to customers was 10 cents per bag, about 60 percent less than retail price.
Surplus also used the State Procurement Office’s Buyer Link to send details to the purchasing community about emergency supplies on hand. Surplus commonly stocks generators, tarps, tents and sleeping bags at its Property Distribution Center.
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The items available at Surplus may vary, but the program serves as a good source of emergency and disaster relief supplies. During the coastal floods of December 2007, Surplus provided over 200,000 servings of food and other items for the relief effort.
Contact: Brian King, (503) 378-6057
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| State Controller's Division |
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Join the Fraud Watch!
In partnership with the Secretary of State, the State Controller’s Division recently issued a new pamphlet about fighting fraud in state government. The document includes the following key points:
- What to look for to detect fraud
- Actions to take to prevent fraud
- Examples of criminals recently caught in Oregon
- How to report fraud, waste and abuse in state government
Check out the link below and join with other honest, hardworking state employees to keep fraud out of state government. http://oregon.gov/DAS/SCD/SRS/docs/fraud_pamphlet.pdf
Contact: Erin Haney, (503) 378-3156, ext. 277
State Controller Produces Report for Citizens
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For the third straight year, DAS’ State Controller’s Division issued a financial report for citizens that earned a certificate of achievement from the national Association of Government Accountants. The “citizen-centric report” presents financial and community information in a visually appealing and understandable four-page document that demonstrates accountability and transparency to Oregonians.
You can learn more about the citizen-centric report and download a PDF version at this Web site: http://oregon.gov/DAS/SCD/citizen_reporting.shtml.
Contact: Jan Klukis, (503) 378-3156, ext. 222
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| Benefit Boards |
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Online Tools Save Resources, Support Agencies and Employees
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The Public Employees’ Benefit Board (PEBB) continues to move resources online to reduce use of paper and offer agencies and employees a one-stop benefit shop.
For this plan year, staff compiled details of the benefit program into a single online document – the Summary Plan Description.
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In plain language, the description lays out:
- Who is eligible for benefits
- When and how employees may enroll in or change benefits
- Details on the healthcare plans
- Additional insurance plans employees may choose
Two new online resources help agency human resource and payroll staff answer benefit questions for new and retiring employees. They also help new employees learn how to enroll online through pebb.benefits.
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Weight Management Benefit an Early Success
More than 5,000 state employees have enrolled in Weight Watchers through PEBB medical plans. The Board offers this benefit based on results of a survey by the state’s public health office. A majority of employees surveyed reported being overweight or obese.
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Many employees report great success through the program in the first months of this year:
- “Our Branch started a worksite meeting on Jan. 22, and to date, the group has lost approximately 170 pounds!”
- “Over a quarter of our staff decided to participate! Now they're interested in finding out how to move more.”
- “So far I've had a weight loss of 10 pounds and I feel wonderful. My blood pressure is down and I am no longer on the edge of being diabetic.”
- “I have already lost five percent of my weight. The program was the structure I needed to get me on my way.”
Contact: Ingrid Norberg, (503) 378-4313
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OEBB to Offer Optional Benefits in 2009
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The Oregon Educators Benefit Board (OEBB) continues to work on program implementation while administering its benefit program. Created in 2007, about 220 school districts and Education Service Districts will purchase health benefits through the Board.
Most school districts and Education Service Districts decided to opt in earlier than was required of them during the program’s first year, yet several more will enter OEBB in October 2009 and 2010.
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In addition to administering its current benefit program and preparing for additional employee groups to enter OEBB, the Board also will offer additional optional benefits beginning in October 2009 to go along with the current medical, dental, vision and pharmacy plans.
The Board is in the process of selecting a carrier to offer basic and optional employee life, optional spouse and dependent life, optional accidental death and dismemberment, and short- and long-term disability.
Contact: Scott E. Rupp, (503) 378-5353
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| Oregon Progress Board |
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Progress Board Releases Ninth Benchmark Report
On February 17, the Oregon Progress Board released its ninth biennial report card on Oregon’s progress toward economic, social and environmental well-being. The Board tracks progress using 91 indicators called Oregon Benchmarks, which measure Oregon’s progress toward three goals in the statewide plan, Oregon Shines. See the graphic at right for the goals and corresponding benchmark categories.
Notable strengths:
1) export stability
2) volunteering
3) adult non-smokers
4) emergency preparedness
5) state road condition
6) a new way of accurately
tracking the extent of Oregon’s
natural habitat
Areas of concern:
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All 91 benchmarks relate to one
of three goals for Oregon.
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1) a continuing drop of per capita income in relation to other states
2) eighth-grade reading
3) lack of understanding of Oregon’s tax system
4) hunger
5) teenagers carrying weapons
6) affordable housing (also a concern in the 2005 and 2007 reports)
7) air quality
For the first time ever, the Board gave the “economy” category a negative grade.
The following outlines the ways you or your agency can use the data, which is accessible at http://benchmarks.oregon.gov.
- Download a copy of the 2009 report (about 30 pages)
- Download underlying data tables for the report
- Run a detailed, user-friendly report on any of the 91 benchmarks
- Drill down to see which Key Performance Measures agencies self-link to each benchmark
- Drill down even further to see an analysis of those KPMs from state agencies’ 2008 performance reports
- Download and use benchmark slide shows customized for each of Oregon’s 36 counties
Keeping the benchmarks current and accurate would not occur without the help of numerous partners scattered throughout Oregon state government. The Progress Board thanks everyone who provides benchmark data and analytical support.
Contact: Rita Conrad, (503) 378-3202
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