PROGRAM POLICY PACKAGE NARRATIVE

Transcription

1 Title: (#140) Business and Workforce Accountability PROGRAM POLICY PACKAGE NARRATIVE Description: Agency Management supports DEQ s mission by providing policy leadership, fiscal accountability, workforce and facilities management, and information technology services. Agency Management also ensures that the Department s activities comply with legal requirements. Budget cuts have diminished the Agency s ability to manage fiscal risk, address issues of a workforce in transition, ensure that information is accessible, and integrate policy-making oversight. Environmental and legal complexities have led to DEQ s programs relying more heavily on Agency Management s services. This package seeks to increase the Agency s capacity to appropriately manage risk, and provide high quality core infrastructure to the Air, Water & Land Quality programs in the areas of grants management, transition planning and workforce development, continuous process improvement, public records management, and strategic planning. The internal auditor request is in response to Oregon statute requiring agencies of this size to employ an internal auditor. The transition planning and training requests are in response to the growing need statewide to plan for baby boomers retiring in large numbers, along with an increasing need to develop diverse talent. The grants management, document management, and continuous process improvement requests are based on findings in a 2006 administrative review contracted for by DEQ to assess opportunities to improve processes in administrative functions across the agency. The contractor recommended improvements in grants coordination, records management, and several other functional areas. A repeatability model, provided by the contractor, positions the agency to continue to refine the suggestions for process improvements. The strategic planning request is in response to the increasing complexity in both government and private business that demands planning and service integration. How Accomplished: a. Internal Auditor 3: This position will fulfill DEQ s obligation to comply with OAR by establishing an Internal Auditor to provide independent, objective assurance and consulting designed to improve the Agency s operation. The focus is on the Agency s success through assessment of organization-wide risk and management controls. The Internal Auditor will use a systematic approach to evaluate and improve the effectiveness of DEQ s risk management, control and governance processes by auditing the Agency's financial systems, organizational performance and information technology. b. OPA 3 Grants Management: This position would be the single focal point for the EPA Performance Partnership Grant and other Agency grants, responsible for the management of grants in the Agency, improving the efficiency and effectiveness of Agency-wide grants management and address the following issues: Full use of existing grant financial management tools across the Agency; Increase understanding of and adherence to grant-related roles, responsibilities and accountability; Foster learning opportunities for staff involved in grants management processes; Support information sharing and best practices across programs; 107BF02:AM_140 _X_ Agency Request Governor s Recommended Legislatively Adopted Budget Page

2 PROGRAM POLICY PACKAGE NARRATIVE Ensure continuing grant ownership when staff turnover occurs; Monitor the impact of shifting Agency priorities on the ability to complete specific grant work; and Standardize criteria for when DEQ should apply for grants. c. HRA 1 Transition Planning: This position will coordinate programs such as career development, mentorship, and internships to support the agency s transition planning efforts. Thirty-one percent of DEQ s workforce will be eligible for retirement within the next 5 years and the face of DEQ will change. DEQ s transition planning work is designed to produce a well-rounded workforce that includes balanced representation of all four generations; employees who are motivated to work for an organization with a diverse workforce; Generation X and Generation Y employees that will stay with DEQ for longer than 2 years; applicant pools that are abundant and recruiting strategies that do not have to be extensive because DEQ s diverse workforce makes DEQ an effective organization and an attractive place to work. d. Training Development Specialist 2: This position will conduct needs assessments and create, implement and evaluate training and development plans and training programs to support transition/succession planning efforts, including leadership development. e. OPA 2 Document Management: DEQ is receiving more public information requests than ever before; public demand for electronic documents, particularly web access to electronic documents, is growing; and archival requirements are increasingly complex. The requested position will improve access to public records by coordinating the development and Agency-wide implementation of standardized document management processes and procedures that incorporate records retention requirements and the business process needs of the various activities throughout DEQ. Once this stage is completed, the position will lead the process to develop a method of catalog/retrieval and other requirements for a software system application. Development and implementation of the business processes and procurement/development of the software application are expected to be multi-biennium efforts, after which time the position will be responsible for ongoing maintenance and updates to the process. f. OPA 3 Continuous Process Improvement: The proposed positions provide formal continuous process improvement expertise (such as Lean Six Sigma) to continue the evaluation of Agency Management processes started in the 2006 Administrative Review, as well as leading Program efforts to streamline and improve direct service business process. The proposal provides a lead analyst (OPA3) to develop and execute an Agency continuous process improvement plan and provide the needed level of technical expertise, along with an OPA1 to assist with the execution of the process reviews. These positions will interact heavily with other positions and the managers of the functional areas under review, as well as the support functions that commonly interact with all business processes in the Agency (e.g., Accounting, Budget, and Business Systems Development). g. OPA 4 Strategic Policy & Planning: This position will lead the Agency s integration of planning efforts that include strategic planning, legislative concept development, EPA negotiated performance partnership agreement, budget development, performance measurement, and agency-wide policymaking. 107BF02:AM_140 _X_ Agency Request Governor s Recommended Legislatively Adopted Budget Page

3 PROGRAM POLICY PACKAGE NARRATIVE h. OPA 1 Continuous Process Improvement: Assist the lead analyst (OPA 3) with execution of the process reviews (see f.). Staffing Impact: Budget: $ 1,257,445 Internal Auditor FTE OD OPA 3 Grants Management FTE MSD Budget HRA 1 Transition Planning FTE MSD OEOA Training Development Specialist FTE MSD OEOA OPA 2 Public Records Management FTE MSD BSD OPA 3 Continuous Process Improvement FTE MSD BSD OPA 4 Strategic Policy & Planning FTE OD OPA 1 Continuous Process Improvement FTE MSD BSD Revenue Source: Other Funds (Indirect) Total: 8 FTE 107BF02:AM_140 _X_ Agency Request Governor s Recommended Legislatively Adopted Budget Page

4 Title: Business & Workforce Accountability PROGRAM POLICY PACKAGE NARRATIVE Staffing Impact : Budget: $1,257,445 (est.) Z5618 Internal Auditor AM C0872 OPA AM X1320 HR Analyst AM X1339 Training & Develop Spec AM C0871 OPA AM X0872 OPA 3 (mmn) AM X0873 OPA AM X0870 OPA AM Revenue Source: Other Fund Staffing Impact 0911: Budget: $1,257,445 (est.) Z5618 Internal Auditor AM C0872 OPA AM X1320 HR Analyst AM X1339 Training & Develop Spec AM C0871 OPA AM X0872 OPA 3 (mmn) AM X0873 OPA AM X0870 OPA AM Revenue Source: Other Fund 140_AM-staff.doc (1) (1/5/2007) X Agency Request Governor's Recommended Legislatively Adopted Budget Page

5 BACK-UP DOCUMENTATION Package No. AM Business & Workforce Accountability PERSONAL SERVICES Group by Avg. Avg. Nonlimited All Position # Classification Name FTE Salary OPE GF LF OF FF Funds 2547 Internal Auditor 3 (menn) ,360 44, , , Op Policy Analyst ,816 43, , , HR Analyst ,760 38, , , Training & Develop Spec ,480 40, , , Op Policy Analyst ,120 40, , , Op Policy Analyst 3 (mmn) ,464 43, , , Op Policy Analyst 4 (mmn) ,568 45, , , Op Policy Analyst 1 (mmn) ,760 38, , ,941 Salaries Subtotal - - 1,051, ,051,973 Overtime Shift Differential Other Differentials Reconciliation Total Personal Services - - 1,051, ,051, BF09-AM_140 position info X Agency Request (DRAFT) Governor's Recommended Legislatively Adopted Budget Page

6 SERVICES AND SUPPLIES GF LF OF FF Non-Limited All Funds 4100 Instate Travel - - 6, , Out of State Travel - - 1, , Employee Training - - 7, , Office Expenses - - 9, , Telecommunications , , Data Processing - - 4, , Employee Recruitment & Develop Dues and Subscriptions Facilities Rental and Taxes , , Fuels and Utilities - - 4, , Facilities Maintenance Agency Program Related S & S - - 3, , Other Services and Supplies , , Expendable Prop , ,472 Total Services and Supplies , ,472 CAPITAL OUTLAY - Total Capital Outlay SPECIAL PAYMENTS - Total Special Payments TOTAL REQUESTS - - 1,257, ,257,445 TOTAL POSITIONS/FTE 8 / / BF09-AM_140 position info X Agency Request (DRAFT) Governor's Recommended Legislatively Adopted Budget Page

7 ESSENTIAL AND POLICY PACKAGE FISCAL IMPACT SUMMARY Package No. AM Business & Workforce Accountability PERSONAL SERVICES Classification No. Group by Classification Name # of Pos. FTE SR Avg. Step Avg. Salary Avg. OPE GF LF OF FF Nonlimited All Funds Z5618 Internal Auditor 3 (menn) ,360 44, , ,036 C0872 Op Policy Analyst ,816 43, , ,316 X1320 HR Analyst 1 (mmn) M ,760 38, , ,941 X1339 Training & Develop Spec M ,480 40, , ,362 C0871 Op Policy Analyst ,120 40, , ,925 X0872 Op Policy Analyst 3 (mmn) ,464 43, , ,102 X0873 Op Policy Analyst 4 (mmn) ,568 45, , ,350 X0870 Op Policy Analyst 1 (mmn) ,760 38, , ,941 Salaries Subtotal - - 1,051, ,051,973 Overtime Shift Differential Other Differentials Reconciliation Total Personal Services - - 1,051, ,051, BF09-AM_140 X_ Agency Request Governor's Recommended Legislatively Adopted Budget Page

8 ESSENTIAL AND POLICY PACKAGE FISCAL IMPACT SUMMARY Package No. AM Business & Workforce Accountability SERVICES AND SUPPLIES Nonlimited All GF LF OF FF Funds 4100 Instate Travel - - 6, , Out of State Travel - - 1, , Employee Training - - 7, , Office Expenses - - 9, , Telecommunications , , Data Processing - - 4, , Employee Recruitment & Develop Dues and Subscriptions Facilities Rental and Taxes , , Fuels and Utilities - - 4, , Facilities Maintenance Agency Program Related S & S - - 3, , Other Services and Supplies , , Expendable Prop , ,472 Total Services and Supplies , ,472 CAPITAL OUTLAY - Total Capital Outlay SPECIAL PAYMENTS - Total Special Payments TOTAL REQUESTS - - 1,257, ,257,445 TOTAL POSITIONS/FTE 8 / / BF09-AM_140 X_ Agency Request Governor's Recommended Legislatively Adopted Budget Page

9 Title: Business & Workforce Accountability PROGRAM POLICY PACKAGE NARRATIVE Staffing Impact : Budget: $1,257,445 (est.) Z5618 Internal Auditor AM C0872 OPA AM X1320 HR Analyst AM X1339 Training & Develop Spec AM C0871 OPA AM X0872 OPA 3 (mmn) AM X0873 OPA AM X0870 OPA AM Revenue Source: Other Fund Staffing Impact 0911: Budget: $1,257,445 (est.) Z5618 Internal Auditor AM C0872 OPA AM X1320 HR Analyst AM X1339 Training & Develop Spec AM C0871 OPA AM X0872 OPA 3 (mmn) AM X0873 OPA AM X0870 OPA AM Revenue Source: Other Fund Policy Package Staffing Impact - AM 140.doc (1) (1/5/2007) X Agency Request Governor's Recommended Legislatively Adopted