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 Agency leaders,
In an effort to provide clear, concise information about our projects and services, we have created a monthly Directors' Report to offer state agency directors a one-stop-shop for OMES news.
OMES is constantly striving to provide the best service to those who serve Oklahomans. Reach out to our team anytime to visit more about the work we do.
Thank you!
Katie DeMuth
Interim Executive Director of OMES
 Pre-register for the 2024 State Suppliers Expo today!
Pre-registration for the 2024 State Suppliers Expo is open now through Sept. 6.
View the latest event updates and register to attend!
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Recent OMES press releases:
The Office of Management and Enterprise Services (OMES), the agency that oversees the state IT network, is proud to announce the successful restoration of thousands of applications and systems, including more than 830 servers and thousands of state employee workstations. OMES continues to provide steadfast support to agencies across the state, demonstrating remarkable resilience and efficiency in the face of recent challenges. Read more about the outage in our recent press release.
If you would like to share your experience or feedback, please submit a Kudos.
State of Oklahoma employees:
Jump start your journey into AI – start mastering the future today!
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Beginners and all skill levels welcome. No previous experience is required.
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Taught by AI Experts at Google. Developed by Google employees with decades of experience.
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Learning that fits your schedule. Complete this five-module, self-paced course in under 10 hours.
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Start developing skills you can use right away. Through a partnership with Google, the State of Oklahoma can offer the AI Essentials course to Oklahoma residents at no cost.
Enroll today through Workday@OK.
NOTE: This course is offered through Coursera. The link takes you to the registration form on the OMES website. Complete the form to gain access to
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 Grants Management Office
Note: These metrics reflect data as of July 1. Please visit the ARPA Program Tracker for the most up-to-date information.
- $679,650,000.00 (36.18% of total funds disbursed).
- $42,422,431.11 disbursed in June.
- 14 projects fully funded to date.
- $117,210,838.17 disbursed in Q2.
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 Open statewide contracts
The following statewide contracts are currently open for solicitations:
This process helps new vendors join statewide contracts, driving value for Oklahoma.
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 AI Taskforce meeting recap
The Data Services team is excited to announce that ChatGPT Enterprise is launching in August! This product is similar to the public-facing ChatGPT (free or pro account) where users can leverage GPT-4 and GPT-4o, and even create custom GPTs.
Enterprise allows for groups to be created (e.g., by agency) and share functionality. It also ensures that no data is used to train ChatGPTs as data is kept safe and secure. Data Services will have a rollout plan and trainings prior to the launch date.
Please don't hesitate to reach out to Deputy Director of Data Services Jessica Gateff with any questions.
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 New EOs and template to complete
Executive orders 2024-13 and 2024-14 require each agency to compile an electronic catalog of all licenses and permits. These are crucial steps toward reducing barriers to professional development and establishing Oklahoma as the most business-friendly state in the nation.
Please use this template for your submissions. Once you download the template, save the file name as your agency number and formal name – for example: 090 Office of Management and Enterprise Services.
Catalog submissions, for both 2024-13 and 2024-14, can be made by emailing Danielle Burk.
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 Celonis impacts realized
With the help of Celonis, RAC has realized a total impact to the State of Oklahoma of $1.53B from August 2023 to March 2024.
This team will continue to monitor purchase order (PO) and P-card activity. Coming soon, they will begin to monitor requisition activity to further the goal of clarifying State of Oklahoma procurement data.
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 PeopleSoft efficiencies gained
Automatic purchase order (PO) approval when a requisition doesn’t change dollar, widget or quantity went live June 28.
This automation eliminates the duplication of OMES approvals and increases procurement velocity. More efficiencies are coming soon to eliminate unnecessary administrative burden.
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 Deferred maintenance plan begins
With the start of fiscal year 2025, year one of implementing the state's eight-year deferred maintenance plan is underway.
The work has already begun on a few projects, beginning with air handler units in the process of being replaced at the Agriculture building and the Department of Transportation (ODOT). The Quad building will also soon have an entryway replacement as well as the Will Rogers Building having a roof and penthouse panel replacement done. Additionally, the Ag Lab is in the process of having a VFD replacement.
Concurrently, the CAM team is soliciting firms to design air handler and air terminal unit replacements at Will Rogers, Sequoyah, MC Connors and Oliver Hodge buildings. ODOT and Denver Davison air handler replacements are also on the list.
Proposals requested for design include the Denver Davison east entryway, the Denver Davison elevator replacement, and the ODOT elevator replacement.
You can view the full eight-year deferred maintenance plan here.
Check back monthly for regular status updates for Deferred Maintenance projects.
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 Geotab vehicle updates
A detailed agency-by-agency process to reconcile agency vehicle inventories with the Geotab database has commenced. Agencies with Geotab-equipped vehicles may expect to be contacted regarding this process in August. Once completed, all agency vehicles will be visible in myGeotab, and the agency will assume responsibility for their administration going forward.
During the reconciliation process, agencies will be asked to provide the location of each AVL-equipped vehicle that is not communicating properly. Fleet needs this information to finish planning statewide troubleshooting efforts, which will be in conjunction with AVL installations for heavy-duty vehicles and any other eligible vehicles not yet equipped.
For questions or additional support, email Matt Angove.
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 Job Catalog updates
Many of you have worked with the Statewide HR Consulting team (formerly the Classification/Compensation team) to move your employees into a standard job profile that is the best match for the work performed in their positions. We appreciate everyone who has assisted the team by updating job profiles and submitting position description questionnaires for positions without a good match in the existing job catalog.
As we work in phase two of the project, we would like to remind you of our goals and objectives, which include:
- Maintaining job families and job levels that encompass all state jobs. When OMES began this project, roughly 35% of all state positions needed to be assigned to a job profile.
- Writing job profiles broadly so all agencies can utilize them. Agencies are encouraged to maintain specific position descriptions for their jobs.
- Incorporating the 35% of previously unassigned state jobs in the annual compensation study. As those jobs are assigned to standardized job profiles, they will be included in the next annual report, providing more accurate and comprehensive data.
- Completing market analysis on standardized jobs and using the data to appropriately assign pay bands, adjust pay bands and assist agencies with the state goal of compensating state employees at a level of at least 90% compensation for comparable private sector positions.
- Continuing to use pay bands as recommendations to guide agencies in making pay decisions and budget requests.
We are here to answer your questions, address concerns and provide guidance to you. Please email your OMES HCM liaison for additional support.
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 New offboarding integration
On Aug. 20, 2024, OMES will roll out an enhancement to Workday@OK and ServiceNow that will automatically create offboarding tickets based on the termination dates in Workday@OK for those employees leaving the state. For most separations, there will no longer be a need to complete an offboarding form. Here are a few exceptions to this new process:
- Interagency transfers – Since employees who transfer from agency to agency are not terminated within Workday@OK, an offboarding form must still be entered through ServiceNow.
- Agencies not fully utilizing Workday@OK – Agencies and employees that are not performing HR functions in Workday@OK will need to continue using the ServiceNow offboarding form.
- Contractors – Terminations for contractors not currently in Workday@OK (or VNDLY) will still require using the ServiceNow offboarding form.
For employee separations that are an immediate need or a perceived heightened risk, in addition to terminating in Workday@OK and creating a ticket (if necessary based on above exceptions), please contact the OMES Service Desk at 405-521-2444 to alert OMES personnel.
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 Performance review improvements
Starting in June, state agencies across Oklahoma began the transition to a new and improved performance review process in Workday@OK. This transition will take place gradually, aligning agencies with the new process between June 2024 and March 2025.
The new process, named Performance Review 2.0, will replace the current process (Performance Review 1.0) in Workday@OK. This improvement is aimed at offering greater efficiency and convenience to Human Resources staff and managers.
Continue reading about the change in AAA Memo 2024-03.
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 Newly phased true-up approach reminder
As a reminder, beginning in August, agency use or consumption of services provided by the Office of Management and Enterprise Services shall be deemed as accepted by the receiving agency for the rates specified by OMES applicable to the month services were received. Services provided by OMES will be billed monthly in arrears for the services provided in the preceding month.
If any rate changes are under consideration and approved to move forward for FY 26, those will be presented in August-September to allow agencies time to include in the October budget request submissions.
For additional information, reference the communication shared on May 28.
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State of Oklahoma • Office of Management and Enterprise Services • 2401 N. Lincoln Blvd., Oklahoma City, OK 73105
oklahoma.gov/omes |
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