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November 2016
The Department of Administrative Services is pleased to share the following updates from a variety of program areas. Please feel free to share this newsletter with your organization and to send us ideas for future editions.
 Governor Brown
in August appointed Katy Coba, then director of the Oregon Department of
Agriculture, to serve as DAS Director and state Chief Operations Officer.
I’m excited to be writing you
as the new DAS Director. I’ve only been in this chair a couple months, but as a
longtime state employee, I am keenly aware of the unique position DAS is in to
support agencies in the delivery of programs to Oregonians.
Coming into this new job, I had
five areas of emphasis that I wanted to focus on: Equity, transparency,
leadership development, customer service, and serving as an ambassador for
public service. As key
principles that have guided my actions throughout my 31 years as a state
employee, I’m very passionate about each of these areas. (Download
the areas of emphasis here.)
The good news is we are not starting from scratch and there is a lot
of work already going on. My goal is to help DAS up our game in these areas,
and in doing so, better support all state agencies. To that end, I’m doing a
lot of listening these days and if you have thoughts or ideas, I’d love to hear
them.
-Katy
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DAS Risk
Management recently changed the way it issues certificates of state insurance
coverage, saving time for state agencies and DAS. The changes are two-fold:
- A generic certificate of coverage is now available to download
from the Risk Management website when an agency needs to prove state
insurance coverage. Risk Management will update the certificate at least
annually – in July when tort cap limits are changed.
- Risk Management anticipates the generic certificate will meet
requirements in nearly all circumstances, but if not, a new online request
form will enable Risk Management to generate a custom certificate of
insurance within a reasonable timeframe.
Learn more at the
Risk Management website, or
contact the Risk team for more information about the generic certificate: Risk.Management@oregon.gov, 503-373-7475.
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Many will recall re-organizations in DAS procurement that some years ago separated service functions from policy. The arrangement unfortunately didn’t achieve the desired results and was confusing to customers. Effective August 1, DAS reintegrated state procurement policy and service, believing the changes will help carry Oregon procurement forward.
 Debbie Dennis has assumed the title and authority of State Chief Procurement Officer for DAS, a role outlined in administrative rule, with full-time responsibility for the state procurement system. Debbie’s new role incorporates policy oversight, supports the full range of DAS Procurement Services operations, and strengthens DAS’ ability to provide responsive customer service.
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 Dianne Lancaster has assumed the title of Procurement Policy Officer for DAS. This role enables her to focus on cutting edge procurement work at the state and national level. Dianne is working on initiatives related to training, higher education and workforce planning. She will continue to support legislative work, complex procurement policy issues including the Qualified Rehabilitation Program and Certified Businesses, and the meetings and activities of the Designated Procurement Officers’ Council.
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 Following the example of Wisconsin and Minnesota, Oregon's Fleet Management Advisory Council in 2012 approved a moratorium and phase-out of studded tire use on state vehicles. The phase-out ended in April 2016, meaning this winter is the first season in which no studded tires are allowed. The only exception is for Oregon State Police and agencies exempt from ORS 283.
State fleets that have made this change report excellent results using newer, studless tire designs. ODOT has not used studded tires for over 15 years and, despite their exemption, Oregon State Police has moved toward more and more use of studless tires across the state.
Repeated studies show that use of studded tires causes significant damage to roads across Oregon, and ODOT estimates the cost to repair the damage exceeds $10 million a year. Studies also demonstrate that studded tires perform no better than modern studless snow and ice tires except for the very rare condition of clear, fresh, 32-degree ice. Use of studded tires on dry and wet pavement, the prevalent road conditions in Oregon, severely decreases traction and increases stopping distance.
In taking a lead on removing studded tires on state vehicles, state fleets are reducing cost and impact of winter driving on highways while ensuring safety is maintained. Refer to Oregon's fleet management policy for more information.
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The vision of a modern Human Resource Information System (HRIS) to replace state government’s outdated processes and antiquated HR systems is closer than ever. A project known as HRIS aims to replace the PPDB and PICS systems with a self-service portal for employees and managers, a new system that the state may optionally use to replace the current learning management system (iLearn) and recruitment system (NEOGOV).
A procurement process to select the new HR system is nearing completion. Once all phases of the project are complete, state government will have a system with comprehensive functions, as depicted in this graphic.
 Click the image for a larger view.
The new system will provide valuable report options, increased efficiency, improved risk management, and enough flexibility for the system to remain relevant.
Learn more at the project website, or email CHRO.HRIS@Oregon.gov.
DAS’
warehouse of surplus property is exploding with office furniture! State
agencies are invited to come see all of the gently used desks, chairs, file
cabinets and more. All office furniture is 50-percent off – so come on out for
some great stuff at a great price.
Surplus
Property website
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