Agency IT

Overview:
Department of
Administrative
Services

Bret West,
Chief Administrative
Officer

Gina Salang,
Chief Information
Officer
Madilyn Zike,
Chief Human Resources
Officer Presentation
April 6, 2017

Joint Legislative Committee on Presenters:

Information Management and Technology
April 6, 2017
Date:
Department of Administrative Services (DAS)
Mission

EQUITY

Transparency Leadership
Accountability Mission Development

We serve state
government to
benefit the
Customer people of
Ambassador
Service Oregon of Public
Excellence in Service
Government
 Department of Administrative Services
IT Profile

DAS Director State CIO

Chief
Chief Human Chief Financial
Administrative
Resources Office Office Office

DAS Information
Technology
DAS Information Technology
DAS
Chief Information Officer

Application Technology
Service Support
Delivery Center

Web Help Desk

Infrastructure
Mainframe

Desktop
Support
 Technology Strategies

#1
Improve access to state services to improve the customer
Customer
experience
Focus
#2
Modernize critical state business functions and IT services
Sustainability

#3 Increase use of shared and enterprise IT services to eliminate

Enterprise Focus redundancy and achieve business efficiencies

#4 Mature IT strategic planning and governance to support critical

IT Governance modernization efforts

#5 Support Governor’s Executive Order 16-13 Cyber Security

Cyber Security Unification – Ensure compliance with enterprise security standards

5
IT Governance
Executive
Management Team

Information Technology
Advisory Committee

Business Divisions

Chief
Chief Chief
Human
Financial Administrative
Resources
Office Office
Office

Embedded Embedded Embedded

Application Support Application Support Application Support

Technology Support - Centralized

DAS Information Technology - By the Numbers

40 700 Help Desk &

Desktop Support

10
Employees Years of IT
Experience

Client Agencies

$12M
DAS IT Budget - Governor’s Office

1%
- Boards
- Commissions

Biennial Budget
Of Agency
Budget

5
2016 Statewide Systems – By the Numbers

DAS IT Systems
processed
DAS IT Mainframe
DAS IT Systems $6.2 billion
processed
processed
in state
$3.4 billion 90 million financial
in payroll transactions payments

5
 2015-2017 Biennium
IT Projects in Progress

Estimated
Project Budget Completion
Human Resources Information System (HRIS) $28.5M 2018

Print Management Information System $331K June 2017

Parking Management Facilities System $255K November 2017

 Human Resources
Information System
(HRIS)
HRIS Project Co-Sponsors:

Madilyn Zike, Chief Human Resource Officer

Lisa Sumption, Director, Oregon Parks and Recreation Department
HRIS Current State
 Current New Hire Paperwork Process

Required paperwork Possibly more paperwork Personnel Action Form

completed completed competed

Offer letter
accepted

Input into HR system

(and possibly other systems) Maybe even more paperwork
HRIS Planning Efforts
HRIS Solution Selection
 Previous biennium
HRIS Project Costs ’13-’15 budget
Spent

$1.4M
$600K
2017 – 2019 biennium
• $18.5M requested for implementation Unspent
costs and software
• Costs included in agency assessments ‘15-’17 budget
• Also planning to carryover $3M unspent
• Implementation expected Fall 2018
• Ongoing costs licensing ~$2.6M per
Spent
year $5M
$3M
Unspent
 Impact of Failure to Act

Increased risk
• Institutional knowledge loss
• Additional agency shadow systems
• Data security
• Inconsistent reporting
• Loss of vendor and current pricing
• Stakeholder confidence

By: Gan Khoon Lay of the Noun Project

 HRIS Future State Integrated User Workflow
solution friendly approvals

No Regular No Mobile
Secure Intuitive
Software updates hardware ready

Manager /
One data Employee
set Self-Service
Thank You