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Department of Administration Shared Services of Alaska Overview

This presentation provides an overview of the Shared Services of Alaska (SSoA) and its mission to provide back-office support for administrative transactions, allowing state departments to focus on their core responsibilities. It discusses the various sections of SSoA, including Travel and Expense, Collections, Accounts Payable, Leasing and Facilities, Print Services & Central Mail, and Procurement. The presentation also highlights the history and initiatives related to Travel and Accounts Payables, Collections, Leasing and Facilities, Print Services & Central Mail, and Procurement.

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Department of Administration Shared Services of Alaska Overview

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  1. Department ofAdministration Shared Services of Alaska Overview Presentedby Director ThomasMillar Director CheriLowenstein March12,2019 House Finance BudgetSubcommittee

  2. Shared Services of Alaska (SSoA) Mission • “To provide back office support of common administrative transactions to allow state departments to use budget and staff to focus on their core mission andresponsibilities.” • Shared Services efforts are deemed critical to facilitate the services provided and supported by all other state agencies. March 12, 2019 House Finance BudgetSubcommittee 2

  3. SSoA Sections • Travel andExpense • Collections • AccountsPayable • Leasing and Facilities • Print Services & Central Mail • Procurement House Finance BudgetSubcommittee

  4. Shared Services of Alaska House Finance BudgetSubcommittee

  5. Travel and Accounts Payables • Travel • Doing work for twelvedepartments • Approximately 70% of State Travel currently in scope • SSoA Travel Portal • Went live February 1, 2019 • Unprocessed Trip Backlog • 11/26/18 ~ 1,462 • 03/07/19 ~ 80 • Accounts Payable • Processing portion of AP from six departments • Ongoing volume and capacity benchmarking and analysis • SSoA Accounts Payable Portal • Standardizing with Travel • Launch in March 2019 • Planning Kaizen on AP for April 2019 House Finance BudgetSubcommittee

  6. Travel and AP History • Pre-SSoA launch of Travel & AP initiatives: • 615 staff worked on them in some way • Inconsistent processing procedures conducted by a large number of different positions (social workers, admin assistants, office clerks, accounting techs, etc.) • Total work volume for all state agencies required 263 full time equivalent (FTE) positions • 130 FTE spent at least 50% of day on Travel & AP • 76 positions were located in Juneau • 54 positions were located in Anchorage • Departments transferred 74 positions to SSoA to process that workload House Finance BudgetSubcommittee

  7. CollectionsInitiative • Retained Account Control Technology, Inc. (ACT) on behalf of the state to collect delinquentdebt • FY2018 total recovery $962,000 • FY2019 current recovery $740,000 • Department of Law transferred all their collections activity to SSoA. • Law collection unit had 12 staff • Shared Services unit has 2 staff • For debts transferred from the Alaska Court System, SSoA executes an annual PFD Garnishment • Recovered $8.2million from 2018 PFD distribution House Finance BudgetSubcommittee

  8. Leasing and Facilities • Working to maximize occupancy for all State-owned buildings • Pursuing cost savings and renegotiating lease contract terms wherever possible • Supporting maintenance centralization by engaging with DOT Public Facilities • Upgrading Lease Tracking Software House Finance BudgetSubcommittee

  9. Print Services & Central Mail • Provides state agencies with daily sorting, delivery, insertion and posting services • Increasing collaboration and use of available data to provide more efficient service to state agencies at lower cost • Evaluating upgrades to sorting and processing hardware that will reduce postage expense House Finance BudgetSubcommittee

  10. Procurement • Anticipate Centralization of Procurement in FY20 – Per Administrative Order 304 • Work to standardize commonly-purchased items and leverage spend volume for increased savings • Developing new procurement training programs or schedules House Finance BudgetSubcommittee

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