Administrative Services – Executive Offices Reorganization

1. Administrative Services – Executive OfficesReorganization Briefing September 20, 2005

2. The Administrative Services - Executive Offices Review Introduction: • The Executive Offices Administrative Services Review launch - April 2005. • Requested by: • Governor’s Chief of Staff, John Estey • Secretary of the Budget, Michael Masch • Purpose: To determine what could be done to strengthen administrative support for the Executive Offices, while at the same time, deploying the administrative team more efficiently. • The Project Team included: • Sandra Mateer, OA/Office for Information Technology • Ralph Winters, OA/Office of Human Resources & Management • Jay Gasdaska, OA/Office of Human Resources • Christian Soura, Office of Management & Productivity • Drae Jones, Governor’s Budget Office

3. What do we hope to achieve? Why Change? • Administrative resources will continue to be constrained as we feel budgetary pressures from programs areas. Therefore, we hope to make limited $$s go farther. • How? • Buy smarter • Plan accurate budgets • Streamline business processes to produce more faster….without sacrificing accuracy or service quality • Allocate and manage our real estate more efficiently • Clearly communicate and collaborate with the agencies we serve • This is not “Change for the Sake of Change”. • This reorganization focuses on developing expertise within small teams that will serve the Executive Offices in total; rather than having multiple administrative teams attempting to master every task/role.

4. What’s in it for the staff?What’s in it for the organization? • This approach will: • enable staff members to specialize, develop their skills, and do a few things very well and consistently for all Executive Offices. • enable management to free up positions to be reallocated to other new functions needed by the Executive Offices. For example, • Records Management • Document Scanning • Facilities Management

5. The Reorganization Strategy • This is not a Commonwealth complement reduction effort—It is a “Change Initiative” to enhance service quality and operating efficiency. • As we staff the new organization, everyone who is affected by the reorganization will be offered options, and everyone affected will be treated fairly and equitably. • The Review Team met with AFSCME Leadership to review the plan & AFSCME representatives have been invited to today’s session. • Today, we will review: • The Plan • The Implementation Timetable

6. The Review…A look at what has happened to date… Organizations Reviewed: • Fiscal & Office Services • Information Technology/IT Planning & Administration • Governor’s Budget Office • Comptroller Operations Functions Reviewed: • Budget Preparation & Spending Plan Monitoring • Performance Measurement • Human Resources • Procurement/Payment • Facilities Management • Messenger/Scanning Operations • General Clerical Support

7. The Review…(continued) The Review Team conducted interviews, gatheredsurvey & workforce data and developed a strategy. Data Collection: • 19 personal interviews with OA and OB managers (e.g., Comptrollers, Bureau Directors, senior managers). • 37 personal interviews with directly-affected staff. • 12 group interviews with administrative groups within bureaus and comptroller offices. • Surveyed all potentially-affected staff members (116). • Reviewed organizational structures in other Commonwealth agencies (e.g., Agriculture, General Services, Revenue). • Evaluated all position descriptions for administrative staff within the Executive Office agencies reviewed.

8. The Office of Administrative Services (OAS) Organizational Structure • The new organizational structure includes: • 3 functional units (similar to administrative staffing structures in other agencies) • Budget & Fiscal Management • Purchasing & Payment • Facilities Management & Support Services • Location: 7th Floor Forum Place + 4 Facilities Team members at 1 & 5 Tech Park. • The majority of the positions in the OAS will be Non-Civil Service. • Leave from Civil Service will be granted, upon request, for anyone who is currently in a CS position and is selected for an OAS position. • Positions that have been classified are indicated on the following charts, those that are blank will be classified prior to posting.

9. Office of Administrative Services-Executive Offices

10. Additional Positions to be Posted for Enterprise Records & Directives Management • A new function, Enterprise Records Management, will be added within the Office of Administration, and will be consolidated with Management Directives. • Records Managers will work with agencies and the PA Historical & Museum Commission (PHMC) to evaluate the status of agency Records Schedules, the length of document retentions, appropriate storage locations, costs, timely disposals, etc. • The Enterprise Records & Directives Management Supervisor will report to the Special Assistant to the Secretary of Administration. • Vacant positions will be posted in October (when the Administrative Services-Executive Offices vacancies are posted) and affected employees may apply.

11. Enterprise Records & Directives Management

12. Management Classifications • To be posted statewide in September, beginning with the Director & 3 Division Chief positions. • The Director will be selected, and selection of Division Chiefs will follow shortly thereafter. • Remaining vacant positions will be posted statewide in October, and interested, qualified employees should apply for positions. • All NCS positions that are PR 9, or above, will be senior-level appointments and will be subject to the approval of the Governor’s Office. • Attempts will be made to place anyone who is not selected, or is not interested in applying for a position in the new organization, within an agency under the Governor’s jurisdiction.

13. Messenger & Scanner positions will be offered in order of seniority. Messengers – Clerk 2s: 6 NCS positions in the OAS. Messenger Supervisor - 1 NCS Clerical Supervisor 1 for the OAS will be posted. Scanners – Clerk 2s: Approx. 10 Civil Service-covered positions in OB/Comptroller Operations (# and placement is dependent on upcoming workload analysis). If you are currently a scanner & wish to remain so, you might continue at your same location, or you might be transferred to another shop; this will be decided by the Comptroller’s Mgt. Team. If you are currently a NCS messenger, you may not apply for a scanner position in Comptroller Operations, unless you are on a CS Clerk 2 list and are “reachable”. Attempts will be made to place anyone who is not selected, or is not interested in applying for a position in the new organization, within an agency under the Governor’s jurisdiction. Messenger & Scanner Positions

14. Questions?