DES Contracts and Procurement Whats new for you

DES Contracts and Procurement What’s new for you? Corinna Cooper and Josh Klika Procurement Supervisors June 2015

Department of Enterprise Services (DES) Who are we? – In 2011, the Washington State Legislature passed Senate Bill 5931, which eliminated the departments of Information Services, General Administration, Personnel, and the State Printer, and created two new agencies: § Consolidated Technology Services (CTS) § Department of Enterprise Services (DES) 2

Department of Enterprise Services (DES) Who are we? – DES consolidated the departments of General Administration (GA), Printing (PRT), and parts of the departments of Information Services (DIS), Personnel (DOP), and the Office of Financial Management (OFM). – DES employs nearly 1, 100 staff and is tasked with a diverse set of responsibilities – everything from negotiating building leases and maintaining the Capitol grounds, to recruiting and training the state's workforce and designing and printing complex publications. 3

Department of Enterprise Services (DES) Contracting & Purchasing • Oversees more than 1, 200 vendors supplying goods and services through state master contracts. • Offers contractors and vendors access to open, competitive business opportunities. Facilities & Leasing • Manages the historic 486 -acre Capitol Campus in Olympia including four parks and Capitol Lake. • Oversees more than 500 public works projects throughout Washington worth $500 million. • Provides guidance for design and maintenance of public facilities. • Negotiates and manages 900 leases on behalf of state government. 4

Department of Enterprise Services (DES) HR, Finance & Lean • Provides payroll, financial and human resource and Lean consulting services to state agencies. • Provides online and classroom training and other development services. • Supports recruitment and talent pipeline efforts. • Offers the Employee Assistance Program. Information Technology Systems & Solutions • Manages the statewide systems that support accounting, budgeting, payroll, contracts, human resources, and asset management activities including AFRS, HRMS and 150 other systems. 5

Department of Enterprise Services (DES) Printing & Mail • Provides broad range of print, communications and design services to state, local and tribal governments and qualified non-profit organizations. • Provides full range of mail services to nearly 120 agencies and political subdivisions. Risk Management • Provides enterprise risk management for our customers, including insurance, claims handling and loss prevention. Surplus • Manages a surplus operation that recycles, re-uses or sells materials on behalf of government. • Recycles 600, 000 pounds of materials each year. Travel, Cars & Parking • Oversees a 3, 000 vehicle fleet operation that provides efficient and environmentally friendly transportation options. • Manages parking services on the Capitol Campus. • Provides contracted services for state business travel. 6

Discussion Points • Contracts & Procurement – Newly reorganized – New name • New recruitment process – Partnership Team – Engaging the customer perspective • New team concept – What it is – How it will benefit you • Procurement training • Contract Resource Center – Your Solution Partner – Information Access 7 – What’s available? – Where do you find it?

Contracts & Procurement Newly reorganized Why? – Merge three contracting groups that came together but were still working in separate silos – Provide enhanced career-development opportunities and promote employee retention – Promote customer inclusion and participation – Enhance the customer experience – Promote a Lean culture 8

Contracts & Procurement Newly Reorganized How? – “Reorg” was suggested to staff in early 2014 – Numerous sessions followed to get staff input to best identify work functions and create a new organizational structure – A cross-functional team was put together to identify needs and come up with solutions – The team used staff-identified work functions to define roles – Reviewed Contracts internal/external to identify workloads – Ranked workload on complexity, vendors and other factors (1 -5 scale; 15 -point total) 9

Contracts & Procurement- Reorg Process 10

Contracts & Procurement Newly Reorganized How? – Grouped workloads into similar “books of business” – Compared workloads & rankings to positions required – Looked at data another way – master contract workload vs. internal projects to verify to resourcing levels – Surveyed all staff requesting top three “pod” choices – Placed staff into the “pods” according to resources allocated and their selected choice – Presented plan to staff for feedback 11

Contracts & Procurement 12

Contracts & Procurement Our New Name – “CPRM” Staff voted on a new division name that would reflect what we do: 13

Contracts & Procurement Newly reorganized Eight new smaller contracting teams Plus three support teams: • Business Development and Operations • Legal Services • Contracts Resource Center 14

TEAM Concepts Eight new teams Team A – Health & Human Services - Medical, Food, Travel Team B – Office Operations - Furniture, Office, Mail, Printing Team C – Facilities, Grounds & Rec - Janitorial, Lawn & Grounds, Rec Team D – Environmental, Security & Protection – Waste, Weapons Team E - Transportation - Vehicles, Fuel, Transportation Team F – Professional Services – Lean, Interpreters, Training Team G - IT – Data Applications – Microsoft, Adobe, Cloud Team H – IT – Telecommunication – Wireless, Radios 15

New Team Concepts What is our culture? • • Collaborative Staff-driven No single point of failure Empowerment: Place authority where information is; everyone is responsible and accountable for decisions • Solution-oriented • Decisions based on data • It’s OK to make mistakes as we learn and improve 16

New TEAM Concepts What is it? • We aren’t “Pods” … we are truly Teams • Contracts have “leads” but everyone collaborates to share knowledge • No single points of failure, improved customer experience • Visual management tools utilized • Accountability • Sharing of resources • Leaders are developed 17

New TEAM Concepts How will it benefit you as our customers? • • Solution-oriented advice Collaborative No “one” subject matter expert – we have Teams! Transparency to DES and statewide values Seeing the “roadmap” to our decisions Understanding your needs Have services and solutions that will provide ease and value Streamlined points of contact 18

Contracts Resource Center Supporting contracts professionals • The Resource Center team – customer service specialists, contracts assistants and communications – is committed to helping contracts specialists and customers find a solution. • One phone call to (360) 407 -2210 is the first step to connecting you to the DES resources you’re looking for. 19

Contracts Resource Center 20

Contracts Resource Center The Resource Center mission We are a unit that grows and prospers by: 1. Focusing on the satisfaction of each of our customers, earning their trust and loyalty, and creating long-term relationships with them; and 2. Understanding that taking care of our associates is the key to long-term success. 21

New Recruitment Process • CPRM partnered with Human Resources to develop tools and best practices for the recruitment and retention of employees • New best practices resulted, such as: – Including customers on all 1 st round interview panels – Seeking customer, peer and other partners’ feedback during reference checks 22

Procurement Training A message from the DES Director http: //youtu. be/Wh. Sazn. VSSXI 23

Procurement Training Deadline Extension The deadline for meeting the new training requirements has been extended to: October 1, 2015 Per RCW, no agency employee may execute or manage a contract unless they have met the new training requirements 24

Procurement Training Where to find it? http: //www. des. wa. gov/about/pi/Procurement. Reform/Pages /PRTraining. aspx 25

Procurement Training • WA-State Purchasing and Procurement Ethics: This interactive e. Learning course covers scenarios designed to assist in identifying real or perceived ethical violations. In addition, the course provides instruction on how to access resources and think critically to make ethical procurement decisions. This training is required for all who are taking any of the courses mentioned below. It is a one-hour course in the LMS. • WA-State Contract Management 101: This training generally applies to employees who manage, monitor, or serve as subject matter experts on contracts. All four modules are available as e. Learning sessions in LMS. • WA-State Executive Management Purchasing and Procurement: This training generally applies to managers with organization or agency authority, including ensuring compliance with RCW 39. 26. 110, authorizing organization procurements, management of procurement risk and delegating procurement authority. This course is available as a 35 minute e. Learning session in the LMS. • WA-State Purchasing and Procurement 101: This course generally applies to employees who support their agency as a professional in procurement including: policy, strategy, analysis, negotiation, coordination and procurement management duties. All four modules are available as e. Learning sessions in the LMS. • WA-State Small Purchases: This training generally applies to employees who make routine, small purchases and those who use agency purchasing cards. This course is available as an e. Learning course in the LMS. 26

Procurement Training Course Access • The state's Learning Management System (LMS) is used to access all courses • If your organization doesn't use the LMS: Please contact: Training Manager - Cheryl Shaw (360) 407 -9376 27

Procurement Training Advantages of the e. Learning experience include: • Easy access from anywhere, anytime • All-in-one delivery of the Course Content + Learning Assessment + Learner Survey • Ability to print your certificate of completion 28

The Future “When planning for a year, plant corn. When planning for a decade, plant trees. When planning for life, train and educate people. ” -Chinese Proverb 29

The Future • Enhancing the customer experience • Solution oriented, providing options for customers while sharing risks to consider • First place customers want to turn to • Open lines of communications • Customer engagement • New 2015 -2016 customer survey coming 30

Discussion/Questions Ask Away!! 31

Thank you! Corinna & Josh Corinna. Cooper@des. wa. gov Josh. Klika@des. wa. gov 32