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APAC 2018 DPS Performance Assessment Final Report

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APAC 2018 DPS Performance Assessment Final Report OKLAHOMA EFFICIENCY REVIEW FINAL Department of Public Safety TABLE OF CONTENTS I. Executive Summary II. Mandates Analysis III. Budget Process Analysis IV. Opportunities Analysis EXECUTIVE SUMMARY The A&M team organized its review of the Department to coincide with the four interconnected key drivers of efficiency. Summary of Approach 1. Mandates: Reviewed the titles and statutes governing the Department and its divisions to determine if these align with the functions or services provided by each division within the Department. Mandates Budget 2. Budget and Performance: Reviewed the Department’s current budget development process and assessed to what extent the Department utilizes performance measures to coincide with this process. 1. Opportunities: Identified opportunities for increasing the Department’s efficiency in meeting its mission; provided estimates for investment or cost savings related to those opportunities. Opportunities Performance A thorough review of departmental mandates, budget process and performance measures is critical to determine opportunities for increased operational or financial efficiency. Executive . Mandates . Budget Process . Opportunities 2 Summary Analysis Analysis Analysis EXECUTIVE SUMMARY The A&M team implemented the process below across each Department to document observations and develop recommendations for increased efficiency. ApproachSummary to Mandates of Process Analysis Step 1 Step 2 Step 3 Develop Recommendations Gather Information Document Observations 1. Conduct research 1. Document key 1. Determine if legislative action is required to 2. Collect departmental observations related address the opportunity data to each division 2. Document recommended 3. Conduct interviews 2. Determine if process change and with division leads and observation provides requirements staff an opportunity for increased efficiency 3. Estimate required investment and/or potential cost savings The A&M team applies its process and sub-steps across the Mandates, Budget and Opportunities Analyses, categorizing our findings as observations and recommendations. Executive . Mandates . Budget Process . Opportunities 3 Summary Analysis Analysis Analysis DEPARTMENT OF PUBLIC SAFETY EXECUTIVE SUMMARY A summary of our observations and recommendations are provided below and organized by report section. Summary of Findings Section Observations Recommendations 1. Mandates Analysis Based on initial analysis, all DPS lines of service are tied A&M recommends amending statutes related to records to a statute. management and highway safety in order to codify creation of a DPS Informatics Division. 2. Budget Process Analysis The Department practices zero based budgeting through Performance-based budgeting: The Department should calculating costs for the upcoming fiscal year by holding ensure that its strategic plan aligns with performance review meetings with each division. Strategic priorities are measures in addition to the strategic capital needs currently set at the executive level but the department has included identified in the budget development process. special requests for capital projects (such as physical maintenance to facilities) or other operational increases (such as pay raises or funding for academies). 3. Opportunities Analysis The Department needs stronger data management The Department would benefit from an investment in an processes and analytical to demonstrate the impact of Informatics Division to support strategic data collection and increased funding for personnel, increased performance, analysis to drive evidence based decision making related to and the enhanced safety of Oklahoma residents. programmatic and financial investments. Additionally, the Additionally, the Department lacks a methodology for Department should implement a standardized method of systematic replacement of fleet vehicles. vehicle replacement based on three criteria: vehicle age, mileage and maintenance cost. Executive . Mandates . Budget Process . Opportunities 4 Summary Analysis Analysis Analysis DEPARTMENT OF PUBLIC SAFETY – INVESTMENT AND SAVINGS A summary of preliminary estimates for recommendations that require investment and yield cost savings is provided below. Legislative Opportunity Investment Savings Net Action Needed DPS should invest in an electronic submission and data management platform for the division Records --- $360,000 $360,000 Management. DPS should create a new internal division reporting directly to the Commissioner that would manage both records and data analytics for all internal divisions. This division should: • Collaborate with each division to identify and then collect metrics that can be used to assess ($150,000) --- ($150,000) performance; • Maintain a dashboard of all DPS performance metrics; and • Drive a quarterly report to the Commission on progress toward short-term and long-term performance objectives. DPS should review for potential replacement vehicles that fall within the replacement criteria proposed by --- $147,000* $147,000* A&M. TOTAL ($150,000) $507,000 $357,000 *Figure denotes maximum savings based on methodology outlined in Slides 39-43. More Executive Mandates Budget Process Opportunities analysis is needed to determine whether inefficient vehicles recommended for replacement . 5 Summary Analysis Analysis Analysis should be retained. TABLE OF CONTENTS I. Executive Summary II. Mandates Analysis III. Budget Process Analysis IV. Opportunities Analysis DEPARTMENT OF PUBLIC SAFETY MANDATES ANALYSIS DEPARTMENT OF PUBLIC SAFETY MANDATES ANALYSIS A&M conducted a review of statutes related to the lines of service provided by the Department of Public Safety, following the process depicted below. ApproachApproach to to MandatesMandates Analysis Analysis Step 1 Step 2 Step 3 IF YES? Recommendations: 1. Amend 2. Repeal 3. No Change Reviewed 34 lines of Is the line of service service for the 7 Divisions tied to a Mandatory within DPS Statute? IF NO? Recommendations: 1. Consider Drafting Statute 2. Do Not Draft Statute The A&M Review Process identifies lines of service that fall outside the scope of the Department’s mission through a review of both lines of service definitions and their associated statutes. Executive . Mandates . Budget Process . Opportunities 8 Summary Analysis Analysis Analysis DEPARTMENT OF PUBLIC SAFETY MANDATES ANALYSIS A&M’s review indicates that the lines of service provided by DPS are tied to statutes and within the scope of the Department’s mission. Summary of Findings 1. Based on initial analysis, all DPS lines of service are tied to a statute. 2. The team recommends two amendments to better align the statute’s language to the Department’s line of service. 3. The team recommends amending statutes related to records management and highway safety in order to codify creation of a DPS Informatics Division. Executive . Mandates . Budget Process . Opportunities 9 Summary Analysis Analysis Analysis DEPARTMENT OF PUBLIC SAFETY MANDATES ANALYSIS Administration Line of Statute Statute Action Division Definition of Line of Service Reason Service Check Recommended DPS Property Management performs Statute reflects a line of service that Property No Change Recommended to routine maintenance on DPS YES currently aligns with the Department's Management the Statute buildings and generators. mission. DPS is required to deliver upon request a certified copy of any record of the Department for a fee of $3 for Update statute language to better align Records each certified copy. Additionally, DPS YES Amend Statute the line of service to the Department's Management is responsible for providing collision mission. Admin- reports and abstracts of court records istration upon request. DPS is responsible for issuing annual Statute reflects a line of service that Size & Weight vehicle permits for the movement of No Change Recommended to YES currently aligns with the Department's Permits oversize or overweight loads that the Statute mission. cannot reasonably be dismantled. DPS Transportation conducts Transportation Statute reflects a line of service that purchasing, maintenance and No Change Recommended to (Fleet YES currently aligns with the Department's modifications for all DPS vehicles and the Statute Management) mission. associated transportation machinery. Executive . Mandates . Budget Process . Opportunities 10 Summary Analysis Analysis Analysis DEPARTMENT OF PUBLIC SAFETY MANDATES ANALYSIS Driver License Services Line of Statute Statute Action Division Definition of Line of Service Reason Service Check Recommended DPS is responsible for maintaining information related to assessing Statute reflects a line of service that No Change Recommended to Background individual criminal records, currently aligns with the Department's YES the Statute Checks participation in a deferred sentence or mission. deferred prosecution agreement for a felony. Statute reflects a line of service that CDL DPS is responsible for issuing No Change Recommended to YES currently aligns with the Department's Endorsement commercial driver licenses. the Statute mission. Driver Driver License DPS is responsible for the issuing, Statute reflects a line of service that License ID Card No Change Recommended to modification and/or revocation of OK YES currently aligns with the Department's Services Issuing and the Statute driver licenses. mission. Revocation DPS is responsible for conducting Statute reflects a line of service that driving examinations required for an No Change Recommended to Driver Tests YES currently aligns
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