Department of Administrative Services Service · Support · Solutions OHIO DEPARTMENT OF ADMINISTRATIVE SERVICES TRANSITION MANUAL TED STRICKLAND GOVERNOR HUGH QUILL DIRECTOR PREPARED: NOVEMBER 29, 2010 30 EAST BROAD STREET, ColuMBUS, OH 43215 WWW.DAS.OHIO.GOV 1 Table of Contents Agency Overview .......................................................................................................... 4 Department of Administrative Services Overview ........................................................... 5 Agency Accomplishments ............................................................................................... 6 Important Issues ........................................................................................................... 9 Key Initiatives Underway ............................................................................................... 10 Major issues, risks and concerns .................................................................................. 20 Immediate Calendar Events/Meetings ........................................................................... 26 Agency Authority ........................................................................................................ 29 Legal Authority .............................................................................................................. 30 Directives ...................................................................................................................... 46 Executive Orders ........................................................................................................... 48 Controlling Board Authority ........................................................................................... 52 Agency Organizational Structure............................................................................... 53 Agency Tables of Organization ..................................................................................... 54 Administrative Support Division ..................................................................................... 55 Equal Opportunity Division ............................................................................................ 65 General Services Division ............................................................................................. 90 Human Resources Division ......................................................................................... 110 Office of Collective Bargaining .................................................................................... 136 Office of Information Technology ................................................................................ 146 Budget, Finances and Procurement ........................................................................ 181 Agency’s budget structure – Program Series and Programs ....................................... 182 Current Operating Biennium (FY 2010- 2011) ............................................................. 183 DAS Budget Language for FY 12-13 Operating Budget Request ............................... 184 Capital Budget (Projects) ............................................................................................ 186 Agency-Level Procurement ......................................................................................... 187 Statewide Cost Allocation Program (SWCAP) ............................................................ 188 Asset Management ..................................................................................................... 190 Records Retention Program ........................................................................................ 192 Personnel Information and Policies ........................................................................ 194 DAS Employee Count by Division ............................................................................... 195 DAS Employee Count by Service Type ....................................................................... 195 Unclassified Employees by Division ............................................................................ 195 “Appointing Authority” Overview .................................................................................. 198 DAS Financial Disclosure Filers .................................................................................. 199 DAS Union Relations ................................................................................................... 199 DAS Pending Personnel Lawsuits ............................................................................... 200 DAS EEO Issues ......................................................................................................... 200 2 Important Action Items ............................................................................................. 201 Key Meetings and Events in 2011 ............................................................................... 202 Reporting Requirements ............................................................................................. 208 DAS Support of Select Boards and Commissions ....................................................... 213 Flags at Half Staff ........................................................................................................ 213 Emergencies ............................................................................................................... 213 Pending Issues Involving DAS ................................................................................. 215 Legislative Bills Involving DAS .................................................................................... 216 Pending Litigation ........................................................................................................ 218 Director’s Issues ............................................................................................. 232 Boards, Commissions on which DAS Serves .............................................................. 233 Delegations and Designations of Authority .................................................................. 234 Access Issues ............................................................................................................. 236 Director’s Administrative Issues .................................................................................. 239 Director’s Personnel Issues (as a state officer) ........................................................... 241 DAS Elements to be Updated ..................................................................................... 243 Other Startup Items ..................................................................................................... 243 Appendix .................................................................................................................... 244 A. DAS Flexible Performance Plan.............................................................................. 245 B: DAS Accomplishments (full list by division) ............................................................ 279 C: DAS Real Estate: State-Owned Buildings and Commercial Leases ....................... 300 D. DAS Office of Collective Bargaining attachments ................................................... 340 E: DAS Fundable Table of Organization ..................................................................... 446 F. DAS Appropriations by ALI and Program for Current Biennium .............................. 488 G. Basic Financial Principles for Agency Managers .................................................... 492 H. DAS Approval Workflows for Controlling Board Requests ...................................... 495 I. Overview: DAS Enterprise Procurement ................................................................. 496 3 Agency Overview Department of Administrative Services Overview ......................... 5 Agency Accomplishments ............................................................. 6 4 Department of Administrative Services – Overview The Ohio Department of Administrative Services (DAS) is committed to providing quality centralized services, specialized support and innovative solutions to state agencies, boards and commissions. Because DAS is a customer service organization, DAS team members continually look for ways to improve our work processes and final products. We listen earnestly to customers and empower team members to make a positive difference. See Appendix A, DAS’ Flexible Performance Agreement to review the status of 30 metrics that DAS monitors each quarter. DAS has more than 30 program areas serving our Ohio government customers, who in turn directly serve the interests of Ohio citizens. We help procure goods and services, deliver information technology and mail, recruit and train personnel, promote equal access to the state workforce, oversee state construction projects, lease and manage office space, process payroll, print publications and perform a variety of other services. To provide these services, DAS is organized into divisions: General Services Division GSD provides direct service to state agencies in areas from printing to real estate with a focus on creating efficiencies and adhering to statewide standards. Major business units include Asset Management Services, Fleet Management, Procurement Services, Properties and Facilities, Real Estate and Planning, Risk Management, State Architect's Office, State Printing and Mail Services and Surplus Property Services Office of Information