Oregon Department of Fish and Wildlife ADMINISTRATION Organization Chart COMMISSION DIRECTOR DEPUTY DIRECTOR OF ADMINISTRATIVE PROGRAMS

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1 ADMINISTRATION Organization Chart COMMISSION DIRECTOR DEPUTY DIRECTOR OF FISH & WILDLIFE PROGRAMS DEPUTY DIRECTOR OF ADMINISTRATIVE PROGRAMS FISH DIVISION WILDLIFE DIVISION HUMAN RESOURCES DIVISION INFORMATION & EDUCATION DIVISION INFORMATION SYSTEMS DIVISION ADMINISTRATIVE SERVICES DIVISION INFORMATION EDUCATION DESIGN MARKETING NETWORK ADMIN APPLICATION DEVELOPMENT COMPUTER OPERATIONS BUSINESS OPERATIONS BUDGET SERVICES CONTRACT SERVICES FISCAL SERVICES LICENSING Positions = 130 FTE = Biennium Legislatively Adopted Budget Page 1031

2 Programs and Activities The Administration budget for the Oregon Department of Fish and Wildlife includes the Oregon Fish and Wildlife Commission, Director s Office, Commercial Fishery Permit Board, Administrative Services Division, Human Resources Division, Information and Education Division, and the Information Systems Division. The primary program tasks for each area are listed below. Fish and Wildlife Commission: The seven-member Oregon Fish and Wildlife Commission (Commission), as established by ORS , is appointed by the Governor. The Commission hires the agency director, sets policy and adopts administrative rules. Each Commissioner has a four-year term of office and is appointed subject to confirmation by the Oregon Senate. One Commission member is appointed from each of the state s five Congressional districts and one each from west and east of the Cascades. The Commission is required to hold at least one meeting per year in each of the state s Congressional districts. Administration Expenditures by Division $41.71 Million Director's Office 7% Human Resources 6% Information & Education 13% Director s Office: The Director s Office consists of the ODFW director and two deputy directors. The agency director oversees agency operations and administration, and provides leadership for fish and wildlife programs, including watershed enhancement and ODFW s role in implementing the Oregon Plan for Salmon and Watersheds and the Oregon Conservation Strategy. The director represents ODFW on the Governor s Natural Resources Cabinet and before Oregon s legislators and members of the U.S. Congressional delegation. The director also represents ODFW in cooperative Administrative Services 53% Information Systems 21% efforts with other natural resource agencies within Oregon and throughout the United States, and with federal agencies such as the U.S. Fish and Wildlife Service, Bonneville Power Administration and the National Marine Fisheries Service. The director assists the Commission in setting policy and adopting administrative rules. The two deputy directors oversee the agency s day-to-day activities. The deputy in charge of Fish and Wildlife Programs oversees the activities of the Fish and Wildlife divisions and the Northwest, Southwest, High Desert, and Northeast regions. The deputy in charge of Administration oversees the Administrative Services, Human Resources, Information and Education, and Information Services divisions. Commercial Fishery Permit Board: The Commercial Fishery Permit Board, as established in ORS is responsible for reviewing denials of permits for commercial fisheries that require permits, such as gillnet salmon, troll salmon, shrimp, roe herring and sea urchin. Upon review of a permit denial made by ODFW, the Board may authorize a waiver of permit requirements as deemed appropriate during the review process Biennium Legislatively Adopted Budget Page 1032

3 Board members are appointed by the Commission. Three Board members are chosen to represent the Columbia River gillnet salmon fishing industry, three to represent the Yaquina Bay roe herring fishing industry, three to represent the sea urchin commercial fishery, three to represent the ocean Dungeness crab fishing industry, and two to represent the public. Administrative Services: Administration: Economic analysis and revenue forecast support for management of agency resources; support information security directives; and support internal audit requirements. Budget Services: Develop, allocate and analyze ODFW biennial budget, and administer and monitor federal revenue contracts in coordination with program managers. Contract Services: Provide technical support for contracts, grants, and purchases agency-wide including mobile communication devices; provide risk management services; and manage agency-wide fleet. Fiscal Services: Process revenue and expenditures for ODFW programs; provide accounts receivable and payable services; process agency-wide payroll; oversee inventory and fixed assets; and prepare financial reports. License Services: Issue computerized, mail-order and commercial licenses; respond to constituents questions on rules and license requirements; and provide support to 600 license agents. Human Resources: Directs human resources, safety and health-related activities, equal employment opportunity, recruitment, position classification, labor relations, affirmative action, and workforce enhancement Biennium Legislatively Adopted Budget Page 1033

4 Information and Education: Information Section: Respond to media and public inquiries regarding fish and wildlife management, Commission decisions, and fishing and hunting regulation questions. Provide outreach and other support for the Oregon Conservation Strategy, Nearshore Strategy, the Oregon Plan for Salmon and Watersheds and other natural resource plans. Marketing Section: Promote fishing, hunting, and wildlife viewing opportunities through website, , telephone, brochures, and other printed and electronic materials. Develop marketing efforts to promote and increase the sale of fishing and hunting licenses and participation in ODFW programs. Manage the agency s social media presence, including Facebook, Twitter and YouTube. Web/Graphics Section: Manage ODFW external and internal websites. Education Section: Certify more than 5,000 students each year in safe firearms handling and practice, hunter ethics and responsibilities, and wildlife conservation through statewide Hunter Education program. Teach basic angling skills, angler ethics and aquatic stewardship to more than 5,000 youth each year through the statewide Angler and Aquatic Education program. Support dozens of Youth Angling Enhancement Program and Free Fishing Weekend events. Offer hands-on instruction in fishing, hunting, crabbing, clamming and other outdoor activities through the Outdoor Skills program. Coordinate the Mentored Youth Hunter Program which allows youth ages 9-13 to hunt without first taking a hunter education course. Information Systems: Help Desk Unit: Provide desktop computer support, Unisys mainframe operations, and other support services to employees throughout ODFW. Network Unit: Provide the technical support for the enterprise systems including all servers, office network connectivity, and security. Application Development Unit: Design, develop, and support custom business applications. Administration Unit: Provide guidance and support within the division and serve as the key liaison to both executive and field operations Biennium Legislatively Adopted Budget Page 1034

5 Issues Fiscal integrity is one of ODFW s flagship principles. ODFW meets regularly with analysts from the Legislative Fiscal Office and the Budget and Management Division of DAS. ODFW moved monthly payroll and expenditure reports to an electronic format so staff has timely access to management data. ODFW is building additional electronic reporting tools for managers to better monitor budget information. Issues to be addressed in the current and next biennium include: improving website communications; implementing an online asset management system; developing a grants management system; upgrading ODFW s information systems infrastructure to better meet public service expectations; and developing better tools for managing accounts receivable and contract services. Administration Revenues by Fund Type $44.29 Million Federal Fund 5% General Fund 1% Lottery Fund 0% Revenue Sources Revenue to support administration activities is generated from a mix of General Fund, Other and Federal. Other include the sale of hunting and fishing licenses and tags, federal indirect cost recovery, and a small amount of donations and miscellaneous revenue. Federal are received from the U.S. Fish and Wildlife Service to support Hunter Education and Aquatic and Angler Education programs. Federal are matched with in-kind volunteer hours. Proposed Revenue Changes Several new, multimillion dollar, multi-year federal contracts have recently been established. This will increase federal indirect revenue to fund new staff needed to support these new contracts. One new position is the Human Resource Analyst 3 requested in policy option package 133. Proposed Revision to Laws No new laws are proposed. Other Fund 94% Biennium Legislatively Adopted Budget Page 1035

6 Essential Packages The Essential Packages represent changes made to the budget that estimate the cost to continue current legislatively approved programs into the biennium. 010 Vacancy Factor and Non-PICS Personal Services Vacancy Factor (attrition) reduces the PICS generated personal services budget for the current positions. The adjustment represents the projected savings from staff turnover. This package contains only the change from the prior approved budget. Non-PICS items include temporary, overtime, shift differentials, unemployment assessment, and mass transit taxes (rate 0.006). This package reflects the inflation increase for these items. PERS Bond Assessment represents the amount budgeted for the budget in accordance with Department of Administrative Services instructions. 021/ 022 Cost of Phase-in and Phase-out Programs and One-time Costs Includes Phase-in for: State Government Service Charges (GF). Includes Phase-outs for: State Government Service charges (OF). 031 Inflation/Price List Increases Inflation increase: 2.4 percent is the established general inflation factor for and has been applied to most Services and Supplies, Capital Outlay and Special Payments expenditures. 032 Above Standard Inflation/Price List Increases Cost for Administrative Hearings is $5,000 higher than in Exceptional Inflation/Price List Increases None 050 Fund Shifts None Biennium Legislatively Adopted Budget Page 1036

7 060 Technical Adjustments Move Debt Service from Administration to Debt Service cross reference. 070 Revenue Reductions None Biennium Legislatively Adopted Budget Page 1037

8 Department of Fish and Wildlife Package 086 BAM Analyst Adjustments Eliminate Inflation PURPOSE The Department of Administrative Services Budget and Management Analyst removed inflation requested in Package 031. HOW ACHIEVED Used on a statewide basis to eliminate standard and AG inflation and to adjust State Government Service Charges. STAFFING IMPACT None REVENUE SOURCE ($ 68,510) General Fund ($714,874) Other ($ 24,811) Federal ($808,195) All Biennium Legislatively Adopted Budget Page 1038

9 Department of Fish and Wildlife Package 087 BAM Analyst Adjustments Personal Service Adjustments PURPOSE The Department of Administrative Services Budget and Management Analyst reduced personal services by 5.5 percent. HOW ACHIEVED This reflects an across-the-board reduction in total personal services from the Current Service Level budget. STAFFING IMPACT None REVENUE SOURCE ($ 10,881) General Fund ($1,098,834) Other Fund ($ 59,894) Federal Fund ($1,169,609) All Biennium Legislatively Adopted Budget Page 1039

10 Department of Fish and Wildlife Package 090 BAM Analyst Adjustments PURPOSE The Department of Administrative Services Budget and Management Analyst made adjustments necessary to align with the Natural Resource Workgroup budget plan. HOW ACHIEVED This package increases Other for Services and Supplies and shifts funding for Personal Services from Other to Lottery and General Fund as part of the adjustment to align with the Natural Resources Workgroup budget plan REVENUE SOURCE $ 53,093 General Fund $ 90,653 Lottery ($ 143,746) All Biennium Legislatively Adopted Budget Page 1040

11 Agency Name: Policy Option Package Initiative: Department of Fish and Wildlife 113 Marketing Initiatives Policy Option Package Element Addendum: I&E 001 PURPOSE DESCRIPTION OF PROBLEM OR ISSUE: This package converts an existing limited duration (LD) position to permanent full time. This LD position was established in the budget to assist in marketing angling and hunting opportunities. Oregon, like many states, is seeing a decline in hunting and angling participation. This translates into lost revenue to support fish and wildlife management, decreased support for legal fishing and hunting, loss of angling and hunting tradition, and diminished revenue for retailers, motels, restaurants, retail outlets, manufacturers, guides, and businesses and industries related to fish and wildlife recreation. This package also provides additional funding to expand the reach and effectiveness of strategic marketing efforts and to initiate new marketing efforts intended to increase license sales and participation in ODFW programs and activities. The additional funding will be used to match and/or leverage grants, sponsorships and other outside funding and to provide seed money for collaborative marketing efforts and evaluation of marketing campaigns. Future marketing initiatives could include joint Recreational Boating and Fishing Foundation (RBFF)/ODFW direct-marketing campaigns, data/market analysis, partnerships with state agencies (Travel Oregon, Oregon Parks and Recreation, Oregon State Marine Board), special events advertising, and publications. HOW ACHIEVED PROPOSED SOLUTION TO THE PROBLEM OR ISSUE: Converting the existing LD position to permanent full time will ensure continuation of current marketing efforts. Additional Services and Supplies (S&S) funding will allow ODFW to increase the reach and effectiveness of strategic marketing efforts, analyze important evaluation data, and leverage grants, sponsorships and other outside funding. The additional funding will also serve as match for outside funding. In many cases, granting organizations, like the RBFF, require a match for marketing grants. Similar match requirements are in place for grants from the National Shooting Sports Foundation and other organizations that provide funding for marketing and outreach efforts by state agencies. Without additional funding, ODFW will be unable to take advantage of outside funding for marketing and outreach efforts Biennium Legislatively Adopted Budget Page 1041

12 HOW THIS FURTHERS THE AGENCY MISSION OR GOALS: This proposal specifically supports agency priorities to promote participation in hunting, fishing, wildlife viewing, and development of outdoor skills and to implement strategies to increase angling, hunting, and wildlife viewing opportunities. PERFORMANCE MEASURES TO QUANTIFY THE SUCCESS OF THE PROPOSAL: Each strategic marketing initiative will be evaluated for effectiveness, including costs, number of desired responses, etc. This package relates to KPM 1 (percent of the license buying population with hunting licenses and/or tags) and KPM 2 (percent of the license buying population with angling licenses and/or tags). STATUTORY REFERENCE: ODFW is authorized to conduct fish and wildlife management activities under ORS Chapters and ORS Chapters ALTERNATIVES CONSIDERED AND REASONS FOR REJECTION: Funding at current levels is sufficient for limited marketing efforts, but will be insufficient for expanded efforts. Current funding is insufficient to match additional grants or other outside funding. LD position reauthorized. IMPACT OF NOT FUNDING: Status quo marketing of fishing, hunting and wildlife viewing opportunities. Stagnant license sales. EQUIPMENT TO BE PURCHASED (IF APPLICABLE): None STAFFING IMPACT Convert one ( ) LD full-time Public Affairs Specialist 2 position to permanent full time (1.0 FTE). QUANTIFYING RESULTS Strategic marketing initiatives are developed to advance specific agency goals. Budgets, milestones and timelines are developed for each individual marketing initiative and progress is measured against those standards. Initiatives will be evaluated for effectiveness against specific goals and objectives developed for each initiative. REVENUE SOURCE $190,400 Other (License) Biennium Legislatively Adopted Budget Page 1042

13 Agency Name: Policy Option Package Initiative: Department of Fish and Wildlife 114 Limitation for Grants and Donations Policy Option Package Element Addendum: I&E 002 PURPOSE DESCRIPTION OF PROBLEM OR ISSUE: This package provides limitation necessary to use grants, sponsorships and other outside funding in support of ODFW marketing, outreach and education efforts. The Information and Education Division has successfully applied for several smaller grants and has solicited donations, marketed products, and sought other outside funding to support outreach and education efforts. However, the division has not had limitation to spend these funds. Because the grants were relatively small, the agency opted not to request additional limitation from the Legislature. To accept the outside funding, the division was required to shift limitation from license budgets, effectively cutting support for current ongoing programs. This creates a disincentive to seek outside funding and develop partnerships for marketing, outreach and education efforts. HOW ACHIEVED PROPOSED SOLUTION TO THE PROBLEM OR ISSUE: Additional limitation will allow ODFW to seek and spend outside funding generated from small grants, sponsorships, and other sources for marketing, outreach and education efforts. Additional limitation will allow ODFW to leverage existing funds to expand marketing, outreach and education efforts without negatively impacting existing programs and projects. HOW THIS FURTHERS THE AGENCY MISSION OR GOALS: This proposal specifically supports agency priorities to promote participation in hunting, angling, wildlife viewing, and development of outdoor skills and to implement strategies to increase angling, hunting, and wildlife viewing opportunities. PERFORMANCE MEASURES TO QUANTIFY THE SUCCESS OF THE PROPOSAL: This package relates to KPM 1 (percent of the license buying population with hunting licenses and /or tags) and KPM 2 (percent of the license buying population with angling licenses and/or tags). STATUTORY REFERENCE: ODFW is authorized to conduct fish and wildlife management activities under ORS Chapters and ORS Chapters Biennium Legislatively Adopted Budget Page 1043

14 ALTERNATIVES CONSIDERED AND REASONS FOR REJECTION: At current funding and limitation levels, the agency is able to fund some marketing, outreach and education efforts, but will not have limitation available to allow spending of outside funds. ODFW would not seek additional outside funding for these efforts. IMPACT OF NOT FUNDING: Status quo for marketing, outreach and education regarding angling, hunting and wildlife viewing opportunities. Stagnant license sales. EQUIPMENT TO BE PURCHASED (IF APPLICABLE): None STAFFING IMPACT None QUANTIFYING RESULTS Effectiveness will be measured by amount of outside funding generated and applied to marketing, outreach and education efforts. REVENUE SOURCE $100,000 Other Obligated Biennium Legislatively Adopted Budget Page 1044

15 Agency Name: Policy Option Package Initiative: Department of Fish and Wildlife 115 Final Phase Migrate Critical Info Systems Policy Option Package Element Addendum: ISD 001 PURPOSE DESCRIPTION OF PROBLEM OR ISSUE: Many of ODFW s critical business applications are housed on a Unisys mainframe. ODFW program leaders routinely make business decisions based on information provided from Unisys. Maintaining the Unisys in-house is expensive and becoming increasingly difficult. Due to retirements, ODFW will soon lose all staff familiar with COBOL (Common Business Oriented Language) used for the Unisys. COBOL is outdated programming language (50 years old) making staff recruitments difficult or impossible. The Unisys currently requires approximately $170,000 per biennium in licensing and support fees just to maintain current functionality with no improvements. Agency Critical Business Systems on Unisys Impact of Failure Estimated cost to replace Angling Harvest Cards Unreliable harvest information $62,000 Bird Stamp Collectors Stamps unavailable to stamp dealers and collectors $3,875 Cash Register Manual reconciliations resulting in errors $15,500 Coded Wire Tag/Mark Release and Recovery Loss of matching funds/fines for non-compliance of mandatory reporting $217,000 Commercial Fisheries Harvest Information Unreliable harvest information to manage commercial fisheries $139,500 Commercial Fishing Licenses Reduction of season and/or harvest limits $108,500 Emergency Hunts Agency exposed to financial liability for damage $3,875 Falconer Licenses Difficulty managing program $7,750 Fish Dealer Accounting Inability to manage or collect revenues from ad valorem taxes $38,750 Fur Taker Licenses, Tags, and Brands Difficulty managing program $7,750 General Data Entry System The loss of automated processes would result in increased staff time $3,875 Hatchery Management Information System Inability to manage hatchery operations $116,250 Ocean Recreational Catch and Effort Unreliable harvest $15,500 Other Occupational Licenses Inability to manage licensing program $7,750 Tribal Big Game Tags Difficulty managing program $3,875 Wholesale Fish Dealers and Buyers Inability to manage licensing program $23, Biennium Legislatively Adopted Budget Page 1045

16 The Unisys platform is no longer a viable solution for ODFW. Its software support ended in In addition, the declining presence of Unisys support technicians in the Northwest continues to add substantial risk in the event of system failure. As sole source vendor coupled with an aging system, difficulty maintaining the Unisys system is increasing each year as technicians familiar with our installation leave the industry. With declining vendor support and limitations of the COBOL programming language, there is no viable roadmap for the Unisys platform in the future. With each successive year, the risk to the agency s critical business applications and potential cost of migration increases substantially. This package is for as is conversion of existing business systems. Enhancements are out of scope and would likely require additional resources and funding. HOW ACHIEVED PROPOSED SOLUTION TO THE PROBLEM OR ISSUE: In July 2009, ODFW Policy Option Package 303 provided an FTE for one Information System Specialist 6 (ISS6) and $299,282 to begin migration and support of the new platforms. This was the first of a multi-biennium investment to migrate the 20+ year old Unisys mainframe applications and data bases to current technology. This request established the base funding and position authority necessary to begin the migration process in If the package is fully funded, all critical business systems will be fully migrated from the Unisys to a current and supportable technology platform on redundant mainstream technology widely used by the industry and fully supported by many vendors by the end of Establishes $151,496 for 1 full time ISS6 LD position to support and maintain the changes to the COBOL applications during the conversion process. This LD position would be eliminated after project completion. Establishes $39,687 of Services and Supplies funding to augment ODFW staff by hiring part-time contract services as project managers, software developers, quality assurance, technical writers, and support staff. These positions would be used to plan and execute migration strategies, analyze and document current business processes, develop and implement software solutions, and complete the testing and validation of new software. HOW THIS FURTHERS THE AGENCY MISSION OR GOALS: ODFW decision makers regularly use information residing on the Unisys platform to make program and policy decisions regarding fish and wildlife management. This package provides funding to mitigate the risk of inaccessibility of information due to unsupportable computer systems and prevents the interruption of sport and commercial fishing and hunting seasons. PERFORMANCE MEASURES TO QUANTIFY THE SUCCESS OF THE PROPOSAL: Installation and operation of critical business systems to new equipment, software, and programming code. ODFW no longer uses outdated and difficult to support COBOL code. Decommission Unisys platform Biennium Legislatively Adopted Budget Page 1046

17 STATUTORY REFERENCE: ODFW is authorized to conduct fish and wildlife management activities under ORS Chapters and ORS Chapters Activities under this package support these statutory obligations. ALTERNATIVES CONSIDERED AND REASONS FOR REJECTION: Upgrading to a new Unisys platform was considered but quickly dismissed due to excessive expense to re-tool ongoing proprietary issues that would indefinitely lock ODFW into a poor choice of systems. The Unisys system is primarily a banking system and does not fit our business model and is not used anywhere else within state government. Partial funding would allow migration of only the highest priority fish and wildlife programs to new systems leaving the remaining programs at continued risk. Until the Unisys is fully decommissioned, it will be necessary to expend 100 percent of the current Unisys support dollars in addition to the new systems. Should a catastrophic failure of the Unisys occur prior to migration, remaining programs would be down for many months or even a year before reestablishing them on the new system. Retaining the Unisys has serious ramifications due to unsupported software and hardware by the vendor. ODFW will be unable to hire trained staff in support of decades old COBOL programming. The need for internal support will continue to rise and licensing and support fees of approximately $170,000 per biennium will provide a declining level of service that could be used in support of modern, more productive computer system. IMPACT OF NOT FUNDING: Funding that is delayed, inadequate, or non-existent is likely to have profound impacts on many agency critical business systems. If the Unisys migration is delayed, the agency may be unable to meet mandatory reporting requirements which will result in loss of matching federal funds or grants. Program leaders and biologists also depend on the Unisys system to provide critical information to manage the fish and wildlife resources. If the Unisys system fails, fish and wildlife management will not have the information needed to adequately meet the agency's mission. Delays in migration off the Unisys platform will result in ODFW losing all previous institutional knowledge within Information Systems of legacy systems. Our last FTE and most senior expert is expected to retire prior to July 1, EQUIPMENT TO BE PURCHASED: None STAFFING IMPACT Establish one ( ) LD, full-time Information Systems Specialist 6 (ISS6) position (1.00 FTE) Biennium Legislatively Adopted Budget Page 1047

18 QUANTIFYING RESULTS Results are measured by the migration of each individual business systems (listed above) from their existing legacy COBOL code on the Unisys to a new platform. The target for full conversion is estimated as the end of 2013 with each section migrated based on priority and resource availability as determined by agency leadership. REVENUE SOURCE $191,183 Other (License) Biennium Legislatively Adopted Budget Page 1048

19 Agency Name: Policy Option Package Initiative: Department of Fish and Wildlife 131 Contract Specialist Workload LD to Permanent Policy Option Package Element Addendum: ASD 001 PURPOSE DESCRIPTION OF PROBLEM OR ISSUE: ODFW Contract Services section has a significant workload that will continue into the foreseeable future. The amount of grants the agency applies for and receives are increasing, so workloads are increasing. The Contract Services section does not have enough staff to process Architects and Engineers contracts and Public Works contracts. The Engineering and Realty sections within the Fish Division currently process these contracts which keep them from performing some of their main job duties. As a result, fewer maintenance and capital improvement projects are processed. HOW ACHIEVED PROPOSED SOLUTION TO THE PROBLEM OR ISSUE: This request is to continue and convert one LD Procurement and Contract Specialist 3 (C0438) position to a permanent full-time position. This additional position will allow the Contract Services section to distribute the grant workload so staff can stay current with workload demands. The Contract Services section will also begin processing Architects and Engineers contracts and Public Works contracts. This will allow Engineers and Realty staff additional time to perform their major job duties. HOW THIS FURTHERS THE AGENCY MISSION OR GOALS: ODFW will increase efficiency in its administrative operations. This will in turn increase the efficiency and effectiveness of its core function of protecting and enhancing Oregon s fish and wildlife and their habitat. PERFORMANCE MEASURES TO QUANTIFY THE SUCCESS OF THE PROPOSAL: This work is a support function and therefore does not directly relate to Key Performance Measures. However, the secondary performance measure that will be used is time to process grants, bids, contracts, and requests for proposals. ODFW is just beginning to measure these activities, so initial comparisons will be difficult to measure. STATUTORY REFERENCE: ODFW is authorized to conduct fish and wildlife management activities under ORS Chapters and ORS Chapters Activities under this package support these statutory obligations Biennium Legislatively Adopted Budget Page 1049

20 ALTERNATIVES CONSIDERED AND REASONS FOR REJECTION: Continue understaffing. ODFW rejected this alternative because staff will struggle to keep up with their workload. Engineering and Realty staff will continue to process bid requests and contracts, therefore continuing delays in other work related to their main job duties. IMPACT OF NOT FUNDING: Heavy workload levels would continue for ODFW s current Contract Services staff. ODFW may forgo applying for some grants because it would not have staffing to devote to this work. Some maintenance projects would be delayed until current staff had time to process bids and contracts. Engineering and realty work would continue to be delayed and increase the risk that not all policies, procedures, and rules are followed or applied consistently. EQUIPMENT TO BE PURCHASED: None STAFFING IMPACT Convert one ( ) LD Procurement and Contract Specialist 3 position to permanent full-time (1.00 FTE). QUANTIFYING RESULTS The time to process grants, bids, contracts, and requests for proposals should be reduced, while the number processed should increase. REVENUE SOURCE $161,400 Other (License) Biennium Legislatively Adopted Budget Page 1050

21 Agency Name: Policy Option Package Initiative: Department of Fish and Wildlife 133 Human Resources Analyst - LD Policy Option Package Element Addendum: HR 005 PURPOSE DESCRIPTION OF PROBLEM OR ISSUE: This position is essential to support the substantial increase in positions from federal funding for Endangered Species Act (ESA) recovery planning, ESA Biological Opinion Implementation, and other programs proposed in policy option packages. Implementing these activities will require intense recruitment activities due to the number of positions proposed. Additionally, this position will allow ODFW to centralize like recruitment functions (classification, affirmative action, recruitment policy management) in one Human Resources Analyst 3 position, which should streamline processes within Human Resources. New internal processes and additional internal resources are also needed as a result of the Department of Administrative Services (DAS) recruitment department downsize and the implementation of the new statewide recruitment system (NeoGov). Additionally, other HR related activities will increase due to the number of positions such as interpreting personnel rules and labor contract, and advising managers on disciplinary and workplace issues. HOW ACHIEVED PROPOSED SOLUTION TO THE PROBLEM OR ISSUE: Create one full-time, LD Human Resources Analyst 3. HOW THIS FURTHERS THE AGENCY MISSION OR GOALS: One of ODFW s Principles is to promote workforce enhancement including being able to have recruitment and job rotation opportunities opened and filled timely and effectively. PERFORMANCE MEASURES TO QUANTIFY THE SUCCESS OF THE PROPOSAL: Recruitment processing will be faster and more efficient. STATUTORY REFERENCE: ODFW is authorized to conduct fish and wildlife management activities under ORS Chapters and ORS Chapters Activities under this package support these statutory obligations Biennium Legislatively Adopted Budget Page 1051

22 ALTERNATIVES CONSIDERED AND REASONS FOR REJECTION: Delegate more recruitment responsibilities to the managers in the field. This alternative was rejected because continuity would suffer, and there would be a high potential for affirmative action and other violations. Move more of the recruitment responsibilities on to Personnel Records staff. This alternative was rejected as this would hinder the processing of personnel actions, FMLA/OFLA certification, and other legal and contractual liabilities. IMPACT OF NOT FUNDING: Inefficient recruitment process. EQUIPMENT TO BE PURCHASED: Computer, phone, workstation, associated supplies. STAFFING IMPACT Establish one ( ) LD full-time Human Resource Analyst 3 position (1.00 FTE). REVENUE SOURCE $170,778 Other (Federal Indirect) Biennium Legislatively Adopted Budget Page 1052

23 Agency Name: Policy Option Package Initiative: Department of Fish and Wildlife 160 Agency Program Network Support - LD to Permanent Policy Option Package Element Addendum: ISD 002 PURPOSE DESCRIPTION OF PROBLEM OR ISSUE: This package converts one LD Information System Specialist 6 network support staff position to permanent status. This position provides critical support for computer systems, infrastructure, user authentication, maintaining (server) operating systems, application loads and updates, performance monitoring, file maintenance, attached network devices (appliances) and network connectivity to field operations. This position was established in and was intended as a permanent position. However, due to an error, the position count was omitted. Part of the original package was to increase staff to support enhancement of ODFW web site and web services; youth outreach, interactive content, ADA, communication/information. With this position, Information Systems Division (ISD) has been able to meet basic needs for expansion. HOW ACHIEVED PROPOSED SOLUTION TO THE PROBLEM OR ISSUE: Converts one full time, LD position to permanent FTE in support of agency requested programs. HOW THIS FURTHERS THE AGENCY MISSION OR GOALS: The goal of this request is to ensure ongoing support for agency programs by maintaining current level of support as established by ODFW and legislature in the previous biennium (policy option package 303). PERFORMANCE MEASURES TO QUANTIFY THE SUCCESS OF THE PROPOSAL: Maintains current program support as established by staff/user and staff/computer node (a device or connection supported by ISD) support ratios. STATUTORY REFERENCE: ODFW is authorized to conduct fish and wildlife management activities under ORS Chapters and ORS Chapters Activities under this package support these statutory obligations Biennium Legislatively Adopted Budget Page 1053

24 ALTERNATIVES CONSIDERED AND REASONS FOR REJECTION: Maintaining the position as an LD is not effective for ongoing program support. Recruitment for permanent positions results in longer retention of employees with a higher level of skill sets. As a result, continuity of support improves with less training expenditures. IMPACT OF NOT FUNDING: A 20 percent decrease in network support staff with a corresponding reduction in support response time negatively impacting ability to deploy technology to meet agency objectives. EQUIPMENT TO BE PURCHASED (IF APPLICABLE): None STAFFING IMPACT Convert one ( ) LD full-time Information Systems Specialist 6 (ISS6) position to permanent full-time (1.00 FTE). QUANTIFYING RESULTS Maintains current staffing levels and productivity within the network administration unit in support of field office data connectivity, agency technology deployment, server administration and maintenance, data security, system updates, and other tasks. Without this position, productivity will decline immediately by 20 percent (support ratio is 1 of 5 staff including this position in support of 1200 computer nodes, 60 offices). REVENUE SOURCE $ 152,145 Other (License) Biennium Legislatively Adopted Budget Page 1054

25 Agency Name: Policy Option Package Initiative: Department of Fish and Wildlife 161 Fiscal Workload & Integrity - LD Cont. Policy Option Package Element Addendum: ASD 003 PURPOSE DESCRIPTION OF PROBLEM OR ISSUE: The 2009 Legislature authorized an LD Accountant 3 position to facilitate assessment, acquisition and implementation of a new asset tracking system. This new system will track agency-wide assets including, but not limited to land, vehicles, buildings, and equipment. In additional to working on the asset system project, this position has established internal controls and monitored ODFW s compliance with accounting procedures, rules, and standards as well as internal audit activities required by ORS ODFW needs this position to continue projects that lead to efficiencies and stronger internal controls. HOW ACHIEVED PROPOSED SOLUTION TO THE PROBLEM OR ISSUE: ODFW proposes to continue one LD position (C1217) into the biennium. The position will continue recommending changes to ODFW s internal policies and procedures, increasing efficiencies, and enhancing compliance with accounting procedures, rules and standards. HOW THIS FURTHERS THE AGENCY MISSION OR GOALS: This position will continue efforts to retool processes and migrate them from outdated and vulnerable systems. On schedule for the biennium is an electronic timekeeping system. ODFW will increase efficiency in its administrative operations, which will increase efficiency and effectiveness of its core function of protecting and enhancing Oregon s fish and wildlife and their habitat. PERFORMANCE MEASURES TO QUANTIFY THE SUCCESS OF THE PROPOSAL: This work is a support function, but loosely ties to KPM 10 (Percent of customers rating their satisfaction with the agency s customer service as good or excellent : overall, timeliness, accuracy, helpfulness, expertise and availability of information). ODFW can quantify with level of risk on agency risk assessment. STATUTORY REFERENCE: ODFW is authorized to conduct fish and wildlife management activities under ORS Chapters and ORS Chapters Activities under this package support these statutory obligations Biennium Legislatively Adopted Budget Page 1055

26 ALTERNATIVES CONSIDERED AND REASONS FOR REJECTION: Considered completing with existing staff; however, the agency rejected this alternative. Current staff has significant workloads and are unable to take on additional projects. IMPACT OF NOT FUNDING: ODFW risks related to internal controls would increase and it would be out of compliance with the Secretary of State Audit recommendations. Various accounting processes will continue to be labor intensive and outdated. EQUIPMENT TO BE PURCHASED: None STAFFING IMPACT Continue one ( ) LD Accountant 3 position as a LD position (1.0 FTE). QUANTIFYING RESULTS The agency expects to have fewer, if any, out of compliance exceptions with the Secretary of State. REVENUE SOURCE $140,020 Other (License) Biennium Legislatively Adopted Budget Page 1056

27 Agency Name: Policy Option Package Initiative: Department of Fish and Wildlife 175 Department of Justice Billing Pilot Policy Option Package Element Addendum: ASD 004 PURPOSE DESCRIPTION OF PROBLEM OR ISSUE: Over the last decade, ODFW s costs for legal services have consistently exceeded its biennial legal services limitation for those costs. At times this variance between the legal services line item limitation and the actual costs has required ODFW to limit, reduce, or adjust expenditures for other legislatively approved programs to cover its legal costs. To avoid this situation in the future, ODFW wants to bring its legal services limitation into closer alignment with its actual costs of legal services. HOW ACHIEVED PROPOSED SOLUTION TO THE PROBLEM OR ISSUE: ODFW requests an increase of $249,000 in its Legal Services limitation to be funded with Other. This adjustment would more closely align the agency s legal services budget with its recent actual and projected legal services costs. HOW THIS FURTHERS THE AGENCY MISSION OR GOALS: Adjusting this limitation would allow ODFW to carry out its mission because unexpected legal costs would not impact funding for core programs. PERFORMANCE MEASURES TO QUANTIFY THE SUCCESS OF THE PROPOSAL: ODFW s Key Performance Measures do not directly relate to this package. STATUTORY REFERENCE: The agency is authorized to conduct fish and wildlife management activities under ORS Chapters and ORS Chapters Activities under this package support these statutory obligations Biennium Legislatively Adopted Budget Page 1057

28 ALTERNATIVES CONSIDERED AND REASONS FOR REJECTION: Continue under the current billing structure. This alternative was rejected due to the ongoing impact to core fish and wildlife programs. Participate in pilot billing programs such as the retainer and flat fee programs that are under development at Department of Justice (DOJ). This alternative was rejected since ODFW would need additional limitation to pursue either of the pilot programs. ODFW might consider these pilot opportunities in future biennia if actual legal costs can be brought into better alignment with line item limitation. IMPACT OF NOT FUNDING: ODFW s legal costs are likely to exceed limitation which could force the agency to limit or reduce programs in order to cover these legal charges. EQUIPMENT TO BE PURCHASED: None STAFFING IMPACT None QUANTIFYING RESULTS The results can be measured in customer service by better ensuring resources to increase timeliness, helpfulness, and accuracy in the services ODFW provides. REVENUE SOURCE $224,324 Other (License) Biennium Legislatively Adopted Budget Page 1058

29 Department of Fish and Wildlife Package 801 Targeted Statewide Adjustments PURPOSE This package implements a statewide reduction action in the Co-Chair s Budget, which is a 6.5 percent reduction from total General Fund and Lottery Fund Services and Supplies expenditures included in the Governor s Recommended Budget. This is in addition to Package 086, which eliminates most Services & Supplies inflation originally built into the budget. HOW ACHIEVED None STAFFING IMPACT None REVENUE SOURCE ($ 29,470) General Fund ($ 29,470) All Biennium Legislatively Adopted Budget Page 1059

30 Department of Fish and Wildlife Package 802 Vacant Position Savings PURPOSE This package eliminates primarily long-term vacant positions that have been reviewed and determined to not be critical for supporting ODFW s core programs. HOW ACHIEVED None STAFFING IMPACT Eliminate 1 position and 0.43 FTE REVENUE SOURCE ($ 41,285) Other Fund ($ 41,285) All Biennium Legislatively Adopted Budget Page 1060

31 Department of Fish and Wildlife Package 805 Budget Reconciliation Adjustments (SB5508) PURPOSE This package establishes $726,928 Other expenditure limitation for ODFW debt service payments for the agency s headquarters building project to be financed with Article XI-Q bonds authorized in HB This package also records the reduction of the State Price List from DAS for Secretary of State audit charges, DAS assessment charge, State Data Center charges and Administrative Hearings charges. HOW ACHIEVED None STAFFING IMPACT None REVENUE SOURCE ($22,619) General ($99,257) Other ($ 57) Federal ($121,933) All Biennium Legislatively Adopted Budget Page 1061

32 Department of Fish and Wildlife Package 810 LFO Analyst Adjustments PURPOSE This package shifts General Fund Supplies & Services payments on a one time basis to increased Other from administrative indirect charges on new Federal and Other contracts. This package also includes a fund shift of $98,601 Personal Services from M76 Lottery back to Federal for a position in Administration that works on the Conservation Strategy HOW ACHIEVED None STAFFING IMPACT None REVENUE SOURCE ($ 600,000) General Fund ($ 90,653) Lottery Fund $ 600,000 Other Fund $ 90,653 Federal Fund $ 0 All Biennium Legislatively Adopted Budget Page 1062

33 Department of Fish and Wildlife Package 812 Technical Adjustments PURPOSE This package adds Other for contracts associated with planning and project oversight for locating a site for and designing a new Headquarters in Salem. HOW ACHIEVED None STAFFING IMPACT None REVENUE SOURCE ($ 300,000) Other Fund ( $ 300,000) All Biennium Legislatively Adopted Budget Page 1063

34 Department of Fish and Wildlife Package 819 Supplemental Statewide Ending Balance PURPOSE This package includes, per the Co-Chairs Budget plan, a supplemental statewide ending balance hold back adjustment. The result is about a 3.5 percent across-the-board reduction to an agency s total biennial General Fund and/or Lottery budget or approximately 7 percent to be taken from the second year of the budget. HOW ACHIEVED None STAFFING IMPACT None REVENUE SOURCE ($ 23,066) General Fund ($ 23,066) All Biennium Legislatively Adopted Budget Page 1064

35 ESSENTIAL AND POLICY PACKAGE FISCAL IMPACT SUMMARY Fish & Wildlife, Oregon Dept of Cross Reference Name: Administration Pkg: Non-PICS Psnl Svc / Vacancy Factor Cross Reference Number: Description General Fund Lottery Other Federal Nonlimited Other Nonlimited Federal All Revenues General Fund Appropriation (17,299) (17,299) Federal , ,865 Total Revenues ($17,299) - - $19, $2,566 Personal Services Temporary Appointments ,131 Shift Differential All Other Differential Public Employees' Retire Cont Pension Bond Contribution (15,502) - 89,349 4, ,365 Social Security Taxes Mass Transit Tax (1,797) - 1, Vacancy Savings - - 3,642 14, ,320 Total Personal Services ($17,299) - $96,395 $19, $98,961 Total Expenditures Total Expenditures (17,299) - 96,395 19, ,961 Total Expenditures ($17,299) - $96,395 $19, $98,961 Ending Balance Ending Balance - - (96,395) (96,395) Total Ending Balance - - ($96,395) ($96,395) Agency Request Governor's Recommended Legislatively Adopted Biennium Page Essential and Policy Package Fiscal Impact Summary - BPR Biennium Legislatively Adopted Budget Page 1065

36 ESSENTIAL AND POLICY PACKAGE FISCAL IMPACT SUMMARY Fish & Wildlife, Oregon Dept of Cross Reference Name: Administration Pkg: Standard Inflation Cross Reference Number: Description General Fund Lottery Other Federal Nonlimited Other Nonlimited Federal All Revenues General Fund Appropriation 125, ,556 Federal , ,356 Total Revenues $125, $25, $150,912 Services & Supplies Instate Travel - - 4,680 1, ,977 Out of State Travel Employee Training ,647 Office Expenses , ,277 Telecommunications , ,787 State Gov. Service Charges 125, , ,061,371 Data Processing , ,151 Publicity and Publications - - 9,415 3, ,315 Professional Services ,237 7, ,623 IT Professional Services , ,755 Attorney General , ,640 Employee Recruitment and Develop Dues and Subscriptions Facilities Rental and Taxes , ,090 Fuels and Utilities Facilities Maintenance Agency Program Related S and S ,904 3, ,402 Other Services and Supplies ,380 3, ,932 Expendable Prop , ,799 Agency Request Governor's Recommended Legislatively Adopted Biennium Page Essential and Policy Package Fiscal Impact Summary - BPR Biennium Legislatively Adopted Budget Page 1066

37 ESSENTIAL AND POLICY PACKAGE FISCAL IMPACT SUMMARY Fish & Wildlife, Oregon Dept of Cross Reference Name: Administration Pkg: Standard Inflation Cross Reference Number: Description General Fund Lottery Other Federal Nonlimited Other Nonlimited Federal All Services & Supplies IT Expendable Property - - 6, ,634 Total Services & Supplies $125,556 - $1,303,456 $24, $1,453,598 Capital Outlay Office Furniture and Fixtures - - 4, ,213 Agricultural Equip. and Mach , ,144 Data Processing Hardware , ,484 Building Structures Other Capital Outlay - - 2, ,583 Total Capital Outlay - - $21,424 $ $22,194 Total Expenditures Total Expenditures 125,556-1,324,880 25, ,475,792 Total Expenditures $125,556 - $1,324,880 $25, $1,475,792 Ending Balance Ending Balance - - (1,324,880) (1,324,880) Total Ending Balance - - ($1,324,880) ($1,324,880) Agency Request Governor's Recommended Legislatively Adopted Biennium Page Essential and Policy Package Fiscal Impact Summary - BPR Biennium Legislatively Adopted Budget Page 1067