Support Services. GuideBook

Transcription

1 Support Services GuideBook

2 Table of Contents About Support Services 3 Quick Reference: How Do I 7 Architecture, Engineering and Planning 9 Asset Management 10 Badges and Parking Permits 15 Commodity Distribution and School Nutrition 17 Contracts and Purchasing 19 Copy Center 22 Design Services 25 Facilities Management 28 Fleet Management 31 Imaging Center 33 Mail Center 35 Print Shop 39 Property Management 43 Records Management 55 Supply Warehouse 61 Surplus Property and Disposal 65 Travel Services 67 Support Services Contact Directory 71 Acronyms 75 Forms Index 77 Sample Forms 78 1

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4 About Support Services Support Services provides essential services to keep our agency s statewide offices running smoothly so our employees can maintain focus on what they do best. The division is organized into six units: 1) Architecture and Engineering This unit provides architectural and engineering services utilizing computer-aided design software for the remodel of existing facilities, design and engineering of new facilities, and space planning. The unit also provides services regarding Americans with Disabilities Act compliance, building inspection, indoor air quality testing and monitoring, compliance with all building codes and standards, as well as interior design and landscape planning. 2) Commodity Distribution and School Nutrition This unit warehouses and distributes U.S. Department of Agriculture-donated commodities to recipient agencies for compliance with federal requirements and regulations, and it provides technical assistance and training in the proper usage and storage of commodity foods. It coordinates with food processors to provide food for recipient agencies and contracts with Oklahoma City and Tulsa community food banks to provide food for distribution statewide to individuals determined eligible by their program guidelines. 3) Contracts and Purchasing This unit is responsible for the procurement of all equipment, supplies and services supporting the agency, as well as contracts providing services to DHS clients. Services include contracting advice, facilitating projects and emergencies, coordination with the state s Office of Management and Enterprise Services (formerly Department of Central Services), and monitoring for compliance with all state and federal requirements. 4) Departmental Services This unit provides logistical support for all DHS offices and facilities. Services include ordering, warehousing and distributing supplies and office equipment; disposal of surplus property; management of administrative and client records; open records management; air travel; processing of agency mail; asset management; graphic design and photography; copy and printing services; document imaging services; and fleet management. 3

5 5) Facilities Management This unit provides remodeling services, office renovations, custom building and on-site improvements, custom work-station design and manufacture, fire damage restoration, facility maintenance, complete roof replacement or repair, security systems, fire alarm and sprinkler systems, telephone system installation and repair, and other general repairs. This unit also provides repair and services to all DHS vehicles. 6) Property Management This unit is responsible for the coordination of all new construction and remodeling projects as well as planning of office and other functional space, including reviewing floor plans for compliance with state leasing standards, advertising for space, reviewing and evaluating potential sites for functional space, negotiating and preparing leases, and coordinating moves into new spaces. Support Services not only offers core services to DHS, but it also is a key component of the policydirected procedures staff is required to follow. Whether you re sending mail, storing records, printing pamphlets, repairing a leaky roof, disposing of broken office furniture or doing a variety of other day-to-day activities, Support Services is involved in the process. This guidebook explains what these services are and how to access them. See the forms section in the back of this book for forms used to request support services. 4

6 Support Services Organizational Chart DIRECTOR OF HUMAN SERVICES Ed Lake FINANCE AND ADMINISTRATION Director David Ligon SUPPORT SERVICES Director Adele Jack Administrative Programs Officer 2 Esther Goldsmith DEPARTMENTAL SERVICES Programs Administrator Larry Reese COMMODITY DISTRIBUTION Programs Administrator Nancy Ebahotubbi CONTRACTS & PURCHASING Programs Coordinator Greg Duke PROPERTY MANAGEMENT Programs Administrator Deborah Holt ARCHITECTURE, ENGINEERING & PLANNING Chief Architect Scott Gould FACILITIES MANAGEMENT Construction Superintendent Mike Wolfe 74 Employees 22 Employees 4 Employees 6 Employees 8 Employees 85 Employees 5

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8 Quick Reference: How Do I How do I get an ID badge for a new employee? (Badges and Parking Permits) How do I obtain an ID badge if I m in the field or in a non-state office? (Badges and Parking Permits) How do I know whether to use the Copy Center or the Print Shop? (Copy Center, Print Shop) How do I create a brochure, flyer, poster or other print publication? (Design Services) How do I find which publications are available online? (Design Services) How do I get my office s roof repaired? (Facilities Management) How do I get my office s plumbing fixed? (Facilities Management) How do I get my office space rearranged? (Facilities Management) How do I get copies of mandatory posters for my office? (Facilities Management) How do I reserve a car? (Fleet Management) How do I get maintenance service for my office s state vehicle. (Fleet Management) How do I order a reprint of an existing publication? (Print Shop) How do I order office supplies? (Supply Warehouse) Page 15 Page 15 Page 22, 39 Page 26 Page 27 Page 28 Page 28 Page 28 Page 29 Page 31 Page 31 Page 40 Page 61 7

9 How do I order office furniture? (Supply Warehouse) How do I get rid of furniture or office equipment we no longer use? (Surplus Property and Disposal) How do I book a flight? (Travel Services) Page 61 Page 65 Page 67 8

10 Architecture, Engineering and Planning Architecture, Engineering and Planning provides architectural and engineering services utilizing computer-aided design software for the remodel of existing facilities, design and engineering of new facilities, and space planning. Degreed and licensed professionals also provide services regarding Americans with Disabilities Act compliance, building inspection, indoor air-quality testing and monitoring, compliance with all building codes and standards, as well as interior design and landscape planning. The unit contracts with outside consultants when additional technical expertise is required. To obtain floor plans, see the Facilities Information Management System site of the InfoNet. The path is Home > Job Functions > Support Services > Architecture Engineering & Planning > Facilities Information Management System (FIMS) > OKDHS Facilities. Floor plans are available for most DHS facilities in PDF format, suitable for 8.5 x 11-inch printing. These floor plans can be used for drawing and posting fire evacuation routes at various locations in your building. Contact Deborah.Holt@okdhs.org at the Property Management Unit for the following: To request space-planning services. If your request has funding and approval, PMU will initiate the project for Architecture and Engineering to begin work. If staff are complaining of odors in the building or headaches. PMU will work with Architecture and Engineering to set up air-quality testing at your site. If you have overcrowded workplace conditions, or if you need more space or a new facility. If needs are justified and funding is approved, then PMU will work with Architecture and Engineering to develop a course of action for either remodeling existing space or designing a new facility. Your office is not charged for these services. Fees either come out of the unit s operating account or funding set up by the agency. Architecture, Engineering and Planning Unit OU Medical Center Nicholson Tower 940 N.E. 13th St., Suite 5820 Oklahoma City, OK P.O. Box Oklahoma City, OK Fax: Scott.Gould@okdhs.org 9

11 Asset Management Services provided: An online asset management tracking system, Fixed Assets Management System (FAMS), which serves as the official DHS asset inventory Coordination of bar code assignments for agency acquisitions Reconciliation of acquisition costs to paid claims On-site coordination of annual asset audits Assistance to locations regarding reconciliation of discrepancies Statewide training program regarding legal and policy issues relevant to asset tracking Audit results and recommendations provided to administration Agency-wide location code system Gateway to the Office of Management and Enterprise Services, Division of Capital Assets Management for all asset-tracking issues Asset disposal coordination Numerous fiscal reports provided to the Office of Inspector General, DCAM and OMES Asset accountability A bar code must be assigned for purchases exceeding $500, such as IT and telecommunication equipment (i.e. computers, printers, fax machines, two-way radios), and for purchases exceeding $2,500 (all other tangible assets). Items under the stated value can be transferred from one location to another without notifying the Departmental Services Unit so long as the transfer is not outside the agency. However, each location is responsible and accountable for all items purchased with state funds, regardless of cost. To get a bar code assigned for new equipment, complete a form 23AM002E (Asset Inventory Transaction Request) and attach purchase documentation (contract, invoice, etc.), then mail to Asset Management (address at end of this section). Please reference Bar code assignment/adding to asset records on page 11 for additional information. Inventory audits for agency assets occur on an annual basis. You must sign a form 23AM001E (Asset Accountability) for mobile assets, such as a state-issued laptop, for the sake of accountability. This form provides a way to track such items to a user. The Office of Inspector General recommends use of this form for all assigned assets. Items sent for repair or loaned out should also be documented on form 23AM001E. This allows the location to have a signed receipt of the person who currently possesses the item. 10

12 Lost, damaged and stolen assets A location suspecting theft shall immediately report it to the local law enforcement agency. The location will forward a copy of the police report and any other pertinent details to Asset Management, which will then relay that information to the Office of Inspector General and the information security officer (when applicable). Please reference Stolen assets what to do on page 13 for additional information. A receipt must always be obtained for assets being removed from an agency location. If a receipt is not obtained, it becomes the responsibility of the owning location to provide a detailed memo of the circumstances to Asset Management, and accept accountability for the item being retired from records as lost. Notification for lost items is provided to that location s division administrator and to the Office of Inspector General. Negligence can result in reimbursement to the department. If a state employee destroys state property, a check may be made out to the Oklahoma Department of Human Services. State property cannot be thrown away without authorization or given away as gifts. You cannot give your boss his favorite chair as a retirement present. Such assets may be purchased at a DCAM auction, if and when they go to an agency auction. Items must be approved to be thrown away even non-inventory equipment and this will normally only occur when items are deemed a health and safety hazard and pre-approved by DCAM. Even old things that appear broken sell at DCAM auctions. Surplus items To order surplus items, request surplus items be picked up, request movement of furniture, assets, etc., or dispose of agency assets, contact Kelly.Kappelman@okdhs.org at Surplus Property and Disposal, For more information on surplus property, go to the Surplus Property and Disposal section in this guide. Bar code assignment/adding to asset records Upon receipt of a new asset, a location should immediately write or place the eight-digit Purchase Authorization (PA) number on the item. This can be done with a marker or label in such a way as to not deface the item, but still make the number available (i.e. maybe on the back or side of a computer). It is important that the PA number be on items over $500, and it is recommended it be written on items under $500, especially those that might be perceived as close to the $500 value. The 11

13 PA number will allow asset coordinators to trace the asset back to a definitive cost. It will also assist locations in ensuring that bar codes are placed on the appropriate item(s). The normal steps that occur to get an item bar coded and on records are as follows: DSU receives and/or obtains a copy of the purchase document (contract), reflecting the Purchase Authorization (PA) number and assigns bar code. DSU receives and/or obtains a form 23AM002E (Asset Inventory Transaction Request) from a location and assigns bar code. Receiving report and bar code are generated in DSU Asset Management and then mailed to the location. Location may already have received the item, written the PA number on it, and notified DSU that the item needs a bar code, or they may have not yet received the item. Location receives bar code, tags item (making sure the PA number and description match the receiving report), verifies serial numbers (when applicable), signs receiving report and mails back to DSU in a timely manner. Upon receipt of signed receiving report, DSU will release (add) said asset to the location s inventory. If items are still in boxes, locations should remove boxed items, verify serial numbers and affix bar codes accordingly. This should occur promptly upon receipt of bar codes; the location should not wait until items are unboxed for installation. It is to everyone s benefit that items be tagged properly prior to installation. If this is not feasible, please contact DSU immediately so that other arrangements can be made. Note that receipt of the bar code from DSU may occur before or after asset has been received. A location may contact DSU anytime concerning a new or existing asset that does not have a bar code affixed. Assets are not normally added to a location s records until a signed receiving report is returned to Asset Management. On certain occasions, or when receiving reports are delinquent in being returned, items may be added to the location per the paid claim. A paid claim verifies that the asset has been delivered. Placing PA numbers on equipment When equipment is received in your office, immediately place the PA number on the item. This is to be done regardless of cost. This will allow items to be traced back to their original purchase price and will ensure the bar code can be placed on the correct item. 12

14 Placing bar code numbers on equipment Tags are to be placed in a visible sight on a flat surface. This will allow for easy visible access as well as reading by a bar code scanner during an audit. It is very critical that bar code tags be affixed to the correct item. If a bar code tag is removed, it becomes invalid (void) and is no longer readable by the bar code scanning device. If this should happen, contact Asset Management who will determine if a new bar code number will be assigned or if you can just write the bar code number on the item. SORC, NORCE and GREER should engrave the bar code number, when feasible. Equipment receiving reports When a location receives an equipment receiving report, they will also receive the bar code tag(s) for asset(s) listed. If serial numbers are listed on the receiving report, it is critical that the bar code tag be affixed to the item that matches the serial number. If serial numbers are not listed on the receiving report, it is critical that you provide the accurate serial number that matches the item description and bar code tag that you permanently affixed to the item. If the item does not have a serial number at all, it is still very critical that the bar code tag is placed on the correct item in accordance with the receiving report. Built-in equipment Bar codes are not assigned to assets that are built-in. To be considered built-in, equipment must meet at least one of the following criteria: Hard-wired directly into the electrical system (not plugged into an outlet) Connected directly to the building s plumbing system Be a permanently constructed part of a building Stolen assets - what to do Concerning stolen assets, the location should proceed as follows: Notify the local police department and request they document the following on their report: o Bar code number o Serial number o Descriptions Obtain a copy of the completed police report Complete a form 23AM002E (Asset Inventory Transaction Request) Select the Delete option Select the Stolen option 13

15 Fill in the required fields as follows: o Location code o Asset bar code o Serial number o Detailed description o Y or N reflecting that a form 23AM001E (Asset Accountability) is attached o Y or N reflecting that a police report is attached Print, sign and date the Asset Inventory Transaction Request Submit the following to Asset Management: o Original signed form 23AM002E o Copy of the last signed documents (23AM001E, 23AM002E, etc.) o Copy of the police report Asset Management or Office of Inspector General (OIG) may request the following additional information regarding stolen assets: o Who last had the item and approximately when it was last seen o Who searched for the item and time spent searching o Facts known (or speculation) regarding the item s disappearance o What steps will be taken to enhance security measures Such items will be dropped/retired (vouchered) from the system as stolen. If a police report is not obtained, such will be removed as lost. The OIG is advised of stolen and lost assets. Additionally, any questions relevant to insurance or liability related to agency assets should be directed to the DHS Risk Management Unit. For more information regarding Asset Management, follow the InfoNet path: Home > Job Functions > Support Services > Departmental Services > Asset Management > Information. Asset Management Sequoyah Memorial Office Building 2400 N. Lincoln Blvd. Oklahoma City, OK Fax Deborah.Scowden@okdhs.org 14

16 Badges and Parking Permits Badge Coordination is responsible for coordinating security access to the Sequoyah Memorial Office Building, issuing photo ID badges to DHS personnel and issuing Sequoyah Building parking permits. ID badges are to be visible to security personnel at all times. Employees are to display their ID badges while: In the Sequoyah Building Acting as a DHS representative in the field On-site at any DHS location (statewide) Security badges to the Sequoyah Building are for walk-in requests only. Security badges are not mailed to the field because of security risk. To request a basic ID badge used in most county offices, your division administrator must IDBadges@okdhs.org. Although a few county offices make their own badges, most requests go through the Sequoyah Building. To obtain a regular (non security access) ID badge as a walk-in, your supervisor completes employee ID badge request form 23AM010E (Employee ID Badge Request), which you will then hand-deliver to the Departmental Services Unit Badge Coordinator located in the Sequoyah Building basement in Oklahoma City. Badge services are available 8-11:30 a.m. and 1:30-4 p.m. Monday-Friday. To obtain a badge via , have someone take a photo of you, from the shoulders up, with a digital camera. Make sure your background is a solid color. Save the image as a.jpg file with your last and first name (Doe.John.jpg) and it with the completed form 23AM010E to IDBadges@okdhs. org. The badge will be printed and mailed directly to the person making the request. Supervisors are responsible for recovering ID badges when an employee leaves DHS employment. All Sequoyah Building security access badges are to be returned to the Departmental Services Unit badge coordinator for cancellation. All non-security access badges may be destroyed by the local office. Parking permits (stickers) for the Sequoyah Building parking lot are intended for employees who are physically housed in that building. Applications can be obtained from the badge coordinator in the DSU. After issuance, the sticker may be used to park in the designated areas of the Sequoyah Building or the DHS overflow parking at the Oklahoma History Center. NOTE: Permits are not issued to employees with outstanding tickets, but an employee will be given a chance to take care of outstanding tickets and resubmit a request for a permanent parking permit. 15

17 The Sequoyah Building s visitor parking is on the north side of the building. Parking is limited to two hours. Parking tickets will be issued to violators by security guards. For extended parking, meetings, etc., a computer-printed page announcing employee name, meeting time and place of meeting should be placed on the dash of the vehicle, visible for security guard to read. For more information about ID badges, see the InfoNet (Path: Home > Job Functions > Support Services > Departmental Services > Badge Coordination > Information). Badges and Parking Permits Sequoyah Memorial Office Building, Room C N. Lincoln Blvd. Oklahoma City, OK Fax IDBadges@okdhs.org 16

18 Commodity Distribution and School Nutrition The DHS Commodity Distribution and School Nutrition Unit is Oklahoma s state agency for the U.S. Department of Agriculture Food and Nutrition Services. Commodity Distribution strengthens the nutrition safety net through USDA foods distribution by removing surplus food and providing stability of market prices for products and strengthens the nutrition safety net through USDA Foods distribution to public and private schools, and it provides other nutrition assistance by distributing USDA foods to low-income families, emergency feeding programs and the elderly. School nutrition programs provide nutritionally balanced meals and milk to children in nonprofit private schools and nonprofit residential child-care institutions by participation in the following programs: National School Lunch Program National School Breakfast Program Special Milk Program After School Snack Program Use of commodities in a disaster/emergency situation In Oklahoma, the DHS Commodity Distribution Unit programs administrator, with USDA approval, releases foods to designated authorities for use in congregate feeding only. Disasters Oklahoma typically faces are tornadoes, floods and ice storms. The CDU can request and has obtained baby food, formula and shelf-stable milk from the USDA for congregate sites. A major mission for the designated sites is to prepare and, if necessary, find a source to deliver food to older people and people with disabilities who cannot come to the congregate sites. In a disaster situation in your county, please call Nancy Ebahotubbi, CDU programs administrator, at during business hours and after hours. Food Banks DHS contracts with the Regional Food Bank of Oklahoma and the Community Food Bank of Eastern Oklahoma in Tulsa to distribute The Emergency Food Assistance Program (TEFAP) foods for the low-income and unemployed population. DHS also contracts with the Regional Food Bank of Oklahoma in Oklahoma City to distribute Commodity Supplemental Food Program (CSFP) foods to elderly participants. For more information about TEFAP, including assistance in locating a food pantry, contact Nancy.Ebahotubbi@okdhs.org, , or Gina.Kazerooni@okdhs.org,

19 Commodity Distribution is able to request diapers and formula only in disaster situations for use in congregate feeding settings. For more information about Commodity Distribution, see the InfoNet (Path: Home > Job Functions > Support Services > Information). Commodity Distribution and School Nutrition Sequoyah Memorial Office Building 2400 N. Lincoln Blvd. P.O. Box Oklahoma City, OK (business hours) (after hours) Fax:

20 Contracts and Purchasing Contracts and Purchasing strives to provide courteous, timely and accurate customer service in the acquisition of all goods and services for the agency s staff and clients using the highest legal, ethical and professional standards. Contracts and Purchasing coordinates all purchases of DHS and client goods and services, and provides periodic training to DHS staff. Unit staff serves as a liaison with the office of the state purchasing director and serve on major contract project teams coordinating the bid process from inception to final contract. Signature authority Do not sign agreements of any kind unless you have been given prior, specific, written authority by the DHS director to obligate the agency. Contact Contracts and Purchasing to obtain this authority; the unit maintains a file of all such approved signatures. Funding All procurements must be funded prior to obligation of funds. Additionally, contracts must be signed and approved by the time services are required. Either of these conditions may result in an unauthorized commitment. If an agreement is deemed unauthorized, a settlement agreement is processed through the Financial Services. Acquisitions Competitive acquisitions are made in accordance with the state s rules, based on Oklahoma Title 74. The central purchasing division of the state s Office of Management and Enterprise Services publishes the state s procurement rules, available at manage_documents.php?id=946. For detailed information, contact your division liaison: Adult and Family Services Jill Stockford Aging Services Stacy Gholson Child Care Services Joni Riley Child Support Services Bettite Davenport Child Welfare Services Linda Beltran Developmental Disabilities Services Ron Porter Facilities Management Unit Cathy Downey Financial Services Jesse Bratton (ratification of unauthorized commitment) County offices should contact their regional secretary. Jill Stockford is liaison with Contracts and Purchasing. 19

21 Authority Purchases Contracts and Purchasing does not make authority purchases; use a form 23CO106E (Authority to Purchase). Authority purchases may not be made for mandatory statewide contract items, state use schedule items, ongoing services/repetitive payments or professional services, in accordance with OMES rules. They may not exceed $5,000. See split purchasing rules before making an authority purchase. For more information, contact Contracts and Purchasing. Exempt Professional Services Licensed professionals listed in Title 18 of Oklahoma Statutes are considered exempt professional services, therefore bidding is not required. To identify exempt professional services, read Title 18 at or contact Contracts and Purchasing. Inter-governmental contracts These contracts are awarded internally to inter-governmental entities (counties, state agencies, universities, public trusts) without a competitive bid. Sole Source For sole source contracts, the provider must be the only person or business entity qualified to provide the acquisition. If you are purchasing a product, it must be a unique brand or product. For this purchase, complete Form 002, available on the OMES Central Purchasing Division website, and detail efforts made to verify the service or product qualifies for sole source. Contracts and Purchasing will submit the form to the agency director. State Use State Use is a procurement program established to promote meaningful and gainful employment opportunities for persons with severe disabilities (74 O.S., 3001 et seq). The statute requires the OMES Central Purchasing Division to solicit, develop and negotiate contracts with qualified agencies and individuals for the program. State Use contracts are mandatory. Items/services available on a State Use contract must be purchased from a State Use vendor, but goods and services must be at market value. Statewide Items available on a Mandatory Statewide Contract must be purchased from that contract. To view statewide contracts, see 20

22 Oklahoma Correctional Industries (OCI) It is no longer mandatory to use OCI, but it must be one of the vendors solicited. Send a requisition to Contracts and Purchasing, and the unit will send a 3-C (purchase order) to OCI to place the order. Do not fax or the form 23CO106E (Authority to Purchase) or requisition to OCI. Use a DHS purchase authority number for every order. For more information, see Splitting purchases Splitting purchases means dividing a known quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement. This is not allowed and is punishable by law. Conviction for making an acquisition by split purchase is a felony pursuant to 74 O.S. Section Timeliness Contracts and modifications must be received, processed and approved prior to effective date. Allow at least 30 days for processing, and longer for a request for proposal (RFP). Cell phones Employee agreements for DHS cell phones are to be retained in each office. For assistance, contact Daryl Myers in the Office of Business Quality. For more information about Contracts and Purchasing, see the InfoNet (Path: Home > Job Functions > Support Services > Information). Contracts and Purchasing Sequoyah Memorial Office Building 2400 N. Lincoln Blvd., 4th floor Oklahoma City, OK Fax: Gregory.Duke@okdhs.org 21