Joint Operations Steering Committee Charter

Transcription

1 JOINT GOVERNANCE DOCUMENTS Document #: XXX CHARTER - Joint Operations Steering Committee.doc Last Updated: 03/05/2011 Joint Operations Steering Committee Charter The Directors of the Department of Human Services (DHS) and the Oregon Health Authority (OHA), respectively, charter this Joint Operations Steering Committee. 1. Background The Joint Operations Steering Committee (JOSC) is an internal leadership and governance body of the Department of Human Services (DHS) and the Oregon Health Authority (OHA) in accordance with the Joint Governance Policy. Functioning jointly and cooperatively between DHS and OHA as a combined meeting of some of each agency s executive operations and administrative staff, the JOSC addresses the internal operational and administrative responsibilities that impact both DHS and OHA, primarily in the shared services. Shared services refers to those services that are performed by DHS or OHA for the other agency or for both of the agencies, in furtherance of the visions, missions, goals and values of the agency receiving the services. Joint governance requires effective communication and collaboration in operational issues common to both agencies in order to effectively administer their programs. 2. Purpose The purpose of the Joint Operations Steering Committee (JOSC) is to enable both DHS and OHA jointly to consider and resolve operations issues inherent in shared services, consistent with the agencies visions, missions, goals and values. In contrast, individual department operations issues continue to be the responsibility of the individual department structures. The JOSC provides the consistent forum needed to explore and fully consider the range of operational and business issues defined in this charter that support shared services governance. The JOSC provides internal governance decision-making for those issues. Upon request of the Joint Policy Steering Committee (JPSC), the JOSC will provide strategic and well constructed recommendations about Page 1 of 7

2 operations issues common to both agencies. The JOSC is committed to actively addressing issues within the scope of this charter. 3. Principles The following principles guide the JOSC: a) A fully engaged Joint Operations Steering Committee working collaboratively leads to successful business, fiscal and operations outcomes for DHS and OHA shared services. b) Leadership and collaboration in the operation of shared services and other operational functions achieves results that benefit clients, families and communities served by the agencies. c) Coordinated and informed planning and implementation of joint or common business and operations objectives for shared services supports both agencies visions, missions, and goals. d) Operational decisions are supported by data. e) Continuous improvement principles inform strategic planning for shared services. Innovation and the use of continuous improvement tools are applied in development and implementation of operational and administrative decisions concerning shared services to: Do the right work the right way in a shared services environment. Engage with DHS and OHA partners for improved performance. Get more with the DHS and OHA dollars. Work together across agencies and divisions. f) Continuous improvement principles are applied to develop people and foster a culture of change across agency lines to demonstrate: Welcoming Environment Workforce Development Cultural Competency g) Shared services governance policies grant internal customers effective control and service quality. h) Access to shared services is balanced appropriately. i) Service excellence and accountability is a standard for performance of shared services and resolution of operational issues common to both agencies. j) Transparency between DHS and OHA will guide policy, operations and governance. 4. Scope Page 2 of 7

3 The scope of governance issues addressed by the JOSC includes: a) Decision-making responsibilities for shared services by: 1. Oversight of development and ongoing implementation of shared services, including resolution of unresolved issues escalated to the JOSC. 2. Monitoring of performance measurement, management metrics and quality assurance associated with internal customer requests and services as prescribed in service level agreements. 3. Regular monitoring of cost allocation outcomes and funding issues associated with shared services, and identification of issues that warrant additional review and possible correction. 4. Making operations and financial decisions related to shared services on legislative issues, budget requests, policy option packages, Emergency Board submissions, and financial goals and objectives. 5. Explicit attention to People and Culture impacts of operational and business considerations associated with shared services. 6. Applying continuous improvement principles to all levels of operational and business decision-making for shared services. 7. Providing recommendations to the Joint Policy Steering Committee about improvements to or revisioning of shared services delivery. 8. Working with the Joint Policy Steering Committee, sensitive to circumstances where operations and policy overlap and, if left unresolved, could reduce the effectiveness of shared services. b) For other operational and administrative issues with potential significant impact on both agencies, providing information and recommendations, upon request, to Joint Policy Steering Committee and to DHS and OHA Cabinets about operational and business processes or strategic planning potentially affecting both agencies. 5. Roles Roles of the JOSC include, but are not limited to: a) Providing high level oversight and decision-making on the operations of the shared services, ensuring clear expectations and accountability. Page 3 of 7

4 b) Monitoring service-level and intergovernmental agreements between DHS and OHA about shared services operations and their governance issues. c) Ensuring that appropriate decision-makers fully discuss shared services business, fiscal and operations issues requiring resolution and that issues escalated for resolution to the JOSC recommendations are fully reviewed and resolved. d) Providing a high level forum for the regular exchange of information on strategies, plans, progress, direction and issues involving shared services. e) Provide operational leadership in alignment with direction from the JPSC in fully implementing the strategies and tools of the Transformation Initiative so that it becomes the way all major bodies of work are managed and measured. f) Communicating with shared services stakeholders to ensure success of the shared service concept and to build a culture that promotes the shared service model. g) Providing recommendations within the scope of this charter to the DHS or OHA Cabinets or the Joint Policy Steering Committee that link the business objectives of the agencies and the joint governance processes applicable to shared services or the operational and business processes potentially significantly affecting both agencies. 6. Relationship with Other Governance Groups The JOSC routinely interacts with several other internal governance groups and may charter specific groups to assist in specific areas of JOSC responsibility. a) Routine interactions include: Joint Policy Steering Committee: Upon request of the Joint Policy Steering Committee, the JOSC provides information and recommendations about business and operations proposals that affect shared services. Likewise, the JOSC is available to assist the Joint Policy Steering Committee by undertaking assigned activities related to operations or administration issues. Medicaid/CHIP Operations Coordination Committee: OHA and DHS will coordinate all mutual policy issues related to the operation and administration of the Medicaid/CHIP program including state plan amendments, waiver requests, rules, procedures, and interpretive guidance. The Medicaid/CHIP Operations Coordination Committee will keep the JOSC apprised of operational issues affecting shared services. DHS Cabinet and OHA Cabinet: The JOSC works with the DHS and OHA Cabinets as identified within the scope of this Charter. Page 4 of 7

5 b) The JOSC may also charter specific work groups with measurable objectives and outcomes, in order to assist in its work. These charters should be reviewed annually, and a current list of active work groups and committees should be maintained. Initial committees and work groups may include the following: IT Governance Committee (ITGC): Since the Information Technology services are within shared services, the ITGC s operational activities and functions concerning shared services operations will be chartered by the JOSC. Shared Services Budget and Financial Committee: The JOSC will convene and charter a Shared Services Budget and Financial Committee. The committee assists the JOSC by actively monitoring and initiating financial analyses that track the budget and the expenditures associated with shared services, assist in developing budget materials for the agencies to use in their budget development process, making budget requests, policy option packages, Emergency Board submissions, and assist the JOSC with other related duties as assigned. Cost Allocation Work Group: The JOSC will convene and charter a Cost Allocation Work Group. This work group will actively monitor the operations of the cost allocation methodologies, policies and procedures that allocate costs that are not direct-charged to grants, and will provide regular reports to the JOSC about the effectiveness of the cost allocation process. Since there is a single cost allocation methodology for both DHS and OHA, it is recognized that this work group should address cost allocation issues for shared services jointly with other cost allocation issues for both agencies in order to assure consistent application of the cost allocation plan(s). c) Initially, the JOSC should examine the utility of existing operational work groups or standing committees, determine their utility and benefit, and charter those work groups or committees that should be continued. 7. Responsibilities of Members Members of the JOSC are responsible to: a) Attend meetings or send a representative that is empowered to exercise the authority of the member. b) Provide resources within their authority to develop recommendations within the Scope of this Charter. c) Fairly and objectively exercise best judgment in carrying out their responsibilities in accordance with this Charter. Page 5 of 7

6 d) Be alert for both opportunities and problems in the joint governance of shared services, including but not limited to providing recommendations to expand or reduce the scope of the shared services; e) Provide recommendations to resolve internal and external customer service disputes that have not otherwise been resolved. f) Communicate with and seek input from their respective agency leadership. 8. Annual Shared Services Report The JOSC will provide an annual report about shared services operations each January to the Joint Policy Steering Committee. The annual report should address the following: a) Strategic direction, goals and strategies of the shared services; b) A high level staffing report that covers the past year and projected staffing for the next annual period; c) Data and an analysis of the cost reimbursement and financial outcomes for the past year; and a description of changes in financial plans, services level agreements, and rates as a result of operating experience; d) Performance measures and quality assurance data associated with customer service activities that measure customer service levels and describe actions taken to improve and meet customer service needs; and e) Management process and controls implemented to effectively manage an enterprise level shared services environment. 9. Membership Membership on the JOSC will be comprised of three executive-level individuals from DHS and three executive-level individuals from OHA, having responsibility for operations and administration, and selected by and serving at the request of the directors of DHS and OHA, respectively. Invited guests include: co-chairs of the Joint Policy Steering Committee. The Director of DHS, Director of OHA and Deputy CIO are ex officio members of the JOSC. 10. Co-Chairpersons The DHS and OHA Directors will each appoint one individual from among the members of the JOSC to serve a one calendar year term as co-chairs of the JOSC. Page 6 of 7

7 11. Meetings The JOSC will meet periodically, at a frequency to be determined by the co-chairs. 12. Meeting support The co-chairs will prepare and distribute a meeting agenda in advance of every meeting. The co-chairs will arrange for a record to be maintained that tracks decisions and action items of the JOSC. 13. Review of the Charter This charter will be reviewed annually, at the time of the change in the co-chairs. Changes may be made to the Charter based on a recommendation of the JOSC and with the approval of the Joint Policy Steering Committee. 14. Authority The Joint Operations Steering Committee is authorized by the Directors of DHS and OHA, respectively, in accordance with the Joint Governance Policy. The JOSC provides executive internal oversight for joint governance in accordance with this charter. The JOSC may convene other technical or advisory committees or work groups to provide advice to the JOSC. DHS and OHA are authorized to cooperate for any lawful purpose by agreement in performing their duties, in exercising their powers, or in administering delegated powers. ORS State law authorizes DHS and OHA to delegate to each other any duties, functions or powers deemed necessary for the efficient and effective operation of their respective functions Or. Laws, Ch. 595, sec. 19 and 20. This charter represents a cooperative agreement for those purposes. Signature Approvals: Director, Department of Human Services Date Director, Oregon Health Authority Date Page 7 of 7