Agency Management Report

KPMs for Reporting Year 2016

Published: 12/27/2016 11:27:09 AM

Governor's Office

Performance Summary Green Yellow Red

= Target to -5% = Target -6% to -15% = Target > -15%

Summary Stats: 40% 20% 40%

Detailed Report:

KPM Metrics Actual Target Status Management Comments

1. CUSTOMER SATISFACTION - Percent of participants (customers) who rate theRegional Solutions process very good to excellent. Timeliness 91.60% 90% Green

The Regional Solutions target is set high to serve as a continual motivator for customerservice delivery. The governor's office continually stresses the importance of customerservice to state agency partners and emphasizes the value placed on working inpartnership with local and regional partners. This approach needs to continue in order tomaintain a collaborative environment in which state agencies, local governments, and otherregional partners can successfully work in partnership with a focus on problem-solving andresults.

Overall 91.60% 90% Green

Helpfulness 89.60% 90% Green

Availability of Information 87.70% 90% Green

Accuracy 92% 90% Green

Expertise 91.80% 90% Green

2. CERTIFIED INDUSTRIAL SITES - Number of new industrial sites / acres certified as"project ready". 1 5 Red

Certifying industrial sites as “shovel ready” has become increasingly difficult and expensivedue to the level of need at sites in the certification queue. As such, Business Oregon ismoving forward with an internal strategic planning effort to determine where existingfunding programs (Brownfields, Special Public Works Fund, etc.) may be utilized to assistwith certifications. Once complete, program concepts will be shared with variousstakeholder groups and a final program developed. Absent any new infusion of funding tocertify sites, Business Oregon will continue to seek innovative solutions that assist localcommunities to develop an ample supply of “shovel ready” industrial sites.

3. OREGON FUGITIVES RETURNED - Percent of Oregon fugitives returned to Oregon inthe most cost-effective and timely manner, giving priority to the most serious offenders. 91.25 90 Green

Our office recommends the deletion of the Key Performance Measure on Oregon FugitivesReturned. Below is the rationale for the proposal.

We propose to eliminate this KPM because the extradition program is largely guided bystate and federal law and the current KPM is measured in terms of the cost savings gainedby the use of the regional shuttle system, a system used by law enforcement forcoordinating and holding fugitives throughout the region. The program is primarily fundedby restitution from offenders and indirect federal funds. This KPM is not very useful interms of measuring Governor’s Office performance. We therefore recommend that it beeliminated as a KPM.

Past biennia information reflects the target goal of 90% has, on average, been nearlyachieved. The goal is not unreasonable provided the existing participating states remaincommitted to their current level of shuttle involvement. The target could be exceeded ifadditional states become involved or, should states opt out, the target could fall short. Paststatistics indicate shuttle return numbers have not deviated greatly over a six year period.

4. NUMBER OF STATE CONTRACT AWARDS TO CERTIFIED MINORITY, WOMEN ANDEMERGING SMALL BUSINESSES (MWESB) - 0.70% 10% Red

We propose a return to the reporting threshold of $5K to more accurately reflect thetotal contract dollars going to Certification Office for Business Inclusion andDiversity (COBID) certified businesses (previously known as MWESB).We will work to include data collected regarding subcontracting that was awardedto COBID certified businesses. The example data in the second table demonstratethe significance of subcontracting awards for the COBID businesses.We need to work with Business Oregon to add data that reflect businesses thathave graduated from the COBID certification listing because they have succeeded incompleting the program.Work is underway to update the COBID certification to include disabled veteran-owned businesses. Updates for the Executive Order will be drafted to includereporting from all agencies in setting and working toward contracting targets andensuring agency directors certify that their contracting processes comply withstreamlined regulations and templates, including subcontracting.The Governor’s Marketplace 2017 is planned for March 23 and will includeworkshops on becoming certified, using certified businesses, accessing contractopportunities on ORPIN, and increasing agency use of ORPIN for contracting.Outcomes to watch will include increased numbers of businesses completing theirCOBID process and increased numbers and value of contracts being awarded toCOBID certified businesses.In addition, compliance with HB 2375 will improve and clarify the contractinglanguage to make it simpler for agencies and businesses to work together.

Support the work of Connect 2 Oregon, which succeeded the Governor’sRoadshows, that are regional events designed to provide updatedinformation and build the business networking, relationships, and accessacross the state.

KPM Metrics Actual Target Status Management Comments

5. STATE HIRING - Number of protected classes being hired, promoted, and retained instate agencies. 19.50% 22% Yellow

Affirmative Action Plan process and support has been streamlined and updated forthe 2017-2019 biennium.

Streamlined reporting guidelines that emphasize action steps and lessonslearnedGovernor’s office hired the Affirmative Action Manager in June 2016;confirmed by the State Senate in September 2016DI AA EEO Affirmative Action agency representatives’ meetings werechanged from monthly to bimonthly with added topics and training that theyhave requested in order to help them better meet the needs anddeliverables of their agencies, moving toward implementation of goals andobjectives of the AA Plans

Reviewed the 2015 – 2017 AA Plans to track ongoing workContinue to standardize practices that identify and eliminate systemic barriers torecruitment, employment, and retention/promotion.Assist state agencies in successfully creating and imbedding a statewide culture ofdiversity, equity, and inclusion through Affirmative Action.

KPM Metrics Actual Target Status Management Comments

This report provides high-level performance information which may not be sufficient to fully explain the complexities associated with some of the reported measurement results. Please reference the agency's most recent Annual Performance Progress Reportto better understand a measure's intent, performance history, factors impacting performance and data gather and calculation methodology.

Governor's OfficeAnnual Performance Progress Report

Reporting Year 2016

Published: 12/27/2016 11:23:43 AM

KPM # Approved Key Performance Measures (KPMs)

1 CUSTOMER SATISFACTION - Percent of participants (customers) who rate the Regional Solutions process very good to excellent.

2 CERTIFIED INDUSTRIAL SITES - Number of new industrial sites / acres certified as "project ready".

3 OREGON FUGITIVES RETURNED - Percent of Oregon fugitives returned to Oregon in the most cost-effective and timely manner, giving priority to the most serious offenders.

4 NUMBER OF STATE CONTRACT AWARDS TO CERTIFIED MINORITY, WOMEN AND EMERGING SMALL BUSINESSES (MWESB) -

5 STATE HIRING - Number of protected classes being hired, promoted, and retained in state agencies.

Proposal Proposed Key Performance Measures (KPMs)

Delete OREGON FUGITIVES RETURNED - Percent of Oregon fugitives returned to Oregon in the most cost-effective and timely manner, giving priority to the most serious offenders.

Performance Summary Green Yellow Red

= Target to -5% = Target -6% to -15% = Target > -15%

Summary Stats: 40% 20% 40%

redgreenyellow

KPM #1 CUSTOMER SATISFACTION - Percent of participants (customers) who rate the Regional Solutions process very good to excellent.Data Collection Period: Jan 01 - Dec 31

Report Year 2014 2015 2016 2017 2018

TimelinessActual 89.70% No Data 91.60% No Data No DataTarget 90% TBD 90% TBD TBDOverallActual 87.90% No Data 91.60% No Data No DataTarget 90% TBD 90% TBD TBDHelpfulnessActual 89.10% No Data 89.60% No Data No DataTarget 90% TBD 90% TBD TBDAvailability of InformationActual 86.20% No Data 87.70% No Data No DataTarget 90% TBD 90% TBD TBDAccuracyActual 88.60% No Data 92% No Data No DataTarget 90% TBD 90% TBD TBDExpertiseActual 92% No Data 91.80% No Data No DataTarget 90% TBD 90% TBD TBD

How Are We Doing

actual target

Goal: Improve the quality and efficiency of delivering state services to local governments and businesses.

Oregon Context: OBM 35 - Public Management and Regional Solutions Mission

Data Source: The Governor's Regional Solutions Office conducts a customer satisfaction survey on a biennial basis. The 2016 Customer Satisfaction Survey was developed following the DASRecommended Statewide Customer Service Performance Measure Guidelines. The Governor's Office used SurveyMonkey.com to collect and analyze the results. The Regional Solutions Officemaintains copies of the raw survey results. A final report detailing the survey methodology and findings was prepared by and is available from the Regional Solutions Office.

Owner: Lisa Howard, Intergovernmental Coordinator

Every two years the Governor's office conducts a survey in order to assess its performance in meeting the customer satisfaction performance measure for Regional Solutions. The survey assessesservices provided by the Regional Solutions Centers' coordinators and state agency team members. For 2016, the survey was conducted from May 2, 2016 through May 31, 2016.

The Regional Solutions KPM target is set at 90% to serve as a motivator for continually improving state agency service delivery to local jurisdictions and businesses. The survey measures howclose Regional Solutions is to that 90% target for overall customer service and five specific areas of service (Timeliness, Accuracy, Helpfulness, Expertise, and Availability of Information), as per theDAS Guidelines for customer satisfaction surveys.

The 2016 survey revealed that Regional Solutions continues to improve upon a high quality of customer service, as evidenced by the percentage of respondents rating Regional Solutions serviceas “Excellent to Good.” The Regional Solutions program met or exceeded the 90% target in all but one area, and the 2016 results show an upward trend from 2014.

Two open ended questions were included in the 2016 survey. The data collected in the responses were quite useful. Comments addressed how the Regional Solutions Program adds value to thework of organizations, as well as general feedback about the program and recommendations for improvement.

Factors Affecting ResultsThere are a number of factors that impact the Regional Solutions approach and the work of the Regional Solutions team members. For the most part, Regional Solutions is asked to becomeengaged in local projects that are complex, and many of these projects have long-standing issues that are beyond the scope of traditional state agency processes. The high customer serviceratings may be influenced by the fact that the coordinators and state agency participants in Regional Solutions often play a key role in facilitating resolutions to tough issues and, in some instances,bringing a project that has run into problems to a succesful conclusion. The high ratings may also reflect how the teams often work with local partners on an extended, concerted basis to get aproblem addressed for the community or region.

The Regional Solutions program faces a high demand for its services compared to its limited resources. The teams must constantly balance the need to work with particular communities to movehigh priority projects forward, while trying to be available for all communities that request assistance. In addition, they must be flexible to respond to the widely varying capacity of partners to work oneconomic and community development, i.e., depending on jurisdiction size, resources, and related factors.

KPM #2 CERTIFIED INDUSTRIAL SITES - Number of new industrial sites / acres certified as "project ready".Data Collection Period: Jan 01 - Dec 31

Report Year 2014 2015 2016 2017 2018

Number of New Industrial Sites Certified as Project ReadyActual 6 No Data 1 0 0Target 5 TBD 5 5 0

How Are We DoingGoal: Assist Oregon communities to build capacity to retain, expand, and attract businesses.

Oregon Context: Oregon Benchmarks: 1, 2, 3, 4, 6, 10, 11, & 15; most applicable are 3 - New Employers; 4 Net Job Growth; 6 - Economic Diversification.

Data Source: Business Oregon maintains data demonstrating that each certified site is ready for development within 180 days.

Owner: Business Oregon, Sierra Gardiner (503) 689-0119

TARGET: 5 new industrial sites certified as “shovel ready”

This fiscal year the department certified one new “shovel ready” industrial site for 60 acres. However, this did not meet the target of 5. The program accomplished the following this fiscal year:

Streamlined program – launched July 1, 2015;1 Certification in La Grande – 60 acres;1 Pre-Certification in Forest Grove – 25 acres;29 Sites Re-Certified - 1,890 acres;3 Intakes in process from the Metro Regional Solutions Team – Certification Reports due October 2016; andThird party program review underway – due September 2016.

Factors Affecting ResultsThe current sites in the certification process are more constrained by physical, transportation, land use, and market factors making them more difficult to meet certification requirements. Limited

actual target

options for funding and financing public infrastructure improvements remains a challenge for many of these sites and has delayed certification. Over sixty sites remain in the intake phase of theprogram for this reason.

KPM #3 OREGON FUGITIVES RETURNED - Percent of Oregon fugitives returned to Oregon in the most cost-effective and timely manner, giving priority to the most serious offenders.Data Collection Period: Jan 01 - Dec 31

Report Year 2014 2015 2016 2017 2018

Percent of Oregon fugitives returned to Oregon in the most cost-effective and timely mannerActual 89.16 No Data 91.25 0 0Target 90 TBD 90 90 90

How Are We DoingGoal: Return as many Oregon fugitives to Oregon as possible in the most cost effective and timely manner, and give priority to the most serious offenders.

Oregon Context: Oregon Fugitives Returned: Statutory authorities ORS 133.857 Uniform Criminal Extradition Act; ORS 135.775 Interstate Agreement on Detainers; Article IV, Section 2, clause 2of the U. S. Constitution; 18 U.S.C. 3181 3195.

Data Source: Biennium database records of all incoming and outgoing extradition movement.

Owner: Fran Lushenko, Director of Extradition Services

The target is set at 90%. Given the mobility of today's society, the ease with which fugitives move about the country, and the finite number of participating states, it is unreasonable to set a goal of100% for all fugitives to be returned via the shuttle system. Based on past statistics, 90% of retrievals via the shuttle are a noteworthy enterprise as well as being a reasonable and achievable goal.

Past biennia statistics reflect shuttle returns run 88% to 92%. The Arrest and Return Program is on average, for all intent and purposes, meeting the target goal. Estimated savings to the state forthe period of July 1, 2015 to June 30, 2016 is $367,206.24.

Data is based on a July 1 to June 30 reporting cycle. For example, the data labeled 2016 reports on the period of July 1, 2015 to June 30, 2016.*

*Reporting stats are dependent on submission of information from counties.

actual target

Factors Affecting Results

Voluntary participation: Shuttle participation is strictly voluntary by law enforcement agencies. When a state opts out, shuttle returns from that particular state can no longer be accomplished.Shuttle overcrowding: Transport vans may become overbooked with returning fugitives. Lesser degree felons are removed to allow more severe felons to be transported.Unsuitability of fugitive: High risk or high profile fugitives, fugitives with severe behavioral (assaultive) issues, or severe medical or mental health conditions jeopardize the security of theshuttle system and constitute a safety risk. These fugitives cannot be transported via the shuttle. Any participating shuttle agency has the discretion to prohibit a fugitive from being placed onthe shuttle.Time constraints: Depending on the state from which the fugitive is being shuttled, the entire trip could take as long as two to four weeks. The fugitive should not be shuttled if there is a timeconcern.Weather conditions: The shuttle is ground transportation. In the case of inclement weather, the shuttle vans will not run. If the fugitive is required to be returned by a specific deadline,alternative arrangements may need to be made.

KPM #4 NUMBER OF STATE CONTRACT AWARDS TO CERTIFIED MINORITY, WOMEN AND EMERGING SMALL BUSINESSES (MWESB) -Data Collection Period: Jul 01 - Jun 30

Report Year 2014 2015 2016 2017 2018

Metric ValueActual 0.63% 6.72% 0.70% 0% 0%Target 12% 12% 10% 10% 0%

How Are We DoingGoal: To ensure state government is conducting outreach and is providing education, consultation, and support services to Oregon Certification Office for Business Inclusion and Diversity(COBID)-certified minority-owned, woman-owned, disabled-veteran-owned businesses and emerging small businesses (previously known as MWESB).

Oregon Context: This measure aligns with the Governor’s priority for a thriving statewide economy.

Data Source: Department of Administrative Services, Small Business Programs and Policy

Owner: Serena Stoudamire Wesley, Director, Office of Diversity, Equity and Inclusion/Affirmative Action

TARGET: Executive Order 12-03 directs 21 state agencies, and encourages all agencies, to establish aspirational targets for contract awards to Certification Office for Business Inclusion andDiversity (COBID) certified businesses and report quarterly results to our office. The current established target in the ten year plan is 10%.

Year* Total Contracts Awarded MBE/WBE Contracts Awarded Reporting Agencies Awarding Agencies % Awarded to MBE/WBE

2010 $2,364,842,100 $9,483,610 20 13 0.40%

2011 $4,022,078,546 $37,942,206 19 15 0.94%

actual target

2012 $2,019,619,620 $15,466,373 19 13 0.77%

2013 $2,266,145,273 $33,527,609 19 16 1.48%

2014 $1,800,310,667 $11,405,952 18 14 0.63

2015 $1,374,624,597 $92,400,731 19 17 6.72%

2016 $4,162,838,043 $29,180,024 18 16 0.70%

*Fiscal year, ending June 30 of year listed.

COBID Vendor Sub Contracts for Statewide Price Agreements

PA # Vendor COBID Total %COBID

1409 Fastenal $367,850.52 $241,745,375.07 0.15%0483 Covendis (#awards) 11 81 13.58%0483 Covendis (award value) $910,024.00 $8,864,238.00 10.27%

1408 Grainger (Blue Ribbon =COBID part) $370,832.25 $1,013,951,382.60 0.04%

1407 North Coast Electric $826,042.54 $28,009,881.04 2.95%

Factors Affecting ResultsFor 2010 to 2014, contract award data was collected for $5K and up; for 2015 and 2016, contract award data methodology was changed to $10K and up.

We could not locate the data sorting parameters from previous KPM reports. Data from the 46,786 ORPIN contracts, 2010 to present, were filtered down to 16,051 contracts by DAS using thefollowing filters to ensure comparisons year to year were as consistent as possible:

Contracts with value greater than $5K (thru 2014) and value greater than $10K (2015 and 2016)Contracts issued by 21 agencies identified in Executive Order 12-03Contracts with data on award value and amount spentContracts applicable for COBID businesses, filtering out:

Intergovernmental agreementsSale by agency of supplies and servicesWork ordersQualified rehabilitation facility (QRF) contractsContracts awarded to non-profits

Data from subcontracting is not reported in the COBID contract values but are significant. The table shows a snapshot of data from price agreement contractors that use COBID certified vendors assubcontractors. Adding this data into future reporting will better reflect the contracting dollars going to COBID certified contractors.

KPM #5 STATE HIRING - Number of protected classes being hired, promoted, and retained in state agencies.Data Collection Period: Jul 01 - Jun 30

Report Year 2014 2015 2016 2017 2018

Percentage of Race and Disabled in the State Work ForceActual 17.10% 18.70% 19.50% 0% 0%Target 22% 22% 22% 22% 0%

How Are We DoingGoal: To create and sustain a diverse state workforce that is representative of the state’s population demographics.

Oregon Context: This measure aligns with the Governor’s priority for embedding diversity and inclusion into the workforce policy agenda and the state’s service delivery system.

Data Source: Department of Administrative Services, Chief Human Resources Office: Statewide workforce data; US Census (https://www.census.gov/quickfacts/table/PST045215/41,00)

Owner: Serena Stoudamire Wesley, Director, Office of Diversity, Equity and Inclusion/Affirmative Action

TARGET: Align workforce demographic representation with the census labor-ready demographics in Oregon for Title VII protected classes through affirmative action plan implementation forrecruitment, retention and promotion.

2014: Women – 18274 (54%); Men – 15527 (46%); People of Color – 4917 (14.5%); People with Disabilities – 880 (2.6%); Total employees – 33801*2015: Women – 21588 (52.8%); Men - 19280 (47.2%); People of Color – 6363 (15.6%); People with Disabilities – 1253 (3.1%); Total employees – 408792016: Women – 22098 (52.9%); Men – 19664 (47.1%); People of Color – 6912 (16.6%); People with Disabilities – 1217 (2.9%); Total employees - 41762

2015 US Census Quick Facts for Oregon, total population: Women 50.5%; Men 49.5%; People of Color 24.4%; People with disabilities 10.1%; total population 4,028,977.

Oregon Population between ages 18 and 65: 62.2% or 2,503,024.

actual target

Factors Affecting Results

The total number of employees is based on the Executive branch agencies only. Exempt and temporary positions are not included, although the percentages were nearly identical when theywere. The gender proportions are consistent with overall state demographics in which slightly over half of all Oregonians are female. There is an upward trend for employment numbers forpeople of color. There was a decrease in those who opted to answer self-identification questions and some slight shifts in data with the addition of the category of “Two or More” races and“Military Disability” status.Please note that gender and race/ethnicity data are dependent on self-identification.*The data from 2014 were sorted using factors that were not delineated in previous KPM reports; the total number of employees is skewed by the addition of a class(-es) within the executivebranch employment numbers but the percentages are reasonably comparable.