State Janet Napolitano of Governor Arizona

Consolidated Efficiency Review Tracking System (CERTS)

User’s Guide

Fiscal Years 2008 – 2010 Revised June 18, 2008

Governor’s Office of Strategic Planning

and Budgeting

My OSPB Assigned Anlayst: ______________________________________ (name) ______________________________________ (phone) ______________________________________ (email) My OSPB Class Instructor: ______________________________________ (name) ______________________________________ (phone) ______________________________________ (email) This Book Belongs To: ______________________________________ (name) ______________________________________ (phone) ______________________________________ (email)

Send Submittals To Attn: Efficiency Review Coordinator Governor’s Office of Strategic Planning & Budgeting 1700 West Washington, Suite 500 Phoenix, AZ 85007 (602) 542-5381 office (602) 542-0868 fax www.ospb.state.az.us

Table of Contents Overview ............................................................................................................ 1

Consolidated Efficiency Review Tracking System (CERTS) ................... 2

Definitions ......................................................................................................... 2

Agency Requirements

What agencies participate? ........................................................................ 3

What is required? ........................................................................................ 3

Annual Savings Plan ......................................................................... 3

Reallocation Options ......................................................................... 3

Reallocation Methodology ............................................................... 5

Summary ............................................................................................. 6

Frequently Asked Questions

How are the efficiencies reported? ........................................................... 7

What happens with the information?........................................................ 7

What is the due date?................................................................................... 6

Who do I call to get help?............................................................................ 7

How do I get the CERTS software? ........................................................... 7

What do I submit on September 4 or my approved extension date?.... 8

What happens if I need to submit a revision? .......................................... 8

Table of Contents (continued) Using the CERTS System

Installing the System ................................................................................... 9

Main Menu ................................................................................................. 10

Savings Initiatives ..................................................................................... 11

Funding Saved ........................................................................................... 14

Methodology .............................................................................................. 15

Reallocation ................................................................................................ 17

Reports ........................................................................................................ 18

Check Data ................................................................................................. 20

CERTS Survey ............................................................................................ 21

Submit to OSPB .......................................................................................... 22

Utilities ........................................................................................................ 23

Appendix ........................................................................................................... 25

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Overview In January 2003, Governor Napolitano established the Efficiency Review (ER) program to improve the performance and efficiency of State government. The aim of ER is to find practical and sensible ways for State agencies, and State government as a whole, to reduce costs, cut bureaucracy, eliminate duplication, and improve customer service. The initial phase of the Efficiency Review program was completed in 2003 for the FY 2004 and FY 2005 budgets. Identifying areas of savings, eliminating bureaucratic redundancy, and improving customer service through operations efficiencies are an integral part of an overall review of agency spending in a time of budget deficits. The initial process was a two-pronged approach that identified both agency specific savings and statewide strategic initiatives to reduce costs. The results of the first phase of the Efficiency Review program were detailed in the December 2003 Efficiency Review Report. In FY 2004, the second phase of the Efficiency Review process was initiated. This phase included continuing agency review of their spending and operational efficiencies for FY 2005 and future years, implementing the statewide strategic initiatives, and establishing agency accountability through monthly Efficiency Review Steering Committee meetings and budget integration. The results of the second phase of the Efficiency Review program were detailed in the Efficiency Review Annual Report for 2004. In 2005, agencies were asked to provide information as to how these efficiencies were reallocated within their budgets. In other words, what portions of agency operations “benefited” from the implementation of these efficiency practices by freeing up resources for investment in technology and training or improving the work environment to reduce turnover, or absorb costs of inflation. This year, agencies are instructed to expand the time horizon to include FY 2010 for savings estimates for all initiatives and FY 2009 for the reallocation of savings being generated or anticipated to be generated. As the ER process moves forward it will challenge agencies to find new improvements to government operations to promote smarter, better and more efficient government. Agencies are requested to only include information on initiatives for which they are the lead agency. For example, savings generated through the Value in Procurement (VIP) program should be provided by the Department of Administration. However, agencies are encouraged to share with the ER Steering Committee of their participation in the program and the savings generated individually.

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Consolidated Efficiency Review Tracking System (CERTS) At the Governor’s request, beginning July 1st, 2004, OSPB began working with all agencies to more fully integrate the efficiency review initiatives into the FY 2006 and FY 2007 Executive Budget Recommendation. This work continues in the development of the FY 2010 Executive Budget Recommendation as well. To accomplish the integration of the initiatives into the budget, OSPB developed the Consolidated Efficiency Review Tracking System (CERTS). The goal of the CERTS system is to track the efficiency review efforts and successes since the program began in January 2003. CERTS is an all funds system. When entering the required data on the issues, agencies will need to allocate the saving among the agency’s programs, but not to the fund level. All efficiency savings will be reported from an all funds perspective, with no delineation between fund sources. CERTS, like the budget development information exchange system (BUDDIES) and the Arizona integrated strategic planning system (AZIPS), has been developed in an Access database and can be downloaded from the OSPB website located at http://www.ospb.state.az.us. Definitions For the purposes of CERTS there are two types of efficiency savings to be realized. One is cost savings, which is short-term and/or temporary, and the other is cost avoidance, which is more long-term and/or permanent. Cost savings—any temporary or short-term savings in actual dollars from General Funds, other appropriated funds, non-appropriated funds, and federal funds realized by virtue of a change in business practice that does not diminish service levels and allows the savings to be reallocated for other purposes within the fiscal year. Cost avoidances—any permanent or long-term savings in actual dollars from General Funds, other appropriated funds, non-appropriated funds, and federal funds realized by virtue of a change in business practice that does not diminish service levels and allows the savings to be reallocated for other purposes for any portion within a fiscal year and in the fiscal years that follow. Example: Cost Savings versus Cost Avoidance The primary distinction between a cost savings and a cost avoidance is the time period in which the savings would be applicable—temporary and/or short-term versus permanent and/or long-term.

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For example, returning a fleet vehicle results in current year cost savings. If the fleet is permanently reduced due to a reduction in staff and it will never be added back to the fleet it would be classified as a cost avoidance since the costs are saved on a permanent or long-term basis. However, if the fleet was reduced due to a vacant position that is staffed at a later date and the car is added back to the fleet, it would be classified as a cost savings since the costs are saved on a temporary or short-term basis. Agency Requirements What agencies participate? Only cabinet agencies (see the Appendix for a list) participate in the efficiency review program. What is required? Annual Savings Plan—Each cabinet agency must submit an annual savings plan, which depicts the latest efficiency initiatives identified by the agency that will result in cost savings or avoidances. New efficiency initiatives are required for FY 2010. Additionally, agencies are encouraged to add any new initiatives to the ones reported for FY 2006, FY 2007, FY 2008 and FY2009 in the efficiency review submittals of September 1, 2006 and after. As a part of the annual savings plan, each cabinet agency is continually challenged to find innovative ways to improve business processes that will result in more efficient operations on an ongoing, annual basis. However, for the purposes of reporting, only efficiency initiatives in an amount greater than $1,000 are required to be reported through the Consolidated Efficiency Review Tracking System. If an agency has an initiative with an incremental saving of less than $1,000, the agency is encouraged to include it an existing initiative and adjust the description and methodology components to accommodate the change. Reallocation Options—For each cost savings and cost avoidance initiative (see definition section above), each agency must provide information about how the actual and estimated dollar savings have been or will be reallocated. Agencies have indicated how their actual savings were reallocated in FY 2004, FY 2005, FY 2006, FY2007 and the plans for allocation in FY 2008 – last fiscal year. Adjustments to the prior reallocation amounts are to be made this year, as well as new reallocation estimates for FY 2009. Agencies will not be required to do this for the efficiency initiatives identified as a part of the FY 2010 savings plan as the savings reallocations are reported concurrently/retrospectively.

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Reallocation Options (continued) In an effort to categorize the reallocation information, the CERTS system provides predefined reallocation categories. To the extent practical, the Governor desires that savings be reallocated to things that add value to government operations and create efficiencies that improve the way government does business. The following provides some guidelines to assist agencies but are not intended to be all-inclusive. These guidelines are listed in a preferential order for reallocation of funds. 1) Technology—Agencies may reallocate savings to make an investment in technology to improve agency operations.

a) Improve service levels d) Decrease the average unit cost of providing services b) Improve timeliness and accuracy e) Improve service quality c) Increase customer satisfaction f) Reduce the need for additional staff for large scale processing

2) Service Delivery—Agencies may reallocate savings to change their operations, staffing, or procedures to deliver services in a more

efficient and effective manner. The examples are not very different from those related to an investment in technology. The only difference is that the service was enhanced without the use of technology. a) Improve service levels d) Decrease the average unit cost of providing services b) Improve timeliness and accuracy e) Improve service quality c) Increase customer satisfaction f) Enhance prevention and early intervention strategies to effectively reduce the service

need of client populations or diverting the client population to less expensive services or programs

3) Work environment enhancement—Agencies may reallocate savings to enhance the work environment.

a) Professional development for employees to help employees develop or enhance their skills b) Compensate personnel that were principally responsible for the savings

4) Absorb cost increases of ongoing operations—Agencies may reallocate savings to help offset the cost increases that are not always funded

through the budget process. a) Health insurance costs d) Certificate of participation rent b) Fuel costs e) Contracted services c) Utilities f) Medical inflation

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Reallocation Options (continued) 5) Revertments—Agencies may choose to allow the efficiency savings to revert to its primary source of funding.

a) Set aside for increasing the State’s General Fund balance at the end of a fiscal year b) Set aside for increasing other appropriated and non-appropriated fund balances to be appropriated or used in ensuing fiscal years

6) Other—Agencies may reallocate savings in some way that doesn’t fit in the predefined parameters above.

a) Offset the need for a supplemental appropriation. Reallocation Methodology—each agency must describe in specific detail how the savings were determined. This information is very important as it provides the primary justification for the efficiency savings being reported. Since the efficiency information is reported in the Executive Budget Recommendation and OSPB analysts may need to discuss the issues should they become a topic of interest during Appropriation Committee budget hearings, understanding how the savings was calculated coupled with how it is being reallocated is important information. In addition to that which is documented in CERTS, each agency is required to prepare and maintain records that document appropriate budgetary and financial information for the reallocation of funds as well as performance measures (actuals and estimates) and make this documentation available to OSPB upon request. The goal of the Executive branch is to improve government operations and to report the ongoing success in this effort. Example: The Department of Example previously contracted the services of an outside vendor at a rate of $120 per hour for computer and network maintenance. Over the last three years, the Department has utilized the services of the outside vendor for an average of 75 hours at a cost $9,000 ($120 per hour x 75 hours). The Department is now able to handle these services in-house with information technology staff that is better trained. The Department anticipates spending approximately $40.00 per hour in personal services and employee related expenditures to handle the work that was previously outsourced. The cost to the Department will be $3,000 ($40 per hour x 75 hours). This results in an estimated efficiency savings – cost avoidance – of $6,000 ($9,000 - $3,000) per year. The actual savings will be measured by tracking how many hours are spent by actually doing the activities that were historically outsourced.

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Summary The following depicts the requirements in a summarized fashion. Please be sure to read the more detailed requirements and guidance provided in each aforementioned section. Topic FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 Annual Savings Plan

Already submitted by agency

Already submitted by agency

Already submitted by agency

Already submitted by agency Note: Agencies may add an efficiency savings initiative if it happened since the original data was reported and reviewed by OSPB. Please do not add items that have already been reported but not included in the OSPB budget recommendation.

Already submitted by agency Note: Agencies may add an efficiency savings initiative if it happened since the original data was reported and reviewed by OSPB. Please do not add items that have already been reported but not included in the OSPB budget recommendation.

Required – ideas must be new and different from those previously submitted.

Reallocation Options – this will be done for the current year and prior fiscal years only.

Required Required Required Required Required Not required—Reallocations are only required to be made concurrently or retrospectively.

Reallocation Methodology – this will be done for the current year and prior fiscal years only.

Required Required Required Required Required Not required—Reallocations are only required to be made concurrently or retrospectively.

Funding—Depends on whether the efficiency savings is identified as a cost savings or a cost avoidance. If it is identified as a cost savings, which is temporary or short-term, the savings may be allocated in a single year only. If it is identified as a cost avoidance, which is permanent or long-term, the savings may be allocated in full or in part in a single year with the annualized savings be reported in future fiscal years.

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Frequently Asked Questions How are the efficiencies reported? The Governor’s Office of Strategic Planning and Budgeting will provide agencies with the OSPB recommendation for the initiatives published in the FY 2009 Executive Budget Recommendation. Agencies will be required to report FY 2008 actuals, submit a new annual savings plan for FY 2010, and add any new initiatives for FY 2008 and FY 2009 not reported in the September 1, 2007 submission (please see section on annual savings plan or summary for additional detail). Agencies will also be permitted to adjust any reallocation estimated previously submitted. What happens with the information? Once the efficiency initiative data has been gathered from each agency, the assigned OSPB analyst will review and analyze the information for incorporation into the upcoming Executive Budget Recommendation. The review and analysis process will be similar to the budget review process. Analysts will need to develop a thorough understanding of each of their agencies’ issues and the associated savings figures. What is the due date? Agencies will be required to report the efficiencies to the Governor’s Office of Strategic Planning and Budgeting by September 2, 2008. If the deadline cannot be met, a request for an extension should be submitted in writing by August 15 by the agency director to the director of OSPB. The request must provide adequate justification for the extension. Who do I call to get help? If assistance with any aspect of the submission is needed, please contact the assigned budget analyst at OSPB. Agencies can call the OSPB central office at (602) 542-5381 and the administrative staff will redirect the call. Agencies should have the instructions available so information may be referenced easily. How do I get the CERTS software? The CERTS software is available to download from the OSPB home page located at http://www.ospb.state.az.us/. Agencies needing help downloading contact OSPB system support at (602) 542-5384.

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What do I submit on September 2 or on my approved extension date? Agencies are required to submit an electronic copy only. No hardcopy submittals are required. What happens if I need to submit a revision? Agencies should notify their assigned OSPB analyst as soon as it becomes apparent that a revision must be made. A revision requires an electronic submittal only and the data previously received by OSPB will be overlaid.

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Installing the System

From the OSPB Website, located at http://www.ospb.state.az.us, click on the ‘OSPB Software Downloads & User Guides’ link on the left side. Click on the ‘Installation Instructions’ link. Print a copy and follow the instructions to download and install the CERTS system.

OSPB System Support is available if needed. Don’t wait to install the system for this year. Do it as soon as the caption below the SYSTEM icon changes from reading ‘(not available yet)’ to ‘(available now’).

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Main Menu

Each of the Initiatives identified by the agency is listed here. This is where you define the initiative, define the methodology, estimate the savings and indicate where the savings were/are to be reallocated.

Reports on individual initiatives and agency summaries are available by clicking here.

Clicking here will have the system check the data entered to make sure that the savings identified is consistent with the reallocation of the savings.

Click here to complete the survey. OSPB wants to make the system and the data collection process better for all concerned. Please help us in this effort.

Click here to submit the data to OSPB. No paper copies are required.

Click here to view the Utility Menu. This menu displays the file locations, provides the instructions to add a user and helps you add make a copy of your data file.

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Savings Initiatives The Savings Initiatives form delineates all the initiatives that have been identified by the agency. The list of initiatives will include items that were included in prior CERTS submittals as well as newly created initiatives.

The toolbar in CERTS allows the user to navigate efficiently throughout the CERTS system. Agencies have to complete four primary requirements. 1. Funding Saved – Agencies must identify whether the efficiency savings initiative is a cost savings or cost avoidance (see definitions under Agency Requirements) and determine the amount of funding actually saved or estimated to be saved. 2. Methodology—Agencies must define how the funding estimates were determined in a clear and concise manner (see Reallocation Methodology under Agency Requirements) 3. Reallocation—Agencies must select a category and describe how the funding has been reallocated in the agency (see Reallocation under agency requirements). 4. Add—Agencies must use this to input a new savings initiative for FY 2010 as well as any new initiatives in FY 2008 and FY 2009 that were not previously reported.

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Savings Initiatives To select an issue, simple click on

the desired issue and CERTS will move to the funding screen.

In addition to the four primary requirements, CERTS offers the following functions. Delete—This function is enabled only when the user is in the funding or savings allocation form. On the funding form, the delete button allows the user to delete the issue and its associated funding and funding program distribution as well as the associated methodology and savings allocations, but only for initiatives which are new and not previously submitted to OSPB. On the savings allocation, individual records may be deleted.

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Savings Initiatives

Single-clicking an initiative in the list will display the details of the selected initiative. Double-clicking an initiative will open the Funding Saved form (shown on the next page). Double-clicking is the same as single-clicking to select an initiative and then clicking the Funding Saved button at the top to see that component of the initiative.

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Funding Saved The CERTS program is designed to report over the time horizon from FY 2005 through FY 2010. There are three reporting categories:

1. Agency Estimate, which is what the agency reported in their CERTS submission on September 1, 2007 2. OSPB Recommendation, which was the data published in the FY 2009 Executive Budget Recommendations 3. Actual Savings / Revised Estimate, which will be reported by the agency to identify the actual amount saved or estimated, that is

attributable to a particular efficiency savings initiative. FY 2005, FY 2006 and FY 2007—the fields

are locked and nothing is required to be reported since the actual savings have already been published as part of various efficiency review reports. FY 2008 and FY 2009—agencies are allowed to create any new efficiency savings initiatives that occurred during FY 2007 after the September 1, 2007 submission or are expected to occur during the current fiscal year. Actual savings should be reported for both existing and newly established initiatives for FY 2008. FY 2009—new efficiency savings initiative are required as part of the Annual Savings Plan. The ideas should be different than those reported in prior years or expansions of initiatives already identified. FY 2010 – estimates for all initiatives identified to provide savings beginning in prior years.

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Methodology Each agency must describe in specific detail how the savings were determined. This information is very important as it provides the primary justification for the efficiency savings being reported. Since the efficiency information is reported in the Executive Budget Recommendation and OSPB analysts may need to discuss the issues should they become a topic of interest during Appropriation Committee budget hearings, understanding how the savings was calculated coupled with how it is being reallocated is important information. In addition to that which is documented in CERTS, each agency is required to prepare and maintain records that document appropriate budgetary and financial information for the reallocation of funds as well as performance measures (actuals and estimates) and make this documentation available to OSPB upon request. The goal of the Executive branch is to improve government operations and to report the ongoing success in this effort.

This box should be checked if any legislation is required to implement the efficiency savings initiative.

The original data provided to agencies was from the December 2003 ER Report. Agencies were given the opportunity to provide a new issue title, if desired.

Background When the CERTS information was submitted in September 2007, agencies provided a methodology. OSPB staff reviewed the information and in some cases the methodology and the funding were changed based on the review. Finally, a recommendation was made and published as part of the FY 2009 Executive Budget Recommendation. Requirement Agencies should describe their methodology to support the savings being reported over the five-year horizon. If the estimated methodology is different from the actual, the differences must be noted. Agencies should be specific when describing the methodology (see example under Agency Requirements in the front of the instructions).

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For the purposes of CERTS there are two types of efficiency savings to be realized. One is cost savings, which is short-term and/or temporary the other is cost avoidance, which is more long-term and/or permanent. Users must select the appropriate box to indicate whether the efficiency savings initiative qualifies as a cost savings or cost avoidance. Cost savings—any temporary or short-term savings in actual dollars from General Funds, other appropriated funds, non-appropriated funds, and federal funds realized by virtue of a change in business practice that does not diminish service levels and allows the savings to be reallocated for other purposes within the fiscal year. Cost avoidances—any permanent or long-term savings in actual dollars from General Funds, other appropriated funds, non-appropriated funds, and federal funds realized by virtue of a change in business practice that does not diminish service levels and allows the savings to be reallocated for other purposes for any portion within a fiscal year and in the fiscal years that follow.

Methodology

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Reallocation Actual savings from FY 2005, FY 2006, FY 2007 and FY 2008 and estimated savings from FY 2009 must be reallocated. Changes to the FY 2005, FY 2006 and FY 2007 reallocations are not expected, unless the information previously submitted is inaccurate (the system will prompt for confirmation of changes to prior year information). The CERTS program includes a variety of reallocation options. Agencies must identify how much of the savings was reallocated to these options along with an associated explanation to further describe how the savings was reallocated.

Users select a category from the following list of reallocation options (please see Agency Requirements for more information): 1. Technology 2. Service Delivery 3. Work Environment Enhancement 4. Absorb Cost Increases of

Ongoing Operations 5. Revertments 6. Other

Users select a year. Savings must be reallocated for the FY 2005, FY 2006, FY 2007 and FY 2008 actual savings as well as FY 2009 estimate.

Users select an amount to be allocated. The savings associated with a single initiative may be used for one or multiple purposes and can span more than one year.

Agencies must ensure that all the savings have been reallocated. Compare the Funding Saved amount and the Reallocated total amount to be sure they match.

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Reports There are three types of reports available for use by agencies.

The Savings Initiatives Summary Report provides the issue, issue description, methodology, and funding and savings reallocations at a summarized level.

The Savings Initiatives Detail Report the same information as the Agency Summary Report but provides the funding by program as well as all the savings reallocations by category. One report also includes the OSPB write-up.

The Agency Single Issue Report provides the same information as the Agency Issues Detailed Report but for a single issue.

This check box will inhibit the description and the methodology text in the reports so that only the initiative titles and dollars amounts (and their descriptions) will be included. This collapses the reports into a more compact size.

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Reports When a report is opened a menu-bar will appear at the top of the window with three buttons.

‘Print’ will print a hardcopy and ‘Close’ will return you to the form. The ‘Save Report’ button will pop-up a dialog. This gives you the ability to save the report as a file in any location. You can then share the report with others by emailing it as an attachment or letting them know where it is on a shared network drive. Others can view it without the system. They do need Microsoft Access. It’s like sending a PDF document.

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Check Data The Check Data form provides a list of any initiatives where the identified funding saved does not equal the reallocation of those savings. The Funding Saved & Reallocation amounts must match before you can submit to OSPB. Also, the form identifies all initiatives which have not been assigned any indicator of cost savings versus cost avoidance. Please run the reports and review them as another means of checking what was entered before deciding to submit your work.

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CERTS Survey Please take the time to give us your feedback on completing the efficiency review this year. You’ll be asked to complete the survey before submitting your CERTS data. If you’re having difficulty in understanding what to do or how to use the system, please contact your OPSB Analyst.

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Submit to OSPB After clicking the Submit to OSPB button on main menu, the contact information form will appear. Please enter your information. This is important so you can receive an email informing you when OSPB has successfully loaded your data into our central database for review. When you’re done click the NEXT STEP button.

The Submit to OSPB form will appear. Please use the eFile option. It’s the easiest and fastest method. Remember that a submission is needed for each revision. Please contact your OSPB Analyst before submitting a revision so we’ll expect it. Hardcopies of reports are not needed for CERTS submission.

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Utilities The Utilities form isn’t a data form to complete but it is important to read and understand. The System Install Locations information is a reference should OSPB System Support be needed. The locations of this system should not be changed or the program will not open. CERTS will display an error because its files (usually your data) can’t be found where it expects it based on where it was installed. Let OSPB Support know if you or your IT staff need to change the location of the program of data paths. We’ll help make it a successful transition without you loosing any of your work.

The ‘Add a New User’ button gives you instructions on how you can add additional users to CERTS after the first user has installed the system. The location shown in the light-blue box changes depending on where the system was installed. Every user has the ability to change data entered by others. Never install a second time to add a new user or you’ll wipe-out all your work!

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Utilities

It’s the responsibility of agencies to do regular backups of the files located in the Data Path box of the Utilities form. If the data was installed on the network, your IT will usually back it up daily. Check with your IT staff. OSPB Systems have a ‘Create a Data File Copy’ button. This is not a replacement for doing backups. As the button caption implies it makes a copy of your data but puts the copy in the same location as your original data files. This is good as an intraday “save my work” method and only takes a few seconds. Files are date and time stamped. The data copies have relatively small file sizes. Call OSPB Support before restoring a system file. We’d like to help it go smoothly. The ‘Administrative Use’ button is for OSPB System Support. We may ask you use it if we’re helping on the phone.

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Appendix The following cabinet agencies are required to participate in the Governor’s Efficiency Review Project:

• Administration • Agriculture • AHCCCS • Commerce • Corrections • Economic Security • Emergency and Military Affairs • Environmental Quality • Financial Institutions • Game and Fish • Gaming • GITA • Governor’s Office of Equal Opportunity • Governor’s Office of Highway Safety • Health Services • Department of Homeland Security • Housing • Insurance

• Juvenile Corrections • Land • Liquor Licenses and Control • Lottery • Parks • Governor’s Office of Strategic Planning and Budgeting • Public Safety • Racing • Real Estate • Registrar of Contractors • Revenue • Residential Utility Consumer Office • School Facilities Board • Tourism • Transportation • Veterans’ Services • Water Resources • Weights and Measures