COMMENT DUE DATE:
June 15, 2009
June 4, 2009
Millie Carpenter OPRS (405) 521-4508
Dena Thayer PMU Manager (405) 521-4326
Pat McCracken PMU Specialist (405) 522-1017
Non-APA WF 09-R
The proposed policy is Non-APA . This proposal is not subject to the Administrative Procedures Act
The proposed effective date is 07-1-09.
CHAPTER 2. ADMINISTRATIVE COMPONENTS
Subchapter 31. Legislative Relations and Policy
Part 4. Business Plan [REVOKED]
Part 5. Policy Management
Part 6. Statistics And Research [REVOKED]
Subchapter 39. Planning, Research, and Statistics
OKDHS:2-31-15, 2-31-29, and 2-31-35 are revoked as this information is either included in other pertinent sections of policy or is no longer applicable to current strategic planning practices.
OKDHS:2-39-1 is issued to describe the role and function of the Office of Planning, Research, and Statistics (OPRS).
OKDHS:2-39-4 is issued to describe the role of OPRS regarding the Oklahoma Department of Human Services (OKDHS) forms and appendices.
SUBCHAPTER 31. LEGISLATIVE RELATIONS AND POLICY
PART 4. BUSINESS PLAN [REVOKED]
DHS:2-31-15. Business plan [REVOKED]
(a) Purpose.The Oklahoma Department of Human Services (OKDHS) business plan is developed to implement the OKDHS Strategic Plan as described in OAC 340:1-1-18.Annually, each division is responsible for developing and submitting a business plan. (b) Scope.Annually, the Office of Planning, Policy, and Research (OPPR) coordinates and updates the OKDHS business plan based on the individual division plans, per OAC 340:1-1-18.The OKDHS business plan includes: (1) executive summary; (2) mission and goals with critical success factors, per OAC 340:1-1-18; (3) situation audit/environmental scan; (4) objectives, including current and three year projected; (5) description of services; (6) statement of key indicators; (7) management and organizational structure; (8) technology plan; (9) financial plan, including current and one year projected; and (10) property plan. (c) Business plan components. (1) Situation audit/environmental scan.The situation audit/environmental scan provides facts, trends, and other information that substantiate the business plan.This includes a description of internal capabilities, clients to be served, and external factors that may impact division work.OPPR maintains on the OKDHS InfoNet information and statistics of a general nature for use in developing the business plan.This information is used to complement the division specific situation audit/environmental scan information. (2) Objectives and implementation plan. (A) Objectives are time-limited, measurable strategies targeted at the attainment of OKDHS goals.Objectives may be projected for up to three years but are submitted and updated each year with each division’s proposed budget.For example, the fiscal year (FY) 2006 objective updates are submitted with the proposed FY‑2006 budget at the beginning of FY-2005. (B) The implementation plan identifies actions to be taken to effect each objective.The implementation plan is created for the division's use in managing planned activities and lists the staff responsible for each action described. (3) Description of services.The description of services lists the programs or products for which the division is responsible. (4) Statement of key indicators.Key indicators are performance measures for business functions.The statement of key indicators lists each key indicator and target for major business functions. (5) Management and organizational structure.The management and organizational structure section includes a division organization chart with each position and a narrative description of the use of staff.Names of incumbents are not included. (6) Technology plan.The technology plan describes the division’s projected needs for electronic information use and may be projected for three years.This plan is coordinated with Data Services Division (DSD), as appropriate.DSD may reflect negotiated implementation strategies from other divisions in its division plan and objectives.The technology plan for DSD reflects the plan for the systems and hardware operated by that division. (7) Financial plan.The financial plan describes the projected cost and means of funding programs and activities outlined in the other sections of the division plan.The financial plan may be projected for three years but must include justification for the upcoming year’s budget.The financial plan is coordinated through the Finance Division, Budget Unit, and is used to justify budget requests. (8) Property plan.The property plan describes the projected upgrades and renovations of OKDHS offices and other housing.The Office Support Services Division coordinates the property plan with other OKDHS divisions.
PART 5. POLICY MANAGEMENT
DHS:2-31-29. Policy studies [REVOKED]
Upon the request of the Director, officers, or division directors, the Office of Planning, Policy, and Research completes policy studies, briefs, analyses, and impact reports on important issues facing the Oklahoma Department of Human Services.These reports are completed within a time frame negotiated with the persons who make the request. ¢ 1 INSTRUCTIONS TO STAFF 1.To request a policy study, a memo or e-mail is sent to the Office of Planning, Policy and Research (OPPR) administrator or directly to one of the research staff, outlining the parameters of the research needed, including the time frame.Upon receipt of a request for a policy study, a staff person or team is assigned within resource limits, and a contact is made to clarify the request or offer assistance in obtaining an evaluation from another source.Although a request may be directed to a specific staff person, the project may be assigned to a more appropriate staff person.
PART 6. STATISTICS AND RESEARCH [REVOKED]
DHS:2-31-35. Statistics and research [REVOKED]
(a) Statistical data.The Office of Planning, Policy, and Research (OPPR) is responsible for providing agencywide statistics in support of the Oklahoma Department of Human Services (OKDHS) Strategic Plan.The Web/Statistics Unit (WSU) has primary responsibility for collating and disseminating data related to the services provided by OKDHS.This includes but is not limited to: (1) electronic and paper copy publication of a monthly statistical bulletin; (2) electronic and paper copy publication of an annual report; (3) sponsoring and supporting the (OKDHS) enterprise data warehouse; (4) ad hoc information requested by the Director, Commission for Human Services, Governor, Legislature, or Oklahoma Congressional offices; (5) ad hoc information requested by other entities as resources permit; and (6) statistical information provided on the OKDHS home page on the Internet. (b) Research. (1) The OPPR Research Unit (RU) conducts analysis at the request of the Director, officers, division directors, or their designees in support of program development and management productivity. ¢ 1 (2) RU is available to provide technical assistance or to help prepare an invitation to bid or grant that includes a program or management analysis component. INSTRUCTIONS TO STAFF 1.To request a research project or technical assistance, a memo or email is sent to the Office of Planning, Policy and Research (OPPR) administrator or directly to one of the research staff, outlining the parameters of the research needed, including the time frame.Upon receipt of a request for research, a staff person or team is assigned within resource limits, and a contact is made to clarify the request or offer assistance in obtaining an evaluation from another source.Although a request may be directed to a specific staff person, the project may be assigned to a more appropriate staff person.
SUBCHAPTER 39. PLANNING, RESEARCH, AND STATISTICS
OKDHS:2-39-1. Planning, research, and statistics
(a) Planning.The Office of Planning, Research, and Statistics (OPRS):
(1) collaborates with Oklahoma Department of Human Services (OKDHS) divisions to communicate and disseminate information regarding OKDHS research, programs, and services;
(2) provides technical assistance in designing, developing, and implementing strategic planning for OKDHS; and
(3) prepares and files:
(A) OKDHS Annual Report, required by Section 162 of Title 56 of the Oklahoma Statures (56 O.S. § 162), each year to the Governor on or before November 1; and
(B) OKDHS Strategic Plan, required by 62 O.S. § 45, every two years as described in OAC 340:1-1-18.
(b) Research.The OPRS Research Unit (RU) conducts data-driven research and statistical analysis of OKDHS programs and services at the request of the Director, chief officers, division directors, or their designees in support of program development and management productivity.RU may:
(1) complete policy studies, briefs, analyses, and impact reports on important issues facing OKDHS;
(2) provide ad hoc information requested by the Director, Oklahoma Commission for Human Services, Governor, Legislature, or Oklahoma Congressional offices;
(3) assist with preparing and submitting grant applications; and
(4) collaborate with other agencies on various research projects.
(A) To request a research project, technical assistance, or policy study, submit Form 21AD004E, Request for Research and Statistics, to OPRS.
(B) Upon receipt of Form 21AD004E, a staff or team is assigned within resource limits, and contact is made to clarify the request or offer assistance in obtaining an evaluation from another source.
(c) Statistics.The OPRS WebStats Unit has primary responsibility for collecting and disseminating data related to services provided by OKDHS.This includes, but is not limited to:
(1) publication of a monthly statistical bulletin;
(2) publication of the OKDHS Strategic Plan and Annual Report;
(3) ad hoc information requested by the Director, Oklahoma Commission for Human Services, Governor, Legislature, or Oklahoma Congressional offices;
(4) ad hoc information requested by other entities as resources permit; and
(5) other statistical information provided on the OKDHS Internet.
OKDHS:2-39-4. OKDHS forms and appendices
The Office of Planning, Research, and Statistics (OPRS) maintains a log of all official Oklahoma Department of Human Services (OKDHS) forms and appendices that includes date issued, revised, or revoked.Upon request, OPRS creates or revises forms and appendices in coordination with the division policy liaison.
(1) To initiate issuance, revision, or revocation of forms and appendices, the originating division submits to OPRS:
(A) Form 21AD083E, Request for Document Assistance; and
(B) an electronic or paper copy of the form with revisions indicated.
(2) OKDHS_ Appendices ST001E, OKDHS Standards for the Web, and ST002E, OKDHS Document Standards, and The Policy Handbook, are used for guidance in issuing, revising, or revoking forms and appendices.
(3) OPRS disseminates forms and appendices created via the OKDHS InfoNet and Internet.