October 7, 2008October 7, 2008

Workforce Creation and Adult Education Transition Council

Internal Administration Work Group

Progress Report

Work Group StructureWork Group Structure

Chairs:Chairs: Leonard Howie, DLLRLeonard Howie, DLLRKatherine Oliver, MSDEKatherine Oliver, MSDE

WorkgroupsWorkgroups

PersonnelPersonnel: Jenny Baker, Scott Jensen; Richard Pescatore: Jenny Baker, Scott Jensen; Richard Pescatore FiscalFiscal: Dave McGlone; Steve Brooks; Robert Crawford: Dave McGlone; Steve Brooks; Robert Crawford Program AdministrationProgram Administration: Andy Moser, Elisabeth Sachs; : Andy Moser, Elisabeth Sachs;

Patricia Bennett, Mark Mechlinski, Patricia AlveyPatricia Bennett, Mark Mechlinski, Patricia Alvey Information TechnologyInformation Technology: Richard Pragel; Sidney Drake: Richard Pragel; Sidney Drake LegalLegal: Elizabeth Trimble, Elisabeth Sachs; Elliott Schoen: Elizabeth Trimble, Elisabeth Sachs; Elliott Schoen FacilitiesFacilities: Leonard Howie: Leonard Howie

Work PlanWork Plan The work of the Internal Administration work group is The work of the Internal Administration work group is

structured around the six subgroups. structured around the six subgroups.

Each subgroup has created the mechanisms to collect Each subgroup has created the mechanisms to collect and share administrative and program information. and share administrative and program information.

The primary objective has been to adopt a “due The primary objective has been to adopt a “due diligence” approach to understanding as much about the diligence” approach to understanding as much about the transferring programs as possible. transferring programs as possible.

As the Internal Administration Group moves forward, As the Internal Administration Group moves forward, subgroups may be re-organized to address the subgroups may be re-organized to address the administrative and operational aspects of the transition in administrative and operational aspects of the transition in far greater detail. far greater detail.

Work Plan - Work Plan - ContinuedContinued

1.1. Interviews with MSDE staffInterviews with MSDE staff

2.2. Interviews with GranteesInterviews with Grantees

3.3. Actions by DLLR staffActions by DLLR staff

4.4. Regular communication with transferring employeesRegular communication with transferring employees

Work Plan - Work Plan - ContinuedContinued

Interviews with MSDE StaffInterviews with MSDE Staff

Senior Leadership TeamSenior Leadership Team: : Continue the dialog that explores ways to make sure that Continue the dialog that explores ways to make sure that

the transition benefits Maryland’s adult learnersthe transition benefits Maryland’s adult learners Explore the relationships with the key federal, state and Explore the relationships with the key federal, state and

local partnerslocal partners Discuss the philosophy behind budget allocationsDiscuss the philosophy behind budget allocations Discuss the retention and recruitment processes Discuss the retention and recruitment processes

Program StaffProgram Staff:: Develop a timeline for the submission of all grants, contract Develop a timeline for the submission of all grants, contract

renewals and reportsrenewals and reports Discuss how each program and function is fundedDiscuss how each program and function is funded Initiate a program-wide inventoryInitiate a program-wide inventory

Work Plan - Work Plan - ContinuedContinued

Interviews with GranteesInterviews with Grantees

Discuss the annual financial reporting process, to include Discuss the annual financial reporting process, to include the protocols, forms, and procedures that need to be the protocols, forms, and procedures that need to be developed to ensure a smooth transitiondeveloped to ensure a smooth transition

Determine if there is a need for additional administrative Determine if there is a need for additional administrative and operational supportand operational support

Anticipate the impact on programs caused by a transition-Anticipate the impact on programs caused by a transition-related interruption in operationsrelated interruption in operations

Work Plan - Work Plan - ContinuedContinuedActions by DLLR staffActions by DLLR staff

Fiscal & Program AdministrationFiscal & Program Administration Work closely with MSDE to complete FY 2009 reportingWork closely with MSDE to complete FY 2009 reporting Review all Adult and Correctional Education contractsReview all Adult and Correctional Education contracts Determine the impact of the FY 2010 budget on programsDetermine the impact of the FY 2010 budget on programs

Human Resources, Facilities & LegalHuman Resources, Facilities & Legal Draft a legislative package that authorizes DLLR to pay Draft a legislative package that authorizes DLLR to pay

transferring employees using MSDE’s current salary scheduletransferring employees using MSDE’s current salary schedule Create a list all benefits and privileges that are currently Create a list all benefits and privileges that are currently

provided provided Develop a plan to transfer IT assets, furniture and equipmentDevelop a plan to transfer IT assets, furniture and equipment

Information TechnologyInformation Technology Create detailed LWIS and MGETS implementation plansCreate detailed LWIS and MGETS implementation plans Move the Adult and Correctional Education website to DLLRMove the Adult and Correctional Education website to DLLR

Work Plan - Work Plan - ContinuedContinued

Regular CommunicationRegular Communication

DLLR is committed to keeping the transferring employees DLLR is committed to keeping the transferring employees informed, especially with information that impacts their informed, especially with information that impacts their “worklife” balance“worklife” balance

Salary & BenefitsSalary & Benefits Work HoursWork Hours Office LocationOffice Location Parking and FleetParking and Fleet

Issues Under ConsiderationIssues Under Consideration

1.1. Separating Adult and Juvenile Correctional Separating Adult and Juvenile Correctional EducationEducation• Overlapping PositionsOverlapping Positions• Cost AllocationsCost Allocations• Funding StreamsFunding Streams

2.2. 2009 Budget Reductions and 2010 Budget 2009 Budget Reductions and 2010 Budget SubmissionSubmission• Impact of projected cost containment cutsImpact of projected cost containment cuts• Expected changes in federal funding levelsExpected changes in federal funding levels

3.3. Employee Recruitment and RetentionEmployee Recruitment and Retention• Retention MilestonesRetention Milestones• Ongoing RecruitmentOngoing Recruitment

Research and Data RequestsResearch and Data Requests

Awaiting the status of the FY 2009 Budget Reductions that Awaiting the status of the FY 2009 Budget Reductions that were submitted to the Department of Budget and were submitted to the Department of Budget and Management/Board of Public WorksManagement/Board of Public Works

Awaiting the status of FY 2010 Budget that was submitted Awaiting the status of FY 2010 Budget that was submitted to the Department of Budget and Management/Board of to the Department of Budget and Management/Board of Public WorksPublic Works

Additional data requests will likely result from the Additional data requests will likely result from the interviews with MSDE staff and granteesinterviews with MSDE staff and grantees

ChallengesChallenges

A great deal of cooperation will be required to plan and A great deal of cooperation will be required to plan and complete the transition. complete the transition.

• Care must be taken to ensure that the funding sources Care must be taken to ensure that the funding sources and allocation ratios for each program are clearly and allocation ratios for each program are clearly identifiedidentified

• FY 2009 program and financial reports must be prepared FY 2009 program and financial reports must be prepared and submitted after the transition, but all of the data and and submitted after the transition, but all of the data and information that are necessary to produce the report will information that are necessary to produce the report will reside with MSDEreside with MSDE

• A detailed timeline/calendar must be developed to A detailed timeline/calendar must be developed to coordinate the renewal of the large number of contracts coordinate the renewal of the large number of contracts and agreements that are in place to support the Adult and and agreements that are in place to support the Adult and Correctional Education ProgramsCorrectional Education Programs

• The physical move from MSDE to DLLRThe physical move from MSDE to DLLR

Preliminary RecommendationsPreliminary Recommendations

There are no recommendations from the Internal There are no recommendations from the Internal Administration Work Group at this time. However, the Administration Work Group at this time. However, the examination of the impact of separating juvenile and adult examination of the impact of separating juvenile and adult correctional education will likely produce a set of correctional education will likely produce a set of recommended actions that should be implemented in order to recommended actions that should be implemented in order to facilitate the transfers contemplated by SB 203. facilitate the transfers contemplated by SB 203.