Efficiency & Modernization Advisory Panel Kickoff Meeting ...

Efficiency & Modernization Advisory Panel

Kickoff Meeting

February 2022

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Agenda | Kickoff discussion

Overview: Panel purpose, member introductions, rules of engagement (30 min)

Context: Funding to date, landscape and early areas of focus (15 min)

Discuss: Areas of need & opportunity from situational analysis (30 min)

Align: Key areas of opportunity and what we are solving for (30 min)

Review: What to expect moving forward, homework (15 min)

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Panel objectives

Long list of ideas compiled based on:• Advisory Panel inputs• SME / agency inputs• Public testimony• Best practices from other places

Subset of ideas scored and prioritized based on impact and difficulty

~7-10SPARK portfolio ideas

Recommended for SPARK investment portfolio

~25 Advisory Panel priority ideas

Short list prioritizedfor deep dive

~100ideas

Long list assessed

Prioritization lens

Objectives lens

Subset of Advisory Panel priority ideas selected for recommended SPARK investment portfolio based on delivery of core objectives and collective impact

Research on other states

Needs assessment

Expert input

Internal/Externalinterviews

Communityinput

~200 Broad list of ideas

Filtering lens

Filter long list of ideas based on:• Allowability• Alternate funding• Existing program• Funding scale

Advisory Panel brainstorm

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Approach

Note: Investment ideas gathered via a consistent submission form

• Understand critical needs in Efficiency & Modernization

• Brainstorm, source and consider opportunities for impact

• Evaluate & prioritize among long list of ideas

• Prepare recommended portfolio for SPARK review

Confidential & Preliminary - Not for Distribution

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Through this process, Advisory Panels will provide recommendations to the SPARK Executive Committee to consider for funding

• Advisory Panels are asked to reviewindividual initiatives and create a list ofprograms to fund in line with SPARK goals

• Note: In the context of this panel, we mayrecommend a mix of programs and largeprojects

• Each Advisory Panel will align on a set of criteriain line with SPARK goals and Treasuryallowability guidelines for funding

• These criteria will be used to select andprioritize 5 – 10 investment ideas to considerfunding

• Advisory Panels will provide the SPARKExecutive Committee with funding "envelopes"(e.g., minimum ask, target ask) to fund their listof priority investment ideas

• SPARK Executive Committee will review andconsider recommended investment portfoliosacross Advisory Panels

Successful recommendations look like a list of programs to invest in…

…prioritized by this panel based on criteria in line with SPARK's goals…

…that give the SPARK Executive Committee options for investment size

Example idea template Example scoring & prioritization exercise Example funding recommendation


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Guiding principlesfor SPARK and investment of ARPA funds

To inform evaluation criteria of policies, investments, and initiatives

• Prioritize sustainable programs & investments through one-time use of funds vs substantial expansion of existing services

• Combine with / leverage local and agency funds to maximizeuse of discretionary funds

• Foster long-term systemic impact for Kansans

• Consider equitable opportunities and outcomes

• Enable flexibility within investment strategies (e.g., in case ofemerging needs, changing federal landscape)

• Ensure results are measurable to enable tracking &transparency


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Efficiency & Modernization | Advisory Panel members and staff support

Frank Burnam

Rep. Troy Waymaster(Chair)

Mark Hutton(Vice Chair)

Sen. Michael Fagg

Rep. Kathy Wolfe-Moore Tanya Heffel Joe Mandala

Matt Billingsley John Wilkes

Support Staff

• RO/ State agency staff (Andrea Clark) supports overall SPARK process management, including communications & coordination with agencies

• KLRD staff (Andrew Finzen and Amy Deckard) provide additional research on submitted ideas, compile information, share legislative developments

• Consulting staff (BCG – Anna Silk) support meeting materials development, support idea submission scoring & prioritization (WoB – Matt Hanson) support allowability review

Shane Mathis

John ParolisiProject Director


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Proposed timeline for SPARK investment approval process

SPARK Executive Committee (EC)

Advisory Panels (AP)

Ongoing activities #Meetings Outputs Approval decision

January February March April

Discuss initial Portfolio Recs (up to ~$2B), Rd1 + 2

~4/1 and 4/81

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Completed submission form

~2/16

Prioritized list of AP ideas

~3/11

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Initial SPARK portfolio recs

~3/25

Ideas scored~3/4

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Final SPARK portfolio recommendation

~4/29

All dates approximate

Outputs

Ideas and disposition

(filtered, etc.)~3/16

Activities

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Panel Intros & Situation

Analysis~2/2-4

Initial Ideas & Updates ~2/21-23

0Orientation

~1/27-284 5

Final Ideas & Initial Priorities

~3/8

Final Priorities~3/22

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Iteration (as needed)~4/1-4/29

Meetings

Further iteration cycles as needed based on SPARK

feedback through June

30, 2022

1. Two panels present at each meeting to provide adequate time

Process update~2/18

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Initial Idea Brainstorm

~2/9-11

May

Final view of aggregate

priorities (~$1B)~5/6

Expert meetings

Individual scoring, prioritization, and portfolio development

Case studies, interviews, benchmarking, and data analysis

Baseline and idea generation

Idea build-out and info gathering

CB EA

We are here

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We anticipate 5 meetings to reach a final recommendation

Objectives & Agenda

Kickoff: Panel Intros & Situational Analysis

Introduce panel process, project plan and engagement model

Build shared understanding of current needs & opportunities in Kansas

Align on what we’re solving for (focus areas & opportunities to explore)

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Initial idea brainstorm

Preview emerging submissions and potential pipeline

Brainstorm (incremental & transformational) solutions within focus areas

Align on key investment ideas for deep-dive / build-out

Preview filtering criteria & ideas templates

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Final ideas & priorities

Discuss scoring of investments in aggregate on impact-difficult matrix

Prioritize ideas & narrow potential portfolio considering core objectives, impact & funding envelope

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Initial ideas & updates3

Review filtered long-list of ideas based on allowability, alt. funding, existing programs & funding scale

Collaborate with agencies on key investment ideas

Align on prioritization framework and scoring formula for panelists to do before next mtg.

Final priorities 5

Review and agree on panel's priorities for high/med./low envelope of funding

Discuss summary output: key messages for Executive Committee

Target date ~2/7 ~2/17- 2/18 ~3/8~2/28 -3/3 ~3/22

Idea filtering process

~7-10 recommended~25 priority for deep-dive~100 Long list assessed~200 Broad list of ideas

Prioritization lens Objectives lensFiltering lens


Idea submission due 2/16

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This new process that may present unique "pressure points" to navigate

The SPARK process may present "pressure points" we will need to navigate together:

• Learning curve to set-up and run a new process at an accelerated pace

• New submission process to solicit ideas from the public, on an abbreviated timeline

• Conflicting schedules that may prevent panelists from attending every meeting1

• Need for consensus across four panel recommendations for final recommendation

• Each panel will face additional, unique pressure points based on its topic(s) and context

• Efficiency & Modernization focused on government operations, potentially– Limiting public idea generation– Creating parallel funding considerations

with State General Fund budget process

• We intend to learn and adapt our process as needs present themselves, and ask for your collaboration and patience as we do so

Key considerations for SPARK process Implications for Efficiency & Modernization Panel

1. All meetings will be recorded and available to view after the meeting


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Advisory panel rules of engagement

• Ask for time split between twice-monthly meetings (2-4 hr/mo.) and independent thinking & preparation work (1-3 hr/wk.)

• While aim is to maximize attendance, expect that panelists watch publicly streamed recordings if a session is missed

• Panelists should come to meetings ready to engage & collaborate

• To promote dialogue, panelists should be on video & able to participate whenever possible

• Panelists take ownership to generate and build on ideas, utilizing a data-driven approach that advocates for Kansas as a whole

• Panelists to flag conflicts of interest regarding ideas considered for funding and abstain from voting

• Panelists ask for and utilize support from the Recovery Office and KLRD to support data-driven decision making

• Panelists take advantage of multiple avenues for input (e.g., meeting chat, live conversation, material review)

• Panelists can proactively direct questionsto [email protected]

Time Commitment Participation Support


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111. Direct Payments estimate includes only Economic Impact Payments (~$3.3B est. to KS); additional aid expected through Child Tax Credit (~$1-2B est. to KS; 652,000 children will receive credit), UI Benefits ($ TBD); Food Insecurity (~$23M est. to KS) includes increased SNAP benefits to Sep. 30 and WIC vouchers for 4 months; Small Business Relief (~$450-850M+ est. to KS pro rata) through competitive grant programs (e.g., PPP, Restaurant Revitalization Fund, Shuttered Venue Operator Grants) Source: American Rescue Plan Act (H.R. 1319), Government Financial Officers Association

American Rescue Plan Act (ARPA) Allocations as of January 2022

Education and Childcare ~$1.6B

Health ~$293M Housing and Economic Revitalization ~$362M

Local ~$1.0B

K-12 Education ~$881M(ESSER, EANS)

Childcare & Education~$350M

Higher Education~$330M

Local Fiscal Recovery Fund (Counties & Cities)$1.0B

Capital Projects Fund ~$143M

Testing, Vaccines &COVID-19 mitigation ~$271M

Mental Health~$22M

Housing & Rental Assistance~$292M

Economic Revitalization ~$70M

State Fiscal Recovery Fund$1.1B

Unemployment Insurance Trust Fund $500M

State ~$1.6B

Direct Payments1 (e.g., economic impact payments) ~$3.5B

Focus of 2021/2022 SPARK

Essential Needs~$158M

Essential Needs ~$158M


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$1,600M$731M

Allocated in 2021 Remaining

for Allocation

in 2022

Total SFRF Funds

$869M

SPARK focused on making integrated, efficient allocation decisions for remaining SFRF funds in 2022

Kansas has received nearly $28B in federal COVID-19 relief funds since March 2020

$17.8B

$8.6B

$1.3B

$0.1B

$27.8B

ARPA includes the $1.6B State Fiscal Recovery Fund, of which $731M remains for allocation

American Rescue Plan Act (3/11/21)

CARES Act (3/27/20)

Consolidated Appropriations Act (12/27/20)

Families First Coronavirus Response Act (3/18/20)


Includes $1.6B State Fiscal

Recovery Fund

See next slide for allocation detail

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Backup: ~$869M allocated in 2021, with ~$731M available in 2022

Investment Description Allocated ($)2021 UI Trust Fund Replenishment

Replenishment of Kansas's Unemployment Insurance (UI) Trust Fund, which was depleted as a result of the economic impacts of the COVID-19 pandemic, in two $250M tranches

$250,000,000

2022 UI Trust Fund Replenishment

Second transfer of up to $250M to the UI Trust Fund in FY22 for the purpose of funding the employment security fund

Up to $250,000,000

Docking Renovation and KDHE Lab

Per 2021 SB 159, SFRF funds obligated to renovation of Docking State Office Building and construction of KDHE Lab

$92,500,000

Nurse and Frontline Careworkers Retention

Funding for qualified facilities to provide premium pay or administer a custom retention program to improve retention of nurses and support personnel

$50,000,000

Extension of Testing Funding

Extension through Q1 2022 of the KDHE Community Testing program, which offers free PCR and antigen tests across Kansas

$27,100,000

24/7 Pay PlanDifferential pay designed to address critical staffing shortages at 24/7 State facilities, including corrections facilities, state hospitals, and veterans' homes

$30,300,000

Economic Development Infrastructure

Investments to support spec building development, modernization of business park facilities and other infrastructure development, and the attraction and retention of businesses in Kansas (subject to allowability)

$100,000,000

Individual Education Learning Loss Grants

Direct grants of $1,000 per child to families to purchase materials (e.g., books, computers, software, tutoring services, etc.) to offset learning loss

$50,000,000

Kansas Connect and Learn Initiative

Matching funds for school districts to use alongside the FCC's E-rate program to invest in high-speed broadband buildout

$4,000,000

Rural Hospital Innovation Grant Fund

Per 2021 HB 2208, up to $10M in federal funds to be transferred to the Rural Hospital Innovation Grant Fund, which provides funding to increase access to health care services in rural communities, if available (funds awaiting obligation)

$10,000,000

988 Crisis HotlinePer 2021 SB 159, federal funding to be transferred for 988 Crisis Hotline project if available (funds awaiting obligation)

$3,000,000

Offender Management Data System

Per 2021 SB 159, federal funding to be utilized for KDOC Offender Management Data System if available (funds awaiting obligation)

$2,079,182

$869M

$731M

SFRF funding allocated to date

SFRF funding remaining

SFRFFunded

Legislative Directives

SPARK SFRFAllocations

Legislative Directives

to Be Confirmed

for SFRFEligibility


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Each advisory panel has preliminary focus areas from the SPARK process to date

Economic Revitalization Health and Education Connectivity Efficiency and Modernization

Core focusPrimary focus at this time

Economic recovery• Support for hard hit

sectors and ensure resiliency

Growth & competitiveness• Workforce development that

trains and retains talent• Business investments that

promote innovation

Infrastructure quality• Improved water and sewer

infrastructure• Improved housing availability and

affordability

Behavioral health• Community-based treatment• Healthcare integration and

system navigation• Retention & recruitment for

behavioral health workforceEarly education & child care• Supportive family services• Early childhood health, • education, child care• Retention & recruitment for

educ/childcare workforceEssential needs• Wrap around services• Food and nutrition

Connectivity expansion• Physical infrastructure• Technical support for local

governments

Connectivity affordability• Federal financial support• Digital literacy

Sector-specific applications• Telehealth• Digital education

Facilities modernization• Facilities renovations• Public health improvements

IT infrastructure• Hardware and software upgrades• Network, system, and monitoring

enhancements

Safety & Security• Cybersecurity assets• Public safety and physical security

enhancements

Continuity of Operations

On holdSecondary

focus

Anticipated future funding• Transportation infrastructure

(e.g., roads, airports, etc.)

Covered by other panels• Connectivity infrastructure• Health and education workforce

supports

Areas with other funding sources• K-12 education• Higher education• Public health

Covered by other panels• Housing construction• IT systems improvement• Telehealth

Covered by other panels• General technical skills

development

Areas with other funding sources• UI system modernization• Local government investments• Public sector workforce, incl. state

employees, law enforcement

Efficiency & Modernization Panel Focus

Note: May be overlap with other Advisory Panels on some topic areas (e.g., infrastructure)


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Facilities, IT, infrastructure, security, and continuity of operations are initial focus for the Panel

• Important for successful pandemic response (e.g., health and safety features for buildings, lab space)

• Allowable under Treasury guidance

• Critical for continuity of state service delivery, including as part of pandemic response (e.g., state network upgrades)

• Opportunity to accelerate & complete valuable programs on state roadmap

• Specifically highlighted by Treasury as allowable

• Critical to address the ongoing pandemic-related operational needs across state government

• Successful foundation and precedent established with 2020 CRF investments

• Most potential investments allowable under Treasury guidance

Facilities Modernization IT Infrastructure Continuity of Operations

Efficiency & Modernization

• Necessary to protect the health and safety of State employees and deliver government services (e.g., upgrade statehouse security system, support public safety operations)

• Pandemic expanded and brought to fore existing needs


Safety and Security

Note: UI System Modernization, at one point considered part of IT upgrades, is excluded, as targeted federal and state funding is available specifically for this use.

State & Local Government Partnership


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Key questions for consideration


What types of initiatives would help improve efficiency within the branches of State of Kansas government?(e.g., modernize key state facilities, invest in hardware and software for state employees to work remotely as needed)

Given COVID-19's uneven impacts, what initiatives maximize impact for Kansans, especially those disproportionately affected? (e.g., create opportunities for digital government service delivery, improve safety and security in state facilities)

How can these investments build a foundation for future efforts to improve government efficiency & operations?(e.g., invest in interoperable systems, upgrade networks to allow a future transition to innovative technology)

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Facilities Modernization

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Context:

State-owned buildings and other government facilities were slated for upgrades prior to the pandemic, and COVID-19 has underscored the importance of updated building systems (e.g., HVAC systems, State Lab)

Opportunity:

Through one-time investments, SPARK can ensure State employees have safe, healthy workspaces and citizens are able to safely and efficiently access needed services


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How other states have allocated SFRF funds for facilities modernization

StateInitial Allocations Description

Florida $41M Funding for the Florida National Guard armories

$182M Funding for the State Emergency Operations Center

Maine $10MFunding for capital construction and repair to address air quality and energy efficiency improvements in August area state-owned buildings

New Hampshire $25MDepartment of Administrative Services funding for COVID-19 deferred maintenance: HVAC replacement and repairs and three full-time temporary positions

North Dakota $10MFunding for the Office of Management and Budget for the purpose of critical maintenance projects

Oregon

$37MDepartment of Corrections central administration and administrative services for facility improvements and renovations

$5M Judicial Department funding for Supreme Court building renovation

Virginia $50MDepartment of Military Affairs allocation for projects at Readiness Centers (armories) to replace HVAC systems, to convert or expand existing multipurpose spaces or to add space that may be used as emergency medical suites, and to provide the necessary support equipment

Note: Funding values represent allocations reported to the U.S. Department of Treasury but do not necessarily indicate funds have been spent.Source: National Conference of State Legislators ARPA State Fiscal Recovery Funds Allocation Database


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Opportunity | Facilities modernization

Examples of Potential Investments to Explore1

• Modernize equipment to support safety measures necessitated by COVID-19 in state facilities– Replace air handlers across

government buildings to reduce risk of COVID-19 transmission

– Replace HVAC systems in correctional facilities to limit viral spread among inmates and staff

• Enhance or renovate space to support public health needs– Modify law enforcement facilities

to improve inmate isolation to prevent spread of infectious disease and allow improved mental health observation

– Restructure Court of Appeals office and office space in the Kansas Judicial Center

– Expand the Kansas Judicial Center IT Help Desk footprint to meet health & safety guidelines and deliver support to courts statewide

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Description

Renovate state buildings and update equipment to reduce employee displacement and COVID-19 risk

Current Situation

Many state building and facilities may benefit from targeted health and safety upgrades to support a safe return to work for state employees, the protection of vulnerable Kansans in the state's care, and safe public-facing spaces for citizens accessing government services. Additionally, the COVID-19 pandemic delayed regular and scheduled maintenance in some facilities, precipitating a need for additional one-time funding for maintenance in 2022.

1. Examples compiled from ideas submitted to SPARK in 2021; full list will be compiled through additional agency & public outreach in February 2022.

For Discussion: Which, if any, of the areas of investment or examples within facilities modernization resonate? Any you would add or elevate?


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IT Infrastructure

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Context:

Prior investments in State IT infrastructure have created a strong foundation for additional upgrades, and increasing demand for digital pathways for accessing government services has accelerated the timeline for which these enhancements are needed

Opportunity:

Through targeted one-time investments toward major planned upgrades that otherwise would take years to fully implement, SPARK can accelerate the time-to-impact for State employee users and Kansans accessing government services


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How other states have allocated SFRF funds for IT investments


Maine $20MFunding to modernize digital and physical technology assets (including the state radio network), which are aging and represent accumulating technical debt / risk

Maryland $10MFunding to meet IT needs and to make other improvements to promote teleworking in the State workforce

Texas $200MAppropriation to the Department of Information Resources for the purpose of cybersecurity projects

Utah $17MFunding to close the digital divide and increase virtual access to proceedings by the Judicial System

Virginia $74M

Funding to the Virginia Employment Commission for IT modernization, call center improvements, security, and claims adjudication. IT improvements include a customer relationship management system and other communication tools.



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Opportunity | IT infrastructure

• Accelerate state network modernization to increase efficiency and adaptability– Upgrade statewide KANWIN network

to reduce risk of operational failure– Move to a modernized internal

network to boost network speeds, decrease costs

– Ensure ongoing, proactive monitoring of statewide networks

Areas to explore

• Increase data integration to ensure informed, streamlined decision-making within and across agencies– Develop statewide Data Warehouse to

catalyze data-driven decision-making by policymakers

– Enable state employees to spend more time serving constituents and less time manually extracting data

• Upgrade backend systems, software, and hardware to better serve Kansans– Invest in a backend tax processing system that will replace the

current system reaching end of life– Adopt a cloud-based digital exhibit and evidence platform to

display digital evidence in courtrooms– Complete system upgrade that automates interface to KBI's

civil record check system (KCHAT) for other state agencies– Replace outdated computers and laptops used by KBI staff

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Description

Ensure interoperable, secure, modern technical infrastructure is in place to support critical state functions, mitigate risk, and increase operating efficiencies across agencies, branches of government, and associated entities

Current Situation

The State of Kansas has made incremental investments in upgrading IT systems, with recent successes that include restructuring how IT services are delivered across state agencies and completing a major datacenter migration in September 2021. However, needed infrastructure investments are often spread over multiple years due to budget constraints, and one-time funding offers the opportunity to make deep, meaningful investments in the technical infrastructure that underpins state operations, including networks, hardware, software, cloud environments, data warehousing, and other backend systems.

Examples of Potential Investments to Explore1


For Discussion: Which, if any, of the areas of investment or examples within IT infrastructure resonate? Any you would add or elevate?


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Safety and Security

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Context:

Physical security upgrades, including those to prevent the spread of COVID-19, and statewide measures to promote and enhance public safety are top of mind for state employees considering a return to work; at the same time, the switch to remote and virtual models of state operations underscored the importance of robust and modern cybersecurity systems

Opportunity:

One-time investments in security upgrades and public safety will lay the foundation for a safe return to in-person work for State employees, ensure Kansans' digital and in-person interactions with the government are safe and secure, and promote the security and wellbeing of citizens statewide


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How other states have allocated SFRF funds for safety and security


Arizona $2MFunding for the Exposition and State Fair for infrastructure improvements, security, and other expenses to support reopening

Maine $8M Funding to support and maintain the State's cybersecurity programs and investments

New Hampshire $921K

Funding to the Department of Safety for upgrades the State Emergency Operations Center, for conducting school threat assessments, and establishing two part-time positions to conduct school threat assessments

Oregon $3M Funding for the Department of State Police for maintenance needs and safety improvements

Virginia $375KFunding for the Division of Capitol Police to address staffing and security concerns at the seat of government



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Opportunity | Safety and security

Areas to explore

• Enhance Capitol Complex security to ensure safety of all users– Enhance Capitol Complex physical and

electronic security via use of card access, surveillance system, and touchless access points to ensure safety of State employees, legislators, and visitors

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Description

Provide funding to Kansas agencies and branches of government to make critical upgrades to protect the physical security of state employees, enhance cybersecurity across internal- and external-facing systems, and promote public safety across the state

• Invest in judicial cybersecurity improvements– Migrate to a cloud-based server– Fund extended maintenance for

current equipment– Bring district court cybersecurity under

the centralized umbrella– Purchase security intelligence software

to manage network security

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Examples of Potential Investments to Explore

• Enhance state cybersecurity to strengthen against security breaches, e.g., ransomware attacks, sensitive leaks– Invest in application security tools

(e.g., encryption, authentication), privileged access tools, risk management, and cyber threat tools

– Provide a single ID to users for use across all KS systems and services

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Current Situation

The COVID-19 pandemic has highlighted the criticality of investments in public safety and security, both digital and physical. The risks associated with cyberattacks and data breaches heightened as work, school, and services shifted online. Large-scale, one-time investments in cybersecurity can protect against ongoing and future cybersecurity risks. Physical security of state employees and public safety for all Kansans also remains a top priority across government, and investments in public safety also create a unique opportunity to leverage local matching funds.


• Upgrade handheld and vehicle-mounted emergency radio equipment for KBI– Replace emergency radio systems used

by KBI commissioned staff during crisis events that are past their life expectancy in order to maintain the safety of agents and security of information

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For Discussion: Which, if any, of the areas of investment or examples within safety and security resonate? Any you would add or elevate?


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Continuity of Operations

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Context:

State agencies and the branches of government continue to encounter operational challenges associated with the COVID-19 pandemic and require support to ensure continuity of essential services and ongoing adaptation to new models of working and interacting with the public

Opportunity:

Relatively modest one-time investments in the continuity of State operations will ensure citizens are still able to access vital services while mitigating future pandemic-related operational issues


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How other states have allocated SFRF funds for continuity of operations


Minnesota

$3MFunding for the Department of Administration's Parking and Transit program to fund maintenance, repairs, utilities, supplies, fees, and subsystem costs necessary for the continued operation of state parking facilities

$4MFunding to the support the Science Museum of Minnesota's reinvestment in human capital and to aid in the recovery of its general operations and programming

Montana $944KFunding to support court operations impacted by the pandemic by streamlining the resolution of family law cases through early mediation and simplified proceedings in judicial districts with heavy caseloads or in remote areas of the state, if eligible

Nevada $806KFunding in FY22 and FY23 to the Department of Administration to fund the lease for storage of personal protective equipment

North Carolina $799KFunding for the Administrative Office of the Courts for temporary court personnel to address a backlog in cases due to the COVID-19 pandemic

Washington $197K Funding for the Department of Corrections administration and support services

West Virginia $2M Funding for the Department of Arts, Culture, and History for Americorps program operations



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Opportunity | Continuity of operations

Areas to explore

• Improve taxpayer supports tominimize in-person contact duringthe pandemic– Improve online and offline supports to

enable Kansas taxpayers to have theirquestions answered and get additionalhelp as needed

• Implement central paymentprocesses for the Kansas JudicialBranch– Invest in centralized payment

processing and disbursementthroughout the state court system toallow for greater oversight of financialcontrols, streamlining of processes,and efficient workflow

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Description

Provide funding to Kansas agencies and branches of government to maintain continuity of essential services, adapt to new models of government operations, and invest in tools and staff support needed for new ways of interacting with citizens

Examples of Potential Investments to Explore

Current Situation

The ongoing COVID-19 pandemic has continued to impact government agencies and branches' ability to fund their unique operational needs. Smaller—but no less meaningful—investments in continuity of operations will ensure critical functions, ranging from the court system to legislative operations to processing of citizens applications for state services, will continue uninterrupted regardless of changesin the COVID situation. These investments may accelerate implementation of solutions that benefits the State and its citizens, extending efficiency benefits beyond the pandemic.


• Modernize state printing facility– Invest in needed upgrades to the state

printing facility, which assists with allstate printing needs (includingpublishing of public health-relatedmaterials)

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For Discussion: Which, if any, of the areas of investment or examples within continuity of operations resonate? Any you would add or elevate?


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For Discussion | Four areas have been identified as initial focus of the Efficiency & Modernization Advisory Panel

In the chat, please share your thoughts on the following:

• Do you agree that Facilities Modernization, IT Infrastructure, Safety and Security, and Continuity of Operations make sense as the core focus areas for this panel?

• Any topics outside of these core areas that may come up?

For discussionRecall: Areas of core focus

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• E.g., facilities renovations, public health improvements

• Important for successful pandemic response (e.g., health and safety features for buildings, lab space)

• Allowable under Treasury guidance

• E.g., hardware and software upgrades, network, system, and monitoring enhancements

• Critical for continuity of state service delivery, including as part of pandemic response (e.g., state network upgrades)

• Opportunity to accelerate valuable programs on state roadmap

• Specifically highlighted by Treasury as allowable

• E.g., continuity of essential services, tools to support new models of government operations

• Critical to address the ongoing pandemic-related operational needs across state government

• Successful foundation and precedent established with 2020 CRFinvestments


Facilities Modernization

IT Infrastructure Continuity of Operations

Efficiency & Modernization

• E.g., cybersecurity assets, public safety and physical security enhancements

• Necessary to protect the health and safety of State employees and deliver government services (e.g., upgrade statehouse security system, support public safety operations)

• Pandemic expanded and highlighted existing needs


Safety and Security

State & Local Government Partnership


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Exercise | Which areas should we explore more going forward?

Click the link in the chat to join the collaboration board

Consider the areas and sub-areas of opportunity outlined and add any others we should consider using the

Vote for the most important areas for exploration using the • You have 5 votes total • You can vote for the same area more than once & change

your votes as ideas are added

Share your thoughts on these categories using the• Specific examples to add? Anything important to consider? • What should we explore more going forward?

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Goal: Surface early areas of opportunity for the group to explore further in upcoming sessions

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Idea Submission | Standard submission form ensures submitted ideas have consistent information and may be validated for allowability/alternate funding and eventually prioritized

Standard submission form

AllowabilityCheckbox filters ideas by directing proponents to actively pre-screen submission compliance

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2Target OutcomesSummary of outcomes ensures proposed ideas are result-oriented

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ImpactInformation to understand overall value creation, synergy with other funding, equity considerations, etc.

Note: Ideas collected from State Agencies in 2021will be updated and resubmitted for consideration


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We anticipate 5 meetings to reach a final recommendation

Objectives & Agenda

Kickoff: Panel Intros & Situational Analysis

Introduce panel process, project plan and engagement model

Build shared understanding of current needs in Kansas

Align on what we’re solving for (focus areas & areas of need)

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Initial idea brainstorm

Preview emerging submissions and potential pipeline

Brainstorm (incremental & transformational) solutions within focus areas

Align on key investment ideas for deep-dive / build-out

Preview filtering criteria & ideas templates

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Final ideas & priorities

Discuss scoring of investments in aggregate on impact-difficult matrix

Prioritize ideas & narrow potential portfolio considering core objectives, impact & funding envelope

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Initial ideas & updates3

Review filtered long-list of ideas based on allowability, alt. funding, existing programs & funding scale

Collaborate with agencies on key investment ideas

Align on prioritization framework and scoring formula for panelists to do before next mtg.

Final priorities 5

Review and agree on panel's priorities for high/med./low envelope of funding

Discuss summary output: key messages for Executive Committee

Target date ~2/7 ~2/16- 2/18 ~3/8~2/21-28 ~3/22

Idea filtering process

~7-10 recommended~25 priority for deep-dive~100 Long list assessed~200 Broad list of ideas

Prioritization lens Objectives lensFiltering lens


Idea submission due 2/16

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Panel engagement through homework will be critical to drive process forward

1 2

Individual AP brainstorms~2/16-2/18

Initial ideas & updates

~2/21-2/28

0

Virtual Group AP kickoff

~2/7

3 4

Final ideas & initial priorities

~3/8

Final priorities

~3/22

Baseline setting and idea generation pre-work

• Review process overview, pre-reads, Fact Pack, and other shared materials

• Individually brainstorm/gather ideas from relevant stakeholders

• Identify experts to engage during portfolio development process

Idea build-out and information gathering

Individual scoring and prioritization

Portfolio development

• Build out details of ideas (split among panelists)

• Submit research requests to staff for additional information

• Speak with additional experts as needed

• Become familiar with scoring criteria and identify questions for Meeting #2

• Conduct individual scoring of all ideas across impact criteria

• Clarify uncertainty with Chair, Project Director, and/or staff

• Prioritize list based on individual scoring output and share with staff for compilation (tool provided)

• Develop individual view of final priorities/portfolio based on shared understanding of scoring from Meeting #3

• Identify any interdependencies among portfolio items

• Submit any final requests for additional information to staff

Advisory Panels

Outputs 21 Completed idea templates Prioritized list of ideasIdeas scored 3

Portfolio recommendation (after 3/4)4-5

0 Idea intake form


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Key resources will be saved in dedicated Microsoft Teams folder for each panel

Efficiency & Modernization Teams FolderEach panel will have its own Teams folder with dedicated resources

• 01 – Investment Proposal Submissions: Panel-specific investment proposal submissions (to be updated once submission form closes)

• 02 – AP Member Resources: Onboarding and pre-read resources

• 03 – Meetings: Meeting materials and agendas

• Resources for Advisory Panels: Additional resources relevant across panels, including daily investment proposal submission updates

More detail on resources & how to use Teams can be found in this Read Me document


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Look ahead | What to expect in our next meeting and how to prepare

Share any questions or input with John or SPARKTaskForce <[email protected]>

• Meeting Date: 2/16-2/18

• Goal: develop initial view on top ideas and prepare for prioritization process

• Key topics:– Preview emerging submissions and potential pipeline – Brainstorm (incremental & transformational) ideas

within focus areas – Align on key investment ideas to build-out– Preview filtering criteria & ideas templates

• Complete meeting exit survey

• Review process overview, pre-reads, Fact Pack, and other shared materials

• Individually brainstorm/ gather ideas from relevant stakeholders, submit via form

• Share ideas for experts to engage during portfolio development process

Key topics and logistics for our next meeting How to prepare


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Exit Survey

To ensure future meetings are meeting the Panel's needs, please take 5 minutes to complete this end of meeting survey:

• What can we can do in to makes these meetings successful?

• What can we help clarify about the Advisory Panel process?

• What topics would be helpful to have an expert perspective on?

• Would you be interested in joining an additional session to review these topics with an expert?

• Do you have any recommendations for experts to consider?

• Anything else you would like to share?


Questions?

Efficiency & Modernization Advisory Panel Kickoff Meeting ...

Documents

Transcript of Efficiency & Modernization Advisory Panel Kickoff Meeting ...