difference Vol 1 Issue 7 March 2012

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Gabriella Turner
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We have made considerable progress over the past fourteen months, from the restoration of salary funding to improving communication and the relationship with the Legislature DMS Secretary Jack Miles

The bottom line is you have much to be proud of, although the mission is far from over. I have always felt that change is good; sustained change is critical.

pale in comparison to what the future holds.

1 The dms difference Vol 1 Issue 7 March 2012 a monthly newsletter for employees Team DMS, It has been a distinct honor to serve as the Secretary of the Florida Department of Management Services and to have the opportunity to work with all of you. We have made considerable progress over the past fourteen months, from the restoration of salary funding to improving communication and the relationship with the Legislature DMS Secretary Jack Miles and legislative staff. More importantly, after many months of hard work, we are delivering procurement and operational savings, something that was very high on Governor Scott s agenda. The bottom line is you have much to be proud of, although the mission is far from over. I have always felt that change is good; sustained change is critical. There is no doubt in my mind that the DMS team has what it takes to sustain the change we have made but, more importantly, also to build on what we have learned, which will make what we have done pale in comparison to what the future holds. I ask you to continue to collaborate and focus on the important tasks at hand and to deliver on the objectives and commitments we worked together to establish as we continue to move Florida in the right direction. With sincere thanks, You have demonstrated we can reduce the state s investment in real estate, showing a reduction of $15.4 million over eight months, 62 percent of the 24-month goal set by Governor Scott. We effectively changed the landscape of Florida s state purchasing, reorganizing State Purchasing, implementing the Procurement Process Improvement Project (PPIP), and developing a procurement pipeline to assist in going after what is important and delivering the most value. We have several important wins in mobile communication services and distributed computer hardware (PCs), both of which will deliver percentage savings in the double digits. In the 2012 Legislative Session, we worked with the Legislature to pass a bill that will streamline and modernize our statewide human resource policies, which is a huge benefit to Florida s state agencies, reducing the burden on them substantially. DMS Secretary Jack Miles recently held his final leadership team meeting. Calendar March 27 Annual Contracting and Procurement Expo North Florida Procurement Association Chapter of NIGP, Inc. Jacksonville, Fla. MyFloridaMarketPlace will provide a vendor workshop on maximizing marketing efforts, and Director of State Purchasing Kelly Loll is the luncheon keynote speaker

Employee Spotlight DMS Employees Learn About Cyber Safety Cheryl Gilliam-Green Staff Assistant Division of Real Estate Development & Management Tallahassee, Fla. How long have you worked at DMS?

I also do criminal background checks for companies that have won state contracts, such as lawn, elevator, wrecker, paid-parking and construction contracts, and then prepare and submit letters to DMS

2 Employee Spotlight DMS Employees Learn About Cyber Safety Cheryl Gilliam-Green Staff Assistant Division of Real Estate Development & Management Tallahassee, Fla. How long have you worked at DMS? 32 years What do you do for your division? I input work orders for DMS and other state agencies, and I invoice state agencies for services rendered through the electrical and signage shops. I also do criminal background checks for companies that have won state contracts, such as lawn, elevator, wrecker, paid-parking and construction contracts, and then prepare and submit letters to DMS investigators. I also prepare and submit paperwork for revenue transmittals, and I reserve conference rooms here at our building and at the Betty Easley Center. What would people be surprised to know about you? I am a very outgoing and caring person, and I truly love people. My co-workers always say you know everybody! because I am always talking. Do you have any hidden talents? If so what are they? I have a needy family program with my mother and sister that accepts donations of items. We take care of nine families. What do you like best about working for DMS? The diverse duties and the people I come in contact with. Tom Scott of the Agency for Enterprise Information Technology s Office of Information Security presents Cyber Security and You at the Betty Easley Center in Tallahassee. DMS employees recently had an opportunity to learn how to promote and encourage cyber security in the workplace, as well as in the home, as part of the agency s quarterly safety training. Tom Scott of the Agency for Enterprise Information Technology (AEIT) Office of Information Security presented Cyber Security and You at the Betty Easley Center in Tallahassee, offering participants a chance to look at their safety in a new way. Scott explained that employees tend to think of safety only in terms of physical safety but that it was important to also remember safety in terms of the security of their computers, cell phones, tablets, and other devices. In an effort to demonstrate how everyone is responsible for being a good steward of the confidential information held by the State of Florida, Scott gave an example that discussed fictional scenarios recently tested at the Governor s Cyber-Sunset tabletop exercise, where hackers obtained confidential information from the state that resulted in the state payroll being wiped out and all state workers not receiving their paychecks. Scott explained that cyber security refers to protecting confidential information, as well as ensuring the information put into a system is the same as the information going out. For more information, contact the State of Florida Loss Prevention Program at (850) Deidra Jones of the State of Florida Loss Prevention Program contributed to this story. Page 2

DMS Unveils Florida Civil Rights Hall of Fame Three icons, whose

modern Florida, were chosen as the inaugural group of inductees into

designed by DMS Division of Real Estate Development & Management and

Governor Rick Scott selected educator Mary McLeod Bethune; civil

Steele; and Claude Pepper, an advocate for seniors and minorities,

DMS Secretary Jack Miles, along with Governor Scott, Lieutenant

dignitaries, attended the event, where the families of the inductees

3 DMS Unveils Florida Civil Rights Hall of Fame Three icons, whose unyielding commitment to equality and human dignity helped shape modern Florida, were chosen as the inaugural group of inductees into the new Florida Civil Rights Hall of Fame, which was built and designed by DMS Division of Real Estate Development & Management and the Florida Commission on Human Relations. Governor Rick Scott selected educator Mary McLeod Bethune; civil rights leader C.K. Steele; and Claude Pepper, an advocate for seniors and minorities, as the first individuals to be enshrined in the new Hall. DMS Secretary Jack Miles, along with Governor Scott, Lieutenant Governor Jennifer Carroll, Mayor John Marks, and several other dignitaries, attended the event, where the families of the inductees were presented with the plaques (pictured right) to go on the wall. The Florida Commission on Human Relations contributed to this story. Read more about the inductees here. Page 3

A Day in the Life of 1 2 8:02 a.m. Grabs a cup of coffee before preparing for her staff meeting 8:27 a.m. Checks e-mails and calendar appointments for the day 3 4 8:49 a.m. Holds a conference call with business development consultants 9:12 a.

responsible for increasing DivTel s visibility, promoting its resources to state agencies, and ensuring that those agencies get the best possible pricing and products to meet their need and budgets,

DivTel, which offers telecommunications services under the name Suncom, has delivered long-term savings, innovation, and standardization to Florida government since 1975 and continues to enhance

On this particular day, Denise, who joined DivTel in December of last year, met with AT&T to discuss the benefits of partnering with DMS and promoting its Suncom telecommunications services.

materials for DMS services, so it is important to keep a good working relationship with these public/private partnerships.

refund. While there, Citizens Bill Stancill told her that, after DMS assisted with extensive research concerning a tax issue, it was able to assist Citizens in recovering $1.

4 A Day in the Life of 1 2 8:02 a.m. Grabs a cup of coffee before preparing for her staff meeting 8:27 a.m. Checks s and calendar appointments for the day 3 4 8:49 a.m. Holds a conference call with business development consultants 9:12 a.m. Takes questions from the business development team about DMS service offerings Denise Adkins As Business Development Manager for DMS Division of Telecommunications (DivTel), Denise Adkins is responsible for increasing DivTel s visibility, promoting its resources to state agencies, and ensuring that those agencies get the best possible pricing and products to meet their need and budgets, saving Florida s taxpayers money in the process. DivTel, which offers telecommunications services under the name Suncom, has delivered long-term savings, innovation, and standardization to Florida government since 1975 and continues to enhance state services through initiatives such as extending the reach of broadband internet throughout the state and into rural areas. On this particular day, Denise, who joined DivTel in December of last year, met with AT&T to discuss the benefits of partnering with DMS and promoting its Suncom telecommunications services. AT&T and other mobile services providers become an extension to the DMS sales team by promoting Suncom s services, providing additional training on new services, and assisting in creating promotional materials for DMS services, so it is important to keep a good working relationship with these public/private partnerships. She also stopped by Citizens Property Insurance, the state s largest insurer that also operates as a state agency, to review current and future services and to get an update on a Communications Tax refund. While there, Citizens Bill Stancill told her that, after DMS assisted with extensive research concerning a tax issue, it was able to assist Citizens in recovering $1.2 million in tax savings and securing multiple services to be migrated over to Suncom. DMS Business Development Team also postures the agency as advocates for Citizens to ensure the transition of services is as seamless as possible :01 a.m. Jumps in the car to head over to AT&T to meet with rep Chuck Lang :07 a.m. Takes the elevator down to her car :41 p.m. Shares a high five with Bill Stancill after learning DMS saved Citizens $1.2M in tax savings 17 2:44 p.m. Discusses DMS Suncom services with DMS sales consultant and Disability Rights rep 10:19 a.m. Talks with an AT&T staffer in the waiting area 11:41 a.m. Drives through Zaxby s to pick up a salad for lunch 1:56 p.m. Discusses other mobile options with Citizens Property Insurance staffers :24 a.m. Provides an overview of training, sales opportunities, and new services to Chuck :55 a.m. Heads back to her office to eat lunch and prepare for upcoming meeting :11 p.m. Hops in the car to head over to Disability Rights Florida to do an employee evaluation 19 10:58 a.m. Thanks Chuck for AT&T s business 1:30 p.m. Meets with Citizens Property Insurance rep about mobile services 2:37 p.m. Checks in with receptionist before joining the DMS sales consultant 20 3:15 p.m. Quickly checks before going to share Citizens good news with her boss Denise also went on a ride along, an on-site evaluation of one of her sales consultants that s done periodically in order to provide feedback on sales techniques, to help increase DivTel s visibility, and to promote additional resources for customers. 21 3:34 p.m. Briefs her boss, Division of Telecommunications Director Christopher Campbell, on the day s events 22 4:59 p.m. Wraps up a report before leaving for the day Page 4 2:59 p.m. Runs into an old work colleague in the hallway 3:06 p.m. Heads back to the office to begin working on a report

Tip of The Hat Hats off to Kristin Klein, a DMS lawyer in the General Counsel s Office who received the great honor of being named Legal Elite in Florida Trend Magazine as a Government / Non Profit

DMS Employee Thanks Co-Workers for Outpouring of Support Lila Dyer, a management analyst with DMS human resources office, was diagnosed with breast cancer and had to undergo a double mastectomy in

5 Tip of The Hat Hats off to Kristin Klein, a DMS lawyer in the General Counsel s Office who received the great honor of being named Legal Elite in Florida Trend Magazine as a Government / Non Profit Lawyer. DMS Employee Thanks Co-Workers for Outpouring of Support Lila Dyer, a management analyst with DMS human resources office, was diagnosed with breast cancer and had to undergo a double mastectomy in January. She was out for eight weeks, but upon her return to her Tallahassee office, she immediately sent the DMS Difference a note expressing her gratitude to the entire DMS agency. My DMS family was a key part of my recovery, said Dyer. You would not believe the tremendous support my co-workers have been people from the entire agency! Lila received numerous phone calls, s, and cards every day, flowers, food, and even offers to mow her lawn and assist with household work while she was recovering. This morning I returned to welcome back signs on the doors, flowers, plants, and a huge breakfast, it read. I feel very blessed to have a supportive work family. Recent Hires Adolfo Arauz, Telecommunications Raul Butland, Insurance Terry Cappellini, State Purchasing Allison Deison, General Counsel Tinza Hill, Telecommunications Rahul Kamath, Real Estate George Rozes Jr., State Purchasing Lastacia Spencer, Retirement Clarence Writtenberry Jr., Real Estate Arturo Pinto, a maintenance support technician in North Broward, quickly responded to a car fire in our Ft. Lauderdale parking lot, keeping things under control until the fire department arrived. His quick thinking and willingness to take charge until firefighters could take over is very much appreciated. Hats off to Division of Telecommunications Director Christopher Campbell as well as Michael Kyvik, Raghib Qureshi, Cliff Nilson, Jonathan Rakestraw, and Jonathan Yeaton, who led the effort to negotiate a secure solution for accessing state resources via mobile devices and designed business-to-business processes that allow for more effective management of mobile device usage while also negotiating lower rates for state agencies and buyers. Jeremy Daniell, Jessica West, Barbara Crosier, Kelley Scott, Bill Hand, and Nicholas Platt served as subject-matter experts throughout the negotiations. Thanks to the successful efforts of these individuals, Florida s governmental organizations can buy telecommunications services off of a new state contract, which is expected to reduce costs statewide by 35 to 49 percent. Read more about this great news for DMS and for the state on page 6. Secretary Jack Miles (right) presents outgoing Chief of Staff Brett Rayman with a plaque signed by his leadership team for his service to the agency. Many thanks to Brett Rayman for his great leadership as chief of staff in serving DMS and those who serve Florida. Page 5

Q&A & Each month DMS Leadership will answer your questions about the agency, legislative issues, upcoming events and more. Submit questions to Communications@dms.myflorida. com.

DMS Saves Florida Taxpayers Millions in Mobile Phone Services DMS recently announced that Florida s state agencies, cities, and counties will soon be able to buy telecommunications services off of a

6 Q&A & Each month DMS Leadership will answer your questions about the agency, legislative issues, upcoming events and more. Submit questions to com. They will be forwarded to a leadership representative. A selection of the inquiries and responses will be included here in the The DMS Difference. DMS Saves Florida Taxpayers Millions in Mobile Phone Services DMS recently announced that Florida s state agencies, cities, and counties will soon be able to buy telecommunications services off of a new state contract, which is expected to reduce costs statewide by 35 to 49 percent. Q. I heard we are not migrating to a new system anymore. Is that true? A. There is still uncertainty regarding the new Enterprise system. Our migration plans have been placed on hold until further notice. Administration will provide more information as it becomes available. Q. I deleted a lot of messages already and moved a lot of into PST files. Should I keep doing this? A. Further efforts to move out of your inbox is not necessary. However, our collective clean-up efforts have been very beneficial to the agency and may allow us to leverage these efforts should a resolution materialize. Q. Do I have to delete the PST files I already created? A. No, however, it is safe to delete any messages that were sent or received after December of 2006, as these have already been placed in special archives and will not go away even if you delete them. Q. Can I continue to create PST files for archiving purposes? A. If you like, yes, although there is no pressing need to do this anymore. The Florida Department of Management Services Division of State Purchasing launched the inaugural issue of its new newsletter, My Florida Procurement News & Views, this month. This newsletter incorporates both the former OSD Link and The MyFloridaMarketPlace View into one bi-monthly newsletter. The newsletter includes a monthly calendar, focus group and volunteer opportunities, and Chief Procurement Officer Kelly Loll s monthly message. This is an extraordinary achievement that (will substantially reduce cost burdens by more than $14 million per year off of the current annual spend of $35 million.) That is a savings of (tens of millions of dollars statewide) over the upcoming years. Led by Christopher Campbell, the director of DMS Division of Telecommunications (DivTel), DMS negotiated substantial volume discounts by securing pay-as-you-go rates for voice, data, and messaging services for public institutions and certain nonprofit organizations. In addition to the substantial rate reductions, the new contracts also offer discounts from 15 to 19 percent on both personal and family mobile phone plans for many government and academia employees, as well as certain nonprofit workers and government retirees. These much-needed services, such as phone call capabilities, data usage, and geographical device tracking, have never before been consolidated, and this strategic move paves the way for even more cost reductions in the future. DMS negotiated a contract with mobile phone carriers AT&T Mobility, Sprint, and Verizon Wireless, ensuring a perpetually competitive environment by awarding contracts to three providers and eliminating the need for governments, schools, libraries, and certain nonprofits to do their own procurements. DivTel, which offers telecommunications services under the name SUNCOM, has delivered long-term savings, innovation, and standardization to Florida government since 1975 and continues to enhance state services through initiatives such as extending the reach of broadband internet throughout the state and into rural areas. For more information on how employees can save on their monthly cell phone bills, visit Secretary Miles greets the attendees at the Mobile Communications Kickoff event on March 15 in Tallahassee. Click here to read the most recent issue. Page 6

Tallahassee Supplier Diversity Exchange

Final Report The Office of Supplier Diversity (OSD) presented the 2017 Tallahassee Supplier Diversity Exchange on Wednesday, October 4 in collaboration with the Big Bend Minority Enterprise Development