GOVERNMENT THAT WORKS.

Governors Office of Transformation, Innovation, Management and Efficiency

Annual Report | Fiscal Year 2015 - 16

December 1, 2016
Dear Pennsylvania Citizen:
As a successful businessman, Tom Wolf had to reinvent his familys company. He understood the
need for the companys leadership and its employees to embrace continuous improvement to
grow and prosper. Soon after taking office, Governor Wolf created the Office of Transformation,
Innovation, Management and Efficiency (GO-TIME) to create a culture of continuous
improvement in the commonwealth. By modernizing operations, improving consumer service and
generating savings he could create a better and more prosperous future for Pennsylvanians.
GO-TIME has created a foundation for innovation and cost savings in state government for years
to come. A dedicated team of transformation leaders works with department heads and
employees to rethink the way services are delivered, identify efficiencies and find savings. These
savings are then reinvested to provide new programs and services for Pennsylvanians.
The Governor set an ambitious goal for GO-TIME to achieve $150 million in savings during fiscal
year 2015-16. Working collaboratively with agencies, GO-TIME identified 154 projects that
together have generated over $156 million in savings in the first year and will provide additional
savings in future years. Agencies are consolidating unused space, merging duplicative services,
and sharing technology and expertise to move innovation quickly and seamlessly to new areas.
This report provides details on the projects and the people that have made the difference. While
we are proud of the improvements that have been made, we recognize our job is not done. The
Governor is now challenging GO-TIME to find savings of $500 million by 2020 while preserving or
improving services upon which Pennsylvanians rely.
Looking forward, GO-TIME will continue its mission to create a government that works by
collaborating with agencies to implement systems for capturing and acting on ideas suggested
by its employees, and by joining other state and local governments in using strategies to help
agencies streamline processes and eliminate inefficiencies.

Sharon Minnich, Secretary
Office of Administration

Sharon Ward, Director

Governors Office of Transformation,
Innovation, Management and
Efficiency (GO-TIME)

GO-TIME OVERVIEW
In February 2015, Governor Wolf signed an executive order to establish the Office of
Transformation, Innovation, Management and Efficiency (GO-TIME).
The GO-TIME mission is to transform government operations, improve services and find savings
for taxpayers. Three principles have guided GO-TIMEs work:
1. Reduce costs while maintaining or improving service delivery. Savings that increase wait
times or reduce service levels diminish effectiveness.
2. Make employees a key part of the solution. The people who do the work understand best
how it can be done better.
3. Focus on the customer. Looking at our work from the customers point of view guarantees a
better product and - over time - generates savings.
The Governors executive order established a $150 million cost savings goal and created a
structure to oversee the implementation of transformation, innovation and cost saving initiatives.

A steering committee consisting of Sharon Minnich, Secretary of Administration; Randy

Albright, Secretary of the Budget; Curt Topper, Secretary of General Services; and Sharon
Ward, GO-TIME Director.

An advisory committee of agency leaders, Ted Dallas, Secretary of Human Services; Leslie
Richards, Secretary of Transportation; Dr. Karen Murphy, Secretary of Health; Patrick
McDonnell, Acting Secretary of Environmental Protection; Kathy Manderino, Secretary
of Labor and Industry; Dennis Davin, Secretary of Community and Economic Development;
John Wetzel, Secretary of Corrections; Elena Cross and Mike Brunelle, Special Assistants to
the Governor; and Mark Nicastre, Director of Communications, Governors Office.

Each agency selected two transformation leaders to engage employees and find cost-saving
projects. Through the efforts of the steering committee, transformation leaders and state
employees, GO-TIME not only met its cost-savings goal, but exceeded it by saving $156 million
in 2015-16.

The GO-TIME project has allowed

our agency to focus on deploying
process enhancements that reduce
costs and greatly improve the
customer experience,
Justin Cowan, (far left),
Transformation Leader and Director of the
Bureau for Finance and Operations,
Department of State

(Above) Transformation Leaders are briefed

about the GO-TIME initiative in the inaugural
meeting held July 29, 2015.

GO-TIME Project Summary

Pennsylvania state agencies are implementing or planning to implement more than 200 projects
overall. This report highlights some of the 154 projects implemented in 2015-16.
Project ideas come directly from state agencies or state employees. GO-TIME tracks projects
using an enterprise-wide project management system. Agencies submit detailed financial
information on project cost, savings and other benefits and are accountable for project results.
Information is updated quarterly.
GO-TIME cost savings for the first year totaled over $156 million. Agencies tracked four types of
savings for each project:

Direct savings: Reductions in actual spending;

Productivity: The dollar value of reductions in staff time resulting from the project;
Cost Avoidance: Reductions in planned spending; and
Revenue/Recoveries: New revenue resulting from project activities.

Project Status

Project Savings by Type

8%
16%

70

44%

84

31%

Direct Savings

Productivity

Cost Avoidance

Revenue

In Progress

Competle
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Procurement Savings
The commonwealth purchases more than $3 billion in goods and services each year. The
Department of General Services, Bureau of Procurement has implemented cutting edge
strategies, including reinstituting reverse auctions and aggressively renegotiating contracts to
create savings in transportation, IT, energy, services, equipment and facilities acquisition.
Significant savings occurred in health care services for the Department of Corrections, road salt
for the Department of Transportation and electricity for all state agencies. More than $18 million
of the savings came from utilizing online auctions for police vehicles, elevator services, bulk fuels
and dump trucks.
The savings benefited state and local governments who participate in the CO-STARS program
(the commonwealths cooperative purchasing program).

DGS-GOTIME Auction Results

Total reverse auction savings
$18 mil

Police vehicles
DHS/L&I Food
PennDOT grates
Elevator Svc.
Bulk fuels
Body Armor
PLCB bags
Dump trucks
PDE Keytone/PSSA
DOC Healthcare
Road Salt '15-'16
$0

$5
Millions

$10

$15

This work resulted in $68.9 million in actual savings for the fiscal year, and the annualized value
of contract savings is $99.6 million. (See chart below)

Improving Productivity
Mobile Technology for Better and Faster
Construction Inspections
Department of Transportation (PennDOT)
Increasing employee productivity in the field, PennDOT
has equipped construction inspectors with tablets and
mobile applications that allow them to submit reports
and access information right away instead of having to
travel back to job sites to manually enter data and
retrieve documents. This project produced over
$11 million in productivity savings last year and is
projected to save $81 million over the next five years.
Race Horses and Jockeys Drug Testing
Department of Agriculture (PDA)
Winning horses and jockeys at Pennsylvania race
tracks must undergo drug testing to claim a purse.
Starting in 2016, drug tests are processed at labs near
the tracks rather than being shipped to a central
testing site, so results will be completed more quickly.
The project will save $28,700 annually and allow
purses to be released sooner.

Snow Plow Tracking to Improve Public Safety

Department of Transportation (PennDOT)
Over 700 snow plow trucks were equipped with an
automated vehicle location system (AVL) for the
2015-16 winter season. The information collected from
the AVL application is linked to PennDOTs 511 PA
website to enable citizens to track the snowplows
locations. This system ensures more complete
coverage while using less salt. PennDOT plans to
expand the number of dump trucks and rentals with AVL systems to 2,546 in 2016-17. This
project has an anticipated savings of $1.4 million in 4 - 6 years.
Interstates and expressways are our top priority during winter weather, and this
system helps us to identify and respond to real-time conditions better,
Leslie Richards,
Secretary of Transportation

Improving Efficiency
Consolidating Mailrooms
Department of General Services (DGS)
After completing a thorough assessment of the
commonwealths numerous mailrooms, DGS
determined it could reduce the cost of mail services
and increase work efficiency consolidation. More than
$1 million was saved in 2015-16 by eliminating
postage meters and presorting mail.

Reducing Prescription Drug Costs

Department of Corrections (DOC)
The Department of Corrections has negotiated a 35 percent price reduction for Hepatitis C
treatments for offenders. A partnership with Temple University provides access to reduced price
treatment for infectious diseases for inmates and provides continuity of care for those being
released into the community. These two projects saved more than $6.1 million this year.
Savings are reinvested to provide treatment to additional offenders and reduce future
treatment costs.

Transforming Historic Preservation Services from Paper to Digital

Historical and Museum Commission (PHMC)
The State Historical Preservation Office will develop a comprehensive online data management
system that consolidates project review, tax credit tracking and geographic information to
provide access to archaeological data necessary to review local development projects and for
applications for placement on the National Register of Historic Places. The project will provide
greater transparency and stronger protection of sensitive archaeological data while reducing
application processing time. The project is funded through a mitigation payment negotiated as
part of the Shell Horseheads Processing plant agreement.

Error Rate Cut in Half with Supplemental Food

Program (SNAP)
Department of Human Services (DHS)
Nearly 1.9 million Pennsylvanians receive assistance
through the Supplemental Nutrition Assistance
Program (SNAP), a federal program that provides food
for low-income people. The department has driven
down the error rate by 58% since January thats
45% below the national average and the most accurate
weve been in the 29 years that we have kept records, said DHS Secretary Ted Dallas. I want
to say thanks to all of the DHS employees whose hard work has helped avoid approximately $44
million in erroneous payments.
DHS implemented a bi-weekly knowledge check for all staff who work on SNAP to ensure they
understand the issues that account for the highest number of errors. Supervisors targeted areas
of the state with higher error rates and provided in-depth coaching and training to staff to
improve the accuracy of eligibility determinations.

Parole Decisions Streamlined for Efficiency Across-the-Board

Board of Probation and Parole (PBPP)
The board used a paper-based system to review cases for inmates eligible for parole. Moving to
an electronic system has allowed for more timely and thorough case reviews, and increases the
boards ontime release rate. The initiative saves the board $134,000 in cost avoidance, direct
dollars and productivity.

As part of Governor Wolfs goal of creating a government that works in

Pennsylvania, the board is working to create a total mobile work environment
for employees to improve efficiency, increase productivity and enhance public
safety - and I believe we have achieved this goal with the mobility project...
All parole cases will be electronic for decision-making purposes. This will
allow our parole officers to remain in the field while accessing electronic
documents about their parolees,
Michael C. Potteiger,
PA State Parole Board Member

Citizen Engagement
Reserving a Campground Made Easy for Visitors
Department of Conservation and Natural
Resources (DCNR)
DCNR implemented new digital technology to make
campground reservations more accessible for visitors
and make agency efforts more efficient. The online
reservations can be made 24 hours a day, 7 days a
week. More than 82 percent of advanced reservations
are now made online, reducing DCNRs incurred
contractor costs for 2015 by $100,000. Since the
online system, park reservations have increased by
five percent.
Creation of a Financial Information Exchange
Department of Banking and Securities (DOBS)
The department is collaborating with other state agencies that offer consumer financial services
to create a financial information exchange to coordinate messaging to consumers and businesses
while sharing best practices.

Smart Hearings for the Engaged PA Citizen

Public Utility Commission (PUC)
Pennsylvanians can more easily follow proposed
utility rate increase requests through Smart Hearings
offered by PUC online. During Smart Hearings,
concerned individuals are able to offer their comments
by telephone, from the convenience of their homes
or other locations, to be included in the live Internet
stream. The PUC employed Smart Hearings for the UGI
natural gas rate increase request in spring 2016 which
substantially increased participation. Smart Hearings
were also conducted in August 2016 for the 717 Area
Code Relief Plan.

Mind Matters Series for Older Pennsylvanians Public Broadcast

Department of Aging (PDA)
The department and public broadcasting station WITF partnered to deliver Mind Matters, a
monthly educational program that enriches the lives of seniors. The program features academic
and professional lecturers on subjects ranging from history to current events, health and
wellness, and self-help topics, which are broadcast through the internet to senior centers across
the state. Studies show that older adults who participate in senior center programs can learn to
manage and often delay the onset of chronic disease. By providing enrichment in a social,
community setting, improvements in overall mental, physical, social, spiritual, emotional and
economic well-being can be measured. The department realized a direct cost savings of $39,115.
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Improving Customer Service

Modernizing Driver and Vehicle Service Operations
Department of Transportation (PennDOT)
DOT administers more than 11 million vehicle registrations and 8.8 million drivers licenses. This
multi-project intiative to implement paperless, streamlined and real-time electronic processes
relating to driver licensing and motor vehicles will modernize the way the agency conducts business with its customers, business partners and other stakeholders. By streamling these processes, over $1 million will be saved and customer service will improve. PennDOT opened its state
of the art driver license center in Norristown in August 2016, showcasing improvements that will
make the motor vehicle experience easier and improve productivity.

Voter Registration Made Easy

Department of State (DOS)
Registering to vote is easier as a result of the
departments online voter registration site. Since
August, 2015, more than 250,000 Pennsylvanians have
used the online portal, which is available in English and
Spanish. OVR has proven to be a faster, more
convenient and easier option than traditional paper
registration. Whether registering for the first time or
updating their voter records, Pennsylvanians are
embracing OVR, Pedro Corts, Secretary of the
Department of State said.

Employment Discrimination Complaint Process Made More Simple for PA Citizens

Human Relations Commission (PHRC)
Individuals who wish to file an employment discrimination case can now do so more quickly and
easily with an online questionnaire developed by the PHRC. An individual username and
password protects confidential information and allows individuals to track their cases. The
electronic complaints are immediately directed to the appropriate office for faster attention. The
PHRC plans to make complaint forms for housing, public accommodation and education available
online in 2017. PHRC estimates that the online complaint form will save approximately $109,458
over a five year period.

This is the first step toward doing business online, and we hope to add
other types of discrimination questionnaires in the future. Many individuals
seeking PHRC services find it convenient to file their questionnaire online,
and it is automatically entered into our computer tracking system,
JoAnn Edwards,
Executive Director of the Pennsylvania Human Relations Commission

Supporting Government That Works

Earlier Access to Treatment to Reduce Recidivism
Department of Drug and Alcohol Programs (DDAP)
Inmates exiting county jails are able to move swiftly into substance abuse treatment programs
thanks to a partnership between the Department of Human Services, the Department of Drug
and Alcohol Programs and county agencies, which enabled nearly $3.5 million to be spent on
other individuals in need of drug and alcohol treatment-related services in fiscal year 2015-16.
County courts request clinical assessments for certain offenders who may be offered drug and
alcohol treatment as part of their sentence.

State Agency Partnership Provides Faster

Construction and Cost Savings
Department of Transportation (PennDOT) and
Department of General Services (DGS)
The Department of General Services has been able to
reduce a backlog of construction projects by returning
responsibility for smaller projects to PennDOT, which
will design and construct 170 projects critical to its
highway operations. PennDOT has awarded 15 projects
with 57 projects currently in various stages of design.
Benefits include cost savings, expedited design and
construction and direct oversight of DOTs facility-related projects. The 15 projects that have
been awarded since June 2015 have resulted in nearly $400,000 in cost savings.

Environmental Agencies Share Lab Space

Department of Environmental Protection (DEP) and
Department of Conservation and Natural Resources (DCNR)
DEP and DCNR will share laboratory space to improve efficiency and collaboration. The five year
agreement will maximize the use of current leased space and provide DEP $25,000 annually to
help offset current rental costs and eliminate the need for DCNR to lease additional laboratory
space.

Employees Make a Difference

While many GO-TIME projects were team efforts, individuals also had great ideas to improve
services and reduce costs. On August 2, 2016, employees from across the state came to
Harrisburg to be recognized for their contributions to Government that Works. These are just a
few of the many employees who were recognized.

Dept. of General Services

Improving Procurement Strategies

Dept. of General Services

Streamlining Mailrooms and Mail Services

Dept. of Transportation
Improving Winter Operations through
Automated Snowplow Tracking

Dept. of Transportation
Developing a Mobile Application for
Construction Inspectors

Board of Probation and Parole

Transforming Parole Decision Making

Dept. of Health
Creating More Efficient Access to Records for Staff

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Office of Administration
Identifying Fiber Connection Cost Savings

Dept. of Human Services LDI Class of 2015

Promoting Childrens Literacy

Dept. of Conservation and Natural Resources

Updating the State Park Reservation System

Human Relations Commission &

Office of Administration
Offering an Online Discrimination Questionnaire

Public Utility Commission

Connecting Consumers through Smart Hearings

Dept. of Labor and Industry

Implementing a Shared Office Space Arrangement

Not pictured:
Dept. of Environmental Protection, Creating an eBidding System
Office of the Budget, Reducing Hard Copy Payroll Statements

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Whats Next for GO-TIME?

To date, GO-TIME has identified over 200 projects with cost savings, improved customer service,
increased efficiency and other benefits. While GO-TIME exceeded its initial goal, Governor Wolf
has set a new goal - saving $500 million by 2020.
GO-TIME will work with agencies to achieve this goal by providing new tools that help to improve
service and customer satisfaction. A Continuous Process Improvement (CPI) program has been
launched to provide lean government training to state agencies and begin to create a culture
of continuous improvement. The goal is to establish effective lean-inspired programs within 15
agencies by June 30, 2019.
Agencies will continue to build innovation teams within their organizations to develop new
projects and track their benefits.
Knowing that employees are the key to transformation, GO-TIME and the Office of
Administrations Office for Information Technology are partnering to provide an online tool that
will give every employee a chance to turn a great idea into action.
As Governor Wolf outlined in his executive order for GO-TIME, finding more ways to modernize
government operations in order to reduce costs and improve services continues to be the goal.
In short, GO-TIME is about making government that works better for all Pennsylvanians.
Left: GO-TIME staff with the Governor
(L to R) Matt Christy, Dan Hansen, Governor
Tom Wolf, Sharon Ward, Laurie Baker
and Eric Allen (back)

613 North Drive | 311 Finance Building

Harrisburg, PA 17120

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