Support Services

GuideBook

Table of ContentsAbout Support Services 3

Quick Reference: How Do I… 7

Architecture, Engineering and Planning 9

Asset Management 10

Badges and Parking Permits 15

Commodity Distribution and School Nutrition 17

Contracts and Purchasing 19

Copy Center 22

Design Services 25

Facilities Management 28

Fleet Management 31

Imaging Center 33

Mail Center 35

Print Shop 39

Property Management 43

Records Management 55

Supply Warehouse 61

Surplus Property and Disposal 65

Travel Services 67

Support Services Contact Directory 71

Acronyms 75

Forms Index 77

Sample Forms 78

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About Support ServicesSupport Services provides essential services to keep our agency’s statewide offices running smoothlyso our employees can maintain focus on what they do best. The division is organized into six units:

1) Architecture and EngineeringThis unit provides architectural and engineering services utilizing computer-aided designsoftware for the remodel of existing facilities, design and engineering of new facilities,and space planning. The unit also provides services regarding Americans with DisabilitiesAct compliance, building inspection, indoor air quality testing and monitoring, compliancewith all building codes and standards, as well as interior design and landscape planning.

2) Commodity Distribution and School NutritionThis unit warehouses and distributes U.S. Department of Agriculture-donatedcommodities to recipient agencies for compliance with federal requirements andregulations, and it provides technical assistance and training in the proper usage andstorage of commodity foods. It coordinates with food processors to provide food forrecipient agencies and contracts with Oklahoma City and Tulsa community food banksto provide food for distribution statewide to individuals determined eligible by theirprogram guidelines.

3) Contracts and PurchasingThis unit is responsible for the procurement of all equipment, supplies and servicessupporting the agency, as well as contracts providing services to DHS clients. Servicesinclude contracting advice, facilitating projects and emergencies, coordination with thestate’s Office of Management and Enterprise Services (formerly Department of CentralServices), and monitoring for compliance with all state and federal requirements.

4) Departmental ServicesThis unit provides logistical support for all DHS offices and facilities. Services includeordering, warehousing and distributing supplies and office equipment; disposal of surplusproperty; management of administrative and client records; open records management; airtravel; processing of agency mail; asset management; graphic design and photography; copyand printing services; document imaging services; and fleet management.

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5) Facilities ManagementThis unit provides remodeling services, office renovations, custom building and on-siteimprovements, custom work-station design and manufacture, fire damage restoration,facility maintenance, complete roof replacement or repair, security systems, fire alarm andsprinkler systems, telephone system installation and repair, and other general repairs. Thisunit also provides repair and services to all DHS vehicles.

6) Property ManagementThis unit is responsible for the coordination of all new construction and remodelingprojects as well as planning of office and other functional space, including reviewing floorplans for compliance with state leasing standards, advertising for space, reviewing andevaluating potential sites for functional space, negotiating and preparing leases, andcoordinating moves into new spaces.

Support Services not only offers core services to DHS, but it also is a key component of the policy-directed procedures staff is required to follow. Whether you’re sending mail, storing records,printing pamphlets, repairing a leaky roof, disposing of broken office furniture or doing a varietyof other day-to-day activities, Support Services is involved in the process. This guidebook explainswhat these services are and how to access them.

See the forms section inthe back of this book forforms used to requestsupport services.

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Support Services Organizational Chart

DIRECTOROF HUMAN SERVICES

Ed Lake

FINANCE AND ADMINISTRATION Director

David Ligon

SUPPORT SERVICES Director

Adele Jack

Administrative Programs Officer 2

Esther Goldsmith

DEPARTMENTAL SERVICES Programs Administrator

Larry Reese

74 Employees

COMMODITY DISTRIBUTION

Programs AdministratorNancy Ebahotubbi

22 Employees

CONTRACTS & PURCHASING Programs Coordinator

Greg Duke

4 Employees

PROPERTY MANAGEMENT Programs Administrator

Deborah Holt

6 Employees

ARCHITECTURE, ENGINEERING & PLANNING

Chief ArchitectScott Gould

8 Employees

FACILITIES MANAGEMENT Construction

SuperintendentMike Wolfe

85 Employees

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Quick Reference: How Do I…How do I get an ID badge for a new employee? (Badges and Parking Permits)

Page 15

How do I obtain an ID badge if I’m in the field or in a non-state office? (Badges and Parking Permits)

Page 15

How do I know whether to use the Copy Center or the Print Shop? (Copy Center, Print Shop)

Page 22, 39

How do I create a brochure, flyer, poster or other print publication?(Design Services)

Page 26

How do I find which publications are available online? (Design Services)

Page 27

How do I get my office’s roof repaired? (Facilities Management)

Page 28

How do I get my office’s plumbing fixed? (Facilities Management)

Page 28

How do I get my office space rearranged? (Facilities Management)

Page 28

How do I get copies of mandatory posters for my office? (Facilities Management)

Page 29

How do I reserve a car? (Fleet Management)

Page 31

How do I get maintenance service for my office’s state vehicle.(Fleet Management)

Page 31

How do I order a reprint of an existing publication? (Print Shop)

Page 40

How do I order office supplies?(Supply Warehouse)

Page 61

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How do I order office furniture? (Supply Warehouse)

Page 61

How do I get rid of furniture or office equipment we no longer use? (Surplus Property and Disposal)

Page 65

How do I book a flight? (Travel Services)

Page 67

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Architecture, Engineering and PlanningArchitecture, Engineering and Planning provides architectural and engineering services utilizingcomputer-aided design software for the remodel of existing facilities, design and engineering of newfacilities, and space planning.

Degreed and licensed professionals also provide services regarding Americans with Disabilities Actcompliance, building inspection, indoor air-quality testing and monitoring, compliance with allbuilding codes and standards, as well as interior design and landscape planning.

The unit contracts with outside consultants when additional technical expertise is required.

To obtain floor plans, see the Facilities Information Management System site of the InfoNet.The path is Home > Job Functions > Support Services > Architecture Engineering & Planning >Facilities Information Management System (FIMS) > OKDHS Facilities. Floor plans are availablefor most DHS facilities in PDF format, suitable for 8.5 x 11-inch printing. These floor plans can beused for drawing and posting fire evacuation routes at various locations in your building.

Contact Deborah.Holt@okdhs.org at the Property Management Unit for the following:• To request space-planning services. If your request has funding and approval, PMU

will initiate the project for Architecture and Engineering to begin work.• If staff are complaining of odors in the building or headaches. PMUwill work with

Architecture and Engineering to set up air-quality testing at your site.• If you have overcrowded workplace conditions, or if you need more space or a new

facility. If needs are justified and funding is approved, then PMU will work withArchitecture and Engineering to develop a course of action for either remodelingexisting space or designing a new facility.

Your office is not charged for these services. Fees either come out of the unit’s operating account orfunding set up by the agency.

Architecture, Engineering and Planning UnitOU Medical CenterNicholson Tower940 N.E. 13th St., Suite 5820Oklahoma City, OK 73104P.O. Box 268833Oklahoma City, OK 73126-8833

405-272-4179Fax: 405-235-0262Scott.Gould@okdhs.org

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Asset ManagementServices provided:

• An online asset management tracking system, Fixed Assets Management System (FAMS),which serves as the official DHS asset inventory

• Coordination of bar code assignments for agency acquisitions• Reconciliation of acquisition costs to paid claims• On-site coordination of annual asset audits• Assistance to locations regarding reconciliation of discrepancies• Statewide training program regarding legal and policy issues relevant to asset tracking• Audit results and recommendations provided to administration• Agency-wide location code system• Gateway to the Office of Management and Enterprise Services, Division of Capital Assets

Management for all asset-tracking issues• Asset disposal coordination• Numerous fiscal reports provided to the Office of Inspector General, DCAM and OMES

Asset accountabilityA bar code must be assigned for purchases exceeding $500, such as IT and telecommunicationequipment (i.e. computers, printers, fax machines, two-way radios), and for purchases exceeding$2,500 (all other “tangible” assets). Items under the stated value can be transferred from onelocation to another without notifying the Departmental Services Unit so long as the transfer is notoutside the agency. However, each location is responsible and accountable for all items purchasedwith state funds, regardless of cost.

To get a bar code assigned for new equipment, complete a form 23AM002E (Asset InventoryTransaction Request) and attach purchase documentation (contract, invoice, etc.), then mail toAsset Management (address at end of this section). Please reference “Bar code assignment/adding toasset records” on page 11 for additional information.

Inventory audits for agency assets occur on an annual basis.

You must sign a form 23AM001E (Asset Accountability) for mobile assets, such as a state-issuedlaptop, for the sake of accountability. This form provides a way to track such items to a user. TheOffice of Inspector General recommends use of this form for all assigned assets. Items sent forrepair or loaned out should also be documented on form 23AM001E. This allows the location tohave a signed receipt of the person who currently possesses the item.

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Lost, damaged and stolen assetsA location suspecting theft shall immediately report it to the local law enforcement agency.The location will forward a copy of the police report and any other pertinent details to AssetManagement, which will then relay that information to the Office of Inspector General and theinformation security officer (when applicable). Please reference “Stolen assets – what to do” on page13 for additional information.

A receipt must always be obtained for assets being removed from an agency location. If a receipt isnot obtained, it becomes the responsibility of the owning location to provide a detailed memo ofthe circumstances to Asset Management, and accept accountability for the item being retired fromrecords as “lost.” Notification for lost items is provided to that location’s division administrator andto the Office of Inspector General.

Negligence can result in reimbursement to the department. If a state employee destroys stateproperty, a check may be made out to the Oklahoma Department of Human Services.

State property cannot be thrown away without authorization or given away as gifts. You cannotgive your boss his favorite chair as a retirement present. Such assets may be purchased at a DCAMauction, if and when they go to an agency auction. Items must be approved to be thrown away— even non-inventory equipment — and this will normally only occur when items are deemed ahealth and safety hazard and pre-approved by DCAM. Even old things that appear broken sell atDCAM auctions.

Surplus itemsTo order surplus items, request surplus items be picked up, request movement of furniture, assets,etc., or dispose of agency assets, contact Kelly.Kappelman@okdhs.org at Surplus Property andDisposal, 405-521-3601.

For more information on surplus property, go to the Surplus Property and Disposal section in thisguide.

Bar code assignment/adding to asset recordsUpon receipt of a new asset, a location should immediately write or place the eight-digit PurchaseAuthorization (PA) number on the item. This can be done with a marker or label in such a wayas to not deface the item, but still make the number available (i.e. maybe on the back or side of acomputer). It is important that the PA number be on items over $500, and it is recommended it bewritten on items under $500, especially those that might be perceived as close to the $500 value. The

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PA number will allow asset coordinators to trace the asset back to a definitive cost. It will also assistlocations in ensuring that bar codes are placed on the appropriate item(s).

The normal steps that occur to get an item bar coded and on records are as follows:• DSU receives and/or obtains a copy of the purchase document (contract), reflecting the

Purchase Authorization (PA) number and assigns bar code.• DSU receives and/or obtains a form 23AM002E (Asset Inventory Transaction Request)

from a location and assigns bar code.• Receiving report and bar code are generated in DSU Asset Management and then mailed to

the location.• Location may already have received the item, written the PA number on it, and notified

DSU that the item needs a bar code, or they may have not yet received the item.• Location receives bar code, tags item (making sure the PA number and description match

the receiving report), verifies serial numbers (when applicable), signs receiving report andmails back to DSU in a timely manner.

• Upon receipt of signed receiving report, DSU will release (add) said asset to the location’sinventory.

If items are still in boxes, locations should remove boxed items, verify serial numbers and affixbar codes accordingly. This should occur promptly upon receipt of bar codes; the location shouldnot wait until items are unboxed for installation. It is to everyone’s benefit that items be taggedproperly prior to installation. If this is not feasible, please contact DSU immediately so that otherarrangements can be made.

Note that receipt of the bar code from DSU may occur before or after asset has been received. Alocation may contact DSU anytime concerning a new or existing asset that does not have a bar codeaffixed.

Assets are not normally added to a location’s records until a signed receiving report is returnedto Asset Management. On certain occasions, or when receiving reports are delinquent in beingreturned, items may be added to the location per the paid claim. A paid claim verifies that the assethas been delivered.

Placing PA numbers on equipmentWhen equipment is received in your office, immediately place the PA number on the item. This isto be done regardless of cost. This will allow items to be traced back to their original purchase priceand will ensure the bar code can be placed on the correct item.

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Placing bar code numbers on equipmentTags are to be placed in a visible sight on a flat surface. This will allow for easy visible access as wellas reading by a bar code scanner during an audit. It is very critical that bar code tags be affixed tothe correct item. If a bar code tag is removed, it becomes invalid (void) and is no longer readable bythe bar code scanning device. If this should happen, contact Asset Management who will determineif a new bar code number will be assigned or if you can just write the bar code number on the item.SORC, NORCE and GREER should engrave the bar code number, when feasible.

Equipment receiving reportsWhen a location receives an equipment receiving report, they will also receive the bar code tag(s)for asset(s) listed. If serial numbers are listed on the receiving report, it is critical that the bar codetag be affixed to the item that matches the serial number. If serial numbers are not listed on thereceiving report, it is critical that you provide the accurate serial number that matches the itemdescription and bar code tag that you permanently affixed to the item. If the item does not havea serial number at all, it is still very critical that the bar code tag is placed on the correct item inaccordance with the receiving report.

Built-in equipmentBar codes are not assigned to assets that are built-in. To be considered “built-in,” equipment mustmeet at least one of the following criteria:

• Hard-wireddirectlyintotheelectricalsystem(notpluggedintoanoutlet)• Connecteddirectlytothebuilding’splumbingsystem• Beapermanentlyconstructedpartofabuilding

Stolen assets - what to doConcerning “stolen” assets, the location should proceed as follows:

• Notifythelocalpolicedepartmentandrequesttheydocumentthefollowingontheirreport:o Bar code numbero Serial numbero Descriptions

• Obtainacopyofthecompletedpolicereport• Completeaform23AM002E(AssetInventoryTransactionRequest)• Selectthe“Delete”option• Selectthe“Stolen”option

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• Fill in the required fields as follows:o Location codeo Asset bar codeo Serial numbero Detailed descriptiono Y or N – reflecting that a form 23AM001E (Asset Accountability) is attachedo Y or N – reflecting that a police report is attached

• Print, sign and date the Asset Inventory Transaction Request• Submit the following to Asset Management:

o Original signed form 23AM002Eo Copy of the last signed documents (23AM001E, 23AM002E, etc.)o Copy of the police report

• Asset Management or Office of Inspector General (OIG) may request the followingadditional information regarding “stolen” assets:

o Who last had the item and approximately when it was last seeno Who searched for the item and time spent searchingo Facts known (or speculation) regarding the item’s disappearanceo What steps will be taken to enhance security measures

Such items will be dropped/retired (vouchered) from the system as “stolen.” If a police report is notobtained, such will be removed as “lost.” The OIG is advised of stolen and lost assets. Additionally,any questions relevant to insurance or liability related to agency assets should be directed to theDHS Risk Management Unit.

For more information regarding Asset Management, follow the InfoNet path: Home > JobFunctions > Support Services > Departmental Services > Asset Management > Information.

Asset ManagementSequoyah Memorial Office Building2400N.LincolnBlvd.Oklahoma City, OK 73105

405-521-4286Fax 405-522-0629Deborah.Scowden@okdhs.org

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Badges and Parking PermitsBadge Coordination is responsible for coordinating security access to the Sequoyah MemorialOffice Building, issuing photo ID badges to DHS personnel and issuing Sequoyah Building parkingpermits.

ID badges are to be visible to security personnel at all times. Employees are to display their IDbadges while:

• In the Sequoyah Building• Acting as a DHS representative in the field• On-site at any DHS location (statewide)

Security badges to the Sequoyah Building are for walk-in requests only. Security badges are notmailed to the field because of security risk. To request a basic ID badge used in most county offices,your division administrator must email IDBadges@okdhs.org. Although a few county offices maketheir own badges, most requests go through the Sequoyah Building.

To obtain a regular (non–security access) ID badge as a walk-in, your supervisor completesemployee ID badge request form 23AM010E (Employee ID Badge Request), which you will thenhand-deliver to the Departmental Services Unit Badge Coordinator located in the SequoyahBuilding basement in Oklahoma City. Badge services are available 8-11:30 a.m. and 1:30-4 p.m.Monday-Friday.

To obtain a badge via email, have someone take a photo of you, from the shoulders up, with a digitalcamera. Make sure your background is a solid color. Save the image as a .jpg file with your last andfirst name (Doe.John.jpg) and email it with the completed form 23AM010E to IDBadges@okdhs.org. The badge will be printed and mailed directly to the person making the request.

Supervisors are responsible for recovering ID badges when an employee leaves DHS employment. AllSequoyah Building security access badges are to be returned to the Departmental Services Unit badgecoordinator for cancellation. All non-security access badges may be destroyed by the local office.

Parking permits (stickers) for the Sequoyah Building parking lot are intended for employees whoare physically housed in that building. Applications can be obtained from the badge coordinatorin the DSU. After issuance, the sticker may be used to park in the designated areas of the SequoyahBuilding or the DHS overflow parking at the Oklahoma History Center.

NOTE: Permits are not issued to employees with outstanding tickets, but an employee will be givena chance to take care of outstanding tickets and resubmit a request for a permanent parking permit.

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The Sequoyah Building’s visitor parking is on the north side of the building.• Parking is limited to two hours.• Parking tickets will be issued to violators by security guards.• For extended parking, meetings, etc., a computer-printed page announcing employee name,

meeting time and place of meeting should be placed on the dash of the vehicle, visible forsecurity guard to read.

For more information about ID badges, see the InfoNet (Path: Home > Job Functions > SupportServices > Departmental Services > Badge Coordination > Information).

Badges and Parking PermitsSequoyah Memorial Office Building, Room C62400 N. Lincoln Blvd.Oklahoma City, OK

405-521-4318Fax 405-522-0629IDBadges@okdhs.org

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Commodity Distribution and School NutritionThe DHS Commodity Distribution and School Nutrition Unit is Oklahoma’s state agency for theU.S. Department of Agriculture Food and Nutrition Services. Commodity Distribution strengthensthe nutrition safety net through USDA foods distribution by removing surplus food and providingstability of market prices for products and strengthens the nutrition safety net through USDA Foodsdistribution to public and private schools, and it provides other nutrition assistance by distributingUSDA foods to low-income families, emergency feeding programs and the elderly.

School nutrition programs provide nutritionally balanced meals and milk to children in nonprofitprivate schools and nonprofit residential child-care institutions by participation in the followingprograms:

• National School Lunch Program• National School Breakfast Program• Special Milk Program• After School Snack Program

Use of commodities in a disaster/emergency situationIn Oklahoma, the DHS Commodity Distribution Unit programs administrator, with USDAapproval, releases foods to designated authorities for use in congregate feeding only. DisastersOklahoma typically faces are tornadoes, floods and ice storms.

The CDU can request and has obtained baby food, formula and shelf-stable milk from the USDAfor congregate sites. A major mission for the designated sites is to prepare and, if necessary, finda source to deliver food to older people and people with disabilities who cannot come to thecongregate sites.

In a disaster situation in your county, please call Nancy Ebahotubbi, CDU programs administrator,at 405-521-3583 during business hours and 405-630-0194 after hours.

Food BanksDHS contracts with the Regional Food Bank of Oklahoma and the Community Food Bank ofEastern Oklahoma in Tulsa to distribute The Emergency Food Assistance Program (TEFAP) foodsfor the low-income and unemployed population. DHS also contracts with the Regional Food Bankof Oklahoma in Oklahoma City to distribute Commodity Supplemental Food Program (CSFP)foods to elderly participants. For more information about TEFAP, including assistance in locating afood pantry, contact Nancy.Ebahotubbi@okdhs.org, 405-521-3583, or Gina.Kazerooni@okdhs.org,405-521-6472.

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Commodity Distribution is able to request diapers and formula only in disaster situations for use incongregate feeding settings.

For more information about Commodity Distribution, see the InfoNet (Path: Home > Job Functions> Support Services > Information).

Commodity Distribution and School NutritionSequoyah Memorial Office Building2400 N. Lincoln Blvd.P.O. Box 25352Oklahoma City, OK 73125

405-521-3583 (business hours)405-630-0194 (after hours)Fax: 405-521-6949Nancy.Ebahotubbi@okdhs.org

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Contracts and PurchasingContracts and Purchasing strives to provide courteous, timely and accurate customer service in theacquisition of all goods and services for the agency’s staff and clients using the highest legal, ethicaland professional standards.

Contracts and Purchasing coordinates all purchases of DHS and client goods and services, andprovides periodic training to DHS staff. Unit staff serves as a liaison with the office of the statepurchasing director and serve on major contract project teams coordinating the bid process frominception to final contract.

Signature authorityDo not sign agreements of any kind unless you have been given prior, specific, written authority bythe DHS director to obligate the agency. Contact Contracts and Purchasing to obtain this authority;the unit maintains a file of all such approved signatures.

FundingAll procurements must be funded prior to obligation of funds. Additionally, contracts must besigned and approved by the time services are required. Either of these conditions may result in an“unauthorized commitment.” If an agreement is deemed unauthorized, a settlement agreement isprocessed through the Financial Services.

AcquisitionsCompetitive acquisitions are made in accordance with the state’s rules, based on Oklahoma Title74. The central purchasing division of the state’s Office of Management and Enterprise Servicespublishes the state’s procurement rules, available at https://www.ok.gov/dcs/searchdocs/app/manage_documents.php?id=946.

For detailed information, contact your division liaison:• Adult and Family Services – Jill Stockford• Aging Services – Stacy Gholson• Child Care Services – Joni Riley• Child Support Services – Bettite Davenport• ChildWelfare Services – Linda Beltran• Developmental Disabilities Services – Ron Porter• Facilities Management Unit – Cathy Downey• Financial Services – Jesse Bratton (ratification of unauthorized commitment)• County offices should contact their regional secretary. Jill Stockford is liaison with

Contracts and Purchasing.

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Authority PurchasesContracts and Purchasing does not make authority purchases; use a form 23CO106E (Authority toPurchase). Authority purchases may not be made for mandatory statewide contract items, state useschedule items, ongoing services/repetitive payments or professional services, in accordance withOMES rules. They may not exceed $5,000. See split purchasing rules before making an authoritypurchase. For more information, contact Contracts and Purchasing.

Exempt Professional ServicesLicensed professionals listed in Title 18 of Oklahoma Statutes are considered exempt professionalservices, therefore bidding is not required. To identify exempt professional services, read Title 18 athttp://www.oklegislature.gov/osstatuestitle.html or contact Contracts and Purchasing.

Inter-governmental contractsThese contracts are awarded internally to inter-governmental entities (counties, state agencies,universities, public trusts) without a competitive bid.

Sole SourceFor sole source contracts, the provider must be the only person or business entity qualified toprovide the acquisition. If you are purchasing a product, it must be a unique brand or product. Forthis purchase, complete Form 002, available on the OMES Central Purchasing Division website,https://www.ok.gov/dcs/searchdocs/app/manage_documents.php?id=275 and detail efforts madeto verify the service or product qualifies for sole source. Contracts and Purchasing will submit theform to the agency director.

State UseState Use is a procurement program established to promote meaningful and gainful employmentopportunities for persons with severe disabilities (74 O.S., § 3001 et seq). The statute requires theOMES Central Purchasing Division to solicit, develop and negotiate contracts with qualifiedagencies and individuals for the program. State Use contracts are mandatory. Items/servicesavailable on a State Use contract must be purchased from a State Use vendor, but goods and servicesmust be at market value.

StatewideItems available on a Mandatory Statewide Contract must be purchased from that contract. To viewstatewide contracts, see http://www.dcs.state.ok.us./SW_Contracts.

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Oklahoma Correctional Industries (OCI)It is no longer mandatory to use OCI, but it must be one of the vendors solicited. Send a requisitionto Contracts and Purchasing, and the unit will send a 3-C (purchase order) to OCI to place theorder. Do not fax or email the form 23CO106E (Authority to Purchase) or requisition to OCI. Use aDHS purchase authority number for every order. For more information, see www.ocisales.com.

Splitting purchases“Splitting purchases” means dividing a known quantity or failing to consolidate a known quantityof an acquisition for the purpose of evading a competitive bidding requirement. This is not allowedand is punishable by law. Conviction for making an acquisition by split purchase is a felonypursuant to 74 O.S. Section 85.7.

TimelinessContracts and modifications must be received, processed and approved prior to effective date. Allowat least 30 days for processing, and longer for a request for proposal (RFP).

Cell phonesEmployee agreements for DHS cell phones are to be retained in each office. For assistance, contactDaryl Myers in the Office of Business Quality.

For more information about Contracts and Purchasing, see the InfoNet (Path: Home > JobFunctions > Support Services > Information).

Contracts and PurchasingSequoyah Memorial Office Building2400 N. Lincoln Blvd., 4th floorOklahoma City, OK 73125

405-521-4314Fax: 405-521-6868Gregory.Duke@okdhs.org

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Copy CenterThe DHS Copy Center produces more copies than any other copy center in state government. Itis equipped with two Xerox 288s — very high-end, high-volume copiers — giving the ability toproduce an average of 2 million copies per month. These printers exclusively use organic ink thatproduces noticeably superior black-on-white printing.

Located in the basement of the SequoyahMemorial Office Building in Oklahoma City, the CopyCenter is responsible for printing materials for large mailings, like monthly benefits documents forclients, and ad hoc printing. It primarily handles printing of materials created in the state office. Italso produces material with variable data, such as child support letters.

Copy Center or Print Shop?The Copy Center is available for printing jobs that require a quick turn-around time and areof a more “copying” status. The Print Shop handles jobs that are larger in volume or require acomplicated binding process. Reprint jobs that don’t require change in text or editing can besubmitted directly to Tina.Gray@okdhs.org in the Print Shop. Send “quick copy” jobs to Ralph.McNeill@okdhs.org in the Copy Center. If a publication needs to be revised before printing, orit is a new publication for a public audience, it is required to go through Design Services (contactKatherine.Leidy@okdhs.org at 405-962-1700).

Requesting servicesTo request services, submit an approved form 23PU114E (Reproduction Request) to the CopyCenter via fax 405-521-6684, inter-agency mail or email Ralph.McNeill@okdhs.org.

If a request requires paper of a weight, size or color not carried in stock, the requesting DHS locationis responsible for all costs or for furnishing supplies necessary to complete the job.

The Copy Center adheres to copyright laws. Copyrighted documents are not reproduced withoutwritten permission from the copyright source.

DHS is prohibited from bearing the cost of printing materials for private organizations. If there is acontractual obligation in which printing of documents for a private organization is an integral partof a specific DHS program, the chief officer or division director of that program may approve theproject.

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For more information about the Copy Center, see the InfoNet (Path: Home > Job Functions >Support Services > Departmental Services > Copy Center > Information).

Copy CenterSequoyah Memorial Office Building2400 N. Lincoln Blvd.Oklahoma City, OK 73125

405-521-3626Fax: 405-521-6684Ralph.McNeill@okdhs.org

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Design ServicesDesign Services is your in-house resource for quality professional graphic design, artwork andphotography for publications and other print and digital materials. According to agency policy,Design Services is responsible for any informational materials originated within DHS that areintended for public distribution or required by law. Additionally, materials produced with theimprint, by the authority of, or at the total or partial expense of DHS must go through DesignServices for compliance with Oklahoma state statutes.

Design Services regulations apply to all DHS materials, including annual and special reports,booklets, displays, brochures, newsletters, pamphlets, posters, scripts and videos. Even if youcreate it yourself or use an outside resource, it must be reviewed by Design Services, given apublication number and filed with the appropriate state and DHS offices. This does not include newsreleases, forms, draft reports, working papers, testimony and materials for the legislature, printedcorrespondence, interoffice memos, novelty items, policy and procedure materials, or materialsintended solely for an internal audience.

Several DHS publications are available in Spanish and other languages. Spanish translations arecoordinated with the DHS Office of Communications.

Available services include:• Writing and editing content• Public information campaign development• Conference and event materials• Brochures and fact sheets• Booklets, handbooks and guides• Posters and flyers• Newsletters and magazines• Bookmarks and cards• Reports• Maps• Certificates• Displays• Other print and electronic publications• Artwork for imprinted items• Photography and videography• Revisions to existing publications

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The Design Services unit works closely with the Office of Communications Web Content staffin preparing and posting publications to the DHS online library. All online publications areremediated for accessibility in compliance with section 508 of the federal Rehabilitation Act.

Services are intended for mission-related needs. The unit does not provide services for internalparties (such as birthdays, showers or retirements) or for non-agency business.

The processTo get started, submit a form 23PU083E (Request for Design Services) or a form 23PU084E (Requestfor Photography Services) to Programs Supervisor Katherine Leidy via email, Katherine.Leidy@okdhs.org, or fax, 405-962-1740.

When planning your project, consider the needs and characteristics of your target audience(including reading level), and your goals and intended outcomes. Decide if you want all the copiesdelivered to your office, if some will need to be distributed to other offices by the Mail Center, or ifsome need to be stocked in the Supply Warehouse for offices to order as needed.

Design Services staff will gladly meet with you in person or by phone to assist you in planning yourproject.

Any print materials that are intended for an external — or public — audience must be coordinatedthrough Design Services. DHS staff is required by policy to coordinate with Design Services onprint and electronic publication projects in order to ensure clarity of content, adherence to propergrammar and writing style guidelines, assignment of an official publication number, filing of copieswith appropriate agency and state offices, and compliance with state statutes and agency policy.

You will submit your text either in a Word document or in the body of an email, then the text willbe reviewed by our editor, and then the assigned graphic artist will confer with you on design.Microsoft Publisher files will not be accepted. Design Services graphic artists use professionaldesign and layout software on an Apple Macintosh platform. You may also work with our in-housephotographer to create the right images for your project. You will receive a print or electronic prooffor additional input during the design process and for final approval.

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How long does it take?The amount of time it takes to complete a project depends on the size and complexity of thepublication, review and approval time by the requesting unit, the number of edits and revisionsrequired in the process, and printing time. Estimate two to six weeks for design and content servicesand three weeks for printing. Design Services works closely with the Print Shop, Web Content, MailCenter and Supply Warehouse to make sure your project is completed and distributed as requested.

Required contentOklahoma statutes require the name of the issuing agency, department, board, commissionor institution; authorization for publication; number of copies printed; name of printing firm;assurance of compliance with Section 65-3-114 of Title 65 of the Oklahoma Statutes; and coststatement be included in DHS publications.

FeesYour unit is not charged for design services, unless you request materials or services that are notprovided by DHS (for example, vinyl banners, apparel, coffee mugs, etc.).

Online libraryTo find out which publications are available online, visit the online publications library on the DHSwebsite at http://www.okdhs.org/library/pubs/.

How to order printed publicationsPublications that are stocked in the Supply Warehouse may be ordered with your monthly supplyorder on form 23AM009E (Requisition for Supplies). They will be delivered with your regularlyscheduled supply order. Contact the Supply Warehouse, 405-523-1836, for emergency orders.

To access Design Services information on the InfoNet, follow the path: Home > Job Function >Support Services > Departmental Services > Design Services > Information.

Design Services114 N.E. 31st St.Oklahoma City, OK 73105

405-962-1700Fax: 405-962-1740Katherine.Leidy@okdhs.org

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Facilities ManagementThe Facilities Management Unit consists of a proven group of professional tradesmen who haveperformed new construction, remodeling and repair work throughout the state since 1970. FMUprovides these services at a significant cost savings to DHS offices.

The unit is staffed with fully licensed and certified building tradesmen with many years ofexperience in their crafts. These craftsmen possess the expertise to perform new construction,remodeling and historical restoration, office renovations, custom building and on-siteimprovements, custom work-station design and manufacture, fire-damage restoration, facilitymaintenance, complete roof replacement or repair, fire-alarm and sprinkler-system installation andrepair, and other general repairs for DHS facilities throughout the state.

Facilities maintenanceRoutine building maintenance services are provided for more than 1.15 million square feet of officespace at more than 60 locations statewide.

TelecommunicationsThe unit is responsible for design, installation, maintenance and repair of DHS telecom systems.

Vehicle Service and Repair CenterLocated at N.E. 8th Street and Lottie Avenue in Oklahoma City, the center provides full repair andmaintenance services for agency vehicles and heavy equipment. Regular unleaded and diesel fuelare dispensed from this location. Fuel provided at the vehicle service center is typically cheaper thangasoline from other sources. If you’re taking a state vehicle to Oklahoma City, fill up at the servicecenter instead of a fuel station in the field.

The unit also has crews in the following construction and building trades:

• electrical• plumbing• roofing• welding• masonry• rough carpentry• finish carpentry

• equipment operators• painting• heating and refrigeration• sheet metal• flooring• construction warehouse

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If your building is maintained by FMU, contact Mike.Wolfe@okdhs.org or 405-271-5039 for repairsto the roof, plumbing, heating and air conditioning systems, locks, doors, lighting, etc., or to getyour office space rearranged. Professional construction employees provide office renovations, on-site improvements, custom work-station design and other services. If your building is leased from aprivate owner, or if the county maintains it, contact Deborah.Holt@okdhs.org at PMU at 405-272-4165 or 405-271-5039 (after hours).

FMU staff has extensive experience working in occupied buildings and strives to keep disruptionto a minimum. If necessary, the unit can work crews in shifts to complete projects on a short timescale or to keep facilities open so that critical services are not interrupted.

If there is an emergency after hours, call 405-271-5039 during regular business or after-hours 24hours a day, seven days a week.

Mandatory postersMandatory posters for your office are listed on the InfoNet (Path: Home > Employee Info >Employee Rights & Responsibilities > Mandatory Posters). The chart on the InfoNet page listssources. Some posters are available through the DHS Supply Warehouse or Print Shop, and othersare from the federal government.

For instruction on where mandatory posters are to be displayed, contact FMU at 405-271-5039.

Heating and air conditioningFor energy efficiency, FMU has installed and operates electronic automated building systems thatallow monitoring of heating and air conditioning systems, as well as installation of energy-savingequipment and lighting systems projects across the state, designed to make DHS more energyefficient.

FMU oversees more than 600 HVAC units statewide, many of which can be remotely monitoredand diagnosed. If you’re having trouble getting the temperature where you want it, call 405-271-5039. If you’re planning a large meeting or office gathering, you may want to alert FacilitiesManagement to temperature modifications during that time.

If you have a building emergency after hours, call 405-271-5039 and follow the menu.

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Workstations, keyboard trays, task lightsIf you have problems with workstations, keyboard trays or task lights, contact Mike.Wolfe@okdhs.org or 405-271-5039. If you have problems with telephones, contact the Facilities ManagementTelephone Unit at 405-218-2300.

TelephonesTo change a telephone line, fill out a Telephone Change Request form on the InfoNet, followingthe path: Home > Job Functions > Support Services > Facilities Management > Telephone RequestForm.

After voicemail reset, a response will be on your submitted request as to what your default passwordwill be. To find your extension number, press feature *0 for Norstar telephones, or call anotherstation that has a display which will show that information. If your telephone buttons are stuck,clean them with a damp cloth or mild detergent. Fanfair is an alternative.

To move to another desk and keep your same telephone number, fill out a Telephone ChangeRequest form, available on the InfoNet on path: Home > Job Functions > Support Services >Facilities Management > Telephone Request Form. To retrieve messages from an outside telephone,if you have a Norstar phone, call your number direct, wait for voicemail to answer and press **.Then follow the announced instructions.

If the telephone system goes down or has trouble, call 405-218-2300 on a working station or cellphone. The Telecommunications Section has staff on call 24-hours-a-day for emergencies.

A user guide for telephones is available from the Telephone Unit by calling 405-218-2300.

Facilities Management Unit24-hour contact number: 405-271-5039P.O. Box 268833Oklahoma City, OK, 73126-8833

405-272-4167Fax: 405-272-4181Mike.Wolfe@okdhs.org

Telecommunications Section24-hour contact number: 405-218-2300

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Fleet ManagementFleet Management is the central point for agency vehicle information. The fleet consists of morethan 500 vehicles at a value of more than $10 million.

Services include:• Process requests for acquisitions of new and/or replacement vehicles• Issue tags and Pikepasses for new vehicles• Issue fleet fuel cards (Comdata)• Assign state vehicle tags and titles• Issue personal identification numbers (PIN)• Coordinate motor pool leases• Maintain tracking information of fleet activity• Coordinate agency changes regarding vehicle policy and procedures to remain congruent

with policy and statute requirements• Report statistical data about fleet usage to the Office of Management and Enterprise

Services

RentalFor daily or long-term (two weeks or more) vehicle reservations, contact Fleet Management at 405-521-4546. Motor pool rentals are picked up at 317 N.E. 31st St., Suite A, Oklahoma City. Pikepassesand Comdata cards are provided with daily rentals and monthly leases. If a Pikepass is required,you may pick that up at the same time the requisition is picked up from Fleet Management. DHSPikepasses can only be used in DHS vehicles.

ServiceOffices in the Oklahoma City area may use the DHS service center, N.E. 8th Street and LottieAvenue, for fuel and service. Statewide locations should check the Comdata website, www.iconnectdata.com, under “Merchant Locator” for approved fueling stations. Fuel may be purchasedonly at a “Level 3” location, where you are prompted for a PIN and odometer reading. Vehicleservices can be provided by any merchant that accepts MasterCard.

Any state employee who has a PIN is authorized to use the Comdata card that is issued with eachvehicle. When purchasing fuel, swipe the card at the pump; if you are not prompted for your PINand odometer reading, do not pump fuel; go to another station.

A state vehicle may be washed at any location accepting MasterCard. However, a receipt must beobtained to file with claims for payment.

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If your Comdata card does not work, contact your local office or the fleet manager at 405-521-4546.After business hours, call the number on the back of the Comdata fuel card.

If your Pikepass does not work, be sure it is mounted on the windshield behind the mirror. If it isproperly mounted and it still does not work, contact the fleet manager at 405-521-4546.

If your vehicle tag is lost or damaged, request a new tag from the fleet manager, 405-521-4546.

GuidelinesState-owned vehicles shall not be used for personal transportation to stores, shopping centers,lakes, parks, golf courses, athletic events and such. You cannot pick up your child from school in astate vehicle. No one other than state employees shall be permitted to drive or ride in state-ownedvehicles, unless authorized by the using agency and then only on official state business. Additionally,it is unlawful for any state official, or employee, except approved by the governor, to ride to or fromthe employee’s place of residence in a state-owned vehicle.

For more information about Fleet Management, see the InfoNet (Path: Home > Job Functions >Support Services > Departmental Services > Fleet Management > Information).

Fleet ManagementSequoyah Memorial Office Building2400 N. Lincoln Blvd.Oklahoma City, OK 73105

405-521-4546Fax 405-522-0629Shawn.Thompson@okdhs.org

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Imaging CenterThe Imaging Center preserves documents and records for DHS through electronic imaging.The staff handles nearly 2 million DHS documents each month – enough paper to fill a boxcar.Authorized users can retrieve the images from their computers. Records maintained by the DHSimaging system are subject to the standards and disposition authority of the Archives and RecordsCommission.

The imaging process includes preparation, scanning, indexing, duplication, dissemination andretrieval of records. Documents are scanned in the same order and condition they are received. TheImaging Center does not stamp any document in a fashion that obscures text on the document.In instances when a stamp would obscure text, any required stamp is placed on a cover sheet.The stamp of “imaged as received” indicates that one or more defects are present in the originaldocument and that the imaged document is an exact duplicate of the original document.

Converting hardcopy documents to the electronic document management system provides a cost-effective, space-saving solution to a large quantity of documents, secures essential records in theevent of a disaster, and preserves file integrity and historical value.

FeesYour division is not charged for any imaging services unless you request services that are notprovided by DHS.

Imaging will assess the project to learn the needs of the customer and determine whether a softwareapplication needs to be developed or if an existing application can be utilized. If an application isrequired, fees may be incurred by the requesting location.

Converting your documentsThe first step in getting your documents converted is to contact Mary Gail Foster, RecordsManagement administrator, at 405-524-9863 ext. 28, or Mary.Foster@okdhs.org, to ensure that yourrecords are on the Records Disposition Schedule and may be converted. Second, you will need yourdivision administrator’s and the Support Services administrator’s approval for the Imaging Centerto add your documents to the system.

You need both division approvals because Imaging Center staff scans all personnel records forHuman Resource Management, paternity records for Child Support Services, adoption records forChild Welfare Services, quality assurance and physiological records for Developmental DisabilitiesServices, and public assistance case files for Adult and Family Services. Division approval is neededto allocate additional resources for additional jobs.

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After obtaining the necessary approvals and confirming that your records are on the dispositionschedule, pack your records in the standard 18 x 10 x 12-inch boxes, item 1000585 on the SupplyWarehouse Electronic Ordering System. Label each end of the box with a completely filled-outOptical Imaging Services label, form 23RM001E. Email Doug.Wynn@okdhs.org, to arrange pickupof your boxes.

How to retrieve imaged documentsFirst, obtain permission through DSD.ETS.Security@okdhs.org, 405-325-8400, in order to accessimaged documents. WebXtender software is installed on your computer. You are then giventraining on how to retrieve and print your documents.

The length of time it takes for a document to be imaged varies. Every job is individual and thetime frame will vary according to size, indexing structure, frequency of changes and the timelinesrequested. If you need the job to be imaged in a particular time frame because of federal law (forexample, certain Human Resources documents) the Imaging Center will adhere to those laws.

Additional information regarding the Imaging Center can be found on the InfoNet by followingthe path: Home > Job Functions > Support Services > Departmental Services > Image Center >Information.

Imaging Center114 N.E. 31st St.Oklahoma City, OK 73105

405-962-1715Fax: 405-962-1740Doug.Wynn@okdhs.org

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Mail CenterThe DHS Mail Center is the largest agency mail center in state government. It is responsible for allmailings sent from the state office in Oklahoma City, as well as inter-agency mail within the OKCmetro area. In total, the Mail Center handles more than 1.3 million pieces of mail each month.

In addition to processing agency mail, the Mail Center:• Oversees the contract for all DHS mail machines in the state• Is the agency’s liaison with the post office to ensure DHS receives discounts for large

mailings• Works with Pre Sort First Class (mail contractor)• Secures statewide business return permits and provides documentation to DHS field mail

centers• Applies postage• Keeps postage meters maintained for various DHS offices• Provides shipment of custody children’s personal belongings to out-of-state locations• Is responsible for educating the workforce on mailing efficiencies and procedures

Helpful tips:• There are 190 DHS offices in the state, but only 140 have mail machines. Mail from the

other 50 locations must be picked up and brought to the state office for postage.• Do not order mail supplies from the vendor; order from DHSMail Center only.• All case files and IT-related items should be shipped priority with delivery confirmation.

Shipping packagesSure Xpress is the DHS carrier for intrastate shipments with the current cost of $18.70 for each100 pounds per shipment to one location. Sure Xpress only delivers to street addresses withinOklahoma.

Rates and feesFor current postage rates, refer to the DHS Mail Guide. To obtain a copy of the guide, contact theMail Center at 405-521-4453.

The Mail Center handles permit fees. Additionally, the Mail Center pays annually for BusinessReturn permit 601 and shares this with all DHS locations. Field offices pay local United States PostalService offices for post office box rentals, business return accounts and annual accounting fees toreduce the accounting fee from $0.79 to $0.091 per mail piece.

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P.O. Box payments and business return postage are paid by submitting a form 10AD012E (ClaimForm) to Phyllis Harris in Financial Services/Claims on the third floor of the Sequoyah MemorialOffice Building. The form requires signatures of two authorized people.

Mail machinesDHS deposits funds directly to Pitney Bowes and Neopost, and then postage is added to localmachines via the vendor’s websites.

TheMailMachineSupplyList,http://infonet/roles/ss/dsu/mail/docs/supply.htm,includesthemailmachine maintenance contract numbers and mail machine supplies stock numbers.

Postal machines and meters are leased by DHS with a statewide maintenance contract with themachine’s supplier. EZ Seal is ordered through the DHS Supply Warehouse, 405-523-1837.

Ink, postage tape, certified signature labels and delivery confirmation labels are ordered directlyfrom the DHS Mail Center. Priority boxes and envelopes are furnished free from the U.S. PostalService. Do not order from the vendor (Neopost/Pitney Bowes).

Mail machine supply listDo not order supplies from vendor. Order from DHS Mail Center only.Use form 23AD011E (Mail Center Shipping Request), fax to 405-521-6684

• 765-9PitneyBowescartridgeforDM475• 625-0PitneyBowespostagetape(box300)• 639-5PitneyBowescertifiedmaillabels(packageof50)• 639-6PitneyBowesdeliveryconfirmationlabels(packageof50)• 639-9PitneyBowessignatureconfirmationlabels(packageof50)

DHS warehouse order only• 1003890EZSeal

For Pitney Bowes services, use www.pitneybowes.com/supplies or call 800-522-0020DHS machine lease – 8309017353

In the days preceding a new postage rate, when adding additional funds, the machines willdownload the new rate. The new scales require no chips to be exchanged or added. Any new ratechips received should be forwarded to Gary.Baker@okdhs.org, DHS Mail Center, State Office,Support Services for return and credit.

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Pitney Bowes cartridges have no shelf life requiring replacement until the ink supply is low. Newmail machine cartridges are ordered from the DHS Mail Center by faxing a form 23AD011E to 405-521-6684.

Selecting an envelopeSelecting the correct size envelope for your mailing is important for keeping costs down. Using anover-sized envelope can result in a 100-300 percent increase in cost. Please refer to the chart belowwhen selecting your envelope or mailer.

Mail type Length Height Thickness

Postcards 5-6 inches 3.5-4.25 inches 0.16 inch (maximum)Letters 5-11.5 inches 3.5-6.125 inches 0.007-0.25 inchFlats 11.5-15 inches 6.125-12 0.25-0.75 inchParcels (see below) (see below) (see below)

Letters that meet one or more of the nonmachinable characteristics in the USPS DMM 101.1.2 –Physical Standards for Retail Letters, Flats, and Parcels are also subject to the $0.20 nonmachinablesurcharge.

Nonmachinable criteria (from pe.usps.com)• Aspect ratio (length divided by height) of less than 1.3 or more than 2.5• Polybagged, polywrapped, enclosed in any plastic material, or has an exterior surface made

of material that is not papero Windows in paper envelopes do not make mailpieces nonmachinableo Attachments allowable under applicable eligibility standards do not make mailpieceso nonmachinable

• Clasps, strings, buttons or similar closure devices• Contains items such as pens, pencils, keys or coins that cause the thickness of the mailpiece

to be uneven; loose keys or coins or similar objects not affixed to the contents within the mailpiece.• Too rigid (does not bend easily when subjected to a transport belt tension of 40 pounds

around an 11-inch-diameter turn)• For pieces more than 4-1/4 inches high or 6 inches long, the thickness is less than 0.009 inch• Has a delivery address parallel to the shorter dimension of the mailpiece• Is a self-mailer that is not prepared according to 201.3.14• Is a booklet that is not prepared according to 201.3.15

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For parcels, the length + girth combined cannot exceed 108 inches (Parcel Post cannot exceed 130inches). Length is the longest side of the package. Girth is the measurement around the thickest part(perpendicular to the length).

Contact the Mail Center at 405-521-4453 if you need assistance in determining the right envelope ormailer for your needs.

Additional information regarding the Mail Center can be found on the InfoNet by followingthe path: Home > Job Functions > Support Services > Departmental Services > Mail Center >Information.

Mail CenterSequoyah Memorial Office Building2400 N. Lincoln Blvd.P.O. Box 25352 (mailing address)Oklahoma City, OK 73125

405-521-4453Fax 405-521-6684Gary.Baker@okdhs.org

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Print ShopThe Print Shop is a full-service printing center that performs all functions you would expect froma private printing facility. The shop is responsible for large volumes of printed material; in fact,it prints more than 1 million envelopes each month. It prints and distributes quality printing ofdepartment forms, publications, business cards, posters and other materials required by locationsthroughout the agency.

The shop offers traditional offset printing, high-tech digital imaging and color copying, plus a full-service bindery offering cutting, collating, stapling, spiral binding, perfect binding, scoring, drillingand folding. An imagesetter is used to produce film for offset printing or digital color printing. AXerox 8000 copier is used for on-demand color printing.

Forms and other materials required by DHS are printed and distributed by the Print Shop or CopyCenter. This includes numbered memos, recruitment announcements, newsletters, conference-related materials and any miscellaneous bulletins or announcements specific to DHS locations.The Print Shop also prints administrative rules, policy, booklets, pamphlets, periodicals, reports,posters, cards and manuals issued by DHS.

The Print Shop prints all envelopes for DHS county offices to use in their daily mailings. The SupplyWarehouse makes daily pickups from the shop for prompt delivery of printed materials.

Please allow three weeks for processing once the job-ready files are received in the Print Shop. If you find yourself in a bind, please let the shop know and it will try to process your job in areasonable amount of time.

Copy Center or Print Shop?The Copy Center is available for printing jobs that require a quick turn-around time and areof a more “copying” status. The Print Shop handles jobs that are larger in volume or require acomplicated binding process. Reprint jobs that don’t require change in text or editing can besubmitted directly to Tina.Gray@okdhs.org in the Print Shop. Send “quick copy” jobs to Ralph.McNeill@okdhs.org in the Copy Center. If a publication needs to be revised before printing, orit is a new publication for a public audience, it is required to go through Design Services (contactKatherine.Leidy@okdhs.org at 405-962-1700).

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Request servicesTo create a new publication, or to revise an existing publication, contact Katherine.Leidy@okdhs.orgin Design Services at 405-962-1700. She will detail the steps needed to create your new publication.The Print Shop cannot make changes to existing publications or design new publications. This mustbe done through Design Services.

To request printing or order paper, send a completed form 23PU114E (Reproduction Request) toTina.Gray@okdhs.org. Always include the publication number found in the cost statement. Pleaseallow at least three weeks to process print jobs. If ordering paper, please specify amount, color andsize.

Business cards may be ordered online through the Business Card Orders application linked on theFinancial Services home page (http://okdhsfin.okdhs.int/) – also linked from the InfoNet homepage under “Quick Links” on the right side of the screen. Each order consists of 200 business cards.Contact Tina.Gray@okdhs.org with any questions regarding the business card ordering process.

Publications stocked in the Supply Warehouse are ordered with your monthly supply order on form23AM009E (Requisition for Supplies). They will be delivered with your regularly scheduled supplyorder. Contact the Supply Warehouse at 405-523-1837 for emergency orders.

If a request requires paper of a weight, size or color not carried in stock, the requesting DHS locationis responsible for all costs or for furnishing supplies necessary to complete the job.

The Print Shop and Copy Center adhere to copyright laws. Copyrighted documents are notreproduced without written permission from the copyright source.

DHS is prohibited from bearing the cost of printing materials for private organizations. If there is acontractual obligation in which printing of documents for a private organization is an integral partof a specific DHS program, the chief officer or division director of that program may approve theproject.

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Envelope ordersIf you already receive regular 9 and 10 envelopes from the Print Shop, just order using the E numberlocated on the front of the envelope and the Print Shop will convert them to the new size for you.If it is a new envelope, you can specify this on the form 23PU114E (Reproduction Request) and thePrint Shop will assign a permanent E number for you.

Additional information regarding the Print Shop can be found on the InfoNet by following the path:Home > Job Functions > Support Services > Departmental Services > Print Shop > Information.

Print Shop114 N.E. 31st St.Oklahoma City, OK 73105

405-962-1709Fax: 405-962-1741Tina.Gray@okdhs.org

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Property ManagementProperty Management provides adequate, clean, safe and secure office space that enhancesemployee productivity and allows clients reasonable access to services. In addition, the unit serves asthe DHS leasing agent and property manager.

Each office is assigned a project manager within Property Management. Contact your projectmanager for:

• A copy of your lease or agreement, or information regarding your lease or agreement• Arranging for more space• Painting and carpeting (if the project requires DHS funding, Property Management will

obtain approval from your regional director)• Blinds, bulletin boards or shelving

If you need more workstations, obtain written approval from your regional director, then contactyour project manager. See page 54 for project manager contact information.

If you need new furniture or equipment, contact your regional director.

Snow and ice removal is normally a local county office responsibility. Check your lease to see ifthe building owner is responsible. If not, contact Gregory.Duke@okdhs.org in Contracts andPurchasing or call 405-521-6799 for direction in obtaining a contract for this service.

Refrigerators, dishwashers, ice machines and garbage disposals may not be purchased withstate funds. Contact your project manager before obtaining any of these appliances. PropertyManagement will request approval from your regional director.

Problems and solutionsYou may encounter problems with your building, such as plumbing, heat and air, locks,doors, lights, etc. If your building is maintained by Facilities Management, contact your unitrepresentative. If your building is leased from a private owner or if the county maintains it, contactthe owner or the county representative to have the repairs made. If you do not receive a promptresponse or if the problem persists, contact your project manager for assistance.

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Issue ContactProblems with lateral files Your project manager

Problems with workstations, keyboardtrays or task lights

Mike.Wolfe@okdhs.org

Problems with telephones Facilities Management Telephone Unit

Problems with computers or multifunctiondevices, such as printers and copiers

Your office IT representative

Problems with utility bills (you receivea cut-off notice or a bill)

Depends on your lease. If the owner pays the utilities on your office, contact your project manager. If DHS pays your utilities, contactFinancial Services/Claims Unit. If you don’t knowwho pays the utilities, contact your projectmanager.

Fire alarm system that must be monitored(If you have a smoke detection/fire alarm system, it must be inspected and certified annually.)

Depends on your lease. If the owner isresponsible, contact the owner. If your buildingis DHS-owned, contact Gregory.Duke@okdhs.orgat Contracts and Purchasing for direction inobtaining a monitoring contract

Janitorial problems Talk with the vendor to attempt to resolve theproblems. If problems persist, contact yourproject manager.

Problems with lawn care Talk with the vendor to attempt to resolvethe problems. If problems persist, contactyour project manager.

Problems with pest control Depends on your lease. If the owner isresponsible, contact your building owner.If your building is owned by DHS or if yourowner is not responsible, contactGregory.Duke@okdhs.org at Contracts andPurchasing for direction in obtaining acontract for pest control.

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Issue Contact

Fire extinguishers (A staff member from each office is responsible for initialing and dating each fire extinguisher tag monthly, indicating that the dial was checkedand the arrow is in the green area.)

Responsibility for supply and annualmonitoring of fire extinguishers varies;contact your project manager.

Lawn and ground maintenance

Comprehensive grounds keeping is not solely lawn mowing:• Grass shall be cut and maintained at all times at a professional uniform height between 1

inch and 1.5 inches. Grass will be maintained by the contractor.• All bedded areas shall be edged and free of weeds and grass.• All shrubs shall be trimmed and maintained at the shape and size determined by the

assigned DHS representative.• Grass and other natural growth shall be prevented at all times from growing in pavements,

sidewalks, curbs and fence lines.• All beds, shrubs and trees shall be mulched with 3 inches of mulch.The 3-inch level will be

maintained at all times.• The contractor shall maintain all necessary and routine watering appropriate to ensure

health of all plants, trees, shrubs and planted vegetation. Where facilities have lawnsprinkler systems, contractor is responsible for coordinating with building maintenancepersonnel to ensure that system is set to deliver water for the plants, trees, shrubs and grassas required to maintain their health.

• Any damage to sprinkler system components must be reported immediately to the assignedDHS representative. The contractor is responsible for costs associated with damage of anysprinkler system components if damaged by contractor.

• All grass, trash, debris and other growth clippings and trimmings must be removed fromthe entire property site, leaving the site with an absolutely clean appearance. Leaves shall bekept removed from the entire site at all times. During peak periods of leaf accumulation,leaves must be removed.

• The contractor will furnish all equipment and tools, which must at all times be in properand safe working condition. The contractor is responsible for safety and protection of allDHS staff and guests and their property when power equipment is in use.

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• It is the contractor’s responsibility to ensure the deliverables of this contract are met in aprofessional manner. Any unacceptable performance, not in accordance with thespecifications of this contract, shall be corrected immediately. Failure to do so willconstitute grounds for withholding payment of invoices and/or filing vendor complaintswith the state purchasing director and, ultimately, terminating the contract.

• Any plants, shrubs or other vegetation lost as a result of contractor’s performance, lack ofperformance, or negligence will be replaced with same species and size at expense of thecontractor.

• As a result of negligence or intent, the contractor shall be liable for damage to property ofDHS, property of DHS staff and guests and neighboring property.

Housekeeping guidelines

Food/drinkDispose of food and drinks in appropriate trash receptacles. When not properly disposed of, liquidsand food can leak onto carpet causing stains and creating a pest control problem.

If you eat/drink at your desk, take care to avoid dropping or spilling food/drink on the floor.Dispose of any remaining food, drinks and all food waste (including containers and wrappers) inthe restroom or break room trash receptacles. If an accidental spill occurs, notify DHS designatedjanitorial contact immediately so the custodian can be contacted. Food should be stored in sealedcontainers or storage bags and not left open. Avoid eating or drinking around any equipment, as itcould be damaged.

Selling food for Employee Recognition Committee fund raising is permitted, but it shouldbe properly stored to avoid pest infestation. Washing dishes and cleaning appliances is theresponsibility of staff and should be done daily. Janitorial staff is not responsible for washing dishesor cleaning appliances. Food should be stored in sealed containers or storage bags and not left open.

No food or drinks should be allowed in interview rooms.

If you have luncheons, snack days, parties, etc., clean up after yourselves. Food/drink should bedisposed of in the restroom or break room receptacles.

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Walls/doors/windowsNothing should be taped or attached directly to any part of walls, doors or windows unless it isframed. This includes entrance and office doors, sidelights and reception windows. Notices suchas Low Income Home Energy Assistance Program (LIHEAP), etc., to clients are the exception.Seasonal or emergency notices to clients should be laminated or placed in a plastic sleeve so they canbe easily removed for cleaning.

Personal space

Personal space is within your cubicle/office. Nothing should protrude outside or above cubiclewalls or offices. Decorations should be in good taste and not overdone. Nothing should be taped orattached to outside walls of cubicles with the exception of nameplates.

No appliances in workspacesRefrigerators, coffee makers, microwaves, crock pots, etc. should not be used in your personal officesor workstations. Electrical appliances must be limited to break areas to avoid overloading electricalcircuits and creating fire hazards.

No items stored on the floorStaff should not store cases, files, papers, personal items, etc. on the floor as it creates a safety hazard,compromises confidentiality and impedes proper cleaning by custodial staff.

Recycling binsWhere recycling bins are provided, waste paper should be disposed of in those bins and not inpersonal trash cans.

Family visitation roomsToys should be picked up after every visit to allow custodial staff to clean. Custodial staff is notresponsible for picking up toys. It is recommended that food/drink not be allowed in familyvisitation rooms.

No lit candles or warming devicesNo open flames. No electric candle, potpourri or coffee warmers.

Space heatersNo space heaters are permitted unless they have been inspected and approved by the OMESDivision of Capital Assets Management - Office of Facilities Management.

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CeilingsCeilings are designed to carry certain weights. Therefore, nothing should be suspended from theceiling of the building.

Interior finishesIn accordance with building codes, interior finishes (curtains, drapes, rugs, etc.) must meet certainrequirements. Therefore no non-state-issued rugs, curtains, drapes, furniture, etc. are to be in thebuilding unless approved by the DHS Architecture, Engineering Planning Unit.

RestroomsNo feminine hygiene products, paper towels, etc., should be flushed down the toilets. Waste paperproducts should be disposed of in the appropriate bins.

Fire extinguishersDo not allow material or equipment to be stored around or in front of extinguishers in any way thatwould prevent immediate use in an emergency. Marking the floor area around each extinguisherwith a notation like “Keep This Area Clear” may help with this effort.

Janitorial specifications

All regular janitorial employees are on the contractor’s payroll. In addition to the services includedin the definition of tasks, incidental functions not specifically listed but normally part of janitorialresponsibility as general practices within the trade shall are provided. The contractor is not requiredto change light bulbs/fluorescent tubes, wash dishes or clean inside of appliances.

Janitorial personnel, qualificationsThe contractor shall employ only qualified personnel who are proficient in performing janitorialservices, using modern tools, methods and techniques. All janitorial personnel must be able tounderstand English sufficiently to comprehend spoken instructions. Janitorial personnel shall, at alltimes, be employees of the contractor.

All janitorial personnel shall present a neat, clean and well-groomed appearance at all times.

Eating or smoking by janitorial personnel while in the performance of their duties shall beprohibited. If janitorial personnel are allowed a break or lunch period during the course of theirduties, eating will be allowed in designated areas only.

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InspectionThe DHS administrator or designee will accomplish random inspections of the facilities to evaluatethe contractor’s compliance with contract terms. All incomplete or defective work requiringcorrective action will be conveyed to the contractor. If performance is not maintained at anacceptable level, according to the terms of this contract, a Vendor Performance Quality Report maybe filed and cancellation of the contract may be recommended.

Building securityKeys/access codes: The contractor will be provided with keys or access codes to allow access to allbuildings and rooms which are included in the provisions of this contract except designated areaswhich will be cleaned on an appointment basis during normal working hours of the janitorialpersonnel. Keys/access codes provided to the contractor will not be duplicated and will not be issuedto any particular individual to be retained in their possession while not physically performingduties under this contract. All keys/access codes will be issued to janitorial supervisory personnel.

Security: Whenever rooms or areas are locked, it will be a violation of the provisions of thiscontract for the janitorial personnel to permit use of the keys/access codes in their possession byany other person for the purpose of gaining access to such locked rooms or areas; likewise, it will bea violation of this contract for janitorial personnel to open locked rooms or locked areas to permitentrance by persons other than janitorial personnel in the fulfillment of their duties. No roomsfound locked will be left unattended during the cleaning process and all such rooms will be relockedby janitorial personnel after completion of cleaning duties. Rooms which should normally belocked, but are found unlocked by janitorial personnel, will be reported to the DHS administratoror designee.

Lights: Janitorial personnel will turn off all lights, unless otherwise directed by the DHSadministrator or designee, upon completion of their duties unless a room or area is currently in useby other than housekeeping personnel.

Safety and Fire PreventionThe contractor shall be responsible for instructing janitorial personnel in appropriate safetymeasures. Janitorial personnel must not place mops, brooms, machines or other equipment in trafficlanes or other locations in such a manner as to create safety hazards. Appropriate, neat-appearing,well-kept signs to indicate “Danger, hazardous floors, walk left – walk right” or “Caution – wetfloor,” as applicable, shall be provided by the contractor. Such signs shall be displayed at all timesin all areas where cleaning operations are in progress which necessitate the use of any equipmentor supplies like buckets, wires, ladders, water, wax, etc., which cause a traffic obstruction or hazard.

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Janitorial personnel shall be required to interrupt their work at any time to allow people to pass.When cleaning public areas (lobbies, corridors, etc.) results in the temporary hazard of wet/slipperyfloors, janitorial personnel will use parallel wet mopping or cleaning procedures. Cleaning shall beaccomplished so that at no time shall it be necessary for people to cross wet surface to gain access toother parts of the area.

Damages and equipment lossAll tasks accomplished by janitorial personnel will be performed so as to preclude damage ordisfigurement to furniture and/or building structure. DHS expenses incurred for necessary repairor replacement will be reimbursed by the contractor. DHS shall not be held responsible for anyitem of contractor equipment which may be lost, damaged or stolen unless loss, damage or theft isthrough negligence of the DHS employees.

Contractor Storage AreaDHS shall provide adequate, secure space for storage of supplies and equipment belonging to thecontractor.

Janitorial tasks• Floor sweeping - Floors will be swept clean so that no dust streaks remain and no dust

remains in corners, behind doors or under furniture.• Wet mopping - Floors will be wet mopped with appropriate solutions to remove dirt and

stains that cannot be removed by sweeping or vacuuming.• Floor stripping and finishing - Stripping will be resorted to only when a floor cannot be

cleaned by mopping or scrubbing or when called for by the task and frequency schedule.Floor surfaces shall be left clean and will have a uniform appearance when left dry. Movablefurniture and equipment shall be removed during stripping and refinishing operations. Theappropriate floor finish for different floor coverings shall be used in the application of floorfinish. Finishes shall be applied to surfaces after they have been thoroughly cleaned bymopping, scrubbing or stripping, as required.

• Floor buffing - This will be accomplished according to the recommendations of themanufacturer of the floor finish used. Movable furniture and equipment shall be movedduring the buffing operation and then properly replaced. After buffing, all residual dirt anddust shall be removed. Spray buffing will be used to remove limited soil spots that resistmopping.

• Carpet vacuuming - Thoroughly remove all debris and dirt. Contractor must changevacuum bags regularly or repair/replace defective vacuum equipment to ensure maximumperformance of the equipment.

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• Carpet shampooing - An appropriate synthetic agent or disinfectant solution will be used toshampoo the carpets.

• Spot cleaning, floors and walls - Spot cleaning shall include removal of stains, spills and soilas needed to maintain clean and sanitary surfaces.

• Wall cleaning - Walls shall be cleaned to maintain a clean appearance free from dust,cobwebs, stains, streaks, lint and marks. Glazed ceramic tile surfaces shall be free of film,streaks and deposits.

• Glass cleaning - All interior glass surfaces of the building (i.e. glass partitions, interior glassdoors, entry glass doors, display cases, directory boards and mirrors) shall be cleaned topresent a neat, clear appearance at all times. Adjacent trim shall also be cleaned.

• Dusting - As needed to maintain a dust-free, clean environment.• Metal surface cleaning - Metal light switch plates, doorknobs, push plates, kick plates,

vestibule enclosures, doors, metal protective corner plates, elevator call buttons/plates andother metal fixtures shall be cleaned and polished to present a clean appearance.

• Furniture/cabinet cleaning - All furniture shall be damp wiped so as to remove dust, stains,grease, pencil, ink and other markings. Non-washable fabrics will be vacuumed. Baby-changing tables located in restrooms and shower stalls shall include the interiors. Cleaningof all other cabinets, counters and refrigerators throughout the facility will be limited toexterior surfaces.

• Trash/waste removal - All waste receptacles will be emptied and new trashcan liners will beused as required. All trash will be removed and deposited into designated trash bins locatedoutside the building. All waste receptacles located outside the building will be emptied andtrash deposited into designated trash bins.

• Dispenser servicing - All paper towel, toilet paper and hand soap dispensers shall bemaintained with an adequate supply at all times.

• Ceramic/metal cleaning - Commodes, urinals, washbasins, sinks and drinking fountainsshall be cleaned, including under fixture edges and lips, to remove all deposits andstains, including rust and scale. Brass and chrome fittings shall be cleaned. Surfaces ofwalls, stall partitions and floor base shall be cleaned. The appropriate detergent solutionshall be used.

• Air vent cleaning - All air vent grilles shall be vacuumed.• Policing of outside areas - Janitorial personnel shall police all outside areas covered by this

contract and dispose of all trash, litter or other debris. Parking areas are to be included.• Exterior windows - All exterior windows shall be cleaned on the inside and outside.• Desired results - While the foregoing definitions of tasks are intended to produce a

“minimal acceptable” level of performance, the contractor is encouraged to expend allpossible effort to deliver “optimal achievable” results at acceptable economic levels.

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Special services provided by janitorial contractors

Initial cleaningThe contractor will assume the DHS building as is. Upon cleaning each area for the first time,janitorial personnel shall remove all residual and accumulated dirt and soil even though such dirtand soil may have been in existence prior to the effective date of a contract.

TelephonesTelephones located in the interview rooms and lobbies will be wiped clean daily with a disinfectantcleaner or wipe.

ElevatorsCleaning of elevators shall be included in a contract. All cleaning shall be accomplished in the samemanner as indicated for the cleaning of similar surfaces under other provisions of a contract.

StairwaysCleaning of stairways shall be included in a contract. All cleaning shall be accomplished in the samemanner as indicated for the cleaning of similar surfaces under other provisions of a contract.

Cleaning of space allocated to contractorAll wet mop heads must be rinsed after each use and replaced with new or clean dry mop headswhen rinsing no longer restores them to a reasonable state of cleanliness. When not in use, all suchequipment, tools and carts will be stored or left only in the designated storage area. Dirty waterand cleaning solutions shall be disposed of immediately in janitorial sinks or floor drains. Cleaningsolutions shall not be disposed of in food service areas. Cleaning gear closets shall be kept in a cleanand orderly manner. Sink strainers or floor drain covers shall not be removed except for cleaningpurposes and will be replaced immediately after cleaning. All materials and supplies shall be storedin accordance with applicable fire regulations.

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Cleaning supplies and equipment

Contractor furnished suppliesThe contractor will furnish all necessary supplies other than those specified in the paragraph below.Supplies shall be of the highest quality and the most suitable type and grade for the work called forunder a contract.

Supplies furnished by DHSDHS will furnish all electricity and water. DHS shall also supply the following items for exclusiveuse on a contract by the contractor. Requests for replacement will be made through the DHSadministrator or designee at the facility. The contractor shall use every means to conserve the use ofDHS furnished supplies.

• Toilet tissue• Towels (paper, single-fold, multi-fold, roll)• Hand Soap (liquid)• Plastic Bags (15 X 9 X 23 inches and 22 X 16 X 60 inches)• Deodorizing Blocks• Spray Deodorant

EquipmentThe contractor shall furnish all equipment for accomplishment of a contract.

Material safety data sheetsA list of chemicals used in the accomplishment of a contract, as well as Material Safety Data Sheets,shall be provided to the DHS contract monitor or designee, upon request. Material Safety DataSheets for chemicals supplied by DHS will be provided to the contractor upon request.

Property Management UnitOU Medical CenterNicholson Tower940 N.E. 13th St., Suite 5820Oklahoma City, OK 73104P.O. Box 268833Oklahoma City, OK 73126-8833

405-272-4165Fax: 405-235-0262Deborah.Holt@okdhs.org

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Contact information:Debbie Holt, administratorDeborah.Holt@okdhs.org405-272-4165

Nicole Armitage, Senior Project ManagerNicole.Armitage@okdhs.org405-272-4195Counties: Alfalfa, Beaver, Blaine, Cimarron, Custer, Dewey, Ellis, Garfield, Grant, Harper, Kay,Kingfisher, Logan, Major, Noble, Osage, Pawnee, Payne, Roger Mills, Texas, Washington, Woodsand Woodward

Linda Borowske, Project Manager (part-time)Linda.Borowske@okdhs.org405-272-4157Counties: Canadian, Cleveland and Oklahoma

David Darakhshan, Project ManagerDavid.Darakhshan@okdhs.org405-272-4161Counties: Beckham, Caddo, Carter, Comanche, Cotton, Creek, Garvin, Grady, Greer, Harmon,Jackson, Jefferson, Johnston, Kiowa, Lincoln, Love, McClain, Marshall, Murray, Pontotoc,Pottawatomie, Seminole, Stephens, Tillman and Washita

Danita McCauley, Project ManagerDanita.McCauley@okdhs.org405-272-4162Counties: Adair, Atoka, Bryan, Choctaw, Cherokee, Coal, Craig, Delaware, Haskell, Hughes,Latimer, LeFlore, McCurtain, McIntosh, Mayes, Muskogee, Nowata, Okfuskee, Okmulgee, Ottawa,Pittsburg, Pushmataha, Rogers, Sequoyah, Tulsa and Wagoner

Mark Norris, Building ManagerMark.Norris@okdhs.org918-933-4567County: Tulsa - Skyline Building

Property Management Unit – 405-272-4185Facilities Management Unit – 405-271-5039

FMU Telephone Unit – 405-218-2300Contracts and Purchasing – 405-521-4314Financial Services – 405-521-3557

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Records ManagementDHS records are in paper, audio/video tape, digital image or electronic file formats. They aremaintained on databases, servers, mobile devices, email systems or in paper filing systems. RecordsManagement provides a method for identifying, inventorying and scheduling records regardless oftheir format. The goal of records management is to manage — through storing, converting to digitalimages, or prescribed destruction — DHS records in the most economical and efficient manner asprescribed by state statute.

Records Management acts as liaison between the agency and the State Archives and RecordsCommission to ensure compliance with all applicable state laws, rules or regulations regardingrecords management. It establishes guidelines, coordinates scheduling and maintains an accurateinventory of all records of the agency. It develops records disposition schedules that are approvedby the Archives and Records Commission and obtains permission from the state recordsadministrator, Oklahoma Department of Libraries, for the agency to delete records.The sectionprovides each county with a quarterly listing of case records eligible for deletion. It also trains DHSstaff on records management procedures.

It is mandated by state law to keep records for a certain period of time, and DHS relies on recordsmanagement to preserve records for future referral. The agency’s Records Dispositions Schedulescontains a list of DHS records and how long they must be kept. The annual Records Eligible forDestruction report lists the records that have been approved for destruction. Storage of recordsis provided while a record is waiting to become eligible for destruction, or if the record is kept bythe agency permanently. It is used when the originating division does not have space to house itspermanent records or while waiting for the record’s destruction date.

All records must be on the approved disposition schedule prior to storage. Inactive records thatwere formerly imaged are now stored. The Records Management Section stores millions of paperdocuments, in 30,000 boxes, spread over three facilities. On average, 300 new boxes are addedeach month, for a total of 3,600 new boxes each year. To retrieve a particular record, RecordsManagement staff must be able to locate it on an index that tells which box it is in and where thatbox is stored. However, only 60 percent of boxes are packed and indexed correctly. The other 40percent of boxes cause problems. Storing and retrieving records can be made easier when certainsteps are followed.

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How to properly pack a box• Remove all three-ring binders and large binder clips.• Remove all tapes, CDs, DVDs and computer disks.The DHS Records Center is not able to

store them properly.• Pack the records in the 1-cubic-foot records storage box with lids. (This is a special order

item — item number 1000575. Email or fax a form 23AM009E (Requisition for Supplies)to the Supply Warehouse supervisor. You cannot order these boxes through the electronicsupply system.) Please DO NOT tape the lids to the boxes.

• Pack the boxes tightly, leaving about 2 inches of room so the handles can be used. If youhave a half-full box, please fill the rest of the box with crumpled paper so it packs tightly.

• Attach a form 23RM001E (Box Label) to one end of the box.

How to prepare a box labelThe Records Storage box label, the Security Destruction box label, the Optical Imaging Services boxlabel and a new Electronic Media and Mobile Devices box label have been combined onto a singlebox label, form 23RM001E.

• Access the form 23RM001E through the DHS InfoNet page, click on the “Policy, Forms andMemos” tab near the top of the screen.• Click on “Forms Search” on the left side of the screen.• Type “23RM001E” in the search box and click on the “go” button. You may also type in

“box label” and click on the “go” button.• Open the form and select the type of box label you need.• Follow the direction on the top of each form, and complete the box label.• For the schedule number, series number and title of records according to schedule: Enter

the schedule and series number with the title from the appropriate DHS RecordsDisposition Schedule. See: http://www.okdhs.org/library/rds/

How to properly index a box• Prepare an index of the contents of each box. Each entry should have some type of

identifying number, like a case number or claim number. Include a copy of the box’s indexinside each box on top of the files. Email a copy of the complete index to Mary.Foster@okdhs.org.

• Please use an Excel spreadsheet with one column for each bit of information (see examplebelow). List all the boxes on one continuous excel sheet: Do not add blank lines or headersbetween the box numbers. The spreadsheet should include columns for:

o Box number (1, 2, 3, 4, etc.)o Office location number (county office number, supply location number)

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o Last nameo First nameo Case type (DDS, CWS, Financial Services, etc.)o Comments (number of files)o Dates (closed date, beginning date, ending date, etc.)

• Make sure the name and numbers on the file tab match the name and numbers on theindex. Do not list the file folder more than once. If there are multiple names on the filefolder, separate them with a “/” (forward slash). (Example: Smith/Jones)

• If there is not a name or number on the file folder’s file tab, please write the correctinformation on it.

• The files listed on the index should match the same order as the files in the box. You can dothis easily by turning the box on end, typing the file folder information onto the index andplacing the file face-down in the box.

SAMPLE EXCEL SHEET

BoxNo.

Coun-ty Code

LastName

FirstName

RecordTitle

RecType

Com-ments

PrimaryNo

SecondRecordNumber

ThirdRecordNumber

FirstDate

SecondDate

1 72D Fife Barney CW Case File

CW KK20012345 KW123456 1975 1993

1 72D Day Doris CW Case File

CW 3 files KK20089012 KC890123 1980 1999

1 72D Kong King CW Case File

CW KK20057890 KC246802 R678012 1990 2009

2 72D George Curious CW Case File

CW KK20045678 KC457890 2000 2008

2 72D Grant Cary CW Case File

CW KC765432 R890123 1970 1988

2 72D Charles Prince CW Case File

CW KW543210 1982 2002

3 72D North Nanook of The

CW Case File

CW 2 files KK20098765 1975 2006

3 72D Pitt Brad CW Case File

CW KK20091234 R678901 2001 2004

3 72D Stoops Bob CW Case File

CW KC012345 1980 1995

4 72D Gundy Mike CW Case File

CW KK20104567 1995 2008

4 72D Mouse Mickey CW Case File

CW Dummy KK20104567 2001 2008

4 72D Mouse Minnie CW Case File

CW KC432101 1982 1992

How to request box pick–up from your office• Prepare form 23AM095E (SupplyWarehouseMoving, Repair Request and Transfer

Document) and email it to the Records Management administrator (Mary.Foster@okdhs.org).o For the receiving location use: Records Center, Location 96R, 4800 N. Stiles Ave.,

Oklahoma Cityo For the receiving location contact person use: Mary.Foster@okdhs.org, 405-524-

9863 ext. 28o For the losing location use: your name, office, address and your office location

numbero For the item description use: “Boxes for records storage”

• Be sure to include your name, county location and number of boxes in your email message.The Records Management administrator will contact supply to schedule a pick-up date.

• Please notify the Records Management administrator at least one week before your regularsupply delivery.

• Attach the index to this email.• The SupplyWarehouse will pick the boxes up on your regular supply run.

If you have questions, please email Mary.Foster@okdhs.org before you start your recordsstorage project instead of after.

How to retrieve a fileThe Records Management Section staff is responsible for retrieving records from storage. Searchesfor stored records and retrieval requests are made through the Archives Records Tracking System(ARTS) database.

• The ARTS database is accessed by clicking on the Finance Application link on the DHSInfoNet page.

o On the Finance Division home page, click on “Archived Records Tracking” locatedunder the “General Inquiries” column.

o Make sure the “Records” radio button is clicked.o Enter the case number or last name in the search criteria block and click the

“Submit” button.o Click on the “Record ID Number” for the record you need.o Scroll to the bottom of the screen to view the out-card.o If the record is not checked out, scroll to the top of the page and click on the

statement that says, “Click here to send an inquiry to the Records Departmentabout this record.”

o On the email template, enter the name and office location for the person that needsto receive the file. Include any other information or special directions in the email.

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o The email “To” box should contain *OSSD.ARTS and the subject line shouldcontain “ARTS Inquiry.”

o There is a help button, green circle with a white question mark, on the top right sideof the ARTS database screen.

• If the file is not located in the ARTS database, the requester contacts the RManagementadministrator by email (Mary.Foster@okdhs.org). The email includes:

o The type of record that is stored, for example: CW case record, DevelopmentalDisabilities Services client record or administrative claims

o The case or file identification numbero The name and Social Security number for the person included in the caseo The requester’s name and location number for returning the file

Storing recordsDivisions and units must keep copies of employee time sheets for five years. The form 10AD073E(Time and Leave Input Sheet) is kept until the time sheets have been reconciled at the end of the payperiod. Approval of forms 10AD001E (Leave Approval Request) are kept for five years.

Personnel files are kept until two years after the employee is terminated (retired, transferred orresigned) provided all required information from the division and unit file has been transferred tothe permanent personnel file in Human Resource Management and there is no legal action pending.

To send in child welfare records for storage, contact Mary.Foster@okdhs.org for a procedures sheetor refer to the Records Management and Records Storage section on the InfoNet.

To get a copy of the records disposition schedule, contact Mary.Foster@okdhs.org, or go to www.okdhs.org/library/rds/.

For public assistance cases, you are provided a county deletion list quarterly. This list is a guideline.The individual case files still need to be reviewed to make sure they have been closed for three yearsand there are no active overpayments included.

To add a record to the records disposition schedule, complete the Records Inventory Report formRMD Form 1 located in “Non-OKDHS forms” section under the forms tab on the InfoNet. Or go towww.odl.state.ok.us/oar/recordsmgt/forms/pdf/RMD-Form-1.pdf

The Archives and Records Commission meets once a quarter — in January, April, July and October.Changes to agencies’ records disposition schedules are approved at these meetings.

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DHS is required by the Oklahoma Open Records Act to have designated public records officers.They process requests and obtain necessary releases from the public or DHS staff membersfor agency information. They also coordinate with other divisions to determine if requestedinformation is accessible to the public, and they prepare responses to requests when requestedinformation is confidential and is not accessible to the public.

Records management policy is located in DHS: 2-21-50 to 2-21-66.

To access the current procedures for storing and retrieving records, and open records request forms,follow the InfoNet path: Support Services > Departmental Services > Records > Information.

Records Management4800 N. Stiles Ave.Oklahoma City, OK 73105

405-524-9863 ext: 28Fax: 405-521-0789Mary.Foster@okdhs.org

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Supply WarehouseThe Supply Warehouse is the central purchasing and distribution point for copy paper, officesupplies, publications, diapers and formula. Warehouse staff assists in office moves, processessurplus requests and runs delivery routes to outlying field offices.

The warehouse provides information and assistance concerning the collection and disposal ofrecyclable paper items. It also provides temporary storage of supplies or equipment, based onavailable space.

On supply trips, trucks can pick up surplus items and return them to the Supply Warehouse ordeliver them to other units. Trucks can also pick up records to be stored in the archives.

Helpful numbers:Office supplies: 405-523-1837Envelopes/forms: 405-962-1709

OrderingPublications, forms and office supplies may be ordered via the online ordering system until 12:30p.m. daily. When the supply ordering system is not exited by 12:30 p.m., the system automaticallydeletes the order. A DHS finance system user ID is required to access the consumable supplyordering system. Complete form 10SC001E (Request for AS400 Access) for Financial Services accessapproval.

For general office supplies, forms and publications, submit a requisition via the online orderingsystem or contact the Supply Warehouse at 405-523-1837.

Send work requests to the warehouse no more than 10 days and no less than five days before yourlocation’s scheduled supply trip. A list of local and statewide delivery schedules is on pages 45-56of the Consumable Supply Handbook. (InfoNet path: Home > Job Functions > Support Services> Departmental Services > Supply Warehouse > OKDHS Consumable Supply Handbook Table ofContents)

To obtain supplies not stocked by the warehouse, contact Warehouse Manager Kelly Kappelman405-521-3601. Most DHS forms are in electronic format, available on InfoNet. For publications notstocked in the warehouse, contact the Print Shop at 405-962-1709.

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Members of the public or outside agencies and organizations may order free copies of DHSpublications through the DHS Print Shop by calling 405-962-1709, faxing 405-962-1741 or emailingTina.Gray@okdhs.org. Requests must include the publication title and number, quantity needed,delivery address, requester’s name and telephone number.

To inquire about used office furniture, contact Joey DeBaud at the Supply Warehouse at 405-523-1837. To request new furniture built by our staff of fully licensed and certified building tradesmen,contact the Facilities Management Unit at 405-271-5039.

For more information regarding the types of available supplies and other services offered by theSupply Warehouse, see the Consumable Supply Handbook, an up-to-date catalog of all availableitems. (InfoNet path: Home > Job Functions > Support Services > Departmental Services > SupplyWarehouse > OKDHS Consumable Supply Handbook Table of Contents)

Supply Trips – Pick-up RequestsTo arrange to have items picked up from your location, complete form 23AM095E (SupplyWarehouse - Moving, Repair Request and Transfer Document) and email it to Leah.Price@okdhs.org and cc: Kelly.Kappelman@okdhs.org. Please send requests to Price and Kappelman no morethan 10 days and no less than five days before a scheduled supply trip so staff can decide personneland size of truck to send. Supply trips are for deliveries first; trucks will pick up what they haveroom for. All other requests such as moves and pick-up requests will be taken care of if there is timeand room on the truck. Some requests may have to be scheduled later in the month.

Supply catalogThere is no published supply catalog, however you may print an up-to-date catalog of all itemscarried by the warehouse on the Consumable Supply System. Go to “Generic Item Look-up,” andthe system will ask you for item number and description. Under “Item Number” type “AA” and hit“enter.” When the list appears on your monitor, push the “print screen” key on your keyboard, thenpush the “page down” key to go to the next page, hit “print screen” again, and repeat the processuntil you have printed the entire inventory listing.

If you have a problem with the Consumable Supply Requisition Menu, or if you have training needs,call Merrill Miller at 405-523-1837.

Publications and formsTo view the publications that are available online, visit the DHS publications library at http://www.okdhs.org/library/pubs/.

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Publications may be ordered directly from the Supply Warehouse via the Consumable SupplyRequisition Menu. These requests should be included on the same order as supplies and forms.

When entering a publication number on the online system, be sure there are always four digits afterthe hyphen. For example, if the pamphlet number is 91-20, it should be entered as 91-0020 (addtwo zeros after the hyphen). If it is 09-253, it should be entered as 09-0253 (add one zero after thehyphen).

To order copies of publications and forms not stocked in the Supply Warehouse, contact the PrintShop at 405-962-1709 or email Tina.Gray@okdhs.org.

Units without access to this system may complete form 23AM009E (Requisition for Supplies) andfax it to the Supply Warehouse at 405-523-1859, or mail it to the address below. Any location with ahost-connected system may gain access authorization to the Online Supply Requisition System bycontacting the Supply Warehouse.

Submit only one copy of the form 23AM009E. Fill in the item description, unit of issue, itemnumber and quantity needed. Complete the upper right hand corner in its entirety. Do not leave anysection blank.

The most common error made is ordering everything needed on the same order form. DSU staffmust transfer item(s) to other order forms and/or reroute orders, causing delays in receipt ofsupplies.

Forms, envelopes and other materials that are unique to your office are not stocked at the SupplyWarehouse. The stock of most state office forms and institutional forms are kept in the division, unitor institution that uses the form.

If a form needs to be created, revoked, revised or converted to electronic format (Adobe Live Cycle),contact your division or office policy and form liaison. The liaison list is found at http://infonet/roles/pfl/default.htm. If the person listed no longer works in the office or division, contact theOffice of Intergovernmental Relations and Policy at 405-521-4326 for assistance. A form 20AD083E(Change Request for Form or Appendix) and the form are submitted electronically to OIRP.

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See the InfoNet (path: Home > Job Functions > Support Services > Departmental Services > SupplyWarehouse > OKDHS Consumable Supply Handbook – Section I).

Supply Warehouse217 N.E. 30th St.Oklahoma City, OK 73105

405-523-1837Fax: 405-523-1859Kelly.Kappelman@okdhs.org

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Surplus Property and DisposalSurplus Property and Disposal provides agency staff with guidance, support and tools to effectivelyorder, move and dispose of surplus equipment, furniture and other assets according to DHS policyand procedures.

OrderingTo order surplus items, email Joey.DeBaud@okdhs.org, at the Supply Warehouse to check foravailability of surplus items. Locations can “order” items by emailing as an attachment a form23AM095E (SupplyWarehouse - Moving, Repair Request, and Transfer Document) to Leah.Price@okdhs.org, and cc: Kelly.Kappelman@okdhs.org.

DisposalIf you need to get rid of something, contact Kelly.Kappelman@okdhs.org, 405-521-3601 or Leah.Price@okdhs.org, 405-521-3524.

Even old things that appear broken sell at Division of Capital Assets Management auctions. Itemsmust be approved to be thrown away, even non-inventory equipment, and this will normally onlyoccur when items are deemed a health and safety hazard and pre-approved by DCAM.

To request surplus items be picked up, submit form 23AM095E (Supply Warehouse – Moving,Repair Request, and Transfer Document) no more than 10 days and no less than five days before ascheduled supply trip. Emergency requests will be accepted.

A list of local and statewide delivery schedules is on pages 45-56 of the Consumable SupplyHandbook. (InfoNet path: Home > Job Functions > Support Services > Departmental Services >Supply Warehouse > OKDHS Consumable Supply Handbook Table of Contents)

All items with serial numbers, bar codes, NOMEN codes or OPWC numbers shall have thesenumbers listed and a brief description of the asset. If items physically do not have any suchnumbers, then simply provide a brief description of the item(s). The condition of the surplus item(s)need to be stated (good or salvage) so Asset Management can plan whether to store for reissue orsend to auction.

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Preparing your form 23AM095E (Supply Warehouse – Moving, Repair Request, and TransferDocument)

• For equipment, security destruction, imaging and supply pick–up requests to be taken to thewarehouse:

o The “Receiving Location” is the SupplyWarehouseo “Loc#” 120o “Contact Person” is Joey.DeBaud@okdhs.org, 405-523-1837

• For equipment delivery requests for items to be delivered from the warehouse to a location:o The “Losing Location” is the SupplyWarehouseo “Loc#” 120o “Contact Person” is Joey.DeBaud@okdhs.org, 405-523-1837

• For computers and computer accessories (keyboards, mice, etc.)o The“ReceivingLocation”isOMES-DSDWarehouse,4525N.Cooper,OKCo “Loc#”108Bo “Contact Person” is Earl.Merriman@okdhs.org, 405-522-1267

• RecordStoragepickuprequestsneedtobeonaseparateform23AM095Eandemailedasanattachment directly to Mary.Foster@okdhs.org

The form 23AM095E needs to be submitted no sooner than 10 business days but not less than fivebusiness days prior to your location’s scheduled supply delivery date. These need to be emailed as anattachmenttoLeah.Price@okdhs.organdcc:Kelly.Kappelman@okdhs.org.

Requesting a moveTo transfer bar-coded items from one office to another without the need of Supply Warehouseassistance, complete form 23AM002E (Asset Inventory Transaction Request), obtain requiredsignatures of transfer, and send original to Asset Management, Attn: Deborah Scowden or emailDeborah.Scowden@okdhs.org.

If you need Supply Warehouse assistance to make a move from one office to another, complete form23AM095EandemailasanattachmenttoLeah.Price@okdhs.organdcc:Kelly.Kappelman@okdhs.org. All items to be moved must be listed on form 23AM095E. This form will substitute for form23AM002E and will not need to be sent to Asset Management.

Surplus Property and Disposal217 N.E. 30th St.Oklahoma City, OK 73105

405-521-3601Kelly.Kappelman@okdhs.org405-521-3524Leah.Price@okdhs.org

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Travel ServicesThe Travel Coordination Office is responsible for final processing of all out-of-state travelauthorizations for DHS employees and non-employees traveling on official DHS business. The officebooks airline flights and provides cost comparisons for those not flying. The office provides travelerswith the most cost-effective travel arrangements to allow them to timely and conveniently meettheir business needs.

Services include:• Making reservations and obtaining tickets• Preparing a flight itinerary• Providing cost comparison for travelers not traveling by air• Preparing short-notice arrangements, usually for custody children, through expedited

procedures

Emergency or Urgent TravelRequests for emergency or urgent out-of-state travel by air for custody children or other clientsare submitted from the county office to the appropriate approving authority by email with a cc toRebecca.Mueller@okdhs.org.

There are two exceptions:

1. Custody children who leave the state as runaways are considered under the Office ofJuvenile Affairs travel authority

2. Arrangements for DHS custody children who need to travel out-of-state for medicalservices are provided by the Oklahoma Health Care Authority

What you need to know

To book a flight, submit a form 10AD002E (Out-of-State Travel) to their respective approvingauthority. When received by Travel Coordination, the office will prepare a flight itinerary, makereservations and obtain tickets. This will not be done by the traveler.

Out-of-state travel procedures and tips are available on the InfoNet path: Administrative Services >Support Services > Departmental Services > Travel Coordination > Information. Travel informationmay also be accessed through the search block at the top of the InfoNet home page. Enter the word“travel,” click the “go” button and the first link is to the Travel Coordination office.

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Even if you’re driving, form 10AD002E must be received to get an accurate and timely comparison.There are still authorization and liability issues. A form filed after the fact is not automaticallyapproved.

The airlines’ policies, as well as Homeland Security regulations, require all checked luggage to bepaid for at check-in. Luggage must meet size limits and be inspected and weighed before cost can bedetermined. Luggage policies vary from airline to airline and are subject to change. Be sure to savereceipts for reimbursement. Reimbursement is requested on the Speed-E-Travel claim.

Even if DHS is not providing your travel, you still must submit a form 10AD002E. Not onlyare there authorization issues, there may be unexpected expenses that will be reimbursed. Allout-of-state travel on official DHS business carries a risk liability that must be monitored, so aform 10AD002E must be submitted whether or not a travel reimbursement claim is filed. Theagency must always be aware of who is out of state at any given time. In addition, the State TravelReimbursement Act requires all out-of-state travel to be approved by the agency director ordesignee.

Tickets are not transferable due to airline regulations. If you have to cancel your trip, new travelarrangements will be made for another individual to go in your place. A new form 10AD002E mustbe initiated and approved for the individual going in your place. There are usually forfeitures orpenalty costs involved with non-refundable, low-cost purchases.

State law requires that primary consideration must be given to the specific airline under contractfor a given city, or the most cost-effective price. These contracts do not allow exceptions for airlinepreferences, or for the type of plane used, unless there is a medical necessity. Every effort is madeto accommodate a traveler’s seating request listed on their form 10AD002E. Requests are subject toavailability.

If your duty station is outside of the Oklahoma City metro, you may not receive a printed ticket.It costs an additional fee to get an actual hard ticket, so electronic tickets or “ticketless tickets”are used most of the time. The itinerary, with a confirmation number for ticketless travel, isemailed along with the final form 10AD002E. If a hard ticket is used and the traveler plans to be inOklahoma City before the departure date, the traveler can personally pick up the ticket. Otherwise,it will be delivered via express mail.

The Finance Claims Unit processes travel reimbursement claims. To learn the status of yourreimbursement, or to find more information, call 405-521-4163.

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If you’re at a conference and would like to stay an extra night, or if you would like to fly to a differentcity and take some personal days before returning home, a traveler can, at the discretion of thedivision, request personal time for an early departure and/or a late return when submittingthe form 10AD002E. Costs will not be reimbursed for any expenses beyond approved businessneeds, including extra per diem, lodging, etc. The 24-hour time limit is allowed as needed. Thetravel coordinator’s office will schedule extended flight itineraries that do not exceed the cost of acomparison itinerary that would have been used for business needs. DHS will not schedule flights toor from any destination that is outside DHS business needs.

The traveler is responsible for all hotel and conference arrangements.

Discuss the FLSA policy with your supervisor to determine if you will be paid overtime for any ofyour time in travel status.

Travel Coordination OfficeSequoyah Memorial Office Building2400 N. Lincoln Blvd.Oklahoma City, OK 73105

405-521-2596Fax 405-522-1615Rebecca.Mueller@okdhs.org

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Support Services Contact DirectoryArchitecture, Engineeringand PlanningOU Medical CenterNicholson Tower940 N.E. 13th St., Suite 5820Oklahoma City, OK 73104P.O. Box 268833Oklahoma City, OK 73126-8833

405-272-4155Fax: 405-235-0262Main Office: 405-272-4179Scott.Gould@okdhs.org

Asset ManagementSequoyah Memorial Office Building2400 N. Lincoln Blvd.Oklahoma City, OK 73105

405-521-4286Fax 405-522-0629Deborah.Scowden@okdhs.org

Badges and Parking PermitsSequoyah Memorial Office Building, Room C62400 N. Lincoln Blvd.Oklahoma City, OK

405-521-4318Fax 405-522-0629IDBadges@okdhs.org

Commodity Distribution and School NutritionSequoyah Memorial Office Building2400 N. Lincoln Blvd.P.O. Box 25352Oklahoma City, OK 73125

405-521-3583 (business hours)405-630-0194 (after hours)Fax: 405-521-6949Nancy.Ebahotubbi@okdhs.org

Contracts and PurchasingSequoyah Memorial Office Building, 4th floor405-521-4314Fax: 405-521-6868Gregory.Duke@okdhs.org

Copy CenterSequoyah Memorial Office Building2400 N. Lincoln Blvd.Oklahoma City, OK 73125

405-521-3626Fax: 405-521-6684Ralph.McNeill@okdhs.org

Design Services114 N.E. 31st St.Oklahoma City, OK 73105

405-962-1700Fax: 405-962-1740Katherine.Leidy@okdhs.org

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Facilities ManagementP.O. Box 268833Oklahoma City, OK 73126-8833

405-272-4167Fax: 405-272-4181Mike.Wolfe.okdhs.org24-hour contact number: 405-271-5039

FMU Telecommunications Section24-hour contact number: 405-218-2300

Fleet ManagementSequoyah Memorial Office Building2400 N. Lincoln Blvd.Oklahoma City, OK 73105

405-521-4546Fax 405-522-0629Shawn.Thompson@okdhs.org

Imaging Center114 N.E. 31st St.Oklahoma City, OK 73105

405-962-1715Fax: 405-962-1740Doug.Wynn@okdhs.org

Mail CenterSequoyah Memorial Office Building2400 N. Lincoln Blvd.P.O. Box 25352 (mailing address)Oklahoma City, OK 73125

405-521-4453Fax 405521-6684Gary.Baker@okdhs.org

Print Shop114 N.E. 31st St.Oklahoma City, OK 73105

405-962-1709Fax: 405-962-1741Tina.Gray@okdhs.org

Property ManagementOU Medical CenterNicholson Tower940 N.E. 13th St., Suite 5820Oklahoma City, OK 73104P.O. Box 268833Oklahoma City, OK 73126-8833

405-272-4165Fax: 405-235-0262Deborah.Holt@okdhs.org

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Records Management4800 N. Stiles Ave.Oklahoma City, OK 73105

405-524-9863 ext: 28Fax: 405-521-0789Mary.Foster@okdhs.org

Supply Warehouse217 N.E. 30th St.Oklahoma City, OK 73105

405-523-1837Fax: 405-523-1859Kelly.Kappelman@okdhs.org

Surplus Property and Disposal217 N.E. 30th St.Oklahoma City, OK 73105

405-521-3601Kelly.Kappelman@okdhs.org405-521-3524Leah.Price@okdhs.org

Travel ServicesSequoyah Memorial Office Building2400 N. Lincoln Blvd.Oklahoma City, OK 73105

405-521-2596Fax 405-522-1615Rebecca.Mueller@okdhs.org

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AcronymsARTS – Archives Records Tracking System

CDU – Commodity Distribution Unit

CSFP – Commodity Supplemental Food Program

CW – Child Welfare

CWS – Child Welfare Services

DCAM – Division of Capital Assets Management

DDS – Developmental Disabilities Services

DHS – Department of Human Services

DSU – Departmental Services Unit

FAMS – Fixed Assets Management System

FIMS – Facilities Information Management System

FMU – Facilities Management Unit

HVAC – Heating, Ventilation and Air Conditioning

LIHEAP – Low Income Home Energy Assistance Programs

NOMEN – Nomenclature

OCI – Oklahoma Correctional Industries

OIG – Office of Inspector General

OIRP – Office of Inter governmental Relations & Policy

OMES – Office of Management Enterprise Services

PA – Purchase Authority

PMU – Property Management Unit

RFD – Request for Proposal

TEFAP – The Emergency Food Assistance Program

USDA – U.S. Department of Agriculture Food and Nutrition Services

USPS – United States Postal Service

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Support Services Forms

10AD002E – Out-of-State Travel Authorization - PC

10AD012E – Claim Form

10SC001E – Request for AS/400 Access

20AD083E – Change Request for Form or Appendix

23AD011E – Mail Center Shipping Request

23AM001E – Asset Accountability

23AM002E – Asset Inventory Transaction Request

23AM009E – Requisition for Supplies

23AM010E – Employee Identification (ID) Badge Request

23AM095E – Supply Warehouse – Moving, Repair Request and Transfer Document

23CO106E – Authority to Purchase

23PU083E – Request for Design Services

23PU084E – Request for Photography Services

23PU114E – Reproduction Request

23RM001E – Box Label

Form 002 – OMES Central Purchasing Division Sole Source or Sole Brand Acquisition Certification form (available on the OMES website)

RMD Form 1 – Records Inventory Report

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10AD002E – Out-of-State Travel Authorization - PC

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10AD012E – Claim Form

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10SC001E – Request for AS/400 Access

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20AD083E – Change Request for Form or Appendix

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23AD011E – Mail Center Shipping Request

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23AM001E – Asset Accountability

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23AM002E – Asset Inventory Transaction Request

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23AM009E – Requisition for Supplies

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23AM010E – Employee Identification (ID) Badge Request

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23AM095E – Supply Warehouse – Moving, Repair Request and Transfer Document

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23CO106E – Authority to Purchase

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23PU083E – Request for Design Services

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23PU084E – Request for Photography Services

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23PU114E – Reproduction Request

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23RM001E – Box Label

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Form 002 – OMES Central Purchasing Division Sole Source or Sole Brand Acquisition Certificationform (available on the OMES website)

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RMD Form 1 – Records Inventory Report

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DHS Pub. No. 14-09 Issued 1/2014This publication is authorized by Oklahoma Department of Human Services Director Ed Lake and printed by DHS in accordance with stateand federal regulations at a cost of $835.31 for 340 copies. Copies have been deposited with the Publications Clearinghouse of the Oklahoma

Department of Libraries. DHS offices may request copies on ADM-9 (23AM009E) electronic supply orders. Members of the public may obtaincopies by calling 1-877-283-4113 (toll free), by faxing an order to (405) 962-1741, or by downloading a copy at www.okdhs.org/library.