Section 750.10  Policy

 

It is the policy of the Department of Central Management Services to promulgate rules describing the operation of the Department whenever rules will enable State agencies, employees or the public to better understand the Department's functions.

 

Section 750.20  Applicability

 

These rules apply to the internal operation and structure of the Department.

 

Section 750.30  Functional Description

 

The Department of Central Management Services provides centralized services to State Agencies.  Those major services and the basic governing statutes are listed below.  Further definition by rule can be found in other parts promulgated by the Department.

 

Ill. Rev. Stat. 1983, ch. 127,
a)	Electronic Data Processing	par. 35.7, 35.7a
b)	Real Estate Purchase	par. 51
c)	Risk Management	par. 63b4
d)	Procurement	par. 63b13.1
e)	Real Property Lease	pars. 63b13.2, 63b13.6
f)	Printing	par. 63b13.4
g)	Media Services	par. 63b13.5
h)	Telecommunications	pars. 63b13.8, 63b13.18
i)	Supply Warehouses	par. 63b13.9
j)	Vehicles	pars. 63b13.15, 63b13.16
k)	Property Control and Disposal	par. 63b13.21
l)	Forms Management	par. 63b13.23
m)	Building Management	par. 63b13.24
n)	Personnel	par. 63b101
o)	Employee Group Insurance	par. 514

 

 

Section 750.40  Organizational Description

 

The Department is headed by a Director and two Assistant Directors.  Six Bureaus run the day to day operations.  The Director's staff, the Bureaus and their Divisions are described as follows:

 

a)         Office of the Director.  Provides general management and defines the departmental mission in responding to statutory requirements and administration directives.  Providing support to the Director are two assistant directors and other staff including Legal Services, Internal Auditing, Governmental Affairs (legislative), Investigations Security, Inter-Agency Coordination (management consulting, analysis and procedural audits), Illinois Information Service (media services) and Public Information.

 

b)         Bureau of Administrative Operations.  Provides budget development, financial control, data systems design and office management services for the Department through four Divisions.

 

1)         Division of Accounting is responsible for all receipts and recording of transactions for the revolving funds administered by the Department. Revolving funds account for products services sold by the Department to other State agencies.  These revolving funds are the Communications Revolving Fund, Office Supply Revolving Fund, Paper and Printing Revolving Fund, State Garage Revolving Fund, Statistical Services Revolving Fund and Surplus Property Revolving Fund.  The Division is also responsible for control of expenditure of appropriated monies, in General Revenue, Group Insurance Premium, Deferred Insurance and Road Funds.

 

2)         Budget Division assembles all information regarding financial needs of the Department and prepares it for submission to the Bureau of the Budget. After BOB review, this information is revised as necessary and prepared for submission to the General Assembly for appropriation approval.

 

3)         Division of Data Systems organizes information in electronic form for use by the Department.  This Division assists in designing new automated systems to enhance Department operations.

 

4)         Division of General Services provides office management functions within the Department including payroll preparation, pool typing, office allocation, in-house mail service and purchasing.  This Division also administers the Governor's Travel Control Board rules.

 

c)         Bureau of Benefits.  Administers employee benefit plans including insurance, risk management and deferred compensation through three Divisions.

 

1)         Group Insurance Division administers the health and life insurance programs and the health maintenance organization programs for active and retired State employees.

 

2)         Risk Management Division administers the State's Worker's Compensation and Occupational Disease program and the General Liability and Auto Liability Plans.

 

3)         Deferred Compensation Division administers the program whereby employees may defer receipt of a portion of their current income, have it invested, and draw upon that account at a later date.

 

d)         Bureau of Information and Communication Services.  Through its three operating Divisions and two functional staff units provides centralized data processing and telecommunication support services to State agencies, boards and commissions.

 

1)         Information Services Division operates a centralized computer center which provides data processing equipment, software and related services to agencies, boards, and commissions reporting to the Governor.  These services may also be provided to other entities of the State.

 

2)         Communication Services Division provides telecommunications services on a statewide basis, including voice, radio, data, video and facsimile transmission.  The Division maintains a professional staff to provide assistance, counsel and coordinate all activities directly or indirectly affecting the telecommunication activities of the State.

 

3)         Information Resource Management Division provides electronic data processing support services to agencies, boards, and commissions reporting to the Governor.  The Division maintains a professional staff to provide assistance, counsel and coordinate all activities directly or indirectly affecting electronic data processing, word processing and office automation activities.  The Division operates a Data Processing Training Center and it also supports automated application systems that are used by multiple agencies.

 

4)         Contract Administrative staff personnel provide the administrative support required to process the multi-agency procurements of equipment, software and services for both data processing and telecommunications.

 

5)         Administration and Planning staff personnel establish rate structures for data processing and telecommunications services and process the billing data for the Statistical Services and Telecommunication Revolving Funds.

 

e)         Bureau of Personnel.  Administers the provisions of the Personnel Code (Ill. Rev. Stat. 1983, ch. 127, par. 63b101, et seq.), collective bargaining agreements, and the Personnel Rules for State employees under the Governor through five Divisions.

 

1)         The Division of Technical Services develops and validates merit examinations; prepares new and revised position classification standards and specifications; administers the Pay Plan; provides to any requesting local government in Illinois assistance in the administration of its personnel program on merit principles; and administers position classification appeals program for employees.

 

2)         The Division of Examining and Counseling Services administers the State merit examinations program; provides employment counseling services; maintains employment records; maintains eligible and reemployment listings; and, reviews and certifies that each person named on an agency payroll has been appointed and employed in accordance with the provisions of the Personnel Code and Rules.

 

3)         The Division of Agency Personnel Services administers the position classification program for all positions under Jurisdiction A (classification and compensation of positions in State services); audits and allocates individual positions upon request or as a part of a study; maintains position and organizational records; reviews and approves personnel transactions; and, provides consultative and advisory services to agency managers and personnel specialists.

 

4)         The Division of Employee and Labor Relations negotiates and implements collective bargaining agreements; administers grievance resolution procedures under collective bargaining agreements and under the Personnel Rules; represents State as employer before the State Labor Relations Board in bargaining unit determinations, hearings or charges of unfair labor practice and bargaining impasse resolution; conducts training in labor relations.

 

5)         The Division of Executive Recruitment conducts searches to recruit employees for unique or difficult-to-fill positions, for college-level entrance positions, and for the Governor's Fellowship Program; coordinates the Retired Executives Consulting Program for State agencies; and assists municipalities in Illinois in recruiting employees for positions difficult to fill.

 

f)         Bureau of Property Management.  Has responsibilities relating to the acquisition, management and disposal of real property and the marking, inventory, transfer and/or sale of personal property.

 

1)         The Division of Administration serves as a "support" office to the Bureau of Property Management's Manager's Office.  Included in the Division of Administration's functions are voucher control, contract administration, financial management of the Bureau (including all budget-related activities), energy conservation, various facilities management operations and the leasing and/or disposal of the State's surplus real property.

 

2)         Division of Property Control maintains master listings of transferable records and maintains field personnel for screening properties and assisting agencies in inventory management.  The Division operates a warehouse of State surplus personal property which is available to State agencies, municipalities and local governmental units.  The State of Illinois Federal Surplus Property Program is also the responsibility of the Division of Property Control.  This program allows State and local government agencies as well as eligible not-for-profit organizations to acquire surplus federal property.

 

3)         Division of Real Estate is responsible for the overall real property leasing function.  This encompasses planning, site evaluation and selection, lease negotiations, renewals, dispute resolution and space utilization.  In addition the Division is responsible for the management and operation of the facilities under the jurisdiction of the Department of Central Management Services.  The facilities which are operationally managed include the regional office buildings located in Springfield, Chicago, Champaign, Rockford, Marion, East St. Louis, Peoria and Elgin. Included in the Springfield area are the State Armory Building and Central Computer Facility; and in Chicago are the Public Health Lab and Office Building, the newly constructed State of Illinois Center and the Chicago Medical Center facilities.

 

4)         The Division of Security Police is a newly-created division responsible for the securing of two large State office complexes located in Chicago (State of Illinois Center and Medical Center facilities).  They perform various law enforcement duties, including but not limited to, crime and fire protection, traffic control, pedestrian protection, and preliminary incident investigations.

 

g)         Bureau of Support Services.  Provides centralized services in regard to procurement, printing, warehousing and vehicles for State agencies through three Divisions.

 

1)         Government Services Division is responsible for several smaller divisions.  The Division of Printing establishes printing contracts with outside vendors for all categories of printed material.  Reproduction Services operates an in-house print shop that coordinates activity with the Division of Printing.  The Office Supply Warehouse maintains stocks of frequently used office items.  The Forms Management Division is required to review and approve all forms used by State agencies and maintains a depository of all State forms.  The Mail and Messenger Division delivers mail amongst State agencies.

 

2)         Procurement Services Division is responsible for establishing contracts for or purchasing on a centralized basis goods needed for State operations (excluding electronic data processing and certain telecommunication needs).  This Division also administers the Joint Purchase Program by which local governments can utilize State contracts and the Small Business Set-Aside Program which ensures small business receives a fair share of State business.

 

3)         Division of Vehicles is responsible for maintaining and controlling the use of the State motor vehicle fleet for agencies in the executive branch.

 

Section 750.50  Graphic Description

 

The current organizational sturcture is shown on Appendix A to this Part.

 

Section 750.60  Rulemaking Process

 

The Director or any interested party may propose a rule, amendment to a rule, or the repeal of a rule.  Each proposal shall be treated in the following manner.

 

a)         All rule proposals shall be directed to the Bureau Manager in charge of the appropriate program.  The Bureau Manager will consult with the Director and other Bureau Managers as necessary to avoid duplication of effort and to determine whether there is a need to consider the proposal.

 

b)         If the proposal is to be pursued, the Bureau Manager will consider the purpose and need for the proposal, alternatives, associated costs, effect of the proposal on others and authority to promulgate the proposal as a rule.  In resolving these matters the Bureau Managers shall consult with other Bureau Managers and staff as necessary and shall consult with the Legal Services Unit.

 

c)         The Bureau Manager shall prepare draft language, have it reviewed by Legal Services Unit and submit it to the Director for review and approval with whatever supporting documentation is needed.

 

d)         The Director shall review the report and proposed language, if necessary, and reject the proposal, ask for revisions or cause the proposed rule to be published in the Illinois Register.

 

e)         Preparation of proposed rules for publication in the Illinois Register, submission to the Joint Committee on Administrative Rules and filing of adopted rules with the Secretary of State is the responsibility of the Bureau Manager.  Responding to public comment or JCAR comments and testifying at hearing is the responsibility of the Bureau Manager.

 

f)         Rules promulgated to implement the Personnel Code must be presented at a public hearing and then presented to the Civil Service Commission.  The public hearings shall be scheduled as part of the first notice period of the Illinois Administrative Procedure Act process.  Consideration by the Civil Service Commission shall be after the hearings but before the end of the first notice period.  Any substantive change made as a result of JCAR comment shall be submitted to the Civil Service Commission for consideration.

 

g)         Rules of the Governor's Travel Control Board are promulgated by the Department after board approval.  Changes made to accommodate public or JCAR comments, that are substantive in nature, may be made if approved by the Board.

 

h)         The Bureau Manager shall inform other Bureau Managers of any rules that might affect their operations.

 

i)          Rules in final form shall be provided to the Legal Services Unit which is the Department's official depository for administrative rules.

 

Section 750.70  Rulemaking Flowchart

 

The chart depicting the process of rulemaking within the Department is shown in Appendix B to this Part.

 

Section 750.80  Access to Information

 

Requests to see or copy departmental information shall be governed by the provisions of 2 Ill. Adm. Code 751.

Section 750.APPENDIX A   Organizational Chart

 

ILLINOIS DEPARTMENT OF CENTR

 

 

Section 750.APPENDIX B   Rulemaking Flowchart

 

 

a.         General Rules

Proposal ----- Bureau Manager (receipt) ----- Director (approval to proceed) ----- Bureau Manager (research and drafting) ----- Legal Services (language review) ----- Bureau Manager (revisions) ----- Director (approval to proceed) ----- Bureau Manager (adoption administration including Illinois Register publication, JCAR and Civil Service Commission review of Personnel Rules)

 

b.         Governor's Travel Control Board Rules

Proposal ----- Board or Bureau of Administration (receipt) ----- Board (approval to proceed) ----- Bureau of Administration (research and drafting) ----- Legal Services (language review) ----- Bureau of Administration (revisions) ----- Director (approval to proceed) ----- Board (approval to proceed) ----- Bureau of Administration (adoption administration including Illinois Register publication and JCAR)