Transformation Savings

As of 10/27/2021 09:14:28 AM     Refresh

Overall Savings $5,048,045.66

Year 3 July 01, 2021 - June 30, 2022 $1,036,954.10 Year 2 July 01, 2020 - June 30, 2021 $2,800,164.72 Year 1 July 01, 2019 - June 30, 2020 $1,210,926.84

Savings: $932,644.69

Application Name App Code Number of Transactions Amount
Asset Management System AMS 394 $9,542.85
Contract Review System CRS 16 $25,944.00
Data Sharing Agreement DSA 37 $6,382.50
Fleet (Pool Vehicle) Management System IFS 282 $7,134.60
Grant Management System GMS 166 $787,836.00
HR On-Boarding System HROBS 67 $64,307.25
Inter-Office Request IOR 377 $9,613.50
Invoice Management System IOR 377 $9,613.50
Time & Leave Management System TLMS 0 $0.00
Travel & Expense Management System TEMS 506 $12,270.49
Total $932,644.69

 Digital Transformation | Intranet Apps Savings

The ADE Digital Transformation Savings is a $932,644.69 on-going savings for Year 3: (July 01, 2021 - June 30, 2022). This is based on Intranet Apps deployment for different divisions of ADE. It consider:

  • Decreased paper processing costs
  • Streamlined error corrections and manual updates
  • Reduced data re-keying.
  • Improved manual work-flow processing.
  • Shortened signature/approval cycle time.
  • Reinvestment of employee hourly time into employee productivity time.

Currently, for year 1: 2019-2020 transformation, the Intranet Apps have been successfully deployed for Division of Elementary and Secondary Education (DESE); Division of Career and Technical Education (DCTE) and MLK Junior Commission. Year 2 deployment are planned for Division of Higher Education and Arkansas State Library (ASL) and Year 3 deployments planned for AR School for the Deaf and AR School for Blind and Visually Impaired (ASBVI).

Savings: $103,600.00

Application Name App Code Amount
ADE Portal ADE $25,000.00
DCTE Web Portal DCTE $25,000.00
DESE Web Portal DESE $25,000.00
DPSAFT Web Portal DPSAFT $25,000.00
Notice of Intent for Home School NOI $3,600.00
Total $103,600.00

 Infrastructure and Operations (I & O) | Information System Savings

The Infrastructure and Operations (I&O) Savings in the Transformation era was achieved by building in-house web portals as illustrated below:

  1. ADE Portal
  2. DCTE Web Portal
  3. DESE Web Portal
  4. DPSAFT Web Portal
  5. Notice of Intent for Home School

Prior to transformation, the ADE and DCTE Web Portal was built and operated by another 3rd. party contractor and these were brought in-house by implementing IT Services shared service model resulting in a direct savings of $103,600.00.

Savings: $709.41

Month Category Amount
June Tablet $120.00
October Desktop $197.98
October Laptop $192.91
August Laptop $198.52
Total $709.41

 Computer Purchase Program | Revenue

The Arkansas Department of Education did the pilot run for the Computer Purchase Program with Division of Elementary and Secondary Education stating July 2020 using its Asset Management System. Till date, the department has registered revenue of $709.41 for Year 2 of transformation.

The Computer Purchase Program process involves three (3) distinct phases:

  • Phase I: Employee returns current used equipment; IT Services refurbishes the Asset and send back to Original Employee who has 10 days to decide to buy or give a pass.
  • Phase II: Asset lands in the AMS catalog and any employee can buy one first server-first claim basis.
  • Phase III: Employee uploads purchase receipt as receives from Finance and claims the asset/equipment from IT Services.

Note: Only 1 laptop/tablet (I-Pads)/desktop and 2 monitors are allowed for purchase per quarter per employee to maintain an equitable distribution.

Disclaimer: The disbursement of revenues is among the Department; Marketing and Redistribution section of Office of State Procurement; Computer & Electronic Recycling Funds (as established by Act 1410) and DFA-Office of Accounting (for Sales Tax portion).