October 3, 2013
Re: OCAST Programs Division Process for Notification of Substantive Changes in Program Function
The Oklahoma Center for the Advancement of Science and Technology (OCAST) has undertaken an initiative to adopt the principles of Lean Process Improvement in order to streamline and increase efficiency in program management, collaboration building with partners, managing contracts and processing payments. OCAST is undertaking this initiative in response to the stated desire of Governor Fallin and the Oklahoma Legislature to make state agencies more efficient and less costly while better serving the public. This is an iterative endeavor requiring many small, and in a few cases more significant, changes in OCAST’s award contracts, requests for payment (RFP) process and solicitations. The core idea is to maximize client value while minimizing waste.
OCAST will strive to ensure that a proposed “substantive change” which is defined as “a significant modification or expansion in the nature and scope of how an OCAST program functions, including contracts, RFPs, solicitations and other relevant administrative documents which may impact OCAST clients” is accomplished with as little inconvenience as possible. Oklahoma’s research institutions, colleges, universities and OCAST’s private industry clients will be afforded a comment period prior to implementation of substantive changes unless such actions are mandated by new state statute or policy. OCAST will make every effort to pass along such mandated actions immediately upon receipt of notice by the agency. Beginning November 1, 2013, OCAST will provide written notification of proposed substantive changes at least 30 calendar days prior to planned implementation of those actions for the purpose of soliciting comments.
OCAST will provide a detailed written description and justification for proposed substantive changes along with any supporting documentation when issuing notifications of those proposed actions. These notices will be sent via email to the research administration offices and contracting officials at Oklahoma’s research institutions, colleges and universities. OCAST will request a written justification to accompany any comments provided during the comment period. An open version of this letter and all agency notices of proposed substantive changes will also be posted on the OCAST website, along with all responses including those of the agency. OCAST will consider all input to proposed substantive changes before implementation with the greatest benefit to the majority of clients as the primary criteria to determining if and how these changes should be implemented.
Dan Luton, Director