administratorthe - tsabaapracticing your presentation on a small child is an excellent way to hone...
TRANSCRIPT
INSIDE Message from President | Bi-Monthly Meeting | Audit Report
TheAdministrator
Texas State Agency Business Administrators’ Association • Volume 27, Number 1 • February 2009
continued on page 2
So, you have drawn the black bean and must
testify before a legislative committee. You should
be elated that your value to your agency has
been recognized. Instead, perspiration beads
unattractively on your upper lip and you wonder
what to do next.
Well, my friend, you have come to the right
place for advice. I have testified before the
Legislature hundreds of times and have lived to
talk about it. I have distilled what I’ve learned into
a set of practical rules that I provide to you free of
charge. Use them wisely. Your success is all the
pay I require—or at least all I’m likely to receive.
Legislative Testimony for Fun and Profit By Billy Hamilton, Adjunct Professor of Public Affairs, LBJ School of Public Affairs, UT Austin
Working together, we will get your agency that
vital appropriation for poultry inspectors because
you and I know that your agency’s wellbeing,
the future of Texas—and most importantly, your
career—hinge on your success. Feel absolutely no
pressure.
Let me begin by assuring you that testifying
before a legislative committee is as easy as
falling off a log. Unfortunately for many people,
it sometimes is just as painful. However, a little
preparation can nip the log-falling problem in
the bud.
Remember the old joke where a visitor to
New York asks an old man: “How do you get to
Carnegie Hall?” The old man replies: “Practice,
practice, practice.” Before you set foot in the
Capitol, you must have a clear idea of what you
will say and how you will say it. Here’s a tip:
Practicing your presentation on a small child
is an excellent way to hone your delivery while
providing needed discipline to the child. Often,
they will fall asleep during the presentation so be
sure to time your practice near bedtime.
Another good tip is to boil down your testimony
as much as possible and put it in the plainest
language possible, preferably sans technical
As heard at the Mid-Winter Conference
“I have testified before the Legislature hundreds of times and have lived to talk about it. I have distilled what I’ve learned into a set of
practical rules that I provide to you free of charge.”~Billy Hamilton
2 The Administrator | Volume 27, Number 1 | February 2009
simply and briefly. If members have questions,
rest assured, they will ask.
That’s why the three-minute standard
established by Lincoln is not a bad rule of
thumb—unless of course you are trying to explain
something like that unfortunate billion dollar
accounting error your agency made. That may
take longer. In most cases, though, keep it short.
If by some chance, your testimony drags on,
you may receive a discrete (or not so discrete)
signal from the Chair to—to be blunt—shut up.
If that happens, here is my advice: Shut up. You
can try to salvage this embarrassing situation by
saying something like: “Members, I think that
covers the main points. I had better stop now.”
But, again,
avoid this
situation
altogether
by thorough
preparation—
and brevity.
I suggest
using my
Three- or
Five-Point
Technique.
If you can, focus
on three main points. If you must, go with five
points. I can’t tell you why this is important. You
must accept it as an article of faith. Possibly it
has some biological or metaphysical significance
that hasn’t yet been isolated by science or world
religious leaders. But trust me when I say that
this rule works, and you ignore it at your own
peril. A friend of mine once wrote a bestselling
book with 10 key points, which was very useful
for producing 300 pages of text. However, when
he tried to discuss those 10 points in speeches, he
invariably lingered too long on one or more points
and never got through more than . . . five points.
Coincidence? I think not.
Members will often ask questions during your
testimony. I have been interrupted before getting
Legislative Testimony for Fun and Profit continued from page 1
mumbo-jumbo and acronyms (TM-J/A). I am
required by the laws governing instructional
texts on public presentations to point out that
one of history’s greatest speeches, the Gettysburg
Address, was a mere 272 words long and lasted
three minutes. That’s nice to know, but remember
this: Lincoln wasn’t talking about poultry
inspection which is, as you and I know, far more
complicated than a simple matter like saving
the Union.
Still, Lincoln was on to something. Lawmakers
are busy men and women with countless duties.
They sit through a lot of testimony. They are
not, as you might imagine given its importance,
experts on poultry inspection. They do not, as you
do, live and breathe it. Present the facts, but do so
Tips for Speaking to the Legislature
1. Prepare as much as possible.
2. Practice, practice, practice —
Give your presentation to a
small child.
3. Simply and briefly present the
facts (three to five points).
4. Try to keep the three-minute
presentation standard.
5. If asked a question you don’t
know, answer “I don’t know,
Senator, but I will get you the
information.”
6. Answer “Yes sir” or “no sir”
and “yes ma’am” or “no ma’am.”
February 2009 | Volume 27, Number 1 | The Administrator 3
“Good morning, Mr. Chairman,” out of my
mouth. Do not let this unsettle you. In fact, don’t
let anything that happens unsettle you. For all
their many fine qualities, lawmakers can be like
the great cats of the jungle—they can smell fear.
You cannot—you must not—get flustered. If it
helps, think of legislative testimony like it is the
world’s scariest rollercoaster ride. You know two
things: People were getting off the ride alive just
before you got on, and it’s only going to last for a
few minutes at most. The Legislature has only so
much time to devote to poultry inspection. Cling
to that fact like whatever it was Kate Winslet was
clinging to in Titanic.
Remember that lawmakers are free to ask
whatever questions cross their minds. These
questions may or may not have anything to
do with poultry inspection, and there may be
cases where you don’t know the answer. An
unacceptable response is: “What the heck are you
talking about, Senator?” An acceptable response
is: “I don’t know, Senator, but I will get you the
information.” I don’t care what the question is,
make a note, get the answer and provide it to the
member and to the committee staff in writing as
soon as possible. Lawmakers are like you and me,
they have long, uncharitable memories for people
who don’t keep promises. You may be back in
front of the committee in the future, and you don’t
want to confront a member who has spent the day
sharpening a knife to take a healthy piece out of
your hide.
You also should remember that our lawmakers
are here in Austin for five months at a pay rate
that any self-respecting poultry inspector would
consider insulting (hence the need for additional
appropriations). Lawmakers have widely ranging
political and philosophical views. A few may
harbor dark intentions for your agency. Some
may even question the very necessity of poultry
inspection. But they are here doing a job for the
people of Texas, and you owe them your respect.
I always—and I am very serious about this—try
to be as polite to them as I was forced to be to my
mom’s friends. “Yes sir” and “no sir” and “yes
ma’am” and “no ma’am” are not misplaced in a
legislative hearing. Respect the members and the
institution, and you go a long way toward being
the success your agency needs you to be.
There are many other amazingly helpful
pointers that I have developed to make you a
master of the art of legislative testimony. However,
I see my space has expired. Good luck and
remember: If at first you don’t succeed, there may
be other chances, assuming you have followed
my practical rules. If disaster strikes, take heart:
There are lots of hearings and others, not armed
with my rules, will have done far worse than you.
More to the point, the state is planning to hold an
entirely new legislative session in a mere two years
whether we need it or not.
Enjoy the ride with the cats of the jungle
4 The Administrator | Volume 27, Number 1 | February 2009
TSABAA
Message from the President
The Legislature is in session, and the state is facing tough economic times. For anyone who has worked in state government for more than a few years that sounds like a recurring theme. Our elected officials will be making difficult decisions over the next four months, and each of us will be impacted in some manner by these decisions. It is human nature for individuals to immediately begin evaluating the potential “negative” impact when there is a possibility of budget reductions, new regulations, and additional requirements. Most people also have a tendency to overlook the positive outcomes and focus on the tasks that will require additional effort. So what should be the focus to net positive results? Determination and perseverance leads to satisfaction and success…..
You have to start every day with determination if you want to end the day with satisfaction. Make that long list of all the tasks and projects that need to be accomplished. When they are completed, mark them off the list. Some days the list doesn’t get any shorter, but other days you will derive a great deal of satisfaction when you can visualize what has really been accomplished. Every accomplishment starts with the decision to try, and the highest level of satisfaction comes from a job well done. Take the time and make the effort to do everything to the best of you ability. After all, if you think you don’t have time to do it right, when will you have time to do it over again?
TSABAA members serve in leadership roles in state agencies. It is determination, perseverance, and success—in spite of all obstacles—that will distinguish and separate the strong leaders from the weak.
Greg Herbert
2009 TSABAA President
You have to learn the rul of the game. And then you have to lay better than anyone else.
~ Albert Einstein ~
40th Annual Summer Conference Be sure to keep these dates open and plan to attend the 40th Annual Summer Conference at the
Omni Bayfront in Corpus Christi June 22–24. It promises to be both informative and fun!
February 2009 | Volume 27, Number 1 | The Administrator 5
29th Mid-Winter Conference Highlights Relationships were built at the Mid-Winter Conference in Kerrville from December 3–5. TSABAA
committees and subcommittees did a great job putting together a conference with timely topics. Joani Bishop, Program Subcommittee Chair, brought a truly diverse lineup of interesting and insightful speakers. Here are some highlights in addition to the articles on pages 1 and 8:
• John Barton discussed how the role of the LBB has evolved over time. The agency is now directly involved with key statewide government accountability initiatives including strategic planning, performance budgeting and performance monitoring.
• Geoffrey Hood introduced the Comptroller’s new Textravel Web resource that enables agencies to access all state travel regulations and procedures in one easy-to-navigate online location. Textravel replaces the State of Texas Travel Allowance Guide.
• Dr. Monica Scamardo stressed that the first step to leadership success is to respond instead of react to those around us. Some strategies to facilitate responding include clarifying your purpose and listening with empathy. The second step is to build trust. When people repeatedly fail at communicating, they teach others to distrust them.
• Steve Tamez, David Galanski and Jonathan Judge from the Comptroller’s office used Lucy and Ricky Ricardo to demonstrate the keys to effective communication. After struggling to communicate, the couple eventually made up, but not without a lot of drama and laughs.
• Ross Ramsey provided the group with his take on potential topics of interest in the 2009 legislative session. He also discussed the Speaker’s race and the state’s shifting political landscape.
• Cathy Terrell allayed some of the audience’s concerns about the economic downturn and how it’s affecting our pensions. Fortunately, defined benefit plans like ERS are intentionally designed to weather market conditions. Retiree pension payments are not based on short-term market performance and are secure even during volatile markets. ERS’s legislative appropriation request asks for enough money to maintain existing benefits for members.
• Dr. W.E. “Bill” Thorn used his ready wit not only to entertain but also to drive home truths that sustain and challenge. His moving “vignettes of life” discussion ended with a rare but well-deserved standing ovation.
• Don Green from the Texas House of Representatives analyzed the issues we should expect during the 2009 session in light of the current economic climate.
✯ Cindy Provine was named the Chief Financial Officer at the State Preservation Board.
Personnel Moves
Daniel Benjamin and Carol Oberrender
Donna Hodde handing out door prizes
Brian Millington Conference Emcee
6 The Administrator | Volume 27, Number 1 | February 2009
Texas State AgencyBusiness Administrators’ Association
P.O. Box 13164, Austin, Texas 78711-3164www.tsabaa.com
Established 1969
Bi-Monthly Meeting Covers Risk Assessment for Fiscal OfficersThe November 13th meeting featured an excellent presentation by Helen Young, MBA, CIA, CISA,
CFE, who is the Deputy Commissioner of Internal Audit for the General Land Office.
She explained that risk management is a framework for identifying problems. If risks aren’t identified and controlled, they can lead to unflattering headlines and loss of resources. Your job is to identify, measure and prioritize internal and external risks and then establish internal controls to mitigate risk and monitor compliance.
“Management controls are not for auditors—they are for management to use in accomplishing goals, addressing risks and preventing fraud,” she said. Her handout included a Risk Assessment Tool that takes you step-by step through the key processes for risk self-assessment. For a copy, e-mail her at
February 2009 | Volume 27, Number 1 | The Administrator 7
Texas State Agency Business Administrators’ AssociationStatement of Assets, Liabilities, and Fund Balance
As of August 31, 2005 (includes comparative totals for August 31, 2004)
August 31, 2008 August 31, 2007
ASSETS
Current Assets:
Cash in Bank 45,581.31 18,934.04
Prepaid Items 0.00 393.68
Accounts Receivable 0.00 3,130.00
Total Assets $45,581.31 $22,457.72
LIABILITIES
Total Liabilities/Accounts Payable $0.00 $0.00
FUND BALANCE
Fund Balance $45,581.31 $22,457.72
Total Liabilities and 0.00 0.00
Fund Balance $45,581.31 $22,457.72
Texas State Agency Business Administrators’ AssociationStatement of Revenues, Expenditures and Changes in Fund Balance
For the Years Ended August 31, 2007 and 2008
August 31, 2008 August 31, 2007
REVENUESAnnual Membership Fees $5,475.00 $6,375.00
Mid-Winter Conference Fees 14,188.57 10,185.08
Annual Conference Fees 38,385.95 35,345.25
Prior Year Conferences 2,070.00
Other-Advertisement – 260.00
Total Revenue $60,119.52 $52,165.33
EXPENDITURES
Mid-Winter Conference 12,240.01 7,265.38
Annual Conference 20,337.83 35,156.07
Executive Committee 476.14 382.11
Membership 0.00 0.00
Newsletter 1,600.00 375.00
Postage 325.10 0.00
Fidelity bond 0.00 0.00
Insurance – Theft Policy 0.00 0.00
Administrator of the Year and Awards 875.63 1514.22
Web Page 450.22 575.67
Fees and Other Charges 691.00 848.87
Total Expenditures $36,995.93 $46,117.32
Excess (Deficit) of Revenues Over Expenditures 23,123.59 6,048.01
FUND BALANCESFund Balance-Beginning 22,457.72 16,409.71
Fund Balances, as Restated 22,457.72 16,409.71 Fund Balances - Ending $45,581.31 $22,457.72
8 The Administrator | Volume 27, Number 1 | February 2009
CreditsEditorDavid Galanski
Contributors David Galanski, Billy Hamilton, Greg Herbert, Vince Houston, Joni Sager and Ben Strauser
Art DirectorJulie Vela
Texas State Agency Business Administrators’ Association
2009 OfficersPresident
Greg HerbertDirector of Accounting
Office of the Attorney General<[email protected]>
475-4375
First Vice PresidentVacant
Second Vice PresidentMichael Doerr
Financials Process Management Department of Aging and Disability
<[email protected]>438-5319
TreasurerSandra Woodruff
Director, Special ProjectsTexas Comptroller of Public Accounts
<[email protected]>463-4947
SecretaryDaniel Benjamin
Financial Analyst, Fiscal ManagementTexas Comptroller of Public Accounts
<[email protected]>936-6295
ParliamentarianCarla James
Director of Staff ServicesState Securities Board
<[email protected]>305-8331
Past PresidentSuzanne TolleyTravel Manager
Health and Human Services Commission<[email protected]>
424-6914
ERP Panel Discussion: What Your Agency Can Do Now to Prepare/Lessons Learned
The Mid-Winter Conference included a panel
discussion on Enterprise Resource Planning
(ERP) with Suzy Whittenton, Director of Fiscal
Management, Texas Comptroller of Public
Accounts; Bill Briggs, CPA, PMP, Total Project
Management for Government; and Shirley
Beaulieu, Assistant Commissioner for Finance and
Chief Financial Officer, Texas Education Agency.
Suzy explained that House Bill 3106 from
last session directed the Comptroller’s office
to establish an ERP Advisory Committee to
prepare a report for the 81st legislative session on
implementation of an ERP system statewide. To
accomplish this goal, workgroups were created
to gather agency input on specific topics, and a
CFO/CIO Committee provided a forum to offer
suggestions and ask questions.
A business case study (BCS) was conducted by
an independent consulting firm to determine the
feasibility and cost estimates for implementing
ERP for Texas. The BCS looked at three
alternatives: 1) status quo, 2) single ERP system,
and 3) ERP system hub model. The ERP Advisory
Committee established a subcommittee to draft
a report to the Legislature using the BCS as a
starting point. The subcommittee’s overarching
goal was to achieve best value for the state—best
value not only in price, but also in breadth and quality of solution. In the final report, the
Advisory Committee recommended that the hub
model be pursued with a funding cost of $248
million plus a 15 percent contingency.
Go to the ERP Web site at www.texaserp.org for
more information on the project and copies of the
reports.
After Suzy’s update, Shirley spoke about
her experience with ERP at TEA and how
ERP systems are different from USAS and the benefits they provide. She provided insight into
what agencies can do now to prepare for a new
ERP system. Bill shared some “lessons learned” from previous implementations and opened the
discussion up to questions.