Functional Analysis of Existing State Agencies’ Organizations (11)
Description:
In a functional analysis, the state determines the organizational structure needed to implement RUC and execute the preferred mileage reporting methods (see Analysis and Prioritization of Mileage Reporting Methods building block). To perform the analysis, the state studies the existing organizational structure of potential lead RUC agencies and related agencies to determine functional capabilities, relevant organizational elements, and personnel strengths. Related agencies may include the department of revenue, the department of taxation, the department of treasury, state information technology departments, or other key departments. The functional analysis includes the identification of skilled staff and capabilities available in each organization, and a gap analysis. Then, the state can identify organizational alternatives for the state government and determine which functions will be performed by commercial account managers and which will be performed by state employees.
Details:
The lead RUC agency reviews the functional analysis of state organizations to see what is feasible, and then it determines how all needed RUC functions can be carried out in conjunction with existing state government structures. When determining the functions needed to implement a RUC program, the state should identify which agency or agencies will perform the following RUC functions:
- Program leadership
- Program communications
- Procurement
- Oversight of commercial account managers
- Accessing the vehicle registry database
- Verification of RUC-eligible vehicles
- Enforcement
- Adjudication (a means of disputing a penalty)
Because of its impacts on the financial modeling tool’s inputs and outputs, the functional analysis includes coordination with tasks described in the Revenue Modeling building block. Organizational alternatives must include descriptions of how they will grow with the program.
The activities involved in this building block may need to be carried out separately for commercial motor vehicles. Interviews and analyses for commercial motor vehicles should explore whether the organizational systems in place for heavy-duty interstate motor vehicle RUC systems can be expanded to include heavy-duty and medium-duty vehicles. Alternatively, heavy-duty and medium-duty vehicle RUC systems can be administered in a passenger vehicle RUC system.
Primary Uses:
Identify preliminary organizational alternatives and how other state agencies can be involved in pilot and/or pre-legislation RUC activities.
Best Practices/Lessons Learned:
- Conduct interviews with relevant state agencies to gain insight into the organizations and to generate interest in RUC at the state employee level.
- Identification of organizational alternatives involves evaluating the various agency resources and structures that could be leveraged to carry out all mandatory in-house functions and, possibly, optional in-house functions.
- State government institutional knowledge of current successes and pain points should be used to assign functions effectively in each organizational alternative.
- For noncommercial vehicle RUC systems, commercial account managers may support all automated mileage reporting methods. Commercial account managers may also support manual mileage reporting methods.
- For commercial vehicle RUC systems, existing technology should be explored to support vehicle mileage reporting.
- The state government must provide account management oversight, including storing data reported from commercial account managers and performing ongoing analysis of that data.
State Government Context and Assumptions:
This task may be assigned by the task force or legislature to a team that can carry it out in a neutral manner.