REPORTING AND TRACKING SYSTEMS

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REPORTING AND TRACKING SYSTEMS AUDITING TRACKING Developed Tracking System for Audit Forms Department of Health staff in Tallahassee developed a tracking system for single federal audit certification

1 REPORTING AND TRACKING SYSTEMS AUDITING TRACKING Developed Tracking System for Audit Forms Department of Health staff in Tallahassee developed a tracking system for single federal audit certification forms that reduced search time for a full audit from approximately 1,500 hours to 75 hours, saving up to $70,000 worth of staff time, and reducing project resolution delays by providing more timely information to auditor general staff. For more information, please contact Valerie Beynon at (850) ext 3559 or valerie_beynon@doh.state.fl.us DOH 40 CHILD WELFARE TRACKING Developed Databases for Statewide Quality Assurance Department of Children and Families staff in Tallahassee developed two web based tools, now used by 130 staff statewide, to input and track child welfare quality assurance activities and child fatalities resulting from abuse or neglect. These tools can be adapted by other Department of Children and Families program offices. For more information, please contact Gail Perry at (850) or Gail Perry@dcf.state.fl.us DCF 76 COMMUNICATIONS TRACKING Developed Databases for Statewide Quality Assurance Department of Community Affairs staff in Tallahassee adapted and enhanced a Department of Transportation electronic communications tracking system as part of new technology that improves documentation of external inquiries, distributes workload more efficiently, and improves customer response time, annually saving more than $100,000. For more information, please contact Gail Perry at or gail_perry@dcf.state.fl.us DCF 76 COMPLIANCE REPORTING Streamlined Process for Sequel Queries Department of Highway Safety and Motor Vehicles staff in Tallahassee developed a structured query language web based reporting system that enables more than 100 Division of Motor Vehicles compliance examiners statewide to retrieve data to perform their duties, and resulted in reallocating staff time valued at $75,000 annually. This use of an integrated reporting service can be adapted and implemented by other state agencies to maximize productivity and yield savings. For more information, please contact Leslie Langston at (850) or leslielangston@flhsmv.gov DHSMV 4

2 CONTRACTS, GRANTS, AND FORMS REPORTING AND TRACKING Developed Maintenance Contract Tracking System Department of Transportation staff in Ft. Lauderdale developed a spreadsheet that manages contract funds by reconciling work in progress, work completed, work invoiced and paid, and work completed but not invoiced. It also ensures that work orders do not contain mathematical errors, and that contract funds are not exceeded. The system annually saves contract inspectors and managers an estimated $35,000 worth of time. For more information, please contact Thomas Reynolds at (954) or thomas.reynolds@dot.state.fl.us DOT 98 Developed Spreadsheet to Track Contract Time to Money Department of Transportation staff in West Palm Beach developed a spreadsheet to assist maintenance contract specialists and inspectors to improve tracking of contract money for annual time savings worth more than $33,000. For more information, please contact Dave Pierce at (561) or dave.pierce@dot.state.fl.us DOT 188 CORRESPONDENCE TRACKING Adapted and Implemented Communications Tracking System Department of Community Affairs staff in Tallahassee adapted and enhanced a Department of Transportation electronic communications tracking system as part of new technology that improves documentation of external inquiries, distributes workload more efficiently, and improves customer response time, annually saving more than $100,000. For more information, please contact Christopher Sheppard at (850) or Christopher.Sheppard@dca.state.fl.us DCA 6 Streamlined Process for Addressing Citizen Requests Department of Transportation staff in Miami streamlined a process for annually handling nearly 300 citizen questions and requests that vary from constructing new signals to improving accessibility for pedestrians and bicyclists. The team s process improvement enabled its members to manage a 35% workload increase since 2006 for added value of $583,000 in For more information, please contact Ramon Sierra at (305) or ramon.sierra@dot.state.fl.us DOT 120 TRACKING Adapted and Implemented Communications Tracking System Department of Community Affairs staff in Tallahassee adapted and enhanced a Department of Transportation electronic communications tracking system as part of new technology that improves documentation of external inquiries, distributes workload more efficiently, and improves customer response time, annually

3 saving more than $100,000. For more information, please contact Christopher Sheppard at (850) or DCA 6 EDUCATIONAL CLIENT AND COURSE MANAGEMENT REPORTING Developed Client and Course Management Reporting System University of Central Florida staff developed the nation's first system for higher education client and course management, workflow and reporting. For more information, please contact Sheila Suarez at (407) or ssuarez@mail.ucf.edu UCF 7 ENERGY USAGE TRACKING Developed Client and Course Management Reporting System Department of Highway Safety and Motor Vehicles staff in Tallahassee tracked and recorded energy consumption from an energy management system operating in 56 facilities statewide, saving a projected $166,680 the first year. For more information, please contact Sheila Suarez at (407) or ssuarez@mail.ucf.edu UCF 7 EVIDENCE BASED AND BEST PRACTICES TRAINGING TRACKING Developed Evidence based Training Tracking Screen Department of Juvenile Justice staff in Tallahassee developed an evidence based training tracking screen that enables staff to review completion of specific training, allows users to review their current certifications and their expiration, and tracks instructors for each training. For more information, please contact Jennifer Rechichi at (850) or jennifer.rechichi@djj.state.fl.us DJJ 35 FINANCIAL REPORTING AND TRACKING Developed FLAIR Information Delivery Options Department of Transportation staff in Tallahassee used an award winning ledger financial reporting System as the foundation to create a database application for the agency wide accounting and budgeting system that enables users to access, retrieve, and audit current and historical financial information from a single location. This achievement is projected to achieve efficiency savings of $572,000 annually, based on the average number of hours saved by employees tracking financial performance of the Agency's 465 cost centers, in addition to a one time cost avoidance of $267,000 resulting from in house development. For more information, please contact Jim Lane at (850) or Jim.Lane@dot.state.fl.us DOT 82 HEALTH AND SOCIAL SERVICES REPORTING AND TRACKING

4 Developed Automated Summaries of Laboratory Reports Department of Health staff in Tallahassee automated a paper based process to help respond to the H1N1 pandemic. Influenza laboratory reports are now created in minutes rather than hours. For more information, please contact Kate Goodin at (850) ext 2440 or Kate_Goodin@doh.state.fl.us DOH 101 INFORMATION TECHNOLOGY REQUESTS TRACKING Developed Service Request and Tracking System Department of Environmental Protection staff in Tallahassee developed an information technology service request and tracking system that helps managers and team leaders determine optimal distribution of resources and costs associated with responding to requests for estimated annual savings of $75,000. For more information, please contact Penny Alsop at (850) or penny.alsop@dep.state.fl.us 2011 DEP 47 IGNITION INTERLOCK DEVICE TRACKING Database to Track Outcome Behavior of Persons Mandated to use Ignition Interlock Devices Department of Highway Safety and Motor Vehicles staff in Tallahassee designed and implemented a first inthe nation database to track the outcome behavior of persons mandated to use Ignition Interlock Devices, which is now used for by six states including Texas and California, as well as five other countries including France and Sweden. In house development of the database saved an estimated $75,000. For more information, please contact Rachael Lieblick at (850) or Rachael.Lieblick@dms.myflorida.com 2011 DMS 26 INVERNTORY TRACKING Designed and Implemented Centralized Inventory The St. John s County Health Department was the first in Florida to create a central inventory system for its 17 service centers that eliminates duplicative staff time spent on researching products and negotiating with vendors, thereby saving more than $70,000. For more information, please contact Diana Fye at (904) or Diana_Fye@doh.state.fl.us DOH 56 Developed Time Saving Maintenance Inventory Software Department of Transportation staff in Ft. Lauderdale developed inventory tracking software that reduced the time for an employee to track down all intelligent transportation devices in the five county district from five weeks to less than one week, annually saving more than $4,000. For more information, please contact Dong Chen at (954) or Dong.Chen@dot.state.fl.us DOT 57 LABORATORY DATA REPORTING

5 Developed Automated Summaries of Laboratory Reports Department of Health staff in Tallahassee automated previous paper based processes to respond effectively and efficiently to the H1N1 pandemic. Influenza laboratory reports are now created in minutes rather than hours. For more information, please contact Kate Goodin at (850) ext 2440 or DOH 101 MAINTENANCE CONTRACT AND EQUIPMENT TRACKING Developed Time Saving Maintenance Inventory Software Department of Transportation staff in Ft. Lauderdale developed inventory tracking software that reduced the time for an employee to track down all intelligent transportation devices in the five county district from five weeks to less than one week, annually saving more than $4,000. For more information, please contact Dong Chen at (954) or DOT 57 Developed Maintenance Contract Administration Tracking System Department of Transportation staff in Ft. Lauderdale developed a spreadsheet that manages contract funds by reconciling work in progress, work completed, work invoiced and paid, and work completed but not invoiced. It also ensures that work orders do not contain mathematical errors, and that contract funds are not exceeded. The system annually saves contract inspectors and managers an estimated $35,000 worth of time. For more information, please contact Thomas Reynolds at (954) or thomas.reynolds@dot.state.fl.us DOT 98 MEDICAID REPORTING AND TRACKING Developed Medicaid Vendor Enrollment Tracking System Agency for Persons with Disabilities staff in Tallahassee developed a database of enrolled Medicaid waiver providers that enables agency employees, customers, and their support coordinators to quickly identify eligible providers of services. This database can easily be adapted to meet the individual needs of other area offices. For more information, please contact Lynne Daw at (850) or lynne_daw@apd.state.fl.us APD 20 OUTREACH ACTIVITIES REPORTING Developed Outreach Database Agency for Health Care Administration staff developed a centralized database with reporting capability, and an accompanying instructional guide, that allows all Medicaid area offices to uniformly document outreach activities. For more information, please contact Calvin Smith at (407) or calvin.smith@ahca.myflorida.com AHCA 32

6 PERFORMANCE REPORTING AND TRACKING Improved Workflow through Development of Database Department of Agriculture and Consumer Services staff in Tallahassee developed a database to retrieve and compile large amounts of information for tracking and reporting that can be implemented by other state agencies. For more information, please contact Cathy Quick at (850) or quickc@doacs.state.fl.us DACS 24 Developed Dashboard to Streamline Data Analysis Department of Children and Families staff in Orlando developed a web based dashboard of key performance measures that reduces time spent tracking data by 89%, annually saving 39 managers a total of 3,700 hours worth approximately $170,000. This achievement can be implemented statewide. For more information, please contact Jorge Martinez at (352) or jorge_a._martinez@dcf.state.fl.us DCF 13 LABORATORY WORK, SAMPLES/COSTS REPORTING AND TRACKING Developed Rapid Response Regarding Laboratory Requirements Agency for Health Care Administration staff in Tallahassee developed an internet based time saving resource composed of questions and answers to help support staff handle a majority of queries from the public without forwarding them to higher level staff, for estimated annual added value of $12,072. For more information, please contact Patty Lewandowski at (850) or PattyLewandowski@ahca.myflorida.com AHCA 10 RECORDS REPORTING AND TRACKING Developed System for Storage and Retrieval of Records Miami Dade County Department of Health staff developed a records management tracking system that allows for the systematic storage, retrieval and distribution of records, reducing turnaround time from ten to less than two days. For more information, please contact Julie Torrecilla at (786) or julie_torrecilla@doh.state.fl.us DOH 107 SUPPLIES TRACKING Designed and Implemented Centralized Inventory The St. John s County Health Department was first in Florida to create a central inventory system for its 17 service centers that eliminates duplicative staff time spent on researching products and negotiating with vendors, saving more than $70,000. For more information, please contact Diana Fye at (904) or Diana_Fye@doh.state.fl.us DOH 56

7 TECHNOLOGY REQUESTS TRACKING Developed Information Technology Service System Department of Environmental Protection staff in Tallahassee developed an information technology service request and tracking system that helps managers and team leaders determine optimal deployment of resources and costs associated with responding to requests for estimated annual savings of $75,000. For more information, please contact Penny Alsop at (850) or DEP 47 TIME TO MONEY TRACKING Developed Spreadsheet to Track Contract Time to Money Department of Transportation staff in West Palm Beach developed a spreadsheet to assist maintenance contract specialists and inspectors to improve tracking of contract money for annual time savings worth more than $33,000. For more information, please contact Dave Pierce at (561) or dave.pierce@dot.state.fl.us DOT 188 TRAINING TRACKING Created Human Resources Training/Tracking System Department of Children and Families staff in Tallahassee developed a new human resource training/tracking system that interfaces with the People First (state personnel system) data warehouse to provide automated access to data on over 13,000 DCF employees and 3,000 APD employees. Adding program specific and contractor tracking increases the ability to train and track those who serve clients. This system has been demonstrated to other agencies that are interesting in adapting it. For more information, please contact Linda Wotring at (850) or Linda_Wotring@dcf.state.fl.us DCF 98 TRAVEL COSTS REPORTING AND TRACKING Developed Automated Travel Cost analysis Calculator Department of Community Affairs staff in Tallahassee created an automated calculator that takes into account various individual trip and employee factors in order to provide travelers and managers with a financial basis for determining the most cost effective means of travel in any particular set of circumstances, for travel and staff time savings of approximately $15,000. For more information, please contact Annette Kittrell at (850) or annette.kittrell@dca.state.fl.us DCA 3 WORKERS COMPENSATION POLICIES TRACKING Developed Construction Policy Tracking Database

8 Department of Financial Services staff in Tallahassee developed a database that enables contractors to hold subcontractors accountable for meeting their workers' compensation obligations. The team s database provides 7,000 contractors notification concerning changes to their sub contractors workers' compensation coverage status. Previously, contractors were faced with additional premiums and liability for injuries because of unknowingly hiring uninsured subcontractors, or being unaware that subcontractors policies were cancelled or fraudulent. For more information, please contact Gregory Mills at (850) or Gregory.Mills@myfloridacfo.com DFS 38

Replicable Achievements

Replicable Achievements Improving Government Productivity and Efficiency through Replicable, Cost Saving Innovations from the Prudential - Davis Productivity Awards TO DO LIST 4 4 4 4 Productivity is