Replicable Achievements

Transcription

1 Replicable Achievements Improving Government Productivity and Efficiency through Replicable, Cost Saving Innovations from the Prudential - Davis Productivity Awards

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4 TO DO LIST Productivity is all about knowing your priorities every day. With more than four decades of doing business in Florida, AvMed is greatly appreciative of state employees who achieve the highest levels of productivity and efficiency. Thank you and keep up the good work. Proud SP ons or of T he P rudent i A l-davis ProducT ivit y AWArdS.

5 Replicable Achievements from the 2010 Prudential - Davis Productivity Awards 5

6 Replicable Prudential - Davis Productivity Awards Now in its 22nd year, the Prudential - Davis Productivity Awards program continues to serve as a major government improvement initiative chaired by Lt. Governor Jeff Kottkamp and sponsored by Florida TaxWatch, The Florida Council of 100 and the State of Florida. Since 1989, more than 20,000 individuals, teams, work units and partnerships have been honored for producing $6.7 billion worth of added value. This publication salutes 25 of the more than 1,000 award-winning achievements identified by the program since 2003 that can and should be adapted and implemented by other individuals, teams and work units throughout Florida government in order to maximize their productive value. Individuals, teams and work units that adapt and implement achievements in this publication and in the adaptable achievements section of our web site are eligible for cash awards of $200 to $2,750 plus commemorative plaques and certificates of commendation in future years. More than 1,000 adaptable achievements, sorted by work area, are available at Previous award winners who help others adapt and implement their achievements are eligible, as well. All state employees, supervisors and managers are encouraged to submit nominations. Instructions, criteria and forms are available on the awards website Award winners will be announced on March 15, 2011 and presentations will be held in June Replicable Achievements from the 2010 Prudential - Davis Productivity Awards

7 New Employee Orientation Online Team DLA-5 1 New Employee Orientation Adaptation and implementation of an award winning Department of Health online presentation for employee orientation on policies and procedures saved the Department of Legal Affairs an estimated $150,000. The DLA improved the DOH system by adding an automated agent that picks up names of employees not completing training and s them training links to help prompt completion. For more information, please contact Anntoinette Rich at (850) or anntoinette.rich@gmail.com DLA-5 2 New Employee Automated Checklist Department of Legal Affairs staff adapted a Department of Environmental Protection process to ensure that new employees have current forms and benefits information during their first day on the job. The team enhanced the DEP process by adding a benefits section and links to tools throughout the Department of Legal Affairs, annually saving nearly $15,000 in staff costs, mail fees, and lost packets. For more information, please contact Debbie Strickland at (850) or Deborah.Strickland@myfloridalegal.com DLA-8 Human Resources New Employee Checklist Team DLA-8 Performance Measures Application Team DOT-89 3 Employee Evaluation Department of Transportation staff in Ft. Lauderdale created an application to track and report performance metrics in an electronic format based on performance criteria established for annual employee evaluations. This achievement reduces supervisors preparation time, reduces subjectivity, and more efficiently determines results. For more information, please contact Susi Rowland at (954) or susanna.rowland@dot.state.fl.us DOT-89 4 Technical Writing and Communications Training Department of Transportation staff in Lake City created a first-in-florida technical writing and communication course covering grammar, sentence structure, document structure, and proofreading that has been placed on the state training sharepoint site. For more information, please contact Stephen Sedwick at (386) or stephen.sedwick@dot.state.fl.us DOT-45 Replicable Achievements from the 2010 Prudential - Davis Productivity Awards 7

8 5 Training to Reduce the Complexity of Process Mapping Agency for Health Care Administration developed training to help reduce the complexity of process mapping. Each unit that utilized the methodology and templates improved communication and understanding of work processes, which produced service delivery and policy development improvements. For more information, please contact Mike Magnuson at (850) or AHCA-36 Special Projects and Process Improvement Unit DOR-15 6 Supervisory Training Department of Agriculture and Consumer Services staff implemented web based training for new supervisors using WebEx, PowerPoint and Camtasia that can be implemented by other state agencies. For more information, please contact Alan Edwards at (850) or edwarda@doacs.state.fl.us DACS-45 7 Electronic Evaluation Process for Training An electronic evaluation process for training 9,000 Department of Revenue staff increased data reliability from 25 percent to 100 percent, improved response rate from 75 percent to 95 percent, and decreased mailing and printing costs. For more information, please contact Lauren Walker at (850) or walkerla@dor.state.fl.us DOR-15 8 Replicable Achievements from the 2010 Prudential - Davis Productivity Awards

9 8 People First Data Warehouse Department of Management Services staff provided introductory and advanced training to state agencies on how to extract human resource data from the People First Data Warehouse to prepare reports. For more information, please contact David DiSalvo at (850) or DMS-8 People First Data Warehouse Team DMS-8 9 Long Distance Phone Service Use of the state s dedicated long distance service, particularly to handle a high volume of in-coming calls, annually saves the Department of Children and Families Central Region an estimated $300,000. For more information, please contact Mike Rogers at (407) ext. 735 or Mike_Rogers@dcf.state.fl.us DCF Travel Expenses Department of Business and Professional Regulation staff developed a system to help managers determine whether Division of Hotels and Restaurants inspectors should use state-assigned vehicles or their personal vehicles, thereby reducing personal vehicle miles by 8% ($23,000). For more information, please contact Diann Worzalla at (850) or Diann.Worzalla@dbpr.state.fl.us DBPR-18 Michael Whitehead DBPR Public Records Requests Department of Environmental Protection staff in Orlando created a process to handle public records requests that includes templates for acknowledging records requests, requesting information from other staff, and responding to requests. Templates ensure that all requesters receive the same information and reduce the amount of time to respond from five to seven business days to one to two business days. For more information, please contact Ruth McLemore- Price at (407) or Ruth.McLemore-Price@dep.state.fl.us DEP-47 DEP-47 Central District Public Records Requests Fulfillment Replicable Achievements from the 2010 Prudential - Davis Productivity Awards 9

10 12 Open Government and Public Records Laws State agencies seeking training on Florida Open Government and Public Records laws can link to a Department of Legal Affairs website. For more information, please contact Bill Stewart at (850) or bill.stewart@myfloridalegal.com DLA-18 Sunshine Training and Awareness Website Team DLA Public Notice Improvement Department of Children and Families staff revised its process for generating more than ten million annual case action notices, saving approximately $800,000. Other agencies can adopt this software and notice improvement process. For more information, please contact Suzanne Poirier at (850) or Suzanne_Poirier@dcf.state.fl.us DCF-192 ACCESS Notice ReWrite Team DCF Rule Making The Department of Revenue uses internet technology to provide public access to rule making meetings held in Tallahassee, thereby enabling agency managers and staff to participate without traveling to five regional workshops, saving nearly $20,000 worth of travel costs, and promoting uniformity of responses. For more information, please contact Lauren Walker at (850) or walkerla@dor.state.fl.us DOR-16 Value Adjustment Board WebEx Team DOR Replicable Achievements from the 2010 Prudential - Davis Productivity Awards

11 15 Appropriations Request and Tracking System Department of Education staff developed a web-based system that streamlines the annual legislative budget request decision making process, saving the Department of Education more than $40,000. For more information, please contact Linda Champion at (850) or Linda.Champion@fldoe.org DOE-2 17 Overpayment Worksheet Agency for Health Care Administration staff developed an overpayment worksheet that automates calculation of extra unemployment compensation benefits an individual receives by not reporting earnings, thereby reducing calculation time and annual overpayments by approximately $10,000. For more information, please contact Dorothy Johnson at (850) or dorothy.johnson@flaawi.com AWI Overpayments Agency for Health Care Administration staff developed an invoice form for providers to reimburse overpayments earlier in the audit process for estimated future savings of $1 million. For more information, please contact Robi Olmstead at (850) or olmstear@ahca.myflorida.com. AHCA-35 Replicable Achievements from the 2010 Prudential - Davis Productivity Awards 11

12 18 Recoupment of Salary Overpayments Department of Highway Safety and Motor Vehicles staff developed a database to track state employee salary overpayments. If a rehired state employee is in the database, a notice is sent to the new agency to make payroll deductions that enables the state to recover overpayments. For more information, please contact Keith Gaston at (904) or KeithGaston@flhsmv.gov DHSMV-1 Troop G Training Team DHSMV-1 19 Accounting Reconciliation Department of Financial Services staff designed and implemented a custom based ACCESS based application system that tracks pre-need remittances, tracks credits when overpayment occurs, provides accounting reconciliation, and allows users to produce correspondence, issue citations and other documents. This system can be adapted and implemented by other state agencies. For more information, please contact Anthony Miller at (850) or anthony.miller@myfloridacfo.com DFS-50 Financial Services Process Improvement Team DOT Electronic Signature Database Department of Transportation staff developed an electronic signature database system that provides quick, easy access to verify the authority of a signer when auditing payments. The database includes a look-up function so that the auditor can quickly find the signature by entering the employee s name. It also allows multiple users to access the same information simultaneously. For more information, please contact Vanessa Wright at (954) or vanessa.wright@dot.state.fl.us DOT Improved Processes for Citizen Services Team Department of Legal Affairs staff adapted a Department of Business and Professional Regulation contact center achievement that reorganized and simplified Department of Legal Affairs processes, saving approx $30,000 in overtime costs. For more information, please contact Becky Kring at (850) or becky.kring@myfloridalegal.com DLA-12 Improved Processes for Citizen Services Team DLA Replicable Achievements from the 2010 Prudential - Davis Productivity Awards

13 22 Quality Assurance Monitoring and Recording System Department of Revenue staff developed a system to monitor, record, score and report taxpayer phone calls to the statewide taxpayer service contact center that improved customer satisfaction and saved $123,349 versus a contractor s bid to develop this application. For more information, please contact John Corbin at (850) or corbinj@dor.state.fl.us DOR-28 Bradley Waldron DOR-28 Michelle Milnes DBPR Department-wide Document Management System Department of Business and Professional Regulation staff implemented a department-wide document management system. For more information, please contact Kari McIlvaine at (850) or Kari.McIlvaine@dbpr.state.fl.us 2010 DBPR-25 Replicable Achievements from the 2010 Prudential - Davis Productivity Awards 13

14 24 Building Energy Conservation Department of Management Services staff developed an energy reduction policy, energy management plan, and procurement of energy performance contracts that can be expanded to all state owned and operated buildings. For more information, please contact Andrew Collins at (850) or dms.myflorida.com DMS ways to save $1000 Fish and Wildlife Commission staff identified process improvements that resulted in $148,508 in annually recurring expenditures, equal to a 25% reduction of annual operating costs. This was a Florida Sterling challenge achievement. For more information, please contact Whit Springfield at (850) or whit.springfield@myfwc.com FWC-3 Finance and Budget Office Leadership Team FWC-3 Florida TaxWatch Proudly Supports the Prudential - Davis Productivity Awards 14 Replicable Achievements from the 2010 Prudential - Davis Productivity Awards

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