Workshop No. 2 Program and Workload Mgmt.

Transcription

1 DFCS Training Participant s for New County Directors Guide Workshop No. 2 Program and Workload Mgmt. Participant s Guide The Mission of the Department of Human Resources: To strengthen Georgia s families by supporting their self-sufficiency and helping them protect their vulnerable children and adults by being a resource to their families, not a substitute.

2 Table of Contents Table of Contents...1 Workshop 1 Overview...2 Workshop Objectives...2 Workshop Objectives, continued...3 Agenda...4 Activity: Survivor in Georgia...5 Words to the Wise...Error! Bookmark not defined. Eight Key Characteristics of an Effective County Director...Error! Bookmark not defined. Activity: Identifying Program Area Strengths and Needs...6 Activity: County Director or Supervisor?...7 Activity: Informal County Program Assessments...8 Best Practices: Program Management...12 Activity: Workload Challenges...13 Wiling Away the Hours...14 Activity: Your Job Tasks...15 Activity: Productivity Challenges...16 Activity: Determine Your Priorities...17 Organizational Performance...18 Weekly Framework Tips...19 Activity: Plan a Week...20 Daily Choices Tips...21 Activity: Daily Planning...22 Best Practices: Workload Management...23 Activity: Workload Management Course Summary...24 My Personal Development Plan: Overview...25 My Personal Development Plan: Program Management...26 My Personal Development Plan: Workload Management...27 DFCS Training for New County Directors 1 Workshop 2

3 Workshop 2 Overview Workshop 2 is the second of a series of four workshops designed for new County Directors. This twoday instructor-led course will reinforce and build on existing skills and knowledge. You will be shown how the DFCS Statewide Operational Plan relates to your jobs as County Directors. The Overview is then followed by a 1 day Program Management course where you learn more about the programs you will be overseeing. You will identify your role in managing programs and review key outcome measures and results. You will also review key sources of program data that highlight program performance strengths and needs. The last ½ day will focus on Workload Management where you learn more about the specific tasks you will need to complete during your job throughout the year. You will be given tip sheets to help you get up to speed quickly on when key tasks must be completed within a calendar year. A time management framework will also be provided to assist you in planning your work and working your plan. Workshop Objectives Program Management Describe the role of the CD in managing program areas. - Identify resources and support networks for CDs in the area of program performance. Describe best practices in managing various programs. Given a description of a program/program area, describe the key points which require CD oversight. Given a set of data about a program identify strength and weakness areas of program performance. - For given program, identify key data benchmarks. - For each data benchmark, identify acceptable ranges, trends, patterns, and points of vulnerability. - Demonstrate how to interpret reports. - Identify ways to ensure that staff knows and follows rules of agency. Given a description of a County Director s action in a program mgt. scenario, evaluate whether it was the appropriate action to take. DFCS Training for New County Directors 2 Workshop 2

4 Workshop Objectives, continued Workload Management Given a tip sheet, create a yearly calendar, including board process, budgeting, annual report, PMP deadlines, local events, etc. Given a tip sheet, create a monthly calendar including report review, report submission, staff meetings, projects, conferences, etc. Given a tip sheet, create a daily schedule including checking various accounts, office walk around, etc. Given access to resources, identify scheduling implications for Quality Assurance reviews, fiscal audit, meetings with mgt. team, staff meetings, meetings with Directors of Field Operations, community survey, and meeting with Fiscal Officer. Demonstrate how to manage one s calendar for maximum efficiency. Describe best practices for managing workload effectively. DFCS Training for New County Directors 3 Workshop 2

5 Agenda Day 1 Course Topics Program Management Course Introduction and Pre-Work Debrief The County Director s Role in Managing Programs Program Management Overview and Standards Day 2 Course Topics Program Management Course, continued Data and Reports Putting It All Together Workload Management Course Introduction Workload Management Basics County Director Tasks and Activities Determining Priorities Workshop Wrap-Up DFCS Training for New County Directors 4 Workshop 2

6 Activity: Survivor in Georgia Scenario: You and several other County Directors are traveling to a strategic planning meeting on Jekyll Island. Each of you have brought five packed bags or suitcases with you to attend the week-long retreat. Each of your four bags represents a skill set that is required in your new role (see below): Bag #1: Leadership Bag #2: Managing Programs Bag #3: Managing Workload Bag #4: Managing Personnel Bag #5: Budget and Fiscal Management Although you all make it to the meeting on the island, you eventually get stranded and need to be rescued by a life boat back to shore. The life boat only has enough room to take each of you and one suitcase. You must lighten the load and decide which packed bag you will take with you back to shore (and back on the job) and which bags you will leave behind on the island. The problem is, when you return to shore and to the field, you will only have the one skill set represented by the bag that you choose so choose your bag wisely. Which bag would you choose to take with you and why? DFCS Training for New County Directors 5 Workshop 2

7 Activity: Identifying Program Area Strengths and Needs Program Area Strengths: I possess the following skills, knowledge and/or experience that will help me transition into my County Director role as Program Manager: Program Area Needs: I need to further develop the following skills or knowledge in order to perform well in my role as Program Manager: DFCS Training for New County Directors 6 Workshop 2

8 Activity: County Director or Supervisor? Directions: Read the following three scenarios and decide whether you think the County Director in each situation is acting in the role of County Director or Supervisor. Scenario #1: John, the County Director in McDuffie County is concerned with staying abreast of the latest policy developments in each program. He maintains six program manuals personally, ensuring that they are updated regularly. County Director or Supervisor? Why? Scenario #2: Jill Sneed, a caseworker, approaches her County Director and states that she was recently on a home visit and encountered a hostile client. She did not have her radio with her and was concerned about her safety, so she left the home without seeing the children. She wants advice about what she should do. The County Director asks Jill if she has discussed the issue with her Supervisor. County Director or Supervisor? Why? Scenario #3: A client calls to complain about a worker and asks to speak to the County Director. The Director Listens and responds to the client s complaint without being aware of any of the case or the specific details. County Director or Supervisor? Why? DFCS Training for New County Directors 7 Workshop 2

9 Activity: Informal County Program Assessments The following pre-work data sources you should have brought with you are required for this activity: Quality Assurance Reviews and corresponding QIPs Field Program Specialist data Interviews with Manager of Field Operations Completed conference guides with 3 months worth of data TCM and IDS reports or SUCCESS Reports PART 1 Directions: Review the TCM and IDS reports you obtained from your Supervisors as pre-work. Compare the number and types of reports that you received with those in your small group. Did all of you in the small group have the same number of TCM reports? IDS reports? If some people in your group have more or different reports than you do, record them below: TCM reports that I did bring include the following: IDS reports that I did bring include the following: PART 2 Directions: Review the following county-specific sources of data: Quality Assurance Reviews and corresponding QIP s Field Program Specialist and data specialist. Interviews with Regional Director. Conference Guides with 3 months worth of data. Based on all your data sources, analyze each program and make determinations as to where you should focus your attention. Based on your review of each data source, complete the following chart. Complete ONLY the portion that pertains to your program area (SS or OFI). DFCS Training for New County Directors 8 Workshop 2

10 Data Source SS Program Notes OFI Program Notes Quality Assurance Reviews and corresponding QIP s Field Program Specialist And Data Specialist Interviews with Regional Director Conference Guides with 3 months worth of data DFCS Training for New County Directors 9 Workshop 2

11 INFORMAL ASSESSMENT SUMMARY: SS Programs Areas Where I Will Focus My Attention Action Steps I Plan to Take: CPS Foster Care Adoptions DFCS Training for New County Directors 10 Workshop 2

12 INFORMAL ASSESSMENT SUMMARY: OFI Programs Areas Where I Will Focus My Attention Action Steps I Plan to Take: TANF Medicaid Child Care Food Stamps DFCS Training for New County Directors 11 Workshop 2

13 Best Practices: Program Management 1. If something seems fishy, ask questions! 2. Give your staff the freedom to do their jobs well, but put guidelines in place to make things run smoothly. 3. Admit to yourself, the staff and the public that you do not know everything about all programs. 4. Check your decisions by asking: - Does it benefit the client(s)? - Is it fair? - Would I want to be treated this way? DFCS Training for New County Directors 12 Workshop 2

14 Activity: Workload Challenges Directions: Complete this sentence: My biggest workload challenge is DFCS Training for New County Directors 13 Workshop 2

15 Wiling Away the Hours Over your lifetime, expect to spend: 6 months waiting at red lights (2.5 years driving) 5 years waiting in line 6 years eating 2 years trying to return phone calls to people who never seem to be in 1 year looking for misplaced objects 23 years in bed 7 years in the bathroom 8 months opening junk mail DFCS Training for New County Directors 14 Workshop 2

16 Activity: Your Job Tasks Directions: Visualize a typical day you might have at work. Identify 10 to 15 specific job tasks you might perform in the left column (for example: hold Supervisor Conferences). Add the number of tasks and write the total at the bottom. Transfer any tasks you consider improvemen tasks to the right column. Add the number of tasks and write the total at the bottom. Specific Job Tasks Improvement Tasks (Add Value) TOTAL: TOTAL: DFCS Training for New County Directors 15 Workshop 2

17 Activity: Productivity Challenges Directions: At your table, discuss some of the challenges you face in improving productivity. What gets in the way of you spending time on improvement tasks at work? Identify several items below. DFCS Training for New County Directors 16 Workshop 2

18 Activity: Determine Your Priorities Importance / Urgency Matrix URGENT NOT URGENT IMPORTANT NOT IMPORTANT DFCS Training for New County Directors 17 Workshop 2

19 Organizational Performance URGENT NOT URGENT IMPORTANT 20 to 25% 25 to 30% 65 to 80% 15% NOT IMPORTANT 15% 50 to 60% < 1% 2 to 3% Top = High-Performing Bottom = Typical DFCS Training for New County Directors 18 Workshop 2

20 Weekly Framework Tips Open Fridays Right Foot Mondays Turn activities into goals Reduce urgency Think improvement DFCS Training for New County Directors 19 Workshop 2

21 Activity: Plan a Week Directions: List different daily tasks in the boxes provided. Do not worry about scheduling each day with specific times, but try to include any mandatory time blocks (like daily morning meetings). Use the calendar below and then transfer this to your regular calendar. Monday Tuesday Wednesday Thursday Friday DFCS Training for New County Directors 20 Workshop 2

22 Daily Choices Tips Preview the day Identify #1 priority, #2, #3, etc. Work from A1 Leave time Write it down DFCS Training for New County Directors 21 Workshop 2

23 Activity: Daily Planning Directions: Choose a day from your Plan a Week activity (probably the one with the most diverse tasks). Prioritize the tasks by categorizing each (A, B, or C). Prioritize the tasks within each category (A1, A2, A3, etc.) Determine the amount of time each task will take and schedule it in the day. Today s To-Do Time Task Priority (A1, A2, B1, etc.) 8:00 8:30 8:30 9:00 9:00 9:30 9:30 10:00 10:00 10:30 10:30 11:00 11:00 11:30 11:30 12:00 12:00 12:30 12:30 1:00 1:00 1:30 1:30 2:00 2:00 2:30 2:30 3:00 3:00 3:30 3:30 4:00 4:00 4:30 4:30 5:00 DFCS Training for New County Directors 22 Workshop 2

24 Best Practices: Workload Management 1. If you are a morning person, try to get to work 30 minutes to an hour early to allow yourself some uninterrupted time to get some work done before the day becomes hectic. 2. Set some quiet time during which staff understands that you are not to be interrupted unless there is an emergency. 3. Plan for disruptions, don t over schedule. Plan only up to 4 hours daily to allow for unexpected daily needs. 4. Leave the building at least once a day for a refresh break or lunch. 5. If you lunch or take breaks with co-workers, try to talk about things other than work. 6. Take 3-minute vacations to relax or visualize something calm, peaceful or refreshing. 7. Remember to reward or recognize your accomplishments. 8. Tackle your most challenging problems when you know you are at your best or freshest. 9. Make sure that your work priorities are aligned with those of your supervisors. 10. Have a back-up available to check your correspondence and while you are out of the office to avoid missing critical deadlines. 11. Find resources to solve problems and work with your direct reports to get things done. Do not take everything on yourself. 12. Do not be afraid to ask for resources. 13. Remember to take care of yourself. 14. Be sure to keep balance in your life. Don t neglect your family or mental, social, emotional, spiritual or physical needs. DFCS Training for New County Directors 23 Workshop 2

25 Activity: Workload Management Course Summary Directions: Write a one-sentence summary (25 words or less) of what you have learned about Workload Management today. DFCS Training for New County Directors 24 Workshop 2

26 My Personal Development Plan: Overview Knowledge / Competencies Needed Activities Deadline for Completion Measure of Success Method for Tracking Progress DFCS Training for New County Directors 25 Workshop 2

27 My Personal Development Plan: Program Management Knowledge / Competencies Needed Activities Deadline for Completion Measure of Success Method for Tracking Progress DFCS Training for New County Directors 26 Workshop 2

28 My Personal Development Plan: Workload Management Knowledge / Competencies Needed Activities Deadline for Completion Measure of Success Method for Tracking Progress DFCS Training for New County Directors 27 Workshop 2