Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013...

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Department of Environmental Health Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning

Transcript of Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013...

Page 1: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Department of Environmental Health

Peak Performance 2.0 Review April 22, 2014

2013 Performance Review 2014 Innovation Planning

Presenter
Presentation Notes
Audience: resources to support innovation (budget, technical, human, process improvement, leadership). Mayor Hancock Rowena Alegria, Chief Communications and Neighborhood Officer David Edinger, Chief Performance Officer Frank Daidone, Chief Information Officer (or staff assigned to support agency) Brendan Hanlon, Budget Director (and/or BMO staff assigned to support agency) Nita Henry, Director of Human Resources (or staff assigned to support agency) Sarah Kurz, Director of Strategic Marketing (Customer Experience Improvement) Beth Machann, Controller Scotty Martin, Manager of Analytics (BMO) Lindsay Neil, Office of Children’s Affairs Janice Sinden, Chief of Staff Jerry Tinianow, Chief Sustainability Officer Other representatives as needed
Page 2: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Agenda

• Welcome and introductions (5 minutes) • DEH Overview (15 minutes) • Performance Management and Innovation (1 ¼

hours) • Employee Engagement and Succession

Planning (30 minutes) • Accomplishments and Challenges (15 Minutes) • Takeaways and next steps (15 minutes) • Q&A (15 minutes)

Presenter
Presentation Notes
One Slide: Please assume that the audience is familiar with your strategic plan and performance metrics. Some of your slides will be updated and used throughout the budget process extending into the Fall. We are scheduling each agency for a custom amount of time.
Page 3: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

DEH OVERVIEW

Page 4: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Healthy Communities

Healthy People

Healthy Pets

Healthy Planet

Healthy Environ-

ment

Healthy Places

Healthy Pets

Presenter
Presentation Notes
SLIDE FROM 7.18.12 Peak Presentation
Page 5: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Department of Environmental Health: Agency-Wide Values •Public Health Education •Mass Communication Community Outreach •Sharing Expertise

Education and

Prevention

Great Place to

Work

•Internal Communication •Employee Engagement

•Staff Recognition •Teamwork

Professional Excellence Excellent

Customer Service

Collaboration

Positive Community Outcomes

•Engagement •Agency Partnerships •Community Partnerships

•Timeliness •Accessibility

•Efficient Processing •Cultural Competence

•Consistent Regulation

•Attaining Division Goals •Achieving Mayor’s Priorities •Effecting Social Change •Achieving Health Equity

Page 6: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Strategic Plan Overview

Mission: Building Healthy Communities

Goal 1.00: Healthy People

Goal 2.00: Healthy Places

Goal 3.00: Healthy Environment

Strategy 1: Improve Denver’s standing as a healthy city

Strategy 2: Help people in metro Denver diagnosed with HIV/AIDS live longer & reduce disparities among those receiving services.

Strategy 3: Improve services to families by reducing autopsy reporting time to 30 days for most cases.

Strategy 1: Reduce the incidence of critical violations in regulated facilities

Strategy 2: Provide exceptional customer complaint response

Strategy 1: Improve Air Quality to Meet all National Standards

Strategy 2: Improve Water Quality to be Fishable/Swimmable by 2020

Goal 4.00: Healthy Planet

Strategy 1: Reduce per capita Greenhouse Gas Emissions to 1990 Levels by 2020

Strategy 2: Improve resource conservation-reduce energy & water use and landfill waste

Water Quality Water Quality

Strategy 1: Increase shelter live release rates

Goal 5.00: Healthy Pets

Improve resource conservation-reduce energy & water use and landfill waste Improve resource conservation-reduce energy & water use and landfill waste Improve resource conservation-reduce energy & water use and landfill waste

Strategy 2: Improve customer experience

Return more pets to owner (RTO) Return more pets to owner (RTO) Return more pets to owner (RTO) Return more pets to owner (RTO)

Strategy 3: Implement and Certify Environmental Management System (EMS) in all City agencies

Strategy 3: Increase license compliance

Presenter
Presentation Notes
SLIDE FROM 7.18.12 Peak Presentation For each goal we have set 2-3 primary outcome-based strategies, each of which has a set of tactics. It’s important to note that, although DEH uses broad outcomes as our metrics, like improving the health of people in Denver, we are not the only entity involved in achieving these outcomes. Regarding Healthy People, for example, we partner with Denver Health, it’s Public Health Department and a variety of community partners to achieve these goals. Our role is to facilitate and help coordinate work toward the desired health outcomes and to provide services in two specific areas—the funding of HIV services and operation of the Medical Examiner’s Office.
Page 7: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

PERFORMANCE MANAGEMENT AND

INNOVATION

Page 8: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Legend – What do the symbols mean Current metric meets or exceeds the goal or standard Current metric is within an order of magnitude of the goal or standard Current metric is outside of an order of magnitude of the goal or standard Current metric is trending positively from the last reporting period (making progress towards the goal or standard) Current metric is trending negatively from the last reporting period (moving away from the goal or standard)

A color and direction will be combined to form the

following:

Presenter
Presentation Notes
Using this simple legend to identify progress on key metrics “at a glance.”
Page 9: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Mission-Level Metrics

Current Measure

Performance Measure Progress Last Measure 2012

Standard Set By Goal/Standard

9 4 5 7

Rankings vs. Peer Counties…. Premature deaths per 100,000 Cardiovascular deaths per 100,000 Poor physical Health days past 30 days Poor mental health days past 30 days

8 6 6 7

County health data is collected by the Robert Wood Johnson Foundation for its Community Health rankings www.countyhealthrankings.org and www.healthindicators.gov for CVS disease.

5 5 5 5

4176 Number of clients accessing HIV/AIDS Services

4195 Internal measure based on utilization rates

4230

1.67 Critical Violations per Inspection in Restaurants

1.64 This standard is set internally by the division of Public Health Inspections

1.5

85 (48% of days with data)

Visibility: Number of days rated “Good” or “Fair” 146 (67% of days with data)

State standard 68%

45% Water Quality: Percent of streams safe for recreation

55% 2020 Sustainability goal. Compared to CO E. coli WQ standards

52%

19.9 (2012) Greenhouse gas per capita emissions 20.4 (2011) 2020 Sustainability goal; CAP < 20.4

91% Shelter live release rates 84% ACC 89%

36% Percent difference in sheltered animals adopted 11% ACC 26%

26% Percent of animals reunited with owners 13%/25% ACC 28%

19% License compliance 19% ACC 19%

11,227,478 kWh Energy (Kwh) saved through EQ programs 13,500,000 EQ 9,600,000

80.1% (94.8%) Percent of all Autopsy reports completed within 60 (90) days

76% (95%) National Association of Medical Examiners and College of American Pathologists

50% within 30 days 90% within 60 days

Presenter
Presentation Notes
Notes on Progress: Rankings vs. Peer Counties: Overall, there is progress being made on 2 out of 4 measures. Number of Clients Accessing HIV Services: Clients are decreasing as anticipated due to the ACA Crtitical Violations per Inspection: Violations per inspection have dropped 27% since 2011 ACC Metrics: Goals have all been met or exceeded; Re-evaluate goals? Percent of Autopsy Reports Completed in 60 (90) days: First Quarter 2014 OME is exceeding the goal
Page 10: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Health Impact Assessment Program

Current measure 2013

Performance Measure Progress Last Measure 2012

Standard Set By Goal / Standard

31% of DPS students were overweight and

obese in 2013

Percent of overweight/obese children

32% of DPS students were overweight

and obese

Denver Community Health Improvement Plan National Healthy People 2020

26% overweight

& obese

14.5% obese

14% Percent of Physical Inactivity 16% County Health Rankings by The Robert Wood Johnson Foundation and www.healthindicators.gov

15%

To be baselined Routine Consideration of Health n/a n/a n/a n/a

To be baselined

Number or percent of CHIP HEAL deliverables completed in government domain

n/a n/a n/a n/a

To be baselined Stakeholder Engagement n/a n/a n/a n/a

To be baselined

Number of plans completed & recommendations adopted & implemented

n/a n/a n/a n/a

• In 2014, the Community Health and Environmental Quality Divisions are due to complete 3 HIAs: 1) Elyria/Swansea (May 2014); 2) Globeville (May 2014); and 3) Westwood (Initiating latter part of 2014) • Program Goals include: 1) Informing development and neighborhood planning; and 2) Help create healthier communities by addressing the root causes of prominent health problems • A Program Administrator position was transferred from Environmental Quality to oversee the HIA Program in Spring 2014. Recruitment is underway.

The program will track and report on the following measures. Those in gray are being developed/baselined

Page 11: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Opportunity Analysis

- HIV/AIDS Services Program

- Violations per inspection in the Food Inspection

Program - Animal Live Release Rate

& Adoptions - Health Impact

Assessments

- Internal Facility Compliance -CHA & CHIP

- OME Hard Copy Conversion to Electronic

Medium - Various JDIs

- Healthy Families/Healthy Homes

Program Information Automation

- Autopsy Report Processing

- PHI Workload/Staffing Analysis

-Needle Exchange Program

Mission Critical Lower Priority

Strong ROI Potential

Close to or Exceeding Goal

Page 12: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Innovation Plan

Current Year •DEH has 16 Black Belts, 7 (47%) have fulfilled “Meets Expectations” requirements •DEH has trained 82 employees as Green belts •DEH Management Team undergoing training through Executive Training Program

Completed Innovations Public Health Inspections (PHI) •Completed Workload/Staffing Analysis (see following slides) •Revised construction approval process reducing license approval times from 5 days to I day Office of the Medical Examiner (OME) •Autopsy Process and Report Completion streamlined to meet goal of shortened turn-around time

Animal Care & Control (ACC) • 46 Green Belts and 9 Black Belts (100% of ACC staff trained). •2 VSAs resulting in 4 RIEs. All 4 RIEs completed in less than one year. 2 JDIs completed. Total identified savings equals $499,888. Actualized savings equals $211,730. •Key improvements include standard work on the animal intake process for each section of the shelter, the elimination of the behavior status backlog and standard work for the behavior status process, elimination of the administrative citation backlog and the creation of an administrative citation flow cell. 50% of ACC has participated in an RIE.

Executive Directors Office (EDO) •Completed 4 JDIs in citation payment (2), citation appeals and IT data repository processes.

Page 13: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Innovation Plan

Environmental Quality (EQ) • Environmental Capital Fund (ECF)

o Seed Capital Fund was predecessor o Evaluated fund – projects, impact, effectiveness o Modified fund in 2013 to create ECF

Integrate with CIP Multi-departmental selection team Focus on environmental and city liability issue

EDO: • Support Unit: Completed 4 JDIs (3 citation process related, 1 IT) and 1 project. Currently finalizing 3 additional JDIs in the

Citation Appeals process (improve collections, citation database integrity, cash management) • Communications Office: Completed re-design of Be Healthy Denver site, comprehensive re-design of DEH internet and

intranet web-sites, risk/crisis communications plan and Social Media Audit and Social Media policy Community Health (CH) • Improved inventory control for office supplies • Worked with Peak Performance to make mission, vision, and goals clearer Long-term • Centralize DEH Peak Performance Program in Executive Directors Office with focus on strategic innovation efforts • Map all major DEH Value Streams • Additional Black and Green Belts to be trained DEH-Wide

Page 14: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

ACC SRA Update

Key SRA Recommendation

Implementation Status

Mission Level Metric Impact

Projected Savings

Notes

Extend shelter hours Returned To Owner (RTO), live release rates, increase percent adoption

Customer service enhancement

8.5% increase in revenue 36% increase in adoptions 1% increase in RTO

Increase Animal Control Officer (ACO)FTE

License compliance N/A

Used seasonal ACOs in 2013.

Increase on-call seasonal personnel

N/A N/A Did not have staff to use seasonal personnel in 2013. Using seasonal personnel in 2014.

Discontinue Pet Licensing

RTO, increase live release rates, license compliance

N/A Licensing provides public health assurances and demonstrates value of pets. Program revamped to encourage compliance.

Compensation Adjustments

N/A N/A OHR performed comprehensive classification study and positions were reallocated and adjusted.

Increase RTO in the field

RTO, increase live release rate

$5,000 savings RTO in field increased 9%.

Page 15: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

PHI Food Safety Program Ideal Case

Observations • In order to inspect all facilities on the desired frequency schedule, PHI would need an additional 5.19* FTE • This includes 500 marijuana facilities added to workload

* The recommendation for 5.19 FTE is rounded up to 6.00 FTE to account for turnover, temporary events, etc…

Risk Factor

Number of Inspections

IDEAL

Total Inspection

Time (Hours) 2013

Number of Reinspections

per assumptions

Total Reinspect

Time (Hours) 2013

Total Hours 2013

FTE Required

All Facilities 6,207 9,800 3,861 2,718 12,825 18.19

2013 FTE 13.00

Variance (5.19)

Page 16: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

PHI Food Safety Program Workload Smoothing

Risk Factor Number of

Inspections 2013

Number of Inspections that

should have been done per frequency Variance

All Facilities 4,102 5,221 1,119 under Low Low Risk 60 29 31 over Low Risk 1,304 951 353 over Medium Risk 1,114 1,083 31 over High Risk 1,624 3,158 1,534 under

Observations • In 2013, PHI completed fewer inspections overall that what should have occurred given the frequency guidelines (21% under-

inspected overall).* • Low Low, Low, and Medium risk categories were over-inspected, while High risk has under-inspected by 48%. ** • PHI will work to smooth out the workload so inspection time is spent on the desired risk categories. * Under-inspection can be partially attributed to staff vacancies. ** Slight variance is normal and attributable to complaint-driven inspections.

Page 17: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

PHI Food Safety Program Staffing Analysis: Revenue

Observations • The cost of a food inspector is greater than the average revenue per FTE. • 2013 Administrative Citation actual revenue was $544,510.* • Each additional FTE is projected to generate an incremental increase in revenue of $40,000-

$60,000. * Ability to give administrative citations is calendar-based. Vacancies can impact coverage, and

therefore revenue.

13.0 14.0 15.0 16.0 17.0 18.0 19.0 Supervised Cost of FTE $1,297,075 $1,396,850 $1,496,625 $1,596,400 $1,696,175 $1,795,950 $1,895,725 Fine Revenue - Based on PHI Data $714,749 $777,262 $839,774 $902,286 $964,798 $1,027,310 $1,089,822 Fine Revenue - Based on Actuals $544,510 $586,395 $628,281 $670,166 $712,052 $753,937 $795,822

$500,000

$700,000

$900,000

$1,100,000

$1,300,000

$1,500,000

$1,700,000

$1,900,000

$2,100,000

FTE

FTE, Fine Revenue and Supervised Cost of FTE

Supervised Cost of FTE

Fine Revenue - Based on PHI Data

Fine Revenue - Based on Actuals

Page 18: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Innovation Tracking Tra

ckin

g th

e In

nova

tions

Financial

Hard $ Savings(budget impact)

Soft $ Savings

HumanDevelopment

Service LevelImprovements

Financial • Soft $: In 9 months, ACC actualized $211,730 in soft savings through Peak

innovations • Soft $: $15,000 from EDO JDI’s • Soft $: Reduced wait times (PHI, ACC, OME, EQ, EDO) as a result of a 3 VSA’s, 4 RIE’s

and JDI’s

Service Level Improvements • Complaint response times in PHI are at record lows (average 2.1 days per complaint) • The “Certificate of Occupancy” and license approval process was streamlined reducing

license approval times by 80% • Extended Shelter hours resulting in 36% increase in adoptions and 1% RTO at ACC • ACC returned 9% more dogs in the field this year over last year. • Significant improvement in OME customer satisfaction with prompt availability of

completed autopsy reports • Improved Denver Energy Challenge customer service outreach resulted in 94% of

customers rating their energy advising experience as Good or Excellent; 73% rated their experience as Excellent

• Reduced wait time by 14% in Citation Appeal Process • CH improved the number of days to reimburse contractors in the HIV area from 7 days

to 4 days.

Human Development • All DEH Supervisors and Managers received supervisory training; additional training is

scheduled for 2014 • 12% of workforce trained as Lean Black Belts; 55% as Green Belts • EQ Organizational changes were made in 2013 to better align EQ programs with

mission priorities. • Safety training (bite stick and mace) and laptop training for Animal Control Officers and

compassion fatigue training for all ACC staff

Page 19: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Sustainability Update

Initiative DEH Goals 2020 Goals

Major DEH Efforts Status

Climate 80% reduction in GHG by 2050 (long term) Reduce GHG emissions to below 1990 levels by 2020 (short term) Integrated Climate Plan with goals and strategies out through at least 2020

Reduce GHG emissions to below 1990 levels

Climate Action Plan City Energy Project Denver Energy Challenge Certifiably Green Denver Climate Adaptation Denver 2030 District Sustainable Neighborhoods Program Green Fleets Commercial Waste

On track to meet 2020 levels.

Presenter
Presentation Notes
This slide shows DEH goals and major programs underway to accomplish the goals. The DEH and the City are on track to accomplish the 2020 climate goal. DEH has set a 2050 goal for GHG emission, which expands on the 2020 goal. This goal places us among leading US and Canadian cities who have a similar goal. DEH has multiple, innovative programs underway to accomplish the 2020 goals. These include: helping residents and small/medium-sized businesses reduce energy use, working with large commercial building owners to reduce energy and water use, greening the City’s fleet through alternative fueled vehicles, focusing on reducing commercial waste generation, helping Denver’s neighborhoods become more sustainable and preparing the city for a warming climate.
Page 20: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Sustainability Update

Measurements – quantitative and qualitative

Outcomes: 19.9 metric tons per capita of CO2 (2013). Over 11.2 million kilowatt hours saved annually (2013).

Outputs: 7441 homes enrolled in DEC. 1401 businesses enrolled in CGD work. Funded over $530,000 in residential energy efficiency loans at an avg. of 3.5%. Selected by IMT for the CEP (staffing and $ awarded). Climate Action Plan underway. Adaptation Plan complete. Charging stations installed.

Triple Bottom Line: Over $3.4 million saved by businesses and residents. Comfort increased in homes (measured by therms). Energy efficiency contracting jobs sustained/created. Community engagement/outreach (210 attendees at SNP kick-off meeting). 2030 District launched.

Presenter
Presentation Notes
This slide shows the hierarchy of measures related to the Climate initiative. Outcome measures are the primary results that we’re trying to achieve. We track metrics such as GHG emissions and energy saved (kilowatt hours). Output measures track the programmatic work that we’re doing that lead to the outcome measures. These metrics include businesses and residents enrolled in DEC and CGD, plans that have been completed, infrastructure improvements, etc. Triple bottom line metrics, which include both outcomes and outputs, track our progress in accomplishing environmental, economic and quality of life results. A number of economic benefits of our programs can be quantified, along with some social benefits.
Page 21: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

2285

Homes Upgraded

6019

Homes Enrolled 7441

Cumulative annual kWh saved: 28,100,000 Cumulative annual therms saved: 927,510 Cumulative annual $ savings by residents and businesses: $3,445,365

Certified 111

Upgraded 808

Assessed 1198

Enrolled 1401

Sustainability Update Program Examples

Homes with 15% or greater savings

4/14/2014

Presenter
Presentation Notes
The Denver Energy Challenge and Certifiably Green Denver are two of DEH’s programs that work collaboratively with residents and businesses to reduce energy use. Since these programs started in 2011 (DEC ) and 2009 (CGD), significant energy and costs savings have been achieved (center of the slide). Program output metrics (the 2 triangles) show that large numbers are enrolled (the triangle base) and that we work to move them to the top of the triangles, which is where the greatest energy and cost savings occur. While the numbers enrolled are large, there is still more to do. E.g., 1400 businesses have enrolled, and it is estimated that there are between 20,000 and 25,000 businesses in Denver. Both programs receive significant support through 2015 through grant funds, and we’re constantly implementing approaches to improve the programs.
Page 22: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Customer Experience Improvement Update

PHI • The “Certificate of Occupancy” and license approval process was streamlined, reducing license approval times by 80%. • Complaint response policies were revised achieving record low complaint response time of 2.1 days ACC • Extended shelter hours, resulting in 36% increase in adoptions and 1% redemptions • Animal behavior status RIE eliminated rollover in the behavioral status evaluation process (previously at an average of 40%

rollover) • Percent of animals returned post adoption was 5.8% in 2013 and is .03% in 2014 (since the implementation of the behavior

status RIE and the pre-adoption survey used to better match families with pets) • Administrative citation RIE eliminated the 12 day backlog of administrative citations in its first 30 days OME • Autopsy Report Process streamlined resulting in an increased percentage of reports completed within 60 days EQ • Improved Denver Energy Challenge customer service outreach resulted in 94% of customers rating their energy advising

experience as Good or Excellent; 73% rated their experience as Excellent. EDO • 90% of submitted appeals are processed by Judicial Assistant’s (JA’s) within 1 business day (76% in 2012), 97% are processed within 3 days (92% in 2012) • 92% of appeals received were approved (85% in 2012) • 85% of Recommended decisions received from Administrative Hearing Officer’s processed/issued by JA’s within 1 day (62% in 2012), 97 % are processed within 3 days (79% in 2012) • Communications Staff and Technology Services completed comprehensive Web DEH portal redesign to remove and update

outdated content and convert “calls to clicks.” CH • HIV Resources improved its rate of invoice payment to service providers from 7 to 4 days

Presenter
Presentation Notes
Basis for Improvements Streamlined process by eliminating unnecessary steps and duplicate reviews/approvals Changed process to capture/include efficiencies  
Page 23: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

EMPLOYEE ENGAGEMENT AND

SUCCESSION PLANNING

Page 24: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Pulse Question 2013 Results 2014 Results Difference % Change

I understand how the work I do relates to my Division’s goals and priorities

81.1% 87.9% 6.8% 8.4%

My work assignments give me the opportunity to do good and meaningful work

83.0% 86.2% 3.2% 3.9%

I understand clearly what is expected of me at work 83.1% 84.3% 1.2% .014%

My supervisor is interested in my well being and supports my efforts to maintain healthy Work-life

74.5% 83.5% 9.0% 12.1%

In the past 12 months, I have developed and grown at work

74.2% 75.8% 1.6% 2.2%

I have the resources and support I need to succeed 66.7% 72.0% 5.3% 7.9%

Teamwork and collaboration are promoted at work

57.8% 71.3% 13.5% 23.4%

I have input into decisions that affect my work and I feel that my input is valued

65.5% 68.1% 2.6% 4.0%

My division does a good job communicating information that affects me

55.6% 66.4% 10.8% 19.4%

I am recognized for my efforts at work 53.3% 66.4% 13.1% 24.6% My supervisor gives me timely feedback on my job performance

51.7% 59.1% 7.4% 14.3%

There is a positive climate at work 52.2% 58.6% 6.4% 12.3%

DEH Pulse Survey Results 2013 vs 2014

(Agree/Strongly Agree)

Employee Engagement

Presenter
Presentation Notes
Note the following: Generally speaking, all areas exhibited an increase from previous years survey Have 80% or higher results in: *I understand how the work I do relates to my Division’s goals and priorities *My work assignments give me the opportunity to do good and meaningful work *I understand clearly what is expected of me at work *My supervisor is interested in my well being and supports my efforts to maintain healthy Work-life 3. Three areas with a % change of 19% or better *Teamwork and collaboration are promoted at work *I have input into decisions that affect my work and I feel that my input is valued *My division does a good job communicating information that affects me 4. Have two areas below 60% and provide the opportunities for improvement *My supervisor gives me timely feedback on my job performance *There is a positive climate at work
Page 25: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Employee Engagement

Survey Results Denver Employee Survey: 82% response rate (Nearing dept goal of 85% - City response rate: 63%) DEH Pulse Survey: 85% response rate (Total responses increased by 31 employees (from 97 to 128

responses, a 32% increase) Engagement Index: DEH index increased from 2011 survey: 12.3 to 13.7 but below City-wide rate of

15.1 Actively disengaged score decreased to -5.4% (from -8.9%)

Survey Recommendations - Denver Employee Survey Help Employees link their work to the “bigger picture” Nurture employee recognition and appreciation efforts Cultivate inclusivity in the team dynamics Equip employees with materials, training, preparation, technology Develop Leadership skills Conduct Stay Interviews to reduce turnover

Response Establishment of new mid-year performance review, to occur this summer, to supplement annual PEPR

reviews Continued training for supervisors, with an emphasis on providing employee feedback Individual development assessment and leadership training for division directors Continued improvements in departmental communications through the DEHWEB page, quarterly

meetings and other tools Created “On-the-Spot” award program to recognize employee achievements

Presenter
Presentation Notes
DEH Employee Engagement Drivers  I am comfortable going to my Immediate Supervisor when I have a concern/problem I feel proud to tell people I work for the City Division teams collaborate and help each other Supervisors regularly share how group is meeting its goals Executive Director is present and visible DEH teams work well together  DEH Drivers for Improvement Overall, I understand how my department’s strategic goals support the Mayor’s priorities Overall, my department has prepared me to do my job well Executive Director ensures that department goals and priorities are clearly communicated Sometime in the last week, I was praised or recognized for my efforts by someone at work Overall, I understand how the work I do relates to the Mayor’s Priorities My department provides me with the equipment/material I need to do my job well Overall, Senior Leadership (Executive & Division Directors) are sincerely interested in my well being My Department has a formal employee recognition program
Page 26: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Succession Planning

2014 2015 2016 2017 2018 2019 Number 13 18 24 30 37 45 % workforce 9% 12% 16% 20% 25% 30%

0 5

10 15 20 25 30 35 40 45 50

DEH Employees Eligible for Retirement 2014 through 2019

Presenter
Presentation Notes
Note: Within a 6 year period, approximately 30% of DEH workforce will be eligible for retirement
Page 27: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Succession Planning

0

5

10

15

20

EQ ACC OME CHDS PHI

2014 2015 2016 2017 2018 2019

DEH Retirement Eligibility By Division

2014 Through 2019

Presenter
Presentation Notes
Year 2019 EQ—16 employees eligible (43% of current workforce) ACC—12 employees eligible (≈24% of current workforce) CHDS—5 employees eligible (33% of current workforce) PHI—4 employees eligible (13% of current workforce) OME—8 employees eligible (44% of current workforce) A total of 45 employees
Page 28: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Succession Planning

DEH Retirement Eligibility By Position Type

2014 through 2019

0

5

10

15

20

2014 2015 2016 2017 2018 2019

Presenter
Presentation Notes
Eligible Retirees by Position Engineering—20 positions by 2019 Enforcement—8 positions by 2019 Professional—6 positions by 2019 Clerical—5 positions by 2019 IT—3 positions by 2019 Labor—2 positions by 2019 Health Prof—1 position by 2019 45 total positions
Page 29: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

ACCOMPLISHMENTS AND CHALLENGES

Page 30: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Accomplishments: Progress on Minority and Women Owned Business

• DEH has fully implemented requirements of Executive Order (EO) 101 and is in position to further achieve Administration goals

• DEH staff attended Denver Small Business Office (DSBO) Ordinance and EO 101 Training

• EO distributed to DEH division personnel • DSBO Ordinance and EO 101 Training material provided to DEH

staff not able to attend formal training • DEH solicitations include EO 101 Form/solicitation clause for

needed general services (e.g., Office Equipment, Graphic Services, Asbestos/Lead/Mold Abatement Services, Translation Services) and construction efforts

Presenter
Presentation Notes
DEH has fully implemented requirements of EO 101 and the slide provides specific action taken to implement
Page 31: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Accomplishments

• Accomplishment: 7 of 14 mission-level metrics trending up • Accomplishment: 7 of 14 mission-level goals reached • Accomplishment: Launched an internal process improvement effort focused on three value streams (2-ACC,

1-PHI) • Discussed with Peak Performance staff and scheduled formal training for DEH Division Directors • Accomplishment: PHI - Reduced wait time by 80% for “Certificate of Occupancy” and license approvals

process • Accomplishment: OME – Reduced wait time by 4% in autopsy report process • Accomplishment: EDO – Reduced wait time by 14% in citation appeals process • Accomplishment: EDO – Improved websites (re-designs, contents) increased positive marketing of

Department programs, goals and objectives • Accomplishment: Employee engagement response rate (from the city employee survey) increased to 82%

(compared with City response rate of 63%) • Accomplishment: CH - Reduced HIV/AIDS service providers wait time for reimbursement checks

• Accomplishment: EQ - Climate Adaptation Plan released. Updating Climate Action Plan – completion Fall 2014. (Climate goal)

• Accomplishment: EQ - 1087 facility inspections; 98% compliance rate with environmental regulations.

Page 32: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Accomplishments

• ACC – A dedicated partnership with the Peak Academy resulted in 6 Lean events – 100% of staff trained (Green and Black Belt) – Elimination of behavior status backlog (previously at 40%) – Elimination of the administrative citation backlog (previously at 12 days) – Standard work on the animal intake process for every section of the shelter – Creation of the ACO customer information card resulting in a 21% reduction

of administrative citation calls to 311 and a 20% reduction in calls anonymous calls to ACOs from 311

– ACC staff hosted 3 gemba walks, taught 3 green belt trainings, presented to 3 black belt cohorts

– Appeared in a Governing Magazine feature. – In 2014, ACC staff will present a national and regional conference about the

Peak Academy/ACC partnership

Page 33: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Challenges

• Challenge: The need to establish centralized DEH Peak Performance Program linked to organization’s strategic plan, goals and objectives to pursue Peak Performance improvements in multiple division sections.

• Challenge: Implementation of enterprise software for Healthy Families/Healthy Homes program to include efficient management of IT development resources and timely completion of the project. Expected completion: September 30, 2014.

• Challenge: Send existing and new staff to Green Belt Training

• Challenge: Increase the number of trained Black Belts in DEH Divisions

Page 34: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

TAKEAWAYS AND NEXT STEPS

Page 35: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Next Steps

Next Steps: CFO performance budget kickoff in July 2014 Innovation underway: EQ Goal: Healthy Planet Strategy 2: Improve resource conservation-reduce energy & water use and landfill waste Certifiably Green Denver • Establishing process work flow; standardizing work outputs • Systematically tracking outcome and output metrics PHI Goal: Healthy Places Strategy 2: Provide exceptional customer complaint response • Working with Excise and Licenses (E&L) to implement a system for commercial food service licenses. Process will no longer split between the

two agencies • Implementing additional customer service policies and parameters to minimize complaint response times to include reports and metrics to

measure performance • Developing an electronic inspection system for Healthy Families/Healthy Homes to electronically capture inspection reports (remotely) resulting

in improved reporting process, increased processing time and decreased inspectors mileage and drive time. OME Goal: Healthy People Strategy 3: Maintain Denver’s NAME Accreditation for the Office of the Medical Examiner • Significantly decrease the autopsy report completion time to optimize customer service: 1) allow more rapid closure for families 2) completion of investigations by law enforcement and 3) make important epidemiological data

available for public health initiatives CH Goal: Healthy People Strategy 1: Improve Denver’s standing as a healthy city • Work with Excise and License to implement tobacco ordinance change and develop enforcement program

Page 36: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

Next Steps

ACC Goal: Healthy Pets Strategy 1: Increase Shelter Live Release Rates • Maintain a 90% live release rate

– At the 90 day follow-up, the behavior status RIE resulted in 40% of animals rolled over for status evaluation to 0%, quality of behavioral evaluations from 33% poor to 8% poor, average number of animals staying past 30 days went from 67 to 14 , animals returned post adoption went from 5.8% to .03%.

Strategy 2: Improve customer experience • Increase community outreach and education

– Animal intake RIE resulted in geo-coding implemented throughout the shelter. Geo-coding helps ACC target areas for outreach and education. At the 90 day follow-up, the ACO customer information card RIE resulted in standardized, customer friendly information for outreach and a 21% reduction in 311 calls related to the administrative citation process.

• More efficiency in the office section – In less than 30 days, the administrative citation RIE resulted in a flow cell for processing citations and the

elimination of the administrative citation backlog. (previously at 12 days). • Training

– Customer Service training division-wide to orient all staff to customer service goals , internally and externally

– Animal Handling training division-wide to increase safety and animal awareness among staff

Page 37: Department of Environmental Health Peak …...Peak Performance 2.0 Review April 22, 2014 2013 Performance Review 2014 Innovation Planning Audience: resources to support innovation

QUESTIONS