when less is more regina martin assistant director san joaquin dcss
TRANSCRIPT
When Less is More
Regina Martin
Assistant Director
San Joaquin DCSS
Where are the Resources?
Vacancies: RetirementsFMLADisabilityPersonal leavesBurn Out
Where are the Resources?
• Anticipated Costs Retirement costs Medical costs Step Increases
• Uncertain Costs COLAS MOUs/Contracts
• Flat Funding!!
Decisions
Rally the Troops
Form Partnerships
Seek buy-in from staff
Develop a Plan
Set Goals
Repositioning
• Implement Reallocation of resources
Utilized more staff where needed Reduced Establishment
Teams Increased Enforcement
Team Spanish Speaking
caseloads Work it or bulk it Increased use of CMT
Performance Measures
Workload Data ––––––––––––––––––––Actual–––––––––––––––– Est./Act. Projected
2011-12 2012-13 2013-14 2014-15 2015-16
Total Distributed Collections $54,219,572 $55,400,148 $57,027,534 $59,697,751 $61,488,684
Cases Open (at fiscal year end) 35,037 36,320 36,730 37,097 37,200
Current Support Collected (%) 59.9% 62.1% 64.3% 66.7% 68.7%
Cases with Arrearage
Collections (%) 64.3% 63.2% 62.9% 66.2% 68.2%
Cases with Paternity
Established (%) 73.0% 72.7% Above 100% Above 100% Above 100%
Cases with a Child Support Order (%) 92.2% 92.7% 93.2% 94.1% 94.5%
Cost Effectiveness (Amount
Collected per Dollar Spent) $3.71 $3.88 $3.84 $3.84 $4.00
When less is MORERaji Bishnoi, Deputy Director
Ventura County DCSS
Objective
We will talk about• The challenges of ever shrinking
resources• Strategies to manage with
limited support• How to determine what help is
needed• Staff buy-in with new approaches
Where are the Resources?
■Struggle with backlogs?
■Need more resources?
■Need more staff?
“The courage to imagine the otherwise is our greatest resource,
adding color and suspense to all our life”
Daniel J. Boorstin
Some Things to ConsiderStrategies
• Does staff offer ideas to improve efficiency?
• Do current policies and procedures promote efficiency?
• Is technology utilized?• Are workload and resource
assessments conducted?• Are there workload
management benchmarks?
Some Things to Consider…
Innovation & Curiosity
Encourage staff to offer ideas
Implement their ideas
Creating Culture
Business Process Reviews
Review Map Analyze Implement Communicate
Tools and Technology
»Does your staff have the tools to get the job done?
» Macros
» Screen scraping
» e-Court
»Communication and technology
» Texting
» Outbound Calls
Making the Department even better
Let’s use Technology
To improve Cost Effectiveness
To improve Efficiency
To find Solutions
Workload AssessmentWorkload assessment is a methodology to determine the time, and
resources necessary to carry out the department’s operations
Gathering Data
Staff Involvement
Management
Support
Analyzing Data
Methodology
Data Gathering Sample
Team Member DateActions In-coming
workMinutes needed to complete each
action
Total minutes spent
Summons & Complaints 10 20 120
Notice of Motion 5 15 75OSC re. Contempts 0 0 0
Defaults 8 15 120Stipulations 6 15 90
Order After Hearing 5 10 50
Genetic Testing 0 0 0 TOTAL 34 75 455
Workload Assessment Reviews
Findings Communicate Findings
Implement Changes
Provide Training Follow Up
Workload Benchmarks
• Determine workload benchmarks
• Communicate expectations to staff
• Supervisor’s Role
• Follow-up
Questions??
Thank you for your participation!!
Raji Bishnoi
Ventura County DCSS
Regina Martin
San Joaquin County DCSS