2007PRUDENTIAL FINANCIALDavis Productivity Awards

ADAPTABLE ACHIEVEMENTSFROM THE 2007

PRUDENTIAL FINANCIALDAVIS PRODUCTIVITY AWARDS

COMPETITION

Adapting and Implementing2007 Productivity Award Winning Achievements

The Prudential Financial - Davis Productivity Awards program is 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. Cash awards of $250 to $2,500 plus commemorative plaques and certificates of commendation are given annually to state employees, teams and work units that clearly exceed performance expectations in ways that improve service delivery and save money for Florida taxpayers and businesses.

Since 1989, more than 12,000 individuals, teams, work units and partnerships have been honored for producing more than $5.6 billion worth of added value. Some of the award-winning achievements have been adapted and implemented to multiply their productive value. This year, more than 100 additional opportunities are summarized on the following pages, worth more than $100 million in cost savings, cost avoidances, additional federal revenue and increased state revenue collections. These opportunities can and should be maximized to further improve performance and stretch resources – in some cases as an alternative to service cuts during tight budget times in Florida government.

Individuals, teams and work units that adapt and implement achievements in this publication should be nominated for cash awards and other recognition in 2008. Likewise, previous award winners who help others adapt and implement their achievements should be nominated. All state employees, supervisors and managers are encouraged to submit nominations for next year’s competition.

Nomination forms will be available on the awards Web site, www.floridataxwatch.org/dpa, by September 1, 2007. Award winners will be notified by mid-March 2008 and presentations will be held in June 2008.

To download an electronic version of this publication, go to the above Web site, click on “Award Winners.”

1

CONTENTSGovernor and Cabinet Resolution ............................................................................................................. 2

Letter from Lt. Governor Jeff Kottkamp .................................................................................................... 3

Message from Chairmen of Florida TaxWatch and Florida Council of 100 ...................................................... 4

Adaptable Achievements by Work Area

Accounting............................................................................................................................ 7Administration ....................................................................................................................... 7Auditing ............................................................................................................................... 8Case Management .................................................................................................................. 8Child Support Enforcement ...................................................................................................... 9Communications .................................................................................................................... 9Computer Technology and Applications ..................................................................................... 9Computer Security and Data Protection ................................................................................... 10Consumer/Customer Protection and Service ............................................................................. 11Contracts and Grants ............................................................................................................ 11Corrections.......................................................................................................................... 12Data Entry ........................................................................................................................... 12Disaster Preparation and Recovery ........................................................................................... 13Education ............................................................................................................................ 13Eligibility for Services ............................................................................................................ 15Employment ........................................................................................................................ 15Environment ........................................................................................................................ 16Facilities .............................................................................................................................. 16Financial Management ........................................................................................................... 17Fraud Reduction ................................................................................................................... 17Health and Social Services ...................................................................................................... 18Help Desks/Call Centers ........................................................................................................ 19Homeland Security ............................................................................................................... 19Human Resources Management .............................................................................................. 19Inventory and Asset Management ........................................................................................... 23Judicial ............................................................................................................................... 24Juvenile Justice .................................................................................................................... 24Laboratory Testing and Inspection ........................................................................................... 25Law Enforcement ................................................................................................................. 25Licensing and Permitting ........................................................................................................ 26Paperless Systems ................................................................................................................. 27Program Evaluation ............................................................................................................... 27Purchasing and Leasing .......................................................................................................... 27Quality Assurance and Improvement ....................................................................................... 28Records Management ............................................................................................................ 29Reporting and Tracking Systems .............................................................................................. 29Training .............................................................................................................................. 32Transportation ..................................................................................................................... 35

20072007PRUDENTIAL FINANCIALPRUDENTIAL FINANCIALDavis Productivity AwardsDavis Productivity AwardsAdaptable AchievementsAdaptable Achievements

2

WHEREAS, the Prudential Financial - Davis Productivity Awards program is dedicated to the idea that recognizing, rewarding and replicating diligence and innovation can and does increase government performance and productivity for its citizens; and

WHEREAS, agency managers and supervisors are encouraged to promote award winning achievements that can be adapted and implemented by other employees, teams and work units to maximize their productive value, to track implementation and report results to agency awards coordinators, and to nominate adapted achievements for recognition in 2008.

Excerpts from Governor and Cabinet Resolution May 15, 2007

20072007PRUDENTIAL FINANCIALPRUDENTIAL FINANCIALDavis Productivity AwardsDavis Productivity Awards

3

Dear Fellow Floridians:

The Prudential Financial - Davis Productivity Awards, supported by corporate and philanthropic contributions, is administered by Florida TaxWatch in partnership with the State of Florida and The Florida Council of 100.

A distinct benefit and pleasure of being Florida’s Lt. Governor is the opportunity to chair this nationally unique public and private partnership that recognizes the initiative and creativity of our state employees and promotes wise innovations that serve the people of Florida better.

Governor Crist and I sincerely appreciate individuals, teams and work units throughout state government for adapting and implementing these achievements. Taking advantage of new finance and accounting tools, new ways to deliver services and opportunities to increase Florida’s share of federal funding are a few examples among more than 100 adaptable achievements summarized in this publication. The Governor and I call on agency heads, managers and employees to put these cost saving and revenue enhancing opportunities to work for the benefit of Florida taxpayers and our economic progress in 2007-08.

And finally, a reminder about the 2008 awards competition. Nomination forms will be posted on the awards Web site, www.floridataxwatch.org/dpa, by September 1, 2007. Citizen initiated nominations are particularly welcome and appreciated. For assistance, please contact Clarissa Dunlap, Executive Director of the Prudential Financial - Davis Productivity Awards, at (850) 222-5052.

Very truly yours,

Jeff KottkampLt. GovernorChairman

Lt. Governor Jeff Kottkamp serves as Chairman of the Prudential Financial - Davis Productivity

Awards Program, which has honored innovative achievements of state employees for 19 years.

2007 Prudential Financial - Davis Productivity Awards Program

4

A MESSAGE FROM THE CHAIRMEN OF FLORIDA TAXWATCH AND THE FLORIDA COUNCIL OF 100

To our Government Leaders, State Agencies, Florida Businesses and Fellow Citizens:

We are pleased to provide you the following compilation of cost saving and revenue enhancing achievements from the 2007 Prudential Financial - Davis Productivity Awards competition.

The 2007 awards competition attracted 503 nominations for government innovations and productivity improvements worth $332 million in cost savings, cost avoidances and increased revenue. Since 1989, award winners have posted a total of $5.6 billion in added value for Florida taxpayers and businesses.

Governor Charlie Crist and Lt. Governor Jeff Kottkamp have made leveraging the value of award winning achievements a priority for building a more effective and efficient government. The following pages summarize more than 100 adaptable achievements. More than 700 adaptable achievements from the 2003 through 2007 awards competitions are available on the awards Web site at www.floridataxwatch.org/dpa/adaptable.php. Maximizing these achievements will provide countless productivity increases plus faster, more convenient and more accurate external and internal customer service.

We extend hearty congratulations to this year’s award winners and best wishes for your continued excellence in serving the taxpayers of Florida with unparalleled innovation, efficiency and effective public service.

Sincerely,

Michael Jennings Peter Rummell Chairman Chairman Florida TaxWatch The Florida Council of 100

5

Appreciation is expressed to award winners, nominators and Agency Awards Coordinators for the adaptable achievements that make this publication an added value resource for Florida government.

This publication was compiled by Clarissa Dunlap, Executive Director, Prudential Financial - Davis Productivity Awards Program, Dave Davis, Florida TaxWatch Sr. Research Analyst and Awards Program Advisor,

and Diana Calabro, Awards Program Assistant.

Michael Jennings, Chairman; Dominic Calabro, President and CEO, Florida TaxWatch.

© Copyright Florida TaxWatch, June 2007

To access and download this publication, please go to

www.floridataxwatch.org/dpa/award.php

For a printed copy, please call:(850) 222-5052 or

write to Florida TaxWatch: P.O. Box 10209

Tallahassee, FL 32302

20072007PRUDENTIAL FINANCIALPRUDENTIAL FINANCIALDavis Productivity AwardsDavis Productivity Awards

6

Florida Lottery’s Commitment To Education

The Florida Lottery continues to fulfill its mission to maximize revenues for theenhancement of public education in Florida. Since its inception in 1986, the Lotteryhas generated more than $17 billion in net revenues to support students in all areasof public education. With single-year record sales of more than $3.93 billion, theLottery contributed $1.22 billion to education in fiscal year 2005-2006.

Financially supporting education is our top priority – it is why the voters of Floridacreated the Lottery and continue to support us every day. Whether it’s fully fundingBright Futures scholarships, providing technology for schools, or supplying bondsfor school construction, the proceeds from Florida Lottery tickets sales are transferred

to the Educational Enhancement Trust Fund and allocated for specific programs by the Florida Legislature.

In 2005, $552 million were appropriated to Florida’s 67 school districts for general use including schoolconstruction and maintenance, $312 million to more than 140,000 Bright Futures scholarship recipientsand $18 million for other state student financial aid. Lottery funds were also allocated to state universities,community colleges and workforce education programs.

With the patronage of our players, the dedication of our retailers andemployees, a state-of-the-art gaming system, and the support of GovernorCharlie Crist, the Florida Lottery will continue to be a success.

For information on how Lottery dollars are making a difference in yourcommunity, please visit flalottery.com.

Leo DiBenignoSecretaryFlorida Lottery

More than $17 billion toEducation since 1988!

7

Automated Reconciliation SystemAn automated reconciliation system matches Department of Financial Services and Department of Children and Families accounting records, autoposts clear dates for outstanding line items and sends weekly reminders of transactions needed and unclear items that are not reconciled. For more information please contact Mike Wolfe at (850) 488-6404 or Mike_Wolfe@dcf.state.fl.us. 2007 DCF-086

Retirement Plan for Temporary EmployeesA retirement plan for temporary employees saved the University of Florida over $4 million in Social Security taxes between January and October 2006. For more information, please contact Paula Varnes Fussell at (352) 391-4621 or pvarnes@ufl.edu. 2007 UF-004

Improved Wage GarnishmentUsing process mapping and Sterling measurement concepts to improve wage garnishment processes, the Department of Education’s Office of Student Financial Assistance more than doubled collections to $14.4 million in 2005-06. For more information, please contact Charles Mulvaney at (850) 245-1992 or charles.mulvaney@fldoe.org. 2007 DOE-006

2007 ADAPTABLE ACHIEVEMENTS BY WORK AREA

20072007PRUDENTIAL FINANCIALPRUDENTIAL FINANCIALDavis Productivity AwardsDavis Productivity Awards

Fica Alternative Implementation Team (left to right): Back row - Nicole Garvey, Eric Davidson, Greg McEachern, Steve Wing, Gloria Sheffi eld, Murphy Miller, Jim Freymann; Front row - Cheryl Bell, Donna Kolb, Mary Alice Albritton,

Linda Orfi eld, Paula Fussell, Janet Malphurs; Not pictured: Jane Thomas, Tom Cassarly, Sheela Moudgil

ACCOUNTING

ADMINISTRATION

8

Enterprise Confidential Data/Server Security Compliance ProgramA standardized audit process developed at Florida State University determines if confidential or sensitive information resides on servers, determines vulnerability to unauthorized access and use of these servers, identifies ways to reduce the risk of unauthorized access and provides remediation tools and technical assistance. This process resulted in a three-year savings of $760,000 while increasing the level of information technology security awareness on campus. For more information, please contact Joseph Lazor at (850) 644-0062 or jlazor@fsu.edu. 2007 FSU-006

Legal Case ManangementA case management tracking system utilized by the Attorney General’s Office to manage child welfare legal cases was adapted and implemented statewide by Department of Children and Families staff. For more information, please contact Peggy Sanford at (850) 487-9986 or peggy_sanford@dcf.state.fl.us. 2007 DCF-027

Automated Case ReviewAutomated instruments for conducting quality assurance of adult services provide detailed case review information, automated compilation and analysis of review data, and a uniform reporting structure, thereby increasing accuracy and uniformity; saving more than 600 hours annually in the Department of Children and Families Northeast Zone. For more information, please contact Lynne Powell at (904) 723-2191 or Lynne_Powell@dcf.state.fl.us. 2007 DCF-046

Template to Record Case Activity and InformationA template that prompts staff to enter areas of eligibility copies and pastes information to the appropriate screen, saving about 10 minutes per application/redetermination. This template can be used in case maintenance units and call centers. For more information, please contact Reginald Altazan at (850) 833-3713 or reginald_altazan@dcf.state.fl.us. 2007 DCF-050

Storing, Tracking and Retrieving Case InformationA document imaging, scanning and viewing system automates storing, tracking and retrieving case information. For more information, please contact David Brey at (850) 921-0059 or David_Brey@dcf.state.fl.us. 2007 DCF-096

CASE MANAGEMENT

University Server Security Audit Team (left to right): Joseph Lazor, Brian Rue, Thomas Morgan, David Coury,

Carolyn Williams-Lawyer, and Joe Ferris

AUDITING

9

Case Management DatabaseA case management database for misdemeanor probation and pre-trial release programs collects and tracks information electronically, enabling probation officers to provide up-to-date reports and information to judges and law enforcement on individual cases or entire caseloads. For more information, please contact Wendy Schlesinger at (850) 718-0027 or schlesingerw@jud14.flcourts.org. 2007 SCS-001

Reduced Child Support Case Backlog The Sixth Judicial Circuit in Pinellas County collaborated with the Department of Revenue and the Attorney General’s Office to restructure calendars and hear more cases in a manner that did not sacrifice due process protection. As a result, three hearing officers and their support staff eliminated 1,869 backlogged cases in 2006. For more information, please contact Michelle Bourrie at (727) 582-7490 or mbourrie@jud6.org. 2007 SCS-003

Enterprise Extender Communications TechnologyEnhanced communications technology on the Department of Financial Services mainframe computer allows use of a transmission control protocol network for systems network architecture sessions. This facilitates transmission control protocol applications with no changes required to legacy systems network architecture applications and elimination of costly systems network architecture hardware and software. The changes have improved the department’s ability to diagnose system problems and has simplified disaster recovery procedures. The department annually saves more than $100,000 in hardware, software and communication lines. For more information, please contact Dana Rupp at (850) 413-2262 or dana.rupp@fldfs.com. 2007 DFS-008

Enhanced Mobile ComputingWireless mobile networking allows 210 Agency for Health Care Administration employees statewide to perform their jobs from remote facilities at significantly increased speed. This achievement dramatically increases staff mobility in locations where remote access via telephone connections is unreliable or unavailable. For more information, please contact John Edwards at (850) 922-3615 or edwardjt@ahca.myflorida.com. 2007 AHCA-012

Statewide Computer Anti-Virus DeploymentElectronically replacing anti-virus software with updated versions saves thousands of hours throughout the Department of Children and Families. For more information, please contact Scott Higgins at (850) 921-4487 or scott_higgins@dcf.state.fl.us. 2007 DCF-099

Wendy Schlesinger

Child Support Enforcement Hearing Offi ce Team (left to right): Jadonn Sowell and Joseph Flannery; Kathy Cordier, Mark Chancey, Beate Buegler and Bama Finocchi

CHILD SUPPORT ENFORCEMENT

COMMUNICATIONS

COMPUTER AND TECHNOLOGY APPLICATIONS

10

Disaster Resistant Computer Facility A disaster resistant computer environment eliminates downtime and weather/heat related shutdowns. For more information, please contact Pat Campbell at (850) 245-9846 or pat.campbell@fldoe.org. 2007 DOE-004

Improved Technical SupportNew service support processes at the Department of Health in Tallahassee use ITIL principles that will save an estimated $270,000 annually by reducing the time to resolve help desk tickets by 85%. For more information, please contact Mike Odom at (850) 245-4305 or michael_odom@doh.state.fl.us. 2007 DOH-003

Computer Application to Access Mainframe SystemCentrally managed BlueZone software, a mainframe computer emulation technology, saved the Department of Health more than $300,000 worth of software costs and staff technical assistance/downtime. For more information, please contact Mike Kosturko at (850) 245-4202 or mike_kosturko@doh.state.fl.us. 2007 DOH-027

Remote Deployment of XP Professional Operating System Desktop Image Remotely implementing an operating system for the Department of Juvenile Justice’s 4,000 desktop computers located in 155 facilities statewide produced a cost avoidance of $389,125. This deployment strategy can be adapted and implemented by any agency that is running on the Microsoft framework and utilizing Systems Management Server 2003. For more information, please contact Maureen Wines at (850) 595-8820 ext. 261 or maureen.wines@djj.state.fl.us. 2007 DJJ-009

Intrusion Detection and Performance Monitoring System An intrusion detection and performance monitoring system increases the ability of the Education Data Center at the Department of Education to analyze and respond to network outages, and to detect potential security threats before they become problems. For more information, please contact Joseph Heminway at (850) 245-9852 or joseph.heminway@fldoe.org. 2007 DOE-021

Systems Management Server Systems Management Server 2003 improves security software patch distribution and other features, thereby eliminating user downtime when updates are made and reducing the time technical staff spend managing user access accounts. Technical staff time savings average 40 hours per software update and 80 hours per week on client maintenance. For more information, please contact Maureen Wines at (850) 595-8820 ext. 261 or maureen.wines@djj.state.fl.us. 2007 DJJ-010

Other related Adaptable Achievement:Statewide Computer Anti-Virus Deployment (2007 DCF-099)

Systems Management Team (left to right): Top Row - Maureen Wines, Olu Oyewole, Jennifer Sherlock, Tom Bulgrin and Fresler Gaspard; Bottom Row - Don Shores, Babatunde Shofolu, Robert Register, Benita Williams and Paul Prado

COMPUTER SECURITY AND DATA PROTECTION

11

Enhanced Customer ServiceAn electronic data collection program providing detailed information on problem areas to administrators, a standardized email stationery format for handling complaints and an improved customer access system result in faster resolution of issues. For more information, please contact Stephen Conrad at (904) 727-2195 or stephen_conrad@dcf.state.fl.us. 2007 DCF-044

Customer Call Center Resource ToolA Web-based customer call center resource tool reduces caller wait time, thereby improving service and caller satisfaction. For more information, please contact Alicia Chevtaikin at (850) 313-7336 or alicia_chevtaikin@dcf.state.fl.us. 2007 DCF-093

Contract Tracking SystemA software program titled “D Carter” automates contract, invoice payment and expenditure reconciliation processes. Custom toolbars open all work files relating to a specific contract with one keystroke. A built-in graph shows actual verses expected expenditures. Error messages spotlight atypical balances. For more information, please contact Curtis Hatcher at (850) 413-9389 or Curtis_Hatcher@dcf.state.fl.us. 2007 DCF-028

Contract Training ProgramA contract training program at the Department of Children and Families helps ensure compliance with laws, rules, and operating policies and procedures. The program reduces administrative work associated with process oversight, review and approval of documentation. For more information, please contact Valerie Carnett at (850) 413-7214 or valerie_carnett@dcf.state.fl.us. 2007 DCF-085

Streamlined Procurement Process for Commodities and ServicesA review of contracts for the Department of Children and Families Technology Center in Tallahassee determined that purchase of commodities, maintenance and some services could be handled by purchase order. Contracts require a detailed statement of work, supporting documentation and several layers of review, normally taking three to four weeks. Any changes to the contract require a formal amendment which must go through the same process. By contrast, a purchase order normally takes two to five days because it does not require the same review process. For more information, please contact Paul Bartlett at (850) 922-6360 or paul_bartlett@dcf.state.fl.us. 2007 DCF-090

Grants Management Tracking SystemA Web-based system annually processes approximately 3,500 applications for $2.7 billion worth of federal and state education funds submitted by public educators, community and faith-based organizations. For more information, please contact Pete Tanzy at (850) 245-9775 or pete.tanzy@fldoe.org. 2007 DOE-007 and DOE-008

CONSUMER/CUSTOMER PROTECTION AND SERVICE

CONTRACTS AND GRANTS

Grants Management Tracking System Team (left to right): Kim Reimer, Sue Wilkinson, Gloria Smith, Archana Chilupuri, and Mahindar Devulapalli

12

Energy Performance Contracting ProgramEnergy performance contracting is providing low cost repairs and renovations (lighting, heating, air conditioning and plumbing) at eleven Department of Juvenile Justice facilities statewide. A $6.1 million loan will be repaid from utility savings. For more information, please contact Russ Barber at (850) 922-6148 or russ.barber@djj.state.fl.us. 2007 DJJ-002

Reduction of Negligent ReleasesMany juvenile detention centers have problems with negligent releases, creating risk to public safety and negative media attention. A policy and a form used at the Miami Dade Regional Juvenile Detention Center helps ensure that releases are valid. For more information, please contact Gail Bess at (305) 637-4682 or gail.bess@djj.state.fl.us. 2007 DJJ-004

Laboratory Information Management SystemAn automated system that provides the real time status of samples and is accessible to Department of Agriculture and Consumer Services pesticide laboratory customers via an explorer type interface and reduces data entry by 50%. For more information, please contact Patty Lucas at (850) 488-9375 or lucasp@doacs.state.fl.us. 2007 DACS-002

Streamlined Method for Providing Information to TrainersA form preparation data entry system streamlines communications with hospitality education program trainers by automating information transfer regarding licensee compliance classes and removing the need to sort, copy and mail required information, for annual savings of nearly $20,000. For more information, please contact Barbara Dietrichsen at (813) 356-1614 or Barbara.Dietrichsen@dbpr.state.fl.us. 2007 DBPR-013

Administrative Services Outcome Monitoring ReportA database system saves time collecting information, combines information from several different sources, and integrates graphics, data, text and symbols to produce reports. The system provides continuous access to information and allows multiple points of data entry, thereby enabling more than one person to maintain data. For more information, please contact Marguerite Rappoport at (941) 861-2603 or marguerite_rappoport@doh.state.fl.us. 2007 DOH-046

Russ Barber

CORRECTIONS

DATA ENTRY

Pesticide Laboratory Implementation Team (left to right): Front row - Cathy Sherrer, Marie Lopez Balaez, Teresa Rygiel and Patty Lucas; Second row - Nakia Smith, Vicki Robinson and Al Amleh; Third row - Travis Hill, David Gholston, Jake Adams, Paul Moody, Mike Page,

Billy Meeks and Jianqiang Zhao; Not pictured: Narquinta Richardson, Hina Patel, and Shane Tola

13

Fixed Capital Outlay Financial Tracker SystemThe productivity of fixed capital outlay staff is increased via a system that inputs data required for creation and maintenance of financial exhibits, populates a database that maintains balances as project managers pay invoices and builds an automated history. For more information, please contact Jim Chandonia at (850) 245-4444 ext. 3168 or jim_chandonia@doh.state.fl.us. 2007 DOH-049

Faculty Grade Entry System Electronically entering students’ grades each semester replaces a costly paper-driven system, saving Florida State University $33,413 in grade data entry processing and staffing costs. For more information, please contact Mitch Gans at (850) 644-6127 or mgans@admin.fsu.edu. 2007 FSU-002

Other related Adaptable Achievement:Template to Record Case Activity Information (2007 DCF-050)

Tracking Health Care Facilities During EmergenciesAn emergency status system (EES) that tracks residential and inpatient health care facilities during emergencies, including evacuations, power outages and structural damage to facilities affected by hurricanes, can be used by other state agencies and entities interested in monitoring storm-affected areas. An ESS web portal allows health care providers and authorized representatives to enter facility information. For more information, please contact Molly Mckinstry at (850) 414-9796 or mckinstm@ahca.myflorida.com. 2007 AHCA-002

FEMA-Required TrainingTraining on the Federal Emergency Management Agency’s National Incident Management System was developed at the University of Central Florida for a variety of employees. For more information, please contact Rick Grouby at (407) 823-5223 or wgrouby@mail.ucf.edu. 2007 UCF-003

Other related Adaptable Achievement:Enterprise Exender Communications Technology (2007 DFS-008)

Interagency Protocols Supporting Foster Student SuccessDepartment of Children and Families (DCF) staff, contract providers and the Orange County School Board established foster care designees in each school and created a technical assistance manual concerning foster children. The team provided joint training to all designees and created a full time school court liaison position, housed in the juvenile courthouse, as a support to the school district, DCF and the judiciary. For more information, please contact Barbara Dirienzo at (407) 245-0530 or barbara_dirienzo@dcf.state.fl.us. 2007 DCF-051

Summer Program for Visually and Multiple Impaired Children A four-week summer program for ten visually impaired students ages 13 to 19 tapped into St. Petersburg community resources, saving the state approximately $67,000 and enhancing the lives of the children who participated as no other program was available to them. For more information, please contact Lynn Ritter at (727) 893-2341 or lynn.ritter@dbs.fldoe.org. 2007 DOE-023

DISASTER PREPARATION AND RECOVERY

EDUCATION

K-12

14

Computerized School Health Record Management System A computer program maintains records on all students seen daily by school health nurses. It keeps track of medical conditions and treatment, maintains health records, health outcomes and referrals. It also processes data on diseases such as asthma among students that is used to prepare an annual report. For more information, please contact Kerry Hunt at (850) 872-4455 ext. 1191 or Kerry_Hunt@doh.state.fl.us. 2007 DOH-019

Residential Assistants Training ProgramA fire prevention training program for Florida Atlantic University and Florida International University residential assistants uses existing resources to enhance safety in student housing without any additional cost to the universities. The training focuses on case histories, fire prevention, dormatory hazards, fire alarms, fire evacuation plans/drills and fire exinguisher training. For more information, please contact Michael Long at (561) 640-6705 or michael.long@fldfs.com. 2007 DFS-005

Remote Site For Data Preservation and Business ContinuityA remote computing capability performs high-volume backups of operational data and provides continuity of information technology services should a disaster strike Florida State University’s Tallahassee campus. For more information, please contact Carl Baker at (850) 644-2591 or carl.baker@fsu.edu. 2007 FSU-005

School Health Record Management Team (left to right): Brenda Keepin, Kathy Soto, Jackie Hall, Kerry Hunt and Rusty Holloway; Not pictured: Denise Sexton

Business Continuity/Disaster Recovery Team (left to right): First row - Tom Morgan, Nik Bogdanov, Ken Hays, Beth Ward, and Mary Stephenson; Second row - Tom Combs, Carl Baker, Jack Winston, Joe Lazor, Mitch Gans,

Sean Patronis, Chuck Kemeny, Tom Kitterman, Debbie Kelly, Randy McCausland, and Joe Ferris

POST-SECONDARY

15

Fast Access Service TerminalAn automated system enables customers to sign-in for service and staff to view the number of clients waiting. The system tracks inquires made, average wait time and counseling staff involvement. Analysis of the data helps determine peak periods, staffing needs and improve information on the Web site. For more information, please contact Lisa Minnick at (407) 823-5393 or lminnick@mail.ucf.edu. 2007 UCF-001

Other related Adaptable Achievements:Improved Wage Garnishment (2007 DOE-006)Faculty Grade Entry System (2007 FSU-002)

Improved Eligibility Determination Issues concerning eligibility determination for cash, food stamps and Medicaid are easier to handle via a web page that organizes multiple data sources and provides links for staff to find information needed to process their work. An Excel workbook provides a format for supervisors to collect monthly production data by processor and automatically tally percentages and year-to-date figures. Annual time savings: Approximately $360,000. For more information, please contact Dale Guyre at (941) 741-3205 or Dale_Guyre@dcf.state.fl.us. 2007 DCF-017

Improved Service Delivery to Nursing HomesAn improved service delivery system for 96 nursing homes with 7,500 medicaid recipients in Pinellas and Pasco Counties resulted in annual state salary savings of $256,000 while improving quality and customer satisfaction. For more information, please contact Suzi Jackson at (727) 588-7027 or Suzi_Jackson@dcf.state.fl.us. 2007 DCF-019

Improved Relative Caregiver ProcessesReducing the time (by an average of 6.1 months) to determine relative caregiver eligibility determination relating to placement of at-risk children saves more than $100,000 in the Department of Children and Families Suncoast Region. These results stem from a more cohesive network of personnel to obtain documentation, secure exceptions to policies and procedures, reduce paper use, and improve tracking and reporting of benefits delivery. For more information, please contact Vivian Padron at (813) 558-5689 or vivian_padron@dcf.state.fl.us. 2007 DCF-022

Reduced Processing Time for Medically Needy BenefitsRedesign of a system reduced the time to determine medical eligibility for share of cost pharmacy approval for the needy. Average time to process eligibility was reduced from four to two days for pharmacy bills and from fourteen to four days for other medical bills. Medical providers have reduced operating costs because timely services reduce costly follow up and duplication of work. For more information, please contact Frances Baylies at (813) 558-5686 or frances_baylies@dcf.state.fl.us. 2007 DCF-023

Other related Adaptable Achievement:Template to Record Case Activity Information (2007 DCF-050)

Supported Employment As part of a five-year supported employment initiative, Tacachale institution staff in Gainesville placed seven individuals in paid community positions, saving approximately $30,000 in other personal services funds. For more information, please contact Al Clark at (352) 955-6167 or al_clark@dcf.state.fl.us. 2007 APD-002

Tampa Bay WorkForce Alliance A model that enhanced services to businesses and the labor force resulted in employment of approximately 10,000 persons in the Tampa Bay region who previously received unemployment compensation, thereby ranking Tampa Bay #1 among 24 workforce boards in Florida. For more information, please contact Michael Garcia at (813) 740-4680 ext. 259 or garciam@workforcetampa.com. 2007 AWI-003

MyFlorida Family and Individual Help Web siteA simple “one click” search mechanism assists citizens looking for information on employment. A link goes directly to the point of desired information, not just to an agency. For more information, please contact Mike Gardner at (850) 487-8944 or mike_gardner@dcf.state.fl.us. 2007 DCF-102

ELIGIBILITY FOR SERVICES

EMPLOYMENT

16

Use of Herbicide On Hydrilla in Flowing SystemHerbicide has been used to treat hydrilla in lakes and non-flowing waterways. A method developed to apply it in the Wakulla River in North Florida saved approximately $50,000. For more information, please contact Sandy Cook (850) 224-5950 or Sandy.Cook@dep.state.fl.us. 2007 DEP-017

Inspector Training Modules in Key Industrial SectorsMulti-media, sector-specific training modules help environmental field inspectors to learn about advances in production processes and emerging technologies in the large, complex facilities they inspect. For more information, please contact Vince Seibold at (904) 807-3301 or vince.seibold@dep.state.fl.us. 2007 DEP-023

SUPER Act Tracking and Reporting System The State Underground Petroleum Environmental Response Act (SUPER Act) requires locating and sampling drinking water wells around known or suspected sources of contamination, which typically are leaking underground fuel storage tanks. A data management system that tracks and schedules work in the SUPER Act Program enables staff to handle a significantly increased workload with no loss of quality for annual estimated added value of $50,000. For more information, please contact Michael Berry at (941) 861-6133 or michael_berry@doh.state.fl.us. 2007 DOH-040

Tool to Install Sheet Rock A tool to use on top of an electric scissors lift holds and lifts sheet rock in place while it is being screwed in place. This innovation freed four people to work on other tasks, saving 480 labor hours and $5,563 in salary dollars. For more information, please contact Ricky Mott at (352) 955-5806 or Michael_Crockrell@dcf.state.fl.us. 2007 APD-006

Janitorial Services Restructuring and outsourcing janitorial services saved the Department of Juvenile Justice’s South Region $29,300. For more information, please contact Lee Ann Thomas at (850) 414-2488 or leeann.thomas@djj.state.fl.us. 2007 DJJ-001

Other related Apatable Achievement:Energy Performance Contracting (2007 DJJ-002)

Steve Johnson

ENVIRONMENT

FACILITIES

Lino Mendoza

17

Certification Forward Process An automated certification process performs complicated calculations and creates files for systematic uploading of the state’s accounting system. For more information, please contact Janet Parramore at (850) 921-9141 or parramoj@ahca.myflorida.com. 2007 AHCA-009

Streamlined Analysis for Salary ProjectionsA salary and benefits worksheet facilitates quarterly projections with increased accuracy and time savings. For more information, please contact Tom Denmark at (850) 922-8414 or denmark@ahca.myflorida.com. 2007 AHCA-010

Expenditure Tracking ProgramAn expenditure tracking program enables managers to know, in real time, how much money has been spent or committed, and how much remains in the fiscal year budget allocation. A search function determines the amount of money that has been spent for travel and how much of each employee’s travel expenses have been used. For more information, please contact Cesar Ricardo at (954) 475-4102 ext. 136 or cesar.recardo@dot.state.fl.us. 2007 DOT-024

Financials Data Warehouse for Encumbrance Reporting A data warehouse system at the University of Central Florida features enhanced reporting views of historical and current financial data, plus budget and encumbrance data. This provides departments across the university with a controlled and comprehensive view of activity against departmental and project budgets. The warehouse is also used as an internal grants tracking database. For more information, please contact Rebecca Vilsack at (407) 882-1093 or rvilsack@mail.ucf.edu. 2007 UCF-007

Other related Adaptable Achievements:Automated Reconciliation System (2007 DCF-086)Fixed Capital Outlay Financial Tracker System (2007 DOH-049)

Strengthening Regulatory ComplianceStaff of the Department of Health and the Agency for Health Care Administration in Miami who oversee enrollment of providers in the Medicaid program investigated oxygen providers who used regulatory process gaps to obtain permits, licensing and enrollment in Medicaid, thereby circumventing legislative intent and billing Medicaid and Medicare for services and products not provided. As a result of this interagency initiative, Medicaid expenditures were reduced by $1.7 million. For more information, please contact Rosemarie Murphy at (305) 536-6588 or rosemarie.murphy@cms.hhs.gov. 2007 AHCA-019

Reduction of Fake IDsInvestigating the manufacture of fraudulent IDs, seizing equipment used in making them, arresting numerous subjects, and closing illegal enterprises reduced fake IDs available to underage persons, illegal immigrants and criminals. For more information, please contact Willa Beckley at (850) 487-6599 or willa.beckley@dbpr.state.fl.us. 2007 DBPR-003

Unlicensed Insurance ActivityA methodology used to investigate an unlicensed insurance adjusting firm can be used in white collar crime and gang investigation units. In this case it was determined that a subject was negotiating a claim settlement for rental car accident victims without a license, transfer and salvage of vehicle titles were being processed without a license, and the perpetrators were not remitting taxes owed to the Department of Revenue for vehicle transactions totaling approximately $364,431. For more information, please contact Kimberly Brown at (407) 835-4430 or kimberly.brown@fldfs.com. 2007 DFS-002

FINANCIAL MANAGEMENT

FRAUD REDUCTION

18

Food Stamp Fraud A two-year investigation into food stamp trafficking through a single store identified nearly $1.5 million in improperly issued benefits that can be collected and returned to the state and identified more than 600 program recipients for abusing their state benefits. The investigation exposed a money laundering scheme and retail fraud involving more than $10 million of unreported taxable sales. It also identified other retail stores that attracted the interest of federal domestic security authorities. For more information, please contact Jack Heacock at (786) 336-1013 or jackheacock@fdle.state.fl.us. 2007 FDLE-011

Reduced Patient Seclusion and Restraint Identification of causes for the high use of patient seclusion and restraint at Florida State Hospital pointed to the need to reduce psychiatric crises. Reducing the average monthly number of seclusion and restraint interventions by 54% produced a $2.8 million cost avoidance and additional savings of $24,000 from reduced workers’ compensation claims. For more information, please contact Donna Coley at (850) 663-7768 or donna_coley@dcf.state.fl.us. 2007 DCF-002

Squad P, Ft. Lauderdale Region, Florida Department of Law Enforcement Team (left to right): Marilyn Baker, Midsie Branker, Monique Walker, Maria Monserrat,

Georgia Pellegrino, Noelle Rachid, Pamela Altieri, Kizzy Todman, and Frank Fuentes

HEALTH AND SOCIAL SERVICES

Florida State Hospital Chattahoochee, Seclusion and Restraint Elimination Team (left to right): First row - Adam Wasserman and Michael Thompson; Second row - Donna Coley,

Marguerite Morgan, Diane James; Third row - Tom Davis, Annie D. Jackson, Jon R. Cameron, and Jim Warren; Fourth row - Harry Harrington, Larry Annis, Eileen Murray, and Paul Coley

19

Statewide Help Desk Self Service Web TicketingExpediting customer requests via a help desk web page reduces phone assistance, saving Department of Children and Families staff an estimated $100,000 worth of time annually. For more information, please contact Nancy Kenyon at (850) 410-2727 or nancy_kenyon@dcf.state.fl.us. 2007 DCF-094

Automated Help Desk Quality Assurance SurveyAn online quality assurance survey enables customers to submit responses via the Department of Children and Families intranet upon completion of help desk assistance. For more information, please contact Nancy Kenyon at (850) 410-2727 or nancy_kenyon@dcf.state.fl.us. 2007 DCF-101

Centralized Service Center for Field Personnel Combining help desks of seven organizational units to respond to telephone and email inquiries concerning driver licenses saved the Department of Highway Safety and Motor Vehicles $450,000 in employee production time. For more information, please contact Michael McCaskill at (850) 617-2541 or mccaskill.mike@hsmv.state.fl.us. 2007 DHSMV-004

Other related Adaptable Achievements:Template to Record Case Activity Information (2007 DCF-050)Customer Call Center Resource Tool (2007 DCF-093)Improved Technical Support (2007 DOH-003)

Regional Planning Contract A regional planners’ contract to work together to identify and adopt health and medical best practices resulted in forming a regional epidemiological strike team to augment a host county’s epidemiological unit and assist in response to a disease outbreak in the region. The planners’ contract facilitated securing two health and medical grant funded projects as part of the Orlando Urban Area Security Initiative. For more information, please contact Lloyd Frausel at (407) 665-3311 or lloyd_frausel@doh.state.fl.us. 2007 DOH-024

New Employee Training DVDA series of five training videos, in DVD format, produced by Agency for Health Care Administration staff for the Office of the Attorney General, can be modified to fit any state agency. For more information, please contact Martin Holland at (850) 414-7560 or hollandm@ahca.myflorida.com. 2007 AHCA-001

Improved Time Accounting Reporting Process A time validation process replaces bubble sheets and a scanner with one that utilizes the PeopleFirst system. Staff now records time worked into PeopleFirst through the use of charge objects. For more information, please contact Janet Parramore at (850) 921-9141 or parramoj@ahca.myflorida.com. 2007 AHCA-008

HELP DESKS/CALL CENTERS

HUMAN RESOURCES MANAGEMENT

HOMELAND SECURITY

Time Validation Process Improvement Team(left to right): Pat Hall, Shelley Ayers, Janet Parramore,

Charles Bradford, Ann Dawkins and James Haynes

20

21

YOU WILL LIKE...what you see and hear

EMBARQTM - your local telecommunications company,focusing on and supporting our community while bringinga common sense approach to earn and keep your businessby providing the best solutions available. That is whyEMBARQ is proud to sponsor The 2007 PrudentialFinancial Davis Productivity Awards.

embarq.com

22

AWIKS Time Management System A system to administer employee time for payroll purposes saved approximately $120,000 plus annual licensing fees of more than $20,000, while decreasing employee error. For more information, please contact Nancy Osborne at (407) 897-2880 ext. 1168 or at nancy.osborne@awi.state.fl.us. 2007 AWI-005

Employee DisciplineA process to ensure fair, impartial discipline to employees includes a tracking database to find discipline on any given employee and tracking numbers to help retrieve hard copies. For more information, please contact Willa Beckley at (850) 487-6599 or willa.beckley@dbpr.state.fl.us. 2007 DBPR-002

Electronic Forms Streamline Employee Appraisal Process Standardized forms assist supervisors’ data collection to track employee performance on a monthly basis. The forms roll up automatically for the annual employee performance appraisal. For more information, please contact Marion Little at (305) 377-5460 or marion_little@dcf.state.fl.us. 2007 DCF-007

Benefit Calculator An automated tool called “Benefit Calculator” enables Department of Children and Families employees to see a fuller range of their compensation and to calculate the dollar value of their benefits. Annual estimated time savings from department wide implementation is $360,000. For more information, please contact Rose Marie Worley at (850) 921-0052 or rose_marie_worley@dcf.state.fl.us. 2007 DCF-012

Training Program Increases Retention of Direct Care StaffA training program for applicants for entry level direct care positions who do not have a college education enables them to receive certification through classroom and on site job training by completing a 180 hour program. Persons going through this program have an 80% retention rate versus 50% for those not going through it. For more information, please contact Grady Carthon at (352) 375-8484 or grady_carthon@dcf.state.fl.us. 2007 DCF-080

Missing Timesheet Online Application A Web-based tool provides approximately 1,600 Department of Children and Families managers, supervisors, employees and human resources professionals timely information to help meet the agency’s 2005-08 Strategic Plan objective to submit time sheets on time for annual estimated time savings of $85,000. For more information, please contact York Shuler at (850) 414-1581 or york_shuler@dcf.state.fl.us. 2007 DCF-088 Training on Workplace Violence and Anti-terrorismA training program, “Preventing Workplace Violence,” raises prevention awareness, defining the problem and its parameters, as well as anti-terrorist awareness, teaching employees risk factors and prevention strategies. This program has resulted in valuable training to the leaders of the Florida Department of Health, through the Public Health Leadership Institute of Florida, as well as trainings at the hospital and throughout the local communities, in addition to its reach into other states. For more information, please contact Dana Vogelsang at (561) 582-5666 or Dana_Vogelsang@doh.state.fl.us. 2007 DOH-013

Reduced Administrative Costs of Disaster ReimbursementA disaster time keeping system increases efficiency and reduces costs associated with documentation required for Federal Emergency Management Agency reimbursement of labor costs for disaster response and recovery efforts. This system can track events of any type or size, whether local or statewide. For more information, please contact Roger Twitchell at (850) 245-4444 ext. 3028 or Roger_Twitchell@doh.state.fl.us. 2007 DOH-04

Dana Vogelsang

23

Staff Verification System A system that provides historical and current information concerning employees of 300 outsourced providers enables hiring agents to determine the need for further inquiry into prospective employees’ employment histories, based on previous problems working with juveniles. For more information, please contact Jacqueline Suttle at (850) 488-9084 or jackie.suttle@djj.state.fl.us. 2007 DJJ-017

People First Video DemonstrationsTraining videos demonstrate how to perform various procedures in the People First system such as completing a timesheet, creating a flex schedule, and navigating health and benefits screens. Estimated added value for a seven-month period due to creation and utilization of these videos was $600,537. For more information, please contact Suzetta Furlong at (850) 922-1987 or suzetta.furlong@dms.myflorida.com. 2007 DMS-002

Other Adaptable Achievments:Streamlined Analysis for Salary Projections (2007 AHCA-010)Expenditure Tracking Program (2007 DOT-024)

Remote Auditing SoftwareA software auditing tool unobtrusively gathers information in response to an identified need to show accountability and ownership of software installed on users’ computers. This information is required for completion of audits and review by management teams from within and outside the Agency for Health Care Administration. For more information, please contact John Edwards at (850) 922-3615 or edwardjt@ahca.myflorida.com. 2007 AHCA-011

Technology Inventory Tracking DatabaseAn inventory tracking database that captures more than $100,000 of technological inspection equipment and accessories is an excellent managerial tool for both asset tracking and employee accountability. For more information, please contact Rick Akin at (850) 488-1133 or rick.akin@dbpr.state.fl.us. 2007 DBPR-010

Re-engineered Records Center OperationsAn automated records inventory tracking system facilitates location of stored records by box rather than file, record number or date. First-year savings was an estimated $25,206 and the number of back-log records requested was zero. For more information, please contact Stephanie Pittman at (904) 259-6211 ext. 1663 or stephanie_pittman@dcf.state.fl.us. 2007 DCF-043

Staff Development Verifi cation Team (left to right): Top row - Jacqueline Suttle, Dave Kallenborn and Sharon Long;

Bottom row - Sharon Arnold, Lorraine McKinnie and Vanessa Ford

INVENTORY AND ASSET MANAGEMENT

Conrad Wheeler

24

Forensic Competency Restoration ProgramWorking closely with a circuit court judge and forensic attorney, Department of Children and Families staff in Gainesville developed a competency restoration program to divert forensic clients found incompetent to stand trial according to Chapter 916, Florida Statutes, to the community in lieu of referring them to a state treatment facility. This program saved $1.8 million and reduced the wait list by 30 people in 2005-06. For more information, please contact Lisa Cue at (352) 955-5045 or Lisa_Cue@dcf.state.fl.us. 2007 DCF-074

Streamlined Violation of Probation ProcessesStreamlining first appearance and arraignment processes for violation of probation contributed to approximately 10% lower average daily inmate populations and a cost avoidance projected at nearly $500,000 annually. For more information, please contact Anne Weeks at (863) 534-4571 or aweeks@jud10.flcourts.org. 2007 SCS-002

Other related Adaptable Achievements:Interagency Protocols Supporting Foster Student Success (2007 DCF-051)Case Management Database (2007 SCS-001)Reduced Child Support Case Backlog (2007 SCS-003)

Evidence-based Risk Assessment and Case PlanAn evidence-based risk and need assessment instrument helps determine the likelihood of youth reoffending and targets resources for more efficient use. Improved intake case processing produced staff time savings valued at $10.2 million. For more information, please contact Lee Ann Thomas (850) 414-2488 or leeann.thomas@djj.state.fl.us. 2007 DJJ-005

Increased Collection of Cost of Care FeesAn automated billing system and improved business processes increased the collection of Department of Juvenile Justice monthly cost of care fees by more than 75% ($1,434,424 in 2004-05 to $2,582,061 in 2005-06). For more information, please contact Johnny Siets (850) 921-2084 or Johnny.siets@djj.state.fl.us. 2007DJJ-006

JUDICIAL

JUVENILE JUSTICE

Violation of Probation Division Team (left to right): Bob Mack, Walt Wilson, Willie Twyford, Rob Hartman, Phil Mallios, Gary Allen, Pamela Morris and Marsha Frederick

Cost Care Recovery Team (left to right): First row - Sheila Boeve, Vanessa Sweet and Cathy Roberts;

Second row - Marie Darby, Barbara Coonradt, Mona Magee and Pat Wood

25

Cost Saving Training Lesson PlansPower point training lesson plans for approximately two dozen subjects on which employees are trained annually at the Seminole Regional Juvenile Detention Center in Sanford. Most training is now delivered via computer on employees’ own schedules. For more information, please contact Superintendent Vickie Dyanne Alves at (407) 330-6750 or valves@djj.state.fl.us. 2007 DJJ-008

Other related Adaptable Achievement:Reduction of Negligent Releases (2007 DJJ-004)

Risk-based Inspection FormA risk-based program for inspection of the 43,000 food service establishments regulated throughout the state focuses on factors and interventions identified by the Federal Center for Disease Control as the leading causes for foodborne illness in the nation. This program is adaptable for use by other agencies performing food service inspections. For more information, please contact Rick Akin at (850) 488-1133 or Rick.Akin@dbpr.state.fl.us. 2007 DBPR-012

Screening Process Reduces Laboratory CostsA screening process for reviewing laboratory vendors’ invoices identifies and tracks pending and subsequently approved Medicaid applications through the FLORIDA computer system. Thousands of dollars in lab costs are saved. For more information, please contact Lisa Corey at (386) 437-7350 or Lisa_Corey@doh.state.fl.us. 2007 DOH-021

Laboratory Qualification Program A grading system evaluates the performance of laboratories and helps to allocate resources where needed. The cost of inspections has been reduced. For more information, please contact Cristina Crawford at (352) 955-6634 or cristina.crawford@dot.state.fl.us. 2007 DOT-014

Other related Adaptable Achievement:Laboratory Information Management System (2007 DACS-002)

Background Investigations A procedure for performing comprehensive criminal and civil background checks on individuals can be completed in a matter of days instead of weeks. This procedure enables immediate background information if necessary, allowing the Florida Office of Financial Regulation to better serve state financial institutions and the banking public by determining whether individuals are qualified to serve in a fiduciary capacity. For more information, please contact Joseph Matthews at (850) 410-9800. 2007 DFS-012 Staff Verification SystemA system that provides historical and current information concerning employees of 300 outsourced providers enables hiring agents to determine the need for further inquiry into prospective employees’ employment histories, based on previous problems working with juveniles. For more information, please contact Jacqueline Suttle at (850) 488-9084 or jackie.suttle@djj.state.fl.us. 2007 DJJ-007

LAW ENFORCEMENT

LABORATORY TESTING AND INSPECTION

Bureau of Personnel Operation Team (left to right): Vivian Chambliss and Catherine Chandler

26

Background Screening One-step criminal background screening, including simultaneous electronic submission of fingerprints to the Florida Department of Law Enforcement (FDLE) and the Federal Bureau of Investigation (FBI), produces criminal history responses from FDLE and the FBI within 72 hours. For more information, please contact Myra Burks at (850) 921-6338 or myra.burks@djj.state.fl.us. 2007 DJJ-018

Other related Adaptable Achievements:Reduction of Negligent Releases (2007 DJJ-004)Cost Saving Training Lesson Plans (2007 DJJ-008)Case Management Database (2007 SCS-001) Streamlined Violation of Probation Processes (2007 SCS-002)

Streamlined Licensing ProcessCentralizing duties and removing inspectors from the administrative process enables the Division of Hotels and Restaurants, Department of Business and Professional Regulation, to increase inspection capacity and save nearly $150,000 annually. For more information, please contact Tom Coker at (850) 488-1133 or tom.coker@dbpr.state.fl.us. 2007 DBPR-009

Reference Guides for Internal and External Customers Reference guides for childcare licensing outline a step-by-step approach to assist internal and external customers with pulling and formatting data to facilitate analysis. For more information, please contact Alejandro Villibord at (305) 377-5006 ext. 120 or Alejandro_Villibord@dcf.state.fl.us. 2007 DCF-008

Child Care Licensing Fine Tracking SystemA child care licensing fine system that tracks civil penalties resulting from administrative fines increased collections by more than $13,000 in the first year. For more information, please contact Suzette Frazier at (305) 377-5499 or suzette_frazier@dcf.state.fl.us. 2007 DCF-010

Online Permit Status Report An online permit application status report aids the general public and contractors in obtaining permits in a timely manner by allowing them to check the status of their application without calling the Citrus County Health Department. Use of this report reduced daily phone calls by almost 40%. The report is extremely adaptable for other counties in that no additional funds or software are needed and only a small amount of reorganization is required. For more information, please contact David Conrad at (352) 527-5281 or David_Conrad@doh.state.fl.us. 2007 DOH-056

Reduced Cost of Processing License Renewals Online processing of license renewals by credit card companies saved the Department of Health approximately $300,000 in fiscal year 2005-06. For more information, please contact Lola Pouncey at (850) 245-4064 or lola_pouncey@doh.state.fl.us. 2007 DOH-064

LICENSING AND PERMITTING

20072007PRUDENTIAL FINANCIALPRUDENTIAL FINANCIALDavis Productivity AwardsDavis Productivity Awards

27

Paperless Internal Audit Management System The Department of Business and Professional Regulation’s implementation of Department of Children and Families’ integrated audit management system was accomplished at no cost. This system allows for a paperless, fully integrated audit process that saves time and resources, with tangible and intangible cost savings already realized and expected to grow with time. For more information, please contact Ron Ferguson at (850) 414-6705 or Ron.Ferguson@dbpr.state.fl.us. 2007 DBPR-008

Other related Adaptable Achievement:Document Imaging, Scanning, and Viewing (2007 DCF-096)

Program Review System A three-tier review system for state and private child welfare programs integrates several monitoring requirements and preparation for federal audits, thereby reducing disruption of local operations. Although developed for child welfare services, the process can be replicated with minor adjustment for a range of service delivery system. For more information, please contact Court Lilly at the Department of Children and Families at (850) 413-7479 or court_lilly@dcf.state.fl.us. 2007 DCF-032

Improved Procurement Streamlined processing of an annual average of 225 competitive solicitations reduced their processing time from an average of approximately 25 hours to 12 hours, saving approximately $75,000 worth of staff time. A competitive solicitation user guide assists department staff in preparing required paperwork. For more information, please contact Jim Brewer at (850) 245-4163 or jim_brewer@doh.state.fl.us. 2007 DOH-047

Pressure Cleaning SavingsRestructuring of bidding and contracting for pressure cleaning Florida Turnpike buildings saves more than $1 million annually. For more information, please contact John Cerasari at (954) 934-1266 or john.cerasari@dot.state.fl.us. 2007 DOT-009

Other related Adaptable Achievement:Streamlined Procurement Process for Commodities and Services (2007 DCF-090)

PAPERLESS SYSTEMS

Internal Audit Team (left to right): Ron Russo, Valarie Highsmith, Ray Pace, Joe Gilboy and Steven Henry

PURCHASING AND LEASING

PROGRAM EVALUATION

28

Implemented Countermeasures to Lower Resident Physical Aggression Events The seven member team developed and implemented countermeasure which reduced resident’s physical aggressive events by 60%, thereby reducing workers compensation claims by 93%, overtime, resident injuries and additional costs relating to maintenance, medical and environmental. These procedures can be adapted by other state and private facilities. For more information, contact Anthony Clayton at (850) 663-7576 or anthony_clayton@dcf.state.fl.us. 2007 DCF-014

Foster Care Children’s Medical ScreeningMore than 90% of children entering foster care obtain an initial health assessment by a licensed health care provider within 72 hours after placement in out-of-home care. For more information please contact Paul Kellam at (904) 359-2567 or paul_kellam@dcf.state.fl.us. 2007 DCF-036

Improved Productivity through Leadership DevelopmentUpdated process mapping and procedural guidelines, plus team recommended improvements to existing computer systems and to customer education can save more than $5 million in the Department of Children and Families 3,000-employee ACCESS (family services) program. For more information, please contact Cathy Kenyon at (850) 488-3169 or cathy_kenyon@dcf.state.fl.us. 2007 DCF-056

Quality Assurance on People First ActionsA quality assurance program that reviews key actions entered into the People First system provides the ability to monitor and make adjustments associated with errors in a timely manner. This program also provides training and online web tutorials relating to People First. For more information, please contact Karen Austin at (850) 671-3207 or austin.karen@hsmv.state.fl.us. 2007 DHSMV-002

Reimbursement for Rabies Vaccine Rabies is a fatal disease for which there is no treatment, only prophylaxis. Most insurance programs do not cover the cost of rabies vaccine. By tracking patients who undergo rabies prophylaxis and aggressively following-up with private insurance companies, Medicare, Medicaid and individual payment plans. The Lee County Health Department increased reimbursement for the state pharmacy rabies vaccine program by $37,263 and helped insure individuals exposed to rabies receive the vaccine if they could not afford treatment. For more information please contact Robert South at (239) 332-9580 or Robert_south@doh.state.fl.us. 2007 DOH-018

Hurricane Damage Inspection Reports Process mapping of the preparation of hurricane related Detailed Damage Inspection Reports for federal reimbursement to local governments for hurricane related damage to their roadway system helps District 4 to process the paperwork within the 180 day time limit. For more information, please contact Ann Broadwell at (954) 777-4325 or ann.broadwell@dot.state.fl.us. 2007 DOT-029

Other related Adaptable Achievements:Streamlined Analysis for Salary Projections (2007 AHCA-010)Laboratory Information Management System (2007 DACS-002)Streamlined Licensing Process (2007 DBPR-009)Technology Inventory Tracking Database (2007 DBPR-010)Improved Service Delivery to Nursing Homes (2007 DCF-019)Improved Relative Caregiver Processes (2007 DCF-022)Quality Assurance Review System (2007 DCF-032)Automated Review and Reporting of Quality Assurance (2007 DCF-046)Automated Help Desk Quality Assurance Survey (2007 DCF-101)Improved Wage Garnishment (2007 DOE-006)Financials Data Warehouse for Encumbrance Reporting (2007 UCF-007)

QUALITY ASSURANCE AND IMPROVEMENT

29

Adaptable Achievements Related to Records Management:Re-engineered Records Center Operations (2007 DCF-043)Document Scanning, Imaging and Viewing System (2007 DCF-096)Computerized School Health Record Management System (2007 DOH-019)

Adoption and Foster Care

Interstate Compact Improvement A database assists the Department of Children and Families and contracted community based care agencies with tracking the status of homestudies for interstate placement of foster children. For more information, please contact Susan Bell at (904) 723-2199 or Susan_Bell@dcf.state.fl.us. 2007 DCF-039

Assets

Personal Asset System Database A personal asset tracking database system improves accountability of department issued assets when employees separate from the Department of Agriculture and Consumer Services by ensuring that purchase cards and other credit cards are cancelled in a timely manner. For more information, please contact Paul Palmiotto at (850) 921-6235 or palmiop@doacs.state.fl.us. 2007 DACS-001

Other Related Adaptable Achievement:Technology Inventory Tracking Database (2007 DBPR-010)

Benefits

“Child In Care” ReviewsA spreadsheet that incorporates data from three separate systems helps to ensure that child welfare clients with open Medicaid cases have their benefits reviewed by the required due date. This proactive approach to Medicaid redeterminations contrasts with a previous approach of utilizing “past due” notices. For more information, please contact Vickie Abrams at (904) 723-5448 or vickie_abrams@dcf.state.fl.us. 2007 DCF-040

Case Management

Legal Case Tracking Manual A legal case tracking manual helps supervisors understand information collected statewide and the procedure for running reports on a newly developed computer system in legal offices. For more information, please contact Caroline Torres at (850) 595-8358 or Caroline_Torres@dcf.state.fl.us. 2007 DCF-004

Integration of Two Statewide Client Tracking Software ApplicationsMerging two applications produced a statewide centralized database that allows information to be processed on a single server instead of 17 servers. For more information, please contact Ed Neu at (850) 414-2000 or neue@elderaffairs.org. 2007 DEA-005

Other related Adaptable Achievements:Legal Case Manangement (2007 DCF-027)Automated Review/Reporting of Quality Assurance (2007 DCF-046)Storing, Tracking and Retrieving Case Information (2007 DCF-096)Case Management Database (2007 SCS-001)

RECORDS MANAGEMENT

REPORTING AND TRACKING SYSTEMS

30

Computer Maintenance and Repair

Data Integrity Officer Tracking SystemA system that tracks problems submitted to data integrity officers benefits Department of Juvenile Justice internal customers by its ease of use and notification when problems are corrected, and saves approximately $75,000 in salary\travel annually. For more information, please contact Paul Prado at (407) 521-2789 or paul.prado@djj.state.fl.us. 2007 DJJ-016

Customer Service

Processing and Tracking ComplaintsA system to expedite processing and tracking of complaints includes an Excel spreadsheet that is color-coded and includes all cases assigned to each staff member, types of cases being worked, and whether cases have been closed or are still open. This system can be implemented in all 10 regional offices of the Division of Regulation, Department of Business and Professional Regulation. For more information, please contact Edwardo Garcia at (561) 682-0122 or ed.garcia@dbpr.state.fl.us. 2007 DBPR-031

Other Related Adaptable Achievement:Reference Guides for Child Care Licensing (2007 DCF-008)Fast Access Service Terminal (2007 UCF-001)

Employee Time

Time and Accomplishments Reporting System A cooperative assistance reporting system (CARS) tracks the time and accomplishments of cooperative forestry assistance foresters statewide. CARS replaced 42 databases that were difficult and time consuming to operate, which resulted in duplicate reporting. CARS updates a time and accounting reporting system, reducing data entry time for state employees by 1/3 because they now file one report instead of two. A report generator provides timely comprehensive activity reports that are also useful to supervisors as a personnel management tool. For more information, please contact Susan Crona at (850) 410-0746 or cronas@doacs.state.fl.us. 2007 DACS-007

Other Related Adaptable Achievement:Improved Time Accounting Reporting Process (2007 AHCA-008)

Health and Social Services

Streamlined Tracking of Medical Billsof the Medically Needy Streamlining receipt, assignment and processing of bills submitted for the Medically Needy program, saved the Department of Children and Families Ft. Lauderdale office approximately $50,000 in reduced paper, storage costs, processing time and salary dollars. For more information, please contact John Heckathorne at (954) 818-5685 or john_heckathorne@dcf.state fl.us. 2007 DCF-060

Linda Riggio

District 10 Case Maintenance Unit (left to right): Sonia Woycke, Victoria Harris and Lori Wright

31

Emergency Vaccine Preservation Kit and DVDTo avoid the loss of vaccine doses during emergency events, a contact and instruction kit for providers attaches to their refrigeration units for easy access. Transparent plastic sleeves with magnetic strips facilitate use of critical information. A training DVD in English and Spanish accompanies the kit. This initiative is applicable to medication requiring refrigeration in all providers’ offices, not just vaccine doses. For more information, please contact Rick Barrett at (850) 245-4444 or rick_barrett@doh.state.fl.us. 2007 DOH-025

Automated Vital Statistics Reports Projects with complex reporting requirements may benefit from a system developed at the Department of Health. Based on product specifications, reports created from either provisional or final vital records are secured and automatically transferred to customers. Processes which formerly took months to complete occur rapidly and secure data transfer reduces risk. For more information, please contact Jo Ann Steele at (850) 245-4035 or joann_steele@doh.state.fl.us. 2007 DOH-061

Training RecordsA learning management system handled nearly 3,000 training records requests in 2005-06 for a cost avoidance of $86,391. It also provides information on training opportunities and tracks/confirms enrollment. For more information, please contact Laura Ethridge at (850) 245-4444 ext. 3991 or Laura_Ethridge@doh.state.fl.us. 2007 DOH-062

Other Related Adaptable Achievement:Child Care Licensing Fine Tracking System (2007 DCF-010)Improved Relative Caregiver Processes (2007 DCF-022)Interstate Compact Improvement (2007 DCF-039)Reimbursement for Rabies Vaccine (2007 DOH-018)Screening Process Reduces Laboratory Costs (2007 DOH-021)

Records

Tracking Public Records RequestsA process to ensure timely response to public records requests includes a tracking database to log all requests and monitor response time while ensuring complaince with applicable laws. For more information, please contact Willa Beckley at (850) 487-6599 or willa.beckley@dbpr.state.fl.us. 2007 DBPR-004

Other Related Adaptable Achievement:Re-engineered Records Center Operations (2007 DCF-043)

Social Security Reimbursements

Tracking System for Social Security ReimbursementsA system that sets up a multi-level file to track all elements needed for Social Security Administration reimbursements for vocational rehabilitation services makes finding more claims faster and more efficient. The new system increased reimbursements by 9% during the first six months. For more information, please contact Carol Bierkamp at (239) 278-7317 or carol.bierkamp@vr.fldoe.org. 2007 DOE-002

Technology

Remote Access Portal for Telecommuting and Emergency ApplicationsA secure internet portal enables the Department of Children and Families to expand its capability to provide access to services by clients, community partners, and department staff who work from home or other remote locations, especially during emergencies. This initiative positions the department for additional savings when, during emergency operations, temporary staff are deployed to help handle increased demand for services. Limited access can be granted to temporary staff at almost no cost. For more information, please contact David Warfel at (850) 922-6347 or david_warfel@dcf.state.fl.us. 2007 DCF-098

32

Increased Security by Co-locating Server InfrastructureCo-locating all of the Division of Retirement’s information technology equipment to the Shared Resource Center, a facility hurricane rated to 200 mph, provides 24/7 staffing, state-of-the-art smoke/heat/water detection systems, fire rated walls and ceilings, redundant power and an intrusion detection system. For more information, please contact Cathy Kreiensieck at (850) 413-9309 or cathy.kreiensieck@dms.myflorida.com. 2007 DMS-021

Other Related Adaptable Achievement:Storing, Tracking and Retrieving Case Information (2007 DCF-096)Statewide Computer Anti-Virus Deployment (2007 DCF-099)MyFlorida Family and Individual Help Web site (2007 DCF-102)Systems Management Server (2007 DJJ-010)Intrusion Detection and Performance Monitoring System (2007 DOE-021)Improved Technical Support (2007 DOH-003)

Case Management

Training Legal Staff A NetMeeting program facilitated training on a new computer data case tracking system for 75 staff in 17 counties. For more information, please contact Timothy Brooks at (904) 798-4900 ext. 4924 or timothy_brooks@ dcf.state.fl.us. 2007 DCF-035

Other Related Adaptable Achievement:Legal Case Manangement (2007 DCF-027)

Child Welfare

Child Care Injury Prevention Federal child care development funding was used by a partnership between the Duval County Health Department and the Department of Children and Families to provide an injury prevention training program for 365 staff in 64 child care centers with more than 2,000 children. The program focuses on safety procedures to help reduce disabilities and death. For more information, please contact Andrea Trzcinski at (904) 727-3417 or andrea_trzcinski@dcf.state.fl.us. 2007 DCF-033

Community Care

Enhanced Community Integration SkillsA new approach to preparing persons with developmental disabilities for community life provides training community integration skills and allows for individual preferences in the selection of training programs. As individuals move from an institutional setting to the community they are better prepared for their new environment and lifestyle. For more information, please contact Dennis Nourse at (239) 694-2151 ext. 113 or Dennis_Nourse@dcf.state.fl.us. 2007 APD-001

Customer Service

Consumer Assistance Call Center Training Program A training program and manual for new call center members reduced the average time per call by up to one minute and decreased the abandoned rate by 25%. For more information, please contact Isabel Segundo at (850) 410-3785 or segundi@doacs.state.fl.us. 2007 DACS-004

TRAINING

Isabel Segundo

33

Disaster Preparedness

Personal Protection Training for First Responders An emergency medical services curriculum trained first responders in a consistent, standardized way, saving $140,000 and redistributing ill-fitting equipment that was going to waste. For more information, please contact Jack Pittman at (850) 487-3146 or jack_pittman@doh.state.fl.us. 2007 DOH-028

Maintenance of Traffic Training Training for approximately 450 employees of the Departments of Transportation, Corrections and the Highway Patrol helps to ensure that traffic control devices will be in place during hurricane evacuations to facilitate safe travel of emergency responders on state roads and contra-flow on interstate highways. For more information, please call Ed Ward at (386) 961-7581 or ed.ward@dot.state.fl.us. 2007 DOT-001

Other Related Adaptable Achievement:FEMA-Required Training (2007 UCF-003)

Health Care

Web-based Training for Nursing Web-based training for nursing staff addresses challenges related to completion of new hire training and annual core training. This training allows nursing staff to complete required training at their convenience, complete courses for CEU credits, and enhance competency in areas such as workplace safety, CPR, First Aid and MANDT. For more information, please contact Grady Carthon at (352) 375-8484 or grady_carthon@dcf.state.fl.us. 2007 DCF-078

Community-based Lactation Support and Education ProgramIndian River County Health Department staff secured a grant for staff training and lactation certification, and developed breastfeeding resources and literature for hospital nurses and the community. Breastfeeding rates increased by 13% for estimated value of $31,570, excluding long-term benefits of reduced chronic diseases (diabetes, chrons disease, ulcerative colitis and certain lymphomas), plus reduced risk of mothers’ breast and uterine cancer, and diabetes. For more information, please contact Linda Roberts at (772) 794-7484 or Linda_roberts2@doh.state.fl.us. 2007 DOH-038

Community Cardiovascular Health ProgramA diabetes education program targeted 14 zip codes in Duval County where residents have a higher than average risk for heart disease (particularly those who are overweight, smoke, are physically inactive and have diabetes). For more information, please contact Irmatine Bealyer at (904) 665-2351 or Irmatine_Bealyer@doh.state.fl.us. 2007 DOH-057

Other Related Adaptable Achievements:Emergency Vaccine Preservation Kit and DVD (2007 DOH-025)Personal Protection Training for First Responders (2007 DOH-028)

Maintenance of Traffi c Training Team (left to right): James (Bubba) McDonald and Shaun Stewart

34

Human Resources

Statewide Classroom Training Registration and Tracking SystemA classroom training registration and tracking system provides self-registration for courses offered statewide to approximately 20,000 employees of the Department of Children and Families and the Agency for Persons with Disabilities, saving more than $300,000 worth of employee time annually. For more information, please contact Marsha Ryan at (850) 488-8308 or marsha_ryan@dcf.state.fl.us. 2007 DCF-083

Standardized Department New Employee Orientation ProgramA new-employee orientation process resulted from process mapping to show responsibility at each level of the process and developing operating procedures. Quality improvement tools will help to monitor the program’s effectiveness. Previously, the orientation process had no continuity from area to area for more than 13,000 Department of Children and Families employees. For more information, please contact Stephen Eaton at (850) 921-8572 or stephen_eaton@dcf.state.fl.us. 2007 DCF-084

New Employee Orientation A training matrix related to the Department of Health’s TRAK-IT system provides orientation for new employees and continuing education for existing staff. For more information, please contact Bill Brookman at (305) 853-1901 or william_brookman@doh.state.fl.us. 2007 DOH-050

Other Related Adaptable Achievements:New Employee Training DVD (2007 AHCA-001)Web-based Training for Nursing (2007 DCF-078)Training Program Increases Retention of Direct Care Staff (2007 DCF-080)People First Video Demonstrations (2007 DMS-002)Reduced Salary Overpayments (2007 DJJ-007)

Institutional Care

Improved Resident Attendance in Recovery Classes Interpersonal skills training to help staff encourage residents’ attendance in recovery classes improved attendance, reducing the average time to restore competency by 18 days for projected savings of $974,160 in 2006-07. For more information, please contact Tom Davis at (850) 663-7490 or tom_davis@dcf.state.fl.us. 2007 DCF-013

Other Realted Adaptable Achievements:Improved Service Delivery to Nursing Homes (2007 DCF-019)Web-based Training for Nursing (2007 DCF-078)Increased Retention of Direct Care Staff (2007 DCF-080) Training on Workplace Violence and Anti-terrorism (2007 DOH-013)

Licensure

Telephone-based Licensee Compliance Training ProgramTo meet the training needs of smaller licensees in the hospitality industry throughout Florida a telephone-based training program provides remedial education in the areas of sanitation, safety and correcting violations. For more information, please contact Angel Gonzalez at (850) 644-9349 or angel.gonzalez@dbpr.state.fl.us. 2007 DBPR-011

Other Realted Adaptable Achievement:Streamlined Method for Providing Information to Trainers (2007 DBPR-013)

Safety and Security

Desktop Safety TrainingAn online safety training module provides a mandatory four hours of monthly safety training to maintenance employees. Previously, employees had to travel to the district maintenance office to receive this training. For more information, please contact William Wang at (954) 777-4203 or william.wang@dot.state.fl.us. 2007 DOT-028

35

Other Realted Adaptable Achievements:Fire Prevention Training (2007 DFS-005)Training on Workplace Violence and Anti-terrorism (2007 DOH-013)

Vital Statistics

Improved Vital Statistics ServicesTraining provided to hospital and funeral home staff in Brevard County helped increase the timely filing of birth and death certificates. For more information, please contact Alexa Doepel at (321) 690-3435 or Alexa_Doepel@doh.state.fl.us. 2007 DOH-035

Consultant Selection

Consultant Selection GuideA consultant selection guide includes a flow chart, a step-by-step summary of the process, examples of advertising and award packages, documents, forms and tools used in evaluating proposals. It also has guidelines for conducting negotiations and a compilation of ethics and government in the sunshine law provisions that affect consultant selection. For more information, please contact Antonette Adams at (954) 777-4624 or antonette.adams@dot.state.fl.us. 2007 DOT-022

Contracting

Improved Road Ranger ContractA new Road Ranger contract includes standards and technologies to increase efficiency that provide 40 additional roadway miles of coverage between 6:30 a.m. and 9:30 p.m. without increased funding. For more information, please contact Terry Hensley at (813) 975-6259 or terry.hensley@fdot.state.fl.us. 2007 DOT-005

Process to Pay Contractors for Hurricane RepairsA process to document Hurricane Wilma damage to ongoing construction projects in District Four resulted in more than $2 million of reimbursements by the Federal Highway Administration. For more information, please contact Patrick McCann at (954) 777-4387 or patrick.mccann@dot.state.fl.us. 2007 DOT-035

Other Realted Adaptable Achievements:Pressure Cleaning Savings (2007 DOT-009)Consultant Selection Process Guide (2007 DOT-022)

Design and Construction

Installation of Qwick Kurb to Directionalize Medians Using the product “Qwick Kurb” to directionalize median openings saves approximately $25,000 per opening. For more information, please contact Gary Thompson at (813) 975-6253 or gary.thompson@dot.state.fl.us. 2007 DOT-004

TRANSPORTATION

20072007PRUDENTIAL FINANCIALPRUDENTIAL FINANCIALDavis Productivity AwardsDavis Productivity Awards

36

Reduced Construction TimeUtilizing a new product of carbon polymer sheet pile in lieu of concrete sheet pile saved $8.3 million on a U.S. 98 Okaloosa Island project. For more information, please contact H.T. Waller at (850) 415-9720 or h.waller@dot.state.fl.us. 2007 DOT-006

Improved Data ManagementA Geographic Information System captures stores, updates, manipulates, analyzes and displays data. The database reduces the need for a full investigation if a bridge needs to be widened or a turn lane added. For more information, please contact Henry Haggerty at (386) 961-7890 or henry.haggerty@dot.state.fl.us. 2007 DOT-016

Directional Median OpeningsIn-house design and construction of directional median openings at two intersections with extensive crash histories in order to limit left turns across multiple lanes of traffic was completed in substantially less time and $40,000 less than would have been the case if this work had been contracted. An estimated that $227,117 will be saved annually due to elimination of angle and left turn crashes. For additional information, please contact Thomas Greene at (772) 465-7396 ext. 7075 or thomas.greene@dot.state.fl.us. 2007 DOT-030

Alternative Treatment of Poor Subgrade ConditionsA study of muck subgrade in a construction project recommended a design change that saved approximately $450,000 in construction costs. For more information, please contact Michael Bienvenu at (954) 475-4110 or michael.bienvenu@dot.state.fl.us. 2007 DOT-031

US 98 Okaloosa Island Value Engineering Team (left to right): First row - Sam Weede, Debra Sasser, H.T. Waller;

Second row - Miranda Glass, Alan Hagans; Third row - Billy Robinson, Hal Gore, Jr., Jimmy Smith

Not pictured: Joy Giddens and Colby Cleveland

Directional Median Opening Team (left to right): First row - Tom Ryan, Mark Carroll, Charles Parks, Hilton Butler and Julio Alegre;

Second row - Larry Gale, Gary Turek, W.D. Johnson and Roy SmithNot pictured: James Cureton, Joe Bernard, Robert Serkin, Glenn Keith, Jim Lee and Tony Reilly

37

Reduced Construction Costs Related to Debris DumpingMonitoring of newly-acquired right of way minimizes construction budget overruns resulting from debris dumping and/or previously undetected subsurface materials between construction contract letting and Notice to Proceed to the construction. For more information please contact Van Neilly at (954) 777-4287 or van.neilly@dot.state.fl.us. 2007 DOT-040

Streamlined Remediation of Roadway Site Prior to ConstructionA design to streamline remediation of a contaminated site prior to State Road (SR) 80 roadway construction in South Florida save approximately $3 million. Horizontal drilling of wells under the SR 80/SR 7 intersection expedited remediation of the site with little interruption to traffic. Cost avoidance accrued to the Florida Department Environmental Protection because it did not have to use Petroleum Cleanup Program funds to remediate the site. For more information, please contact Richelle Ellis at (954) 777-4342 or richelle.ellis@dot.state.fl.us. 2007 DOT-043

Reduced Violations and Trainees Expanding the content of a mandatory pre-construction meeting with contractors reduced the number of violations associated with a federally mandated on the job training program on department construction projects and the number of trainee appointees needed to complete program requirements to save $111,062 over a twenty-month period. For more information, please contact Martha Anderson at (954) 777-4389 or martha.anderson@dot.state.fl.us. 2007 DOT-044

Electronic Shop Drawing Transmittal ProcessElectronic submittal and processing of Turnpike shop drawings saved the Department of Transportation and its contractors more than $700,000 worth of shipping and reproduction costs, and reduced overall processing time by 26%. For more information, please contact Robert Laurence at (954) 934-1146 or robert.laurence@dot.state.fl.us. 2007 DOT-052

State Road 80 Planning & Environmental Management Team (left to right): Paul Lampley, Richelle Ellis and Vincent Fusconi;

Pictured at bottom left: Amy Sirmans

Turnpike Electronic Shop Drawing Transmittal Team (left to right): Robin Hathaway, Karen Cree, Robert Laurence, Kirsten Levine,

Joe Panella, Santiago Perez, Matt Price and Bill Sears

38

Facilities and Maintenance

Exit Pavement MarkingsReducing the scope of work for exit number pavement markings installation saved approximately $56,000 by reducing contractor time and cost of materials. For more information, please contact Kevin Dunn at (813) 975-6631 or kevin.dunn@dot.state.fl.us. 2007 DOT-003

Roadway Stabilization TechniqueDesign of a hopper that feeds sand and cement into sinkholes to stabilize roadways reduced the cost on two projects by nearly $50,000. For more information, please contact Binay Prakash at (386) 961-7737 or binay.prakash@dot.state.fl.us. 2007 DOT-008

Improved Roadway Shoulder RepairIncorporating asphalt milling material and top soil and muck acquired from permit and other agencies’ projects produced a superior material mix that increased quality from 63% in 2003, to 71% in 2005, reducing the need to rework the same area by 50%, or approximately $398,000 per year. For more information, please contact Mike Atkins at (561) 432-4966. 2007 DOT-020

Transfer of Information from Construction to MaintenanceA process for up-dating the department’s Roadway Characteristic Inventory System process contributed to annual cost savings of $72,500. For more information, please contact Lloyd Mcpherson at (954) 776-4300 or lloyd.mcpherson@dot.state.fl.us. 2007 DOT-026

Information System

Geographic Information System ProgramA Geographic Information System captures, stores, updates, manipulates, analyzes and displays multiple forms of geographically referenced information. For more information, please contact Henry Haggerty at (386) 961-7890 or henry.haggerty@dot.state.fl.us. 2007 DOT-016

Sand Cement Columns Team (left to right): Jamie Rogers, Frank Linehan, Chandra Samakur, Binay Prakash, and Ronnie Wilson

Geographic Information System Program Team (left to right): Chandra Samakur, Jesse Sutton and Sandy Watts

Not pictured: Leena Patil

39

Procurement and Materials

Asphalt Tracking Program An Excel program that tracks daily asphalt paving inspections made by district materials personnel meets the needs of the pavements section and annually saves the District Four materials and research office 744 hours, valued at $21,150. For more information, please contact Cesar Ricardo at (954) 475-4102 ext. 136 or cesar.ricardo@dot.state.fl.us. 2007 DOT-025

Project Management

Project Audit SystemA project audit submittal system that identifies common areas of roadway design projects that cause inefficiency in processing of completed record contract packages improves accountability and saves nearly $3,000 per project. For more information, please contact Stacy Miller at (954) 777-4429 or stacy.miller@dot.state.fl.us. 2007 DOT-033

Tool to Manage Development of Projects A system that manages integrated local and legacy systems information on more than 1,000 projects in the Department of Transportation’s five-year, $5 billion work program, saves an estimated $60,000 per month worth of project managers’ time researching information in multiple systems and manual tracking work displays. The modular architecture of this system can be adapted and implemented by other state agencies. For more information, please contact Jose Theilier at (954) 777-4042 or Jose.Theiler@dot.state.fl.us. 2007 DOT-039

Safety

Rapid Incident Scene Clearance An incident management program developed by the Department of Transportation and the Florida Highway Patrol uses heavy duty wreckers under an incentive-based performance contract to achieve faster clearance of major incidents on Florida’s Turnpike. User costs savings of more than $5 million were achieved in 2005 by an average 30-minute reduction during 88 incidents. The program also helped prevent secondary crashes valued at more than $500,000 and toll revenue loss of more than $250,000. For more information, please contact Mike Werner at (954) 934-1208 or michael.werner@dot.state.fl.us. 2007 DOT-010

Road Ranger Operating Guidelines for Incident ManagementA traffic incident management initiative that transitioned the program from motorist assistance to an incident response team helped reduce incident times an average of 10 minutes. For more information, please contact Michael Washburn at (407) 264-3312 or michael.washburn@dot.state.fl.us. 2007 DOT-011

Streamlining Severe Incident Response VehicleStreamlining an existing Severe Incident Response Vehicle contract scope further reduces traffic delays and saved more than $4.2 million by empowering an incident commander to initiate cleanup of hazardous materials and/or mitigate emergency situations before additional resources are required. For more information, please contact Richelle Ellis at (954) 777-4342 or richelle.ellis@dot.state.fl.us. 2007 DOT-042

Crash Data Management System Automated GIS-based crash data management system expedites and enhances traffic safety studies. Unwieldy mainframe data is imported to desktops to perform routine, recurring tasks in a fraction of the time, enabling staff to study more locations in detail for estimated annual added value of $300,000. For more information, please contact Ping Hsu (813) 975-6251 ping.hsu@dot.state.fl.us. 2007 DOT-002

40

Training

Streamlined Florida’s Turnpike Response and Recovery Efforts A program which is 75% voluntary adds safety and value to constituents, infrastructure and Department of Transportation staff to ensure roadways remain passable during disaster events. Team members who handle infrastructure needs, disseminate travel information, maps and water at Turnpike Service Plazas are trained in National Incident Management, Incident Command Systems and CPR/AED/First Aid. Ensuring the safety of vehicle traffic during fueling provides an estimated $172,800 a day in user costs delay savings. For more information, please contact Christopher Warren at (407) 532-3999 ext. 3102 or Christopher.warren@dot.state.fl.us. 2007 DOT-012

Training of New Project PersonnelA quality assurance team at the West Palm Beach Operations office of the Department of Transportation mentors and teaches new project personnel. Results include reduction of unacceptable construction and a decrease in construction time overruns 9% in September 2005 to 6% in September 2006. For more information, please contact Don Cronk at (561) 432-4699 ext. 1107 or don.cronk@dot.state.fl.us. 2007 DOT-047

Other Related Adaptable Achievements:Maintenance of Traffic Training (2007 DOT-001)Online Safety Training (2007 DOT-028)

Travel Services

Pay-As-You-Wait Travel Reimbursement ServiceA travel reimbursement process reduces the time that travelers wait to receive payment after submitting reimbursement requests from an average of one week to five to ten minutes. The only additional cost of implementing this process is an off-the-shelf software program costing approximately $40. For more information, please contact Kelly Lutz at (850) 414-4819 or Kelly.lutz@dot.state.fl.us. 2007 DOT-019

Roy’s Club is the money saving fun membership for people who want more out of life. Roy’s includes big discounts on all kinds of things you need and things that make life more fun.

Just log-on to roysclub.com and check out all the great ways to save money in your home town and wherever

you travel. That’s right, you can save on restaraunts, hotels, movies and entertainment, coast to coast!

on restaraunts, movies, concerts, shopping, travel and much more!

© 2007 Florida Lottery

LOTT11336 $17 Billion-Davis Prod-BW 5/2/07 5:11 PM Page 1