Summary of the IDEM Task Summary of the IDEM Task Team Report of the Government Team Report of the Government

Efficiency CommissionEfficiency Commission

Thomas W. Easterly, P.E., DEE, QEPThomas W. Easterly, P.E., DEE, QEPCommissionerCommissioner

IN Department of Environmental ManagementIN Department of Environmental Management

Full Reports are Available onlineFull Reports are Available online

All GEC and GEC General Government All GEC and GEC General Government Reports can be found at:Reports can be found at:– http://www.in.gov/legislative/interim/committee/ihttp://www.in.gov/legislative/interim/committee/i

ndex.htmlndex.html– The individual reports are all dated 11/18/2004 The individual reports are all dated 11/18/2004

but are not labeled by department.but are not labeled by department.

IDEM ROLESIDEM ROLES

IDEM performs critical and difficult tasks both:IDEM performs critical and difficult tasks both:

To assure protection of Indiana’s public health To assure protection of Indiana’s public health and environmental quality, and environmental quality,

andand To provide permission for safe industrial, To provide permission for safe industrial,

agricultural and municipal operations vital to agricultural and municipal operations vital to Indiana’s economy.Indiana’s economy.

EFFICIENCY IMPROVEMENTSEFFICIENCY IMPROVEMENTS

Efficiency Improvements are intended to Efficiency Improvements are intended to meet one or more of the following objectives meet one or more of the following objectives while maintaining the effectiveness of the while maintaining the effectiveness of the current IDEM program:current IDEM program:– Reduce staff-time for necessary tasksReduce staff-time for necessary tasks– Reduce state dollars to perform the tasksReduce state dollars to perform the tasks– Reduce the (calendar) time to make particular Reduce the (calendar) time to make particular

decisions.decisions.

CONCLUSIONCONCLUSION

““if the efficiencies recommended below are if the efficiencies recommended below are implemented by knowledgeable, implemented by knowledgeable, experienced and committed leadership and experienced and committed leadership and management, it is possible after five years management, it is possible after five years to ten years to attain between five million to ten years to attain between five million and twenty million dollars of annual and twenty million dollars of annual efficiency savings from the combined efficiency savings from the combined general revenue and dedicated fee general revenue and dedicated fee contributions to IDEM’s annual operating contributions to IDEM’s annual operating budget for the current workload.”budget for the current workload.”

BUTBUT

““As long as the requirements placed on IDEM As long as the requirements placed on IDEM by its various stakeholders continue to by its various stakeholders continue to increase each year and costs such as increase each year and costs such as salaries and benefits rise, much of these salaries and benefits rise, much of these savings may be needed to meet new savings may be needed to meet new Agency costs and obligations instead of Agency costs and obligations instead of actually decreasing Agency spending.”actually decreasing Agency spending.”

CaveatsCaveats

Gains in efficiency will take up-front Gains in efficiency will take up-front investments of staff and management time investments of staff and management time and $ for IT and training.and $ for IT and training.

The gains in efficiency depend directly on The gains in efficiency depend directly on how fully and quickly the General Assembly how fully and quickly the General Assembly and the Administration act to implement the and the Administration act to implement the recommendations and on Agency staff recommendations and on Agency staff capabilities.capabilities.

CaveatsCaveats If cuts to the budget occur in the first year, If cuts to the budget occur in the first year,

IDEM will not be able to pursue the rational IDEM will not be able to pursue the rational institution of efficiency measures.institution of efficiency measures.

Simply doing “more-with-less” would continue Simply doing “more-with-less” would continue the system of expedient decisions addressing the system of expedient decisions addressing the biggest political fire perceived by the the biggest political fire perceived by the upper managers, a most inefficient, upper managers, a most inefficient, ineffective and demoralizing way to proceed.ineffective and demoralizing way to proceed.

Recommendation 1Recommendation 1Efficiency by Improving the IDEM Process for Setting Efficiency by Improving the IDEM Process for Setting

Strategic Priorities and for Accounting for Progress Strategic Priorities and for Accounting for Progress and Quality Results.and Quality Results.

IDEM’s goals and objectives must be realistic to IDEM’s goals and objectives must be realistic to achieve and, to the extent possible, set with achieve and, to the extent possible, set with measurable results for both quantity and quality.measurable results for both quantity and quality.

Within the constraints of USEPA and the General Within the constraints of USEPA and the General Assembly, goals and objectives must include at least Assembly, goals and objectives must include at least the next four years.the next four years.

A two-page listing of the highest priority strategic A two-page listing of the highest priority strategic objectives shall be prepared for each annual, objectives shall be prepared for each annual, biennial and four-year report along with both lists ofbiennial and four-year report along with both lists of

Recommendation 1 (cont)Recommendation 1 (cont) strategic areas for reduced work effort and a strategic areas for reduced work effort and a

description of any areas where a particular USEPA description of any areas where a particular USEPA or state law mandate is unrealistic given the or state law mandate is unrealistic given the resources available.resources available.

A rejuvenated quality management system should A rejuvenated quality management system should be implemented to provide sound data for decisions be implemented to provide sound data for decisions and for all other activities of the Agency so that the and for all other activities of the Agency so that the goals and objectives are achieved accountably and goals and objectives are achieved accountably and with quality.with quality.

A report on strategic results of previous biennial plan A report on strategic results of previous biennial plan is presented to relevant Board, EQSC and is presented to relevant Board, EQSC and Governor.Governor.

ProgressProgress

New EnPPANew EnPPA Strategic PrioritiesStrategic Priorities Significant PrioritiesSignificant Priorities SOP’sSOP’s Written PoliciesWritten Policies

Recommendation 2Recommendation 2 Efficiency by Establishing a Merit Deputy Efficiency by Establishing a Merit Deputy

Assistant Commissioner Position with Assistant Commissioner Position with Technical and Manager Qualifications.Technical and Manager Qualifications.– A merit Deputy Assistant Commissioner position A merit Deputy Assistant Commissioner position

is needed to provide support to the political is needed to provide support to the political Assistant Commissioner and to provide Assistant Commissioner and to provide institutional continuity as the Assistant institutional continuity as the Assistant Commissioners change. This would be especially Commissioners change. This would be especially beneficial for efficiency and effectiveness of the beneficial for efficiency and effectiveness of the air, water, land, management and budget, and air, water, land, management and budget, and enforcement offices.enforcement offices.

ProgressProgress

Appointed Merit Quality Assistant Appointed Merit Quality Assistant CommissionersCommissioners

Deputy Assistant Commissioners (non-Deputy Assistant Commissioners (non-merit) being developed for Major Media merit) being developed for Major Media ProgramsPrograms

Recommendation 3Recommendation 3 Efficiency by More Rigorous and More Efficiency by More Rigorous and More

Uniform Use of Management Techniques to Uniform Use of Management Techniques to Align Individual Tasks with Organizational Align Individual Tasks with Organizational Objectives:Objectives:– Make more effective use of clear and appropriate Make more effective use of clear and appropriate

job descriptions at every level.job descriptions at every level.– Perform a job analysis questionnaire evaluation Perform a job analysis questionnaire evaluation

biennially to identify and rectify job creep.biennially to identify and rectify job creep.– Align job descriptions with the Agency's formal Align job descriptions with the Agency's formal

strategic plan and its quality management plan.strategic plan and its quality management plan.

Recommendation 3Recommendation 3

– Expand the personnel evaluation standards for Expand the personnel evaluation standards for acceptable, above average and superior from the acceptable, above average and superior from the current behavior measures to include expected current behavior measures to include expected work output.work output.

ProgressProgress

New State Wide Performance Appraisal New State Wide Performance Appraisal Process with Quantifiable ObjectivesProcess with Quantifiable Objectives

Pay for Performance based upon Pay for Performance based upon Quantifiable ObjectivesQuantifiable Objectives

Recommendation 4Recommendation 4 Efficiency by Improving Manager-Employee Efficiency by Improving Manager-Employee

Communication about Job Performance and Communication about Job Performance and Skill DevelopmentSkill Development– Assure that an effective performance appraisal Assure that an effective performance appraisal

system is implemented by each managersystem is implemented by each manager– Have human resource personnel dedicated two Have human resource personnel dedicated two

hours per week in each area to assist managers hours per week in each area to assist managers in achieving basic management responsibilities.in achieving basic management responsibilities.

– Include employee training and development plan Include employee training and development plan (both personal skill development for career at (both personal skill development for career at IDEM and understanding of role in organization).IDEM and understanding of role in organization).

ProgressProgress

Centralization of HR function in State Centralization of HR function in State Personnel Department (SPD)Personnel Department (SPD)

New State Performance Appraisal ProcessNew State Performance Appraisal Process Working on defining “required” technical and Working on defining “required” technical and

managerial training for various jobs (very managerial training for various jobs (very preliminary stages)preliminary stages)

Recommendation 5Recommendation 5

Efficiency by Improving the Recruitment, Efficiency by Improving the Recruitment, Selection and Orientation of Career Merit Selection and Orientation of Career Merit EmployeesEmployees– Develop formal systems to manage the Develop formal systems to manage the

recruitment, selection, and employee skill recruitment, selection, and employee skill growth of the IDEM professional staff in order growth of the IDEM professional staff in order that the Agency may increase the number of that the Agency may increase the number of competent civil servants who are technically-competent civil servants who are technically-sophisticated and are good communicators sophisticated and are good communicators willing to serve the State.willing to serve the State.

ProgressProgress

Nothing quantifiable completed to dateNothing quantifiable completed to date

Recommendation 6Recommendation 6

Efficiency through Technical & Professional Efficiency through Technical & Professional Staff DevelopmentStaff Development– Encourage and recognize attainment of relevant Encourage and recognize attainment of relevant

professional certifications and participation in professional certifications and participation in relevant professional associations.relevant professional associations.

– Encourage and recognize continuing education Encourage and recognize continuing education in relevant basic science, risk assessment, legal in relevant basic science, risk assessment, legal principles, communication skills and people principles, communication skills and people skills.skills.

ProgressProgress

Nothing tangible to dateNothing tangible to date

Recommendation 7Recommendation 7

Efficiency by Improving Manager Efficiency by Improving Manager CapabilitiesCapabilities– Create a formal manager development process Create a formal manager development process

with designed training.with designed training.– Establish a leadership academy with a next-up Establish a leadership academy with a next-up

list for management successionlist for management succession

ProgressProgress

Nothing tangible to dateNothing tangible to date

Recommendation 8Recommendation 8 Efficiency by Establishing and Reinforcing Efficiency by Establishing and Reinforcing

Among All Staff a Clear, Single, Appropriate Among All Staff a Clear, Single, Appropriate Direction for IDEMDirection for IDEM– The Governor should articulate a clear direction for The Governor should articulate a clear direction for

IDEM consistent with state law and today’s IDEM consistent with state law and today’s environmental circumstancesenvironmental circumstances

– When setting and implementing environmental When setting and implementing environmental policies the environmental boards and IDEM should policies the environmental boards and IDEM should consider the implications of its actions for state consider the implications of its actions for state energy policy, land use policy, local government energy policy, land use policy, local government infrastructure policy, manufacturing policy, infrastructure policy, manufacturing policy, agriculture policy, security policy and all other such agriculture policy, security policy and all other such societal policies consistent with economic vitality societal policies consistent with economic vitality and environmental well-being.and environmental well-being.

Recommendation 8 (cont)Recommendation 8 (cont)– IDEM’s primary objective is to assure that the IDEM’s primary objective is to assure that the

mandated parts of the federal and state environ-mandated parts of the federal and state environ-mental laws are achieved with high quality work.mental laws are achieved with high quality work.

– IDEM’s second objective is to address those issues IDEM’s second objective is to address those issues of threat to public health or environmental quality of threat to public health or environmental quality not within the state or federal mandated actions but not within the state or federal mandated actions but important enough to the State for IDEM to take the important enough to the State for IDEM to take the lead.lead.

– IDEM’s tertiary objective include projects to achieve IDEM’s tertiary objective include projects to achieve ancillary good tasks such as public education about ancillary good tasks such as public education about environmental matters.environmental matters.

ProgressProgress

Raise the personal income of all Hoosiers Raise the personal income of all Hoosiers from $0.88 on the $1.00 to at least the from $0.88 on the $1.00 to at least the national average while protecting and national average while protecting and improving environmental quality.improving environmental quality.

ClearClear ConsistentConsistent SpeedySpeedy

RECOMMENDATION 9RECOMMENDATION 9 Efficiency through Improving the IDEM Efficiency through Improving the IDEM

Processes for Engagement in Policymaking.Processes for Engagement in Policymaking.– Establish a uniform process for written decision-Establish a uniform process for written decision-

making criteria by professional staff when making making criteria by professional staff when making policy decisions.policy decisions.

– Establish an efficient, structured process first by Establish an efficient, structured process first by internal and then with external parties to develop internal and then with external parties to develop non-rule policy documents.non-rule policy documents.

– Establish a structured format for Agency Establish a structured format for Agency preparation of background technical and legal preparation of background technical and legal documents for rulemaking and for management of documents for rulemaking and for management of rulemaking work groups.rulemaking work groups.

RECOMMENDATION 9 (cont)RECOMMENDATION 9 (cont)

– Establish a productive relationship as a credible, Establish a productive relationship as a credible, technical resource to the General Assembly and a technical resource to the General Assembly and a means to communicate the intent of General means to communicate the intent of General Assembly on policy.Assembly on policy.

ProgressProgress

Reenergized SOP processReenergized SOP process Sticking to “facts” not “policy influence” in Sticking to “facts” not “policy influence” in

interactions with legislature. It is IDEM’s job interactions with legislature. It is IDEM’s job to articulate what we believe the impacts of to articulate what we believe the impacts of legislative proposals to be, not to lobby for legislative proposals to be, not to lobby for any specific policy direction.any specific policy direction.

RECOMMENDATION 10RECOMMENDATION 10

Efficiency through Electronic Compliance Efficiency through Electronic Compliance Reporting and PermittingReporting and Permitting– Implement electronic compliance reportingImplement electronic compliance reporting– Accelerate and expand electronic permit and Accelerate and expand electronic permit and

license applications.license applications.– Convert to electronic on-site field inspections.Convert to electronic on-site field inspections.

ProgressProgress

Working on proper computer systems to Working on proper computer systems to allow electronic permits and reports—false allow electronic permits and reports—false start with the Michigan system.start with the Michigan system.

Piloting tablet based “Digital Inspector” in Piloting tablet based “Digital Inspector” in Land Quality.Land Quality.

RECOMMENDATIONRECOMMENDATION 11 11

Efficiency through Improved Inspection Efficiency through Improved Inspection PoliciesPolicies– Plan inspections strategicallyPlan inspections strategically– Establish clear standards and expectations for Establish clear standards and expectations for

inspections.inspections.

ProgressProgress

Performance Track and EnPPA negotiations Performance Track and EnPPA negotiations to allow more inspections of facilities that to allow more inspections of facilities that are rarely inspectedare rarely inspected

Developing inspection checklists and criteria Developing inspection checklists and criteria to improve consistencyto improve consistency

Piloting non-enforcement inspection Piloting non-enforcement inspection education programeducation program

Recommendation 12Recommendation 12 Efficiency through Use of Field CitationsEfficiency through Use of Field Citations

– The Indiana General Assembly should give The Indiana General Assembly should give IDEM the authority for its staff to issue “tickets” IDEM the authority for its staff to issue “tickets” in the field while conducting the inspection.in the field while conducting the inspection.

– The tickets could consist of formal warning or The tickets could consist of formal warning or assess a fine of less than $250 for each assess a fine of less than $250 for each violation the inspector identifies at the facility.violation the inspector identifies at the facility.

ProgressProgress

Under consideration—probably do not need Under consideration—probably do not need new legislative authoritynew legislative authority

Other InitiativesOther Initiatives

IDEM Streamlining and Efficiency Task IDEM Streamlining and Efficiency Task Force—Big issue is the Regional OfficesForce—Big issue is the Regional Offices

ClosingClosing

““Implementation of these Implementation of these recommendations while enhancing the recommendations while enhancing the effectiveness of IDEM will require a effectiveness of IDEM will require a major culture change. That will require major culture change. That will require patience, thoughtfulness and patience, thoughtfulness and commitment of many at the agency and commitment of many at the agency and outside.”outside.”