QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS PRESENTATION

FEBRUARY 22, 2017

Kim White, Productivity Manager

Maria Rivera, Alternate Productivity Manager

“Fostering Productivity and Quality Improvement through Department Visits”

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

TALKING POINTS

Background – Why the Visit?

Role of the Productivity Manager/Alternate Manager and Team

Steps to Coordinating the Visit

Facilitating Completion of Visit Summary

Developing Tool to Highlight Trends! Accomplishments! Innovative Programs! Best

Practices!

Day of the Visit

Outcomes

Showcasing Our Visit

Tips

Walk-Through of Meeting Packet

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

BACKGROUND – WHY A VISIT?

It provides an opportunity for the Commission to meet with us and our Department

Heads and Executive Teams.

It provides an opportunity for the Commission to highlight its efforts and

commitment to assist our Departments in areas such as: Potential Productivity Investment

Fund (PIF) projects and potential projects for their annual Quality and Productivity Awards

Program.

It provides an opportunity for us and our Department Heads and Executive Teams to

talk openly with the Commissioners about challenges, actions and opportunities.

It provides an opportunity for us to showcase our Departments’

Trends! Accomplishments! Innovative Programs! Best Practices!

It provides and opportunity for Departments to Hear Back from The Commission.

“The Department Visit Report”

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

ROLE OF PRODUCTIVITY MANAGER/ALTERNATE MANAGER AND TEAM

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We Collaborate with Quality and Productivity Administrative Team.

We Coordinate the Visit.

We Attend the Visit.

We Showcase the Visit Departmentally.

We Receive, Review and Showcase the Commission’s Report.

QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

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COORDINATING THE VISIT

STEP 1: Convene Your Team

Request Volunteers to help with: Planning for Visit, Assembling Meeting Packets,

Setting Up Conference Room, Purchasing Refreshments and More!

STEP 2: Obtain Your Budget

Funds should be Set Aside Every FY through Budget Staff.

STEP 3: Select a Date

Receive Dates from QPC Executive Director Team.

STEP 4: Decided who to Invite

Review Department’s Organizational Chart.

QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

LOS ANGELES COUNTY

DEPARTMENT OF PUBLIC SOCAL SERVICES

Department Head

(Sheryl L. Spiller)

Special Assistant

(Gabriela Herrera)

Chief Deputy

(Antonia Jimenez)

Bureau of

Administrative

Services

(700 Employees)

Bureau of

Program and

Policy

(219 Employees)

Bureau of Special

Operations

(1,903 Employees)

Bureau of

Contracts &

Technical Services

(462 Employees)

Bureau of Workforce

Services

(10,529 Employees)

Derrick Robinson Roxana Molina Rosa Orozco Michael Sylvester Stephanie Dillard

• Our Chief/Boss

• Productivity

Manager

• Alternate

Productivity

Manager

• Media Services

• Communications

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Example of Who to Invite

QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

COORDINATING THE VISIT (Cont’d)

STEP 8: Arrange Reserved Parking

Ensure Reserved Spaces for Commissioners.

Designate Team to Greet/Escort Commissioners to Meeting.

STEP 9: Inform Receptionist/Building Manager/Advertise Visit

Helps to Reserve Parking.

Helps to Make the Commissioners Feel Welcome.

Use Electronic Bullet Board to Welcome Commissioners.

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

FACILITATING REQUEST FOR AND RESPONSES TO VISIT SUMMARY

A Departmental Effort

Start Early

Provide Instructions

Set Due Date

Edit/Revise/Format - Remember Plain Language

Seek Final Approval from Department Head

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

DEVELOPING TOOL TO HIGHLIGHT Trends! Accomplishments! Innovative

Programs! Best Practices!

Develop PowerPoint.

Share with Department Head and Executive Team.

Decide Who will Present (Normally Department Head and Executives).

Encourage Highlights so that all Executives Can Participate .

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

BEFORE THE VISIT – Approximately 10 Days

QPC Executive Director Team will send a packet to the attending Commissioners, the Department Head and Productivity Managers. It will include:

Letter from Chair

Agenda

PIF and PQA Summary

Prior Department Visit Report

Completed Summary

Department Organization Chart

Commissioner Bio 11

QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

DAY OF VISIT

Ensure Conference Room is Set-Up (two hours before meeting).

Have Greeters in Place to Meet Commissioners (outside of meeting room).

Be Available to Meet Commissioners (might introduce them as they congregate

before meeting).

Lead Commissioner Opens Meeting and Facilitate Introductions.

Department Head will Give a Brief Statement of Lead Highlights of Trends!

Accomplishments! Innovative Programs! Best Practices!

Next will be Open Discussions – Questions/Answers. 12

QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

DAY OF VISIT (Cont’d)

Productivity Manager provides comments (if time permits).

Closing Comments.

Post Meeting Wrap Up with Productivity Managers.

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

OUTCOMES

Department’s Initiatives Maybe Highlighted as Best/Shared Practices.

PIF Awards and PQA Awards can be a direct result of the visits.

Productivity Managers will have successfully interfaced with our Department Heads

and Executive Management Team.

Reports will be available on the QPC website and will be used to highlight visits in the

QPC Annual Report.

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

• Showcasing the Visit Departmentally

Pictures On Web-Site

Newspaper Article

Twitter/Social Media

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QUALITY AND PRODUCTIVITY COMMISSION

DEPARTMENT VISITS

Top Ten Department Site Tips

Pick a Date that Works for Your Department Head and You.

Immediately Send A “Save the Date” to All Departmental Invitees.

Immediately Reserve Your Meeting Location.

Talk to Other Productivity Managers.

Go To Other Site Visits.

Ask for Assistance.

Strategize Preparation of Department Visit Summary.

Review Your Department’s Last Visit Summary and Follow-Up Letter from

Commission.

Obtain Copies of Essential Information About Your Department.

Give Yourself Enough Time to Prepare.

Wear Your QPC Pin!

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A Walkthrough of Department Visit

Meeting Packet

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QUESTIONS