REPORTING AND TRACKING SYSTEMS

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REPORTING AND TRACKING SYSTEMS

BENEFITS Expediting Benefits

Department of Children and Families staff in Miami-Dade County improved access to public entitlement benefits under Supplemental Security Income and Social Security Disability Insurance to enhance community integration and recovery of individuals with mental illnesses and/or substance use. For more information, please contact Deborah Dummitt at (305) 377-5811 or email [email protected]. 2010 DCF-246

BILLING Investigation of Home Health Agencies

Agency for Health Care Administration staff created a system to track home health agencies in Miami Dade County that were over billing Medicaid, helping to reduce claims billed to Medicaid by more than $10 million. For more information, please contact Horace Dozier at (850) 413-9250 or email [email protected]. 2010 AHCA-39

BUDGET Appropriations Request and Tracking System

Department of Education staff developed a web-based system that streamlines the annual legislative budget request decision making process, saving the Department of Education more than $40,000. For more information, please contact Linda Champion at (850) 245-0406 or email [email protected]. 2010 DOE-2

CALL CENTER Provider-funded Positions

Provider-funded positions at Department of Children and Families call centers in the Jacksonville area streamline handling of inquiries, thereby reducing response time to within 48 hours of receipt of an inquiry and saving the department $88,000. For more information, please contact Mary beset at (904) 360-3940 or email [email protected].

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Quality Assurance Monitoring and Recording

Department of Revenue staff developed a system to monitor, record, score and report taxpayer phone calls to the statewide taxpayer service contact center that improved customer satisfaction and saved $123,349 versus a contractor’s bid to develop this application. For more information, please contact John Corbin at (850) 922-7227 or email [email protected]. 2010 DOR-28

CASE MANAGEMENT Quality Assurance

A quality assurance system monitors case reviews online, annually saving 400 Department of Children and Families managers and 3,000 workers more than $300,000 worth of time. For more information, please contact Suzanne Poirier at (850) 921-2383 or email [email protected]. 2010 DCF-245

Legal Case Tracking/Performance Measurement System

Department of Financial Services staff enhanced a legal services case tracking system by tying performance measures to each of 14 work types plus dates that each attorney began, completed, and closed each case file. For more information, please contact Pat Blizzard at (850) 413-4230 or email [email protected]. 2010 DFS-35

CLAIMS Exceptional Medicaid Provider Claims

Agency for Health Care Administration staff improved tracking of exceptional Medicaid provider claims, reducing the average time to handle 140,000 annual claims by three minutes each to save $115,000. For more information, please contact Greg Hattaway at (352) 732-1353 or email [email protected]. 2010 AHCA-11

Systems Consolidation

Department of Revenue staff saved $344,136 by consolidating tracking systems and reducing staffing. Internal customer satisfaction of 80% is the highest recorded level. For more information, please contact Larry Gowen at (850) 922-4155 or email [email protected]. 2010 DOR-12

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Emergency Office Closures

Department of Highway Safety and Motor Vehicles staff developed a statewide system that was used during two storm-related disasters in 2009 to collect and track more than $100,000 for federal reporting, and produced a $38,000 cost avoidance for the department. For more information, please contact Cheryl Walters at (850) 617-2676 or email [email protected]. 2010 DHSMV-77

CONTRACTS, GRANTS, AND FORMS Fixed Capital Outlay Contract Management

Department of Elder Affairs staff standardized the process for handling nearly $20 million worth of fixed capital outlay contract management activities, including tracking project status and expenditures, saving $24,000. For more information, please contact Mary Hodges at (850) 414-2184 or email [email protected]. 2010 DEA-20

Contracts Database

Department of Highway Safety and Motor Vehicles staff built purchasing and contracts databases to replace a system requiring 53 separate files, thereby improving data entry and retrieval for a $42,600 cost avoidance. For more information, please contact Melissa McDaniel at (850) 617-3186 or email [email protected]. 2010 DHSMV-76

Recoupment of Overpayments

Department of Transportation staff in Ft. Lauderdale reviewed and audited 64 contracts that resulted in recoupment of more than $400,000 worth of contractor overpayments. For more information, please contact Eduardo Caballero at (954) 777-4567 or email [email protected]. 2010 DOT-136

Fixed Capital Outlay Contract Management

Defaulted Student Loans

Department of Financial Services staff developed a defaulted student loan match system for the University of Florida to track down and collect defaulted student loans of state employees. This system can be adapted by other universities and community colleges. For more information, please contact John Pullen at (850) 410-9527 or email [email protected]. 2010 DFS-7

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DOCUMENT MANAGEMENT AND REVIEW Fixed Capital Outlay Contract Management

Land Management Documents

Department of Environmental Protection staff in Jacksonville improved management of state land leases, reducing the time to find a file from up to 15 minutes to 40 seconds, and producing nearly $35,000 savings and added revenue. For more information, please contact Russell Simpson at (904) 807-3304 or email [email protected]. 2010 DEP-8

DOMESTIC VIOLENCE Collection and Tracking of Data

Department of Children and Families staff developed an information management and certification system that automates collection and tracking of data for domestic violence providers and is adaptable for use by other state agencies. For more information, please contact Renee Starrett at (850) 921-4766 or email [email protected].

2010 DCF-286

ENVIRONMENTAL Reduce Carbon Emissions

Department of Children and Families staff in Orlando conducted a first-in-Florida event that helped to reduce carbon emissions of state employees by 20 tons in a single week. Some of its strategies have been incorporated into day-to-day operations which align with and/or exceed the Governor's Serve to Preserve executive order. For more information, please contact Bill Bucher at (407) 245-0400 or email [email protected]. 2010 DCF-243

FINANCIAL Expenditure Tracking

Department of Transportation staff in Ft. Lauderdale adapted and implemented a 2007 Prudential-Davis Productivity award-winning expenditure tracking program to the materials and research office, reducing time spent inputting data, calculating expenditures, and tracking productivity to annually save more than $6,000. For more information, please contact Linda

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Ledger Financial Report System

Department of Transportation staff adapted a 2008 Prudential-Davis Productivity Award for financial reports by converting a monthly static report into a daily report of ledger transactional detail on purchases, contracts, and encumbrances year to date. This achievement helped districts improve budget management by making 10 reports unnecessary, and saved $85,000. For more information, please contact Walter Ortiz at (813) 975-6416 or email [email protected]. 2010 DOT-163

Invoicing

Department of Transportation staff in Davie developed a tracking system that hyperlinks records of all materials test samples processed by consultants, annually saving more than $20,000 worth of staff time. The Tracking System identifies those material tests that have been paid, avoiding duplication of payments for tests and placing an automatic demand on those missing material testing reports. For more information, please contact Miguel Parlade at (954) 677-7012 or email [email protected]. 2010 DOT-120

Remittances, Overpayments, and Accounting Reconciliation

Department of Financial Services staff designed and implemented a custom based ACCESS based application system that tracks preneed remittances, tracks credits when overpayment occurs, provides accounting reconciliation, and allows users to produce correspondence, issue citations and other documents. This system can be adapted and implemented by other state agencies. For more information, please contact Anthony Miller at (850) 413-4095 or email [email protected]. 2010 DFS-50

HEALTH AND SOCIAL SERVICES Expediting Benefits

Department of Children and Families staff in Miami-Dade County improved access to public entitlement benefits under Supplemental Security Income and Social Security Disability Insurance to enhance community integration and recovery of individuals with mental illnesses and/or substance use. For more information, please contact Deborah Dummitt at (305) 377-5811 or email [email protected]. 2010 DCF-246

Investigation of Home Health Agencies

Agency for Health Care Administration staff created a system to track home health agencies in Miami Dade County that were over billing Medicaid, helping to reduce claims billed to Medicaid by more than $10 million. For more information, please contact Horace Dozier at (850) 413-9250 or email [email protected]. 2010 AHCA-39

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Cost Saving Integration of Program Staff

The Pasco County Health Department was first in the nation to fully integrate staff of the Healthy Start and Women, Infant, and Children programs into one division under a single director, thereby improving performance and saving nearly $95,000. For more information, please contact Clara Lawhead at (727) 861-5250 ext. 120 or email [email protected]. 2010 DOH-115

LABORATORY WORK, SAMPLES AND COSTS Electronic Ordering of Prescriptions

Florida Department of Health staff developed/implemented electronic forms for bulk and prepackaged drug ordering and prescription refills from the DOH central pharmacy that reduced the time spent by county health department staff by 65% for annual savings of $32,011. For more information, please contact Barbara Lucas at (850) 922-9036 or email [email protected]. 2010 DOH-46

Electronic Ordering and Reporting

Department of Health staff in Jacksonville implemented paperless electronic laboratory ordering and reporting for clinical specimens by county health departments. Other state agencies and other clinical and hospital-based laboratories outside of the Department of Health are other potential providers for inclusion into this system. For more information, please contact Susanne Crowe at (904) 791-1544 or email [email protected].

2010 DOH-89

LEASE Lease Contracts

Department of Children and Families staff in Miami created a system to identify, track, and reduce space involving department lease contracts with the private sector and the Department of Management Services, initially valued at $ 12.4 million annually. They focused their attention on reducing existing space by consolidating and maximizing space. This system helped reduce lease costs by $ 7 million (56%). For more information, please contact Tom Franklin at (305) 377-5300 or email [email protected]. 2010 DCF-189

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LEGAL Legal Case Track/Performance Measurement System

MEDICAID Reduction of Hearings

Department of Children and Families staff in Lake Wales implemented a process to reduce the number of hearings requested by medical providers as a result of Medicaid coverage not being addressed and/or corrected. For more information, please contact Sandra Locke at (863) 678-6404 or email [email protected]. 2010 DCF-331

Reduced Costs for Dually Enrolled Clients

Department of Elder Affairs staff-created a system to identify, notify, transition and track nearly 1,700 Home Care for the Elderly (HCE) and Medicaid Waiver dually enrolled program participants that helped reduce the HCE case load by 48 percent enabled the department to implement efficiencies associated with a $1.2 million budget reduction in 2008-09. For more information, please contact Mary Hodges at (850) 414-2184 or email [email protected]. 2010 DEA-21

PERFORMANCE Monitoring and Reporting Systems

A quality assurance system monitors case reviews online, annually saving 400 Department of Children and Families managers and 3,000 workers more than $300,000 worth of time. For more information, please contact Suzanne Poirier at (850) 921-2383 or email [email protected]. 2010 DCF-245

Legal Case Track/Performance Measurement System

Performance Evaluations

Department of Transportation staff in Ft. Lauderdale created an application to track and report performance metrics in an electronic format based on performance criteria established for

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annual employee evaluations. This achievement reduces supervisors’ preparation time, reduces subjectivity, and more efficiently determines results. For more information, please contact Susi Rowland at (954) 777-4571 or email [email protected].

2010 DOT-89

PERMITS Permit and Work Order Tracking

Department of Transportation staff in Bartow expanded a previous Prudential-Davis Productivity award by developing applications to track permits and work orders that increase efficiency of Traffic Operations for estimated added value of $275,000. For more information, please contact L. K. Nandam at (863) 519-2490 or email [email protected].

2010 DOT-161

RECORDS Records Archival and Retrieval

Children's Medical Services staff in Daytona Beach developed an electronic system to reduce the cost of preparing CMS records for archival and retrieval that annually saves approximately $90,000. For more information, please contact Monica Heldreth at 386-238-4980 or email [email protected]. For more information, please contact Carlos Mercado at (813) 307-8015 x-5801 or email [email protected]. 2010 DOH-39

TRAINING Intranet Tidbit Training

Department of Children and Families staff in Orlando created intranet “Tidbit Training” in five and ten minutes blocks, saving an estimated $185,000. For more information, please contact Skip Coffey at (407) 245-0510 or email [email protected]. 2010 DCF-210

Electronic Evaluation Process for Training

An electronic evaluation process for training 9,000 Department of revenue staff increased data reliability from 25 percent to 100 percent, improved response rate from 75 percent to 95 percent, and decreased mailing/printing costs. For more information, please contact Lauren Walker at (850) 488-8646 or email [email protected]. 2010 DOR-15

Staff Training

Department of Corrections staff at the Caryville Work Camp developed a spreadsheet that tracks staff training and calculates percentages, annually saving training staff at 16 institutions approximately 1,100 hours worth $21,000. For more information, please contact Roger

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TRAVEL COSTS Tracking System to Reduce Travel Expenses

Department of Business and Professional Regulation staff developed a system to help managers determine whether Division of Hotels and Restaurants inspectors should use state-assigned vehicles or their personal vehicles, thereby reducing personal vehicle miles by 8% ($23,000). For more information, please contact Diann Worzalla at (850) 922-8850 or email [email protected]. 2010 DBPR-18

UNIVERSITY ADMISSIONS Admissions Support Documents

University of Florida staff developed a document tracking system that replaces multiple screens and that required historical knowledge in order to annotate receipt of hundreds of thousands of incoming admissions documents, thereby reducing annual labor costs by more than $70,000 and speeding up transmittal to university decision makers. For more information, please contact Steve Pritz at (352) 392-9163 or email [email protected]. 2010 UF-38

WORK ORDERS Permit and Work Order Tracking

Department of Transportation staff in Bartow expanded a previous Prudential-Davis Productivity award by developing applications to track permits and work orders that increase efficiency of Traffic Operations for estimated added value of $275,000. For more information, please contact L. K. Nandam at (863) 519-2490 or email [email protected].

2010 DOT-161

WORKERS COMPENSATION Reporting Suspected Violations

Department of Financial Services staff designed and implemented an on-line database that enables customers to report employers suspected of violating workers' compensation coverage requirements. This initiative resulted in a 45% increase in monthly referrals and a 37% increase in enforcement actions against non-compliant employers, worth $2.1 million in additional assessed penalties. For more information, please contact Mark Mark at (850) 413-1855 or email [email protected]. 2010 DFS-45