Steering Group IV’s Executive Summary – February 18, 2004

 

Accomplishments & On-going Efforts

 

Consistent Case Processing and Determinations

·        Supervisors are relaying case processing determinations to all staff at staff meetings.

·        Permit review meetings with Management and Supervisors are successful in providing consistency to staff and public.

·        Establishing queue to sort case assignments for consistent timeliness.

 

Management, Supervisory, and Personnel Practices

·        Mentoring programs are successful in both North and South County offices.

·        Retention and attrition data have been compiled and are being reviewed by Management to create and disseminate a retention program.

·        Developing a “Retention Packet” for all staff that summarizes non-monetary benefits such as training opportunities, incentive for APA membership, etc.

·        Drafted a revised “Supervisor” job description to define responsibilities and expectations.  Assisted in development of, and are promoting, the Supervisors’ Training Program.

·        A training program has been initiated to train both Management and Supervisors in empathy, understanding, and morale versus production.

 

Improving Training of Staff, Applicants, and Agents

·        Providing a training program available to all staff, with training sessions regularly available.

·        All training sessions are videotaped, and available to all staff.

·        Teleconferencing facilities are now available for communication between North & South County offices.

·        A “Training the Trainers” session was held to standardize the training format.

·        The Permit Process Analyst is coordinating with outside agencies for training.

 

Roles of Other Agencies and BAR/MBAR

·        SDRC Chair has revised minutes to include more detail for applicants.  Ministerial cases may be brought to SDRC meetings for comment by other agencies.

·        Developing an “Outreach Program” to both internal and external agencies to ensure efficiency in coordination efforts during the processing of projects.

 

Institutionalizing our Knowledge & Improving our Tools

·        Developing an “Orientation & On-boarding Packet” for all new staff.

·        Library maintenance improvements.

·        Developing a comprehensive, informational map for the counter.

·        Researching the possibilities regarding digitizing microfiche data.

·        Compiling a wish list for P&D work environments in Santa Maria, Buellton, and Santa Barbara.

·        PIT I initiated the compilation of one Photomapper file with the most-used overlays.

·        PIT I initiated the installation of a program allowing remote computer assistance.