Svs Dept Goal

SOCIAL VOCATIONAL SERVICES

OUTCOMES MANAGEMENT PLAN

2013-2014

SVS DEPT GOAL – PROGRAM

SVS will continuously improve the quality of its services, responding to the needs expressed by stakeholders.
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
IP clients will work an average of 25 hrs /wk. / The current average work hours are 18.75 / Job developers will continue to develop jobs with work shifts of more than 20 hrs. /week and avoid on-call work. / Employment Specialists and Case Managers
Program Director or Case Manager will communicate with each IP employer Quarterly. / On average, 71% of IP employers were contacted at least once each quarter. / A phone call or visit to each job site representative will be documented by PD or CM with brief description of conversation on PD Monthly Report. / PD’s CM’s
Perform Quarterly Quality Assurance surveys for SVS programs / QAs were performed on a quarterly basis in Northern, Central and Southern CA. / DORA will coordinate all aspects of QA for one program each Quarter in each division. / DORA
50% of clients referred and accepted in SEP will be placed in jobs of their choice. / 81% of clients referred were placed in jobs of their choice. / Employment Specialists will screen clients and realistically maintain contact with client at regular intervals during job development. / PD’s and ES’s
Job retention rate for SEP clients will be over 50% at 60 days, 70% at 6 months and 65 % at one year. / 60 days: 81%
6 mo: 76%
One year: 71% / PD’s and Case Managers will maintain close contact with clients and employers to identify and alleviate potential barriers to success. / JC, PD, CM
SVS will maintain its current rate of 92% SEP client satisfaction with their jobs on their annual satisfaction survey. / Current rate is 99.3% based on satisfaction surveys. / Job Coaches will maintain open communication with client regarding satisfaction with job in order to make any necessary accommodations. / JC, PD, CM
Clients Placed in Groups will increase wages in the aggregate by 3% annually. / Increase for this year was 5.3% / Wage Ratings will be performed regularly and correctly / PD, JC, DSP, ACT
CIS clients will meet 75% of their annual goals / CIS clients met 64% of their annual goals. / PD will ensure that CM’s write realistic objectives, staff plan program activities around them and collect accurate data for PD Reports. / PD, CM, DSP
90% of CIS clients will express overall satisfaction with their program / S Satisfaction is currently at 99.8% / Input and feedback from clients will be constantly solicited. / PD, CM, DSP
INSP’s for CIS clients will reflect at least 4 different client- selected activities / Clients chose an average of 4.65 activities. / Preparation for INSP meetings will include input from client. / CM, DSP, PD
Activity schedules will reflect that activities chosen by clients actually occurred / RD samples reflected that 88% of client chosen activities were reflected in weekly schedules. / Activity schedules will be reviewed by PD weekly and by RD monthly / DSP, CM, PD,RD
An updated SEP Client orientation video will be developed and distributed. / The script is finished, a narrator has been chosen, filming will be a SVS Tower effort. / Video from around the state featuring SVS SEP clients will be edited by Fresno Tower staff. Upon approval, video will be distributed agency-wide. / DORAs, SVS Fresno Tower Office
100% of community employment stakeholders will express satisfaction with SVS Supported Employment Services. / 100% of community employment stakeholders expressed satisfaction with SVS Supported Employment Services. / SVS will survey SEP Employers on an annual basis and tally the satisfaction results. / PDs, RDs, DORAs, EA
95% of funding stakeholders will express satisfaction with SVS Supported Employment Services. / 89% of funding stakeholders stakeholders expressed satisfaction with SVS Supported Employment Services. / SVS will survey SEP Funding Agents on an annual basis and tally the satisfaction results. / PDs, RDs, DORAs, EA
Leave blank for local objective
SVS DEPT GOAL - HUMAN RESOURCES
SVS will recruit, hire and train a workforce that meets the highest standards of service delivery.
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
Diversity training will be provided annually for all management staff including Case managers. / Training has been developed and as available on the SVS intranet but has not been extended to all staff regularly. / HR will schedule and present or oversee presentation of this training to designated staff on a regular basis beginning January1, 2014. / DOHRs
SVS will work with insurance broker to determine what health insurances coverage will be possible to offer staff under the Affordable Care Act. / Insufficient information is available to determine what approach SVS will take to comply with the new law. / HR will maintain its various sources of up to date information on changes to law. / DOHR’s
The HR Director of each Division of SVS will oversee Corporate Training of all New Program directors and for identified existing Directors who may benefit from refresher training. / Training has been developed and is being implemented for new PD’s but hasn’t yet been extended to include longer term Program directors. / Training will be scheduled as needed. / DOHR
Annual Retention rate for newly hired employees who have passed their 6 month probation period will be 75%. / When last reported the retention rate for all direct service staff was below 30%. / HR will focus on staff retention in its mentoring of program directors as well as monitor hiring procedures with an eye toward assessing suitability of applicants for jobs. / DOHR
SVS DEPT GOAL - SAFETY/RISK
SVS will take all measures necessary to ensure the health and safety of consumers and staff.
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
Update Preventative Injury Training (PIT) visual components to better represent current standards and change name to Injury Prevention Training (IPT) / Work in progress, will be complete Nov 2013. / TM’s will be responsible for updating photos. / T/S Managers
Update written Driver test to better represent current standards. / T/S Managers are reviewing new sources of information to incorporate into the written driving test; will be completed Nov 2013. / TM’s will meet to discuss and create new written test that incorporates the new safety practices staff are trained to use. / T/S Managers

SVS DEPT GOAL - FINANCE

SVS will remain financially sound, improving its business functions through effective management, controlled growth and efficient use of resources.
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
Maintain levels of aged receivables over 90 days and 60 days at a total of 4% or lower on regular A/R billing. / Over 90 days is 1.9 %; Over 60 days is 2.0% / Maintain receivables over 60 and 90 days at a total of 4% or better. / DOF, A/R staff
Maintain levels of aged receivables over 90 days at and 60 days at 15% or lower on regular CCB billing. / Over 90 days is 18.3%
Over 60 days is 15.7% / Collections have not been done as per procedure on socvoc. Meetings will be held with staff responsible for collections to make sure they understand the procedures and are following it. / DOF, A/R Staff
Perform internal audits of gasoline usage and/or employee reimbursable mileage at least 6x per year. / 10 gasoline, 28 mileage and 6 vehicle repair audits were done in the past fiscal year. / We will continue to audit various expenses on the request of Executive Director, and have a planned schedule for Audit. / DOF, DOA, Internal Auditor
SVS DEPT GOAL – IT/BUSINESS
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
Upgrade all of SVS servers to a single Windows Operating system. / 10 of 23 servers have been updated so far. / Remaining servers will finish updating as program compatibility is upgraded for the new operating system. / IT
SVS will isolate Computer Club computers from rest of SVS network. / Computer club computers are currently on the same network as SVS employee business computers. Moving client computers to a separate network will improve network security. / Replace all field firewalls to ones capable of segregating traffic. / IT
SVS will update all company firewalls. / Firewalls have been purchased and deployment will begin June 28th, completion is expected by the end of July. / Review quotes, purchase, configure and deploy new firewalls to all field offices. / IT
SVS will upgrade Corp CV firewall and configure all new field firewalls to have direct VPN tunnel to Corp CV. / CV does not have direct VPN to field offices. Firewall is purchased and waiting new internet lines at Corp CV. / Upgrade Corp CV firewall and configure all new field firewalls to have direct VPN tunnel to Corp CV. / IT
SVS will develop an email retention procedure that will conform to legal requirements. / SVS does not have an email retention procedure. / Research companies capable of providing email retention. Get quotes, purchase, configure and deploy email retention software if available. / IT
SVS will create computer images for all SVS computers, which can be remotely deployed. / No images currently exist and SVS IT has to physically sit down at every computer. / Research software capable of creating and deploying computer images. / IT
SVS will upgrade all field offices to minimum internet bandwidth of 1.5MB. / 18 offices have slower than average internet with speeds below 1.5MB. / Identify field offices with slow bandwidth and upgrade them to faster bandwidth. / IT
SVS DEPT GOAL - BUSINESS
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
Locate suitable sites for commercial/residential program expansion to meet SVS needs. Oversee the complete leasing or purchase, construction, planning and furnishing of facilities to meet licensing requirements. / Current projects include:
City of Industry, Arcadia, Long Beach/Norwalk, Watsonville, Dublin, Concord, Downtown Fresno, Mariposa and Visalia. / Locate, negotiate lease or purchase, furnish and prepare facilities for licensing as needs identified by Program Management committee meetings. / DOBA
SVS Business Department will update the Bus 103 Record Retention form to reflect e-mail retention as per IT objective. / SVS record retention policy does not currently include email as a category. / All departments will review contents in BUS 103 record retention and provide business with feedback of necessary changes. The results of IT’s email retention procedures will be incorporated into the record retention policies. / DOBA
Maintain all SVS facilities to the quality standards outlined in the Bus 101 Facility Evaluation form reviewing each facility at least once annually. / Business Managers make regular visits to facilities and complete Bus 101 but not necessarily all facilities within the year. / PMC minutes will reflect that each SVS facility has been evaluated at least annually, with identified needs follow up on..

SVS DEPT GOAL – LEADERSHIP

The leadership of SVS will remain accountable to the mission and values of SVS maintaining social responsibility essential to its professional reputation
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
Develop licensed programs in Gilroy, City of Industry, Arcadia, LB/Norwalk, Downtown Fresno, Visalia, Dublin/Concord and Watsonville. / Gilroy: Waiting for final approval of Program Design.
City of Industry: construction is finished, licensing application has been submitted for review to San Gabriel Pomona Regional Center.
Arcadia: Lease documents are in progress.
A search will start in LB/Norwalk.
A search has started in Dublin and Concord.
Watsonville: Licensing application has been submitted.
Downtown Fresno: getting floor plans
Visalia 3rd Office: a lease is being negotiated. / If Licensing App has been submitted, call licensing if not heard from in reasonable time. Submit Licensing App at appropriate time.
The development process for new programs is to search for locations, get approval for locations from RC and begin build-out. / DOBA, DORA, RDs / Lakewood, VAN NUYS? City of Industry – Prog Desg, app submitted
SVS will investigate grant opportunities. / CV DORA investigated RFPs from Kern and Valley Mountain Regional center. Neither were deemed appropriate. SVS South responded to a RFP with HRC and was awarded approval for development of one day program. / Review all RFP and grant opportunity notices. / ED, AED, DORAs
SVS DEPT GOAL - COMMUNITY DEVELOPMENT
SVS will overcome barriers in attitude, architecture, communication, transportation, and employment to help clients achieve their full potential at SVS.
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
Continue to develop new industry specific brochures / A total of 3 industry specific flyer were developed in the last 11 months. CV = 0, North = 0, South = 3 / Add additional brochures as industries are developed. DPR will add additional and refresh existing flyers. / DOCD