(34)

Benefits: It is projected that there will be an increase in service rendered as well as monetary savings resulting from the application of good management techniques as recommended in these surveys. Although all studies have been completed, they are currently in the process of review or the initial steps of implementation; therefore, it will be some time before the actual impact upon departmental operations can be accurately assessed.

Review and Standardization of Departmental Directives System: The Department has created a program to review and standardize directives with a goal of uniting the creativity and operational talents of all management and operational personnel through the participation and coordination process in the development of DPW issuances. To date, this process has been used in creating directives and issuance systems and manuals for nine functional areas.

Benefits: The prime benefit of this project is the standardization of directives on a departmental-wide basis; thus, giving strong and cohesive direction which will result in more effective management and operations. A secondary benefit will accrue from an internal group commitment to departmental policies and programs resulting in more awareness and greater effectiveness at the personal level. (35) Development of a Departmental Management Information System: The Department is in the first stages of developing a "total" Public Welfare Management Information System that will provide managers at all levels with operational management data about the "total system" and related "sub-systems" as it applies to their respective operational areas in particular and the department as a whole in general. Benefits: By providing current, accurate, and comprehensive data on all phases of the department's operations it is possible for individual managers to "fit" their operation into the total scheme. As such, departmental fiscal, operational, and manpower resource controls will be created which will eliminate duplication, speed service, and provide more output for money spent.

(36) Development of Management Analysis Guide: The Department's Management Analysis Division has provided each program supervisor with a "do-ityourself" kit. These individuals may conduct their own periodic review of operations and management techniques for the purpose of identifying grey or problem areas and then initiating corrective action on their own.

Benefits: By increasing program supervisors awareness with management techniques it is projected that many problems will be nipped in the bud; further, it is expected that the fostering of management techniques will make program supervisors even more management improvement conscious with a resultant increase in effectiveness and efficiency while costs are held in line.

(37) Creation of an OIC Reports Processing Project: An Office of

Investigations and Collections' Reports Processing Study Group was established for the purpose of analyzing present methods, procedures, and controls used by the various units preparing and processing OIC Reports. The project has made "on-the-spot" improvements as necessary and has submitted recommendations for further improvements and changes to the Department's policy planners.

Benefits: An improved OIC Reporting system will more effectively serve the goals and aims of the Department while keeping a strong fiscal control orientation.

Highways and Traffic

(38) Standardization of Traffic Signs, Lights, and Pavement Markings: Beginning in Fiscal Year 1968, the Department has been actively participating in a program to achieve uniformity in the application of all traffic control devices. This is a continuing program.

Benefits: Approximately $200,000 has been received from the Bureau of Public Roads for this improvement of service and safety. (39) Conduit Negotiation with PEPCO: The Department's cost consciousness in its continuing program to improve and upgrade street and freeway lighting was reflected in negotiations with PEPCO recently. Through extended conversations an agreement was reached whereby the District could utilize the company's conduits at a more reasonable price.

Benefits: Departmental negotiations resulted in an approximate
savings of $100,000.

(40) Pretyped Magnetic Tape Contract System: The Department's Contract Documents Branch has reduced by one-half the time it takes to type and proofread a construction contract. This was accomplished through the installation of an IBM Magnetic Tape Selectric Typewriter.

Benefits: The annual savings projected from this installation amounts annually to approximately 1,080 man-hours. Other benefits accruing from the management improvement have been an increase in typist efficiency and a decrease in the total project time.

(41) Creation of a Computer Program for Engineering Estimates: The Depatment has developed a computer program for the preparation of engineering cost estimates; the print out of detailed estimates for each contract; and the tabulation and typing of all bids received by the Contract Documents Branch.

Benefits: The benefits resulting from this management improvement are estimated at approximately 6,912 man-hours annually, or the equivalent of three and one/third persons.

Public Health

(42)

(43)

(44)

Development of a PERT Capability: The Department has developed an
effective and sophisticated approach to PERT programming. Early
applications of this capability have been used with the following
projects:

(a) War on Rats Program

(b) Detoxification Center Program

(c) Renovation and occupation of Hebrew Home for the Aged

Benefits: The employment of this management tool in an effective
manner has allowed for a more efficient utilization of manpower
resources as well as providing a scheduling device tied to
operational realities.

Survey of Departmental Transportation: The Department has conducted a management survey to search out flaws in the Department's transportation system. Recommendations for improving day-to-day operation were made and accepted.

Benefits: More effective utilization of Departmental equipment has been obtained within the resources allotted.

Development of an Automated Cervical Cancer Report: The Department in
coordination with systems analysts has developed a new and automated
system for the production of meaningful reports concerning Cervical
Cancer. The data is now made readily available to departmental
officials, planners, and others concerned with combating this
health problem.

Benefits: A more rapid and accurate system of distributing data
increases the Department's capability to serve the public in an
effective and efficient manner.

(45). Providing Assistance and Training for Medicaid Billing System: A joint internal project combining management and operational personnel was created to improve the medicaid billing system.

(46)

Benefits: The sharp rise in the number of optically scannable bills, up to as high as 90% versus the former norm of 50% acceptable, has cut sharply into the Department's backlog of unprocessed bills and has greatly allieviated the clerical situation.

Conversion to Automatic Paycheck Addressing: A management improvement program combined with ADP programming assistance has allowed the Department to develop a system of automating the addressing of pay check envelops and the preparation of mailed check rosters.

Benefits: The installed system is saving the Department an estimated 240 man-hours annually while increasing accuracy.

(47) Development of Basic Table of Equipment for Neighborhood Health Centers: The Department has developed a basic guide which permits neighborhood Health Planners to select equipment that is both standard and pre-tested.

Benefits: This system reduces the selection of equipment from a complicated procedure to a simple routine operation, thereby accruing savings in terms of time and money.

(48) Reorganization of Procurement and Supply Division: The Department has surveyed its Procurement and Supply Division using good management techniques with the goal of making the operation more responsive to the total mission of the organization.

Benefits: The reorganization has brought about a more responsive and effective agency operation fitting into the total departmental system.

(49) Destruction of Obsolete Forms: The Department prepared a listing of obsolete forms. By taking this list, the Administrative Services Division was able to withdraw these forms from the system and dispose of them and the remaining stock on hand.

Benefits: The Department gained additional storage space.

(50) Records Disposal Program: The records disposal program was kept in force as a management improvement tool during the year.

Benefits: A total of 750 cubic feet of records were disposed of: 600 cubic feet to storage and 150 cubic feet destroyed by burning.

(51) Development of an Alcoholic Patient Billing System: The Department developed a new plan for the billing of alcoholic patients for services rendered under the Hagan Act.

Benefits: The billing plan devised led to increased payments received from patients and/or patients' families.

(52) Establishment of a Brace Shop: The Department studied the practicality and feasibility of establishing a brace shope to develop prosthetic devices in-house. The survey indicated that such a shop should be established and subsequently has been placed into operation.

Benefits: There have been savings in labor costs to the Department;

a reduced waiting time for the construction of requested devices;
and a greater convenience has been delivered by the Department

(53) Development of an Accurate Drug Costing System: A system for accurate costing of drugs was developed by the Budget and Finance Division utilizing automatic data processing techniques. The program has been placed into operation on a departmental-wide basis.

Benefits: A closer fiscal control has been possible over the use of drugs within the Department with the advent of this sytem. It is projected that the presence of an effective control will hold total drug costs down over a period of time.

(54) Simplification of Procedures for Licensing of Radiation Equipment: A system was developed by the Department in conjunction with the Department of Economic Development to overcome irritating difficulties found in the licensing of radiation equipment. Such a system was accepted and placed into effect within the past year.

Benefits: A more rapid and effective service is now provided those residents who have need for this particular license. Further, the new forms are easier for the Department to use, thus saving review time internally.

(55) A Survey of Copying Equipment: The Department is presently studying the distribution, cost, and utilization of fast copy machines.

Benefits:

A significant financial savings is projected through the more effective management and control of fast copiers.

(56) Departmental Printing Study: The Department has just completed a survey of its printing needs and how it is meeting these demands. The results of the project are expected to be implemented within the next several months.

Benefits: A significant financial savings is expected to result from a more effective control over printing requests and the institution of quality control procedures.

(57) Installing Miracode in Vital Records Division: Approximately 1,000,000 vital statistic records have been placed on microfilm since the Miracode Project was started in 1969. There has been a reduction from nine to one minute in the time it takes to issue a birth certificate to a customer.

Benefits: The reduction in time allows the citizen to leave more quickly and lets him leave in a better frame of mind. The reduction in clerical time devoted to birth certificate issuance will allow this manpower resource to be reallocated more efficiently while holding personnel costs down. The eventual gain in space is projected to be substantial as the vital statistic raw records are shifted from the overcrowded Municipal Center to a less expensive storage area.