STRATEGIC GOALS & OBJECTIVES Southwest District 2. Partner with communities and businesses to protect natural resources and promote economic growth. # 16, 18, 19, 25 Objective (KPM) Action KPI Responsible Party Due Date Q1 Q2 Q3 Q4 Implement regulatory changes to promote consistency, improve quality and enhance protections for the State's natural resources. Ensure overall Time To Process Permits for FY 15/16 is maintained or improved for FY 16/17 Average number of days to process a permit. District Director/PPA Average TTP for FY 15/16 (XX) Within 30 days of the end of the quarter See Permitting Section table on Page 23 See Permitting Waste Cleanup Program table on Page 23 See Permitting Non-Program Petroleum Cleanup table on Page 23 Implement regulatory changes to promote consistency, improve quality and enhance protections for the State's natural resources. Ensure overall actual compliance rate for FY 15/16 is maintained for FY 16/17. Percent of facilities in District Director/ADD 93% 1119/1201 (82 SNCs) Based on data pull for FY 15/16 Within 30 days of the end of the quarter 90% 188/209 (21 SNCs) 91% 262/288 (26 SNCs)
3. Establish and consistently use clear metrics to evaluate and strengthen the Department’s programs, activities and services. #16, 18, 19, 25 Objective (KPM) Action KPI Responsible Party Due Date Q1 Q2 Q3 Q4 Identify, prioritize and implement continuous improvement projects. Develop and implement a district-specific Continuous Improvement Initiative to identify processes in need of improvement that will result in standardized efficient processes, cost savings, and/or better internal and external customer experience, while operating a leaner organization. Track quarterly continuous improvement projects including quantifying in time to process, cost savings, etc. District Director TBD Minimum one per quarter 2 1 5. Empower employees to solve problems through innovation and efficiency. #18, 19, 20, 25,27, 28, 29 Objective (KPM) Action KPI Responsible Party Due Date Q1 Q2 Q3 Q4 Create a professional development culture by providing training, communicating tools and measuring success. Identify mission critical training opportunities for inclusion in the FY 16-17 Employee Development Plan Percent of trainings completed District Director Pending FY 15-16 Q4 results Within 30 days of the end of each quarter 8%, 3 out of 38 18%, 7 out of 38 Target Target
Reward top performers. Create focus teams aligned towards strategic goals and district expectations. Recognition Team: Develop & manage recognition program to facilitate recognition of top performers & employees who demonstrate DEP’s values. Employee Committee Identify 1 top performer per Quarter Business Plan Quarterly Updates Nick Roff Melissa Madden 6. Proactively communicate a clear and consistent message both internally and externally. #13, 16, 18, 19, 25, Objective (KPM) Action KPI Party Due Date Q1 Q2 Q3 Q4 Create a consistent message which perpetuates the Department's vision and strategic goals. Issue quarterly “Director’s Messages” to District staff Newsletter is to be submitted to the ADS & Communications Office within 30 days of the end of the Quarter District Director N/A Within 30 days of the end of the Quarter Target
Ensure internal communication is frequent and interactive. Conduct quarterly sessions for supervisory personnel addressing leadership issues and provide copies to the Assistant Deputy Secretary (ADS) via inclusion in the business plan update Provide Quarterly Update District Director 1 Per Quarter Within 30 days of the end of the Quarter
District Goals and Objectives Objective (KPM) Action KPI Responsible Party Baseline / Due Date Q1 Q2 Q3 Q4 Reduce the Cost of Doing Business a minimum of 5% recurring reduction from FY 16-17 budget assigned by the ADS Projection of FY-end recurring reduction percent District Director $7,111,899 Within 30 days of the end of each quarter 5% 5% Prompt response to public inquiries for public records Provide timely and accurate responses to PRR requests Average number of days to respond to and complete PRR requests District Director 3 Days Provide requested within 3* business days (*PRRs not requiring special handling) .941 days 1.553 days Plan for Future LBR Readiness Prepare FY 18-19 LBR in accordance with s. 216.023, F.S. Compliance with S. 216.023, F.S. District Director FY 17-18 operating budget Within 30 days of the end of each quarter NA NA Develop and implement efforts to improve safety Interview injured employee, make recommendation to avoid recurrence, and share the injury interview and review report with the The injury interview and review report is to be sent to the ADS within 30 days of the injury District Director N/A Within 30 days of the injury occurring. 0
Assistant Deputy Secretary within 30 days of the injury. Increase Customer Outreach Coordinate and attend at least one informal meeting with facility owners/managers within the District boundaries as to enhance our stakeholder relationships Number of Informal meetings held with facility owners/managers District Director 4/4 Summary Due to ADS within 30 days of the end of each quarter 5 events 9 events Was the summary provided to the ADD with the BP update? Improve the Permitting Experience Improve the applicant’s permitting experience within your District. Ensure permits are written in plain language, are simple to understand, enforceable and contain necessary information without redundancy. Provide Customer Satisfaction Survey updates to ADS District Program Administrator 10 customers a quarter Within 30 days of the end of each quarter 10/13/2016 1/17/17 District Outreach Events Based on compliance rates & permit RAIs, target specific industries (DW, PW, and ERP) for participation in outreach events. Strategically plan Tracking and reporting the number of outreach events participated in by the District District Director n/a Within 30 days of the end of each quarter 10 events No. of attendees: 2,299 7 events No. of attendees: 17,200
for reaching the largest number of participants. Key Performance Goals & Objectives Ensure Regulatory Certainty, Consistency and Protection Across the State Strategic Goal Objective (KPM) Action KPI Baseline / Due Date Q1 Q2 Q3 Q4 2 Complaint Investigation Response Time Target a 24-hour acknowledgement to complainant. Achieve a 14 calendar day referral and closure or conduct initial site visit. Tracking and reporting of District’s response times to the Assistant Deputy Secretary’s Office. 96%/96% Within of the end of each quarter 97.6%/24 hr 98.0%/10 d 97.6%/24 hr 97.6%/10 d
2 Review OGC Cases Review 100 % of open OGC cases annually to determine closure options and report the number of cases closed. Report number of cases closed on a quarterly basis. n/a 30-Jun-17 (report number of cases closed quarterly) 10 3 Southwest District – District Director Compliance Assurance Program, Responsible Party – Assistant District Director Ensure Regulatory Certainty, Consistency and Protection across the state Strategic Goal KPM Action KPI Baseline Target / Due Date Q1 Q2 Q3 Q4 2 Percent of Level of Service inspections required Conduct all required Level of Service inspections for each compliance assurance program area. Calculate percentage of Level of Service inspections conducted in each compliance assurance program area on a quarterly basis. 100% 100%/ Consecutive Quarterly updates Federal Fiscal Year 10/1 – 9/30 100% 1321/1321 Goal 100% 27.7 % Goal 25% Goal 50% Goal 75% 2 Improve State Review Conduct district’s data quality audit of thirty facilities, ten from each Report each quarter the percent of facilities out of ten audited per Air: NA 100% Data Consistency 80% 100%
Framework Data Quality delegated program, using EPA’s audit criteria. Audit files from previous period with focus on facilities with recent return to compliance that had violations resolved with or without enforcement. program that were 100% consistent. Identify potential corrective actions for inconsistencies found and report to division. Water: NA 100% Data Consistency 60% 89% Waste: NA 100% Data Consistency 100% 98% 2 Meet established programmatic timelines for performing data entry and issuance of inspection reports Complete data entry and issue inspection reports within established timelines. Report time to issue inspection reports. 30-days Meet or improve 30-day time to issue inspection reports 92.9% 222/239 inspection mailed within 30 days or less 98% 304/310 inspection mailed within 30 days or less Permitting & Waste Cleanup, Responsible Party – Program Administrator Ensure Regulatory Certainty, Consistency and Protection across the state Strategic Goal KPM Action KPI Baseline Target / Due Date Q1 Q2 Q3 Q4 2 Maintain Time to Process (TTP) Permits Each program should maintain FY 15/16 permit processing time during FY16/17 Average number of days to process a permit [Pending FY 15-16 Q4 Results] District Ave: XX Within 30 days of the end of each quarter District Ave: 15.3 DW-12.4 IW-10.3 District Ave: 15.4 DW-10.1 IW-6.7 District Ave: XX DW- IW- District Ave: XX DW- IW- PW-
DW- IW- PW- Air- SW- ERP- PW-3.4 Air-27.7 SW-38.5 ERP-17.0 UIC-4.4 PW-3.9 Air-29.7 SW-44.3 ERP-19.4 UIC-3.8 PW- Air- SW- ERP- UIC- Air- SW- ERP- UIC- 2 Maintain Waste Cleanup Document Review Time Maintain the target goal achieved during FY 2015/16. Provide quarterly updates to the Assistant Deputy Secretary’s Office 21.9 Quarterly 13.36 14.92 2 Maintain Petroleum Cleanup Document Review Time. Maintain the target goal achieved during FY 2015/16 Provide quarterly updates to the Assistant Deputy Secretary’s Office 29.2 Quarterly 15.15 15.14 Reduce number of permit applications in house Ensure current processes prevent excessive number of permits # of permits in house over 90 days Reduce by 75% by end of FY Quarterly 35 35 2&3&6 Permit Quality- External Feedback Distribute a minimum of thirty (30) Permitting Experience Surveys to recent customers to obtain feedback on permit work product, quality, and customer service Percentage of satisfied customers. Rated as Smooth Sailing Baseline: 83% Smooth Sailing Quarterly 83% 87% Business Administration, Responsible Party – Program Administrator Ensure Regulatory Certainty, Consistency and Protection across the state Strategic Goal KPM Action KPI Baseline Target / Due Date Q1 Q2 Q3 Q4 Environmental Consultants
5 & 6 Discipline Training Environmental Consultants will continue to coordinate with Division and Districts to completion. CAP inspectors must be Assigned Level 1, 2, or 3 templates as appropriate for their respective program areas. NA 100% 100% 100% Maintain CAP Disciplines for each of the CAP program areas. NA 100% 100% 100% Complete Level 1, 2, and 3 templates for each of the Permitting program areas. Maintain and implement moving forward. 100% 80% 100% Implement effective training for all staff working Level 1, 2, or 3 templates in all program areas. Achieve an overall training program score of ≥ 70% on the EC survey 31-Dec-16(1st survey) survey) 100% 100% To be provided end of Jan. (6 months from survey) Continuous Improvement (CI)
2 Increase Efficiencies Identify and implement a program specific process to insert electronic documents into Oculus. Track quarterly number of documents inserted into Oculus and average time to process. NA 30-Jun-17 2,342, Avg TTP=3 days 2,298, Avg TTP=6.4 days 2 Reduce Costs Maintain or reduce commodity spend as compared to FY 15/16 Review administrative costs/employee NOT including rent, Salary & benefits, or PC refresh (*based on 040000 expenditures) Avg. commodity spend fy 15/16 Avg. Qtrly dollar amount (5% Diff= $4,615 (20% reduction) 6 Improve Communications and consistency across Districts Increase communication and collaboration between District offices to build consistency, replicate successes and promote best management practices Conduct monthly teleconferences to share common issues and solutions 10 calls per year 30-Jun-17 1 1
Engineering Specialist IV All items for Env./Eng. Specialist III plus the following: • Must have additional two years of permit processing or other related professional experience • Able to draft and manage complex and/or controversial permits in primary program • Capable of reviewing permits in primary program for technical and formatting accuracy • Approved to write basic permits in at least two other permitting programs with appropriate training • Able to perform basic compliance inspections in second media with appropriate training Environmental Consultant, Program Consultant, Professional Geologist I, Professional Engineer I All items for Env./Eng. Specialist III plus the following: • Must have additional two years of permit processing or other related professional experience • Registration in the State of Florida as a Professional Geologist or Professional Engineer, as applicable • Feedback from Permitting Managers in terms of retaining in position • Able to successfully draft/evaluate complex and/or controversial permits or similar compliance concerns for most program areas within the Division/District, with sufficient expertise for managing complex issues in at least one program area Professional Geologist II, Professional Engineer II All items for Engineering Specialist III plus the following: • Registration in the State of Florida as a Professional Geologist or Professional Engineer • Must have additional two years of related professional experience Professional Geologist II, Professional Engineer III All items for Engineering Specialist IV plus the following: • Registration in the State of Florida as a Professional Geologist or Professional Engineer • Approval from the Deputy Secretary for promotion to or a new hire filing a vacancy at this level • Must have additional two years of related professional experience Date: 8/29/2016 Page 5