Svs Dept Goal

SOCIAL VOCATIONAL SERVICES

OUTCOMES MANAGEMENT REPORT

2016-2017

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 15.91 / 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 / The current average work hours are 19.84.
Program Director or Case Manager will communicate with each IP employer Quarterly. / On average, 85% 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 / On average, 84.93% of IP employers were contacted at least once each quarter.
Perform Quarterly Quality Assurance surveys for SVS programs / 4 QAs were done in CV.
3 QAs were done in North.
4 QAs were done in South-South.
2 QAs were done in the South-North. / DORA will coordinate all aspects of QA for one program each Quarter in each division. / DORA / 4 QAs were done in CV.
3 QAs were done in North.
4 QAs were done in South-South.
4 QAs were done in the South-North.
50% of clients referred and accepted in SEP will be placed in jobs of their choice. / 72% 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 / 86% of clients referred were placed in jobs of their choice.
Job retention rate for SEP clients will be over 50% at 60 days, 70% at 6 months and 65 % at one year. / 60 days: 86%
6 mo: 88%
One year: 84% / PD’s and Case Managers will maintain close contact with clients and employers to identify and alleviate potential barriers to success. / JC, PD, CM / 60 days: 86.2%
6 mo: 86.1%
One year: 82.3%
SVS will maintain its current rate of 92% SEP client satisfaction with their jobs on their annual satisfaction survey. / Current rate is 97% 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 / Current rate is 99% based on satisfaction surveys.
CIS clients will meet 75% of their annual goals / CIS clients met 67% 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 / CIS clients met 71% of their annual goals.
Each CIS participant’s interest andreadiness for Competitive Integrated Employment (CIE) will be reviewed by their support team during annual planning meetings. / SVS supports its participant’s employment growth. There has not been a formal mechanism to prompt and record team discussion on CIE. / A new section will be added to the INSP that prompts PD/CM to lead and document discussion of each participant’s readiness for CIE.
The RD Report page 2 will be amended to include RD reporting of compliance with this new procedure. / PD,CM, RD, DORA
DOO / Completed. The INSP and RD Report page 2 were updated in July 2016.
30 CIS clients will move from CIS to SEP services that meet the definition of Competitive Integrated Employment / SVS has promoted CIS participants movement into SEP but has not formally tracked that movement. / SVS will adopt a tracking mechanism in its monthly data collection system to document the positive movement of it clients from ADP to CIE SEP placements. / PD, CM, RD, DORA
DOO / Completed. The tracking mechanisms were created and added to reports in July 2016. 36 CIS clients moved into Competitive Integrated Employment.
90% of CIS clients will express overall satisfaction with their program / Satisfaction is currently at 99.3% / Input and feedback from clients will be constantly solicited. / PD, CM, DSP / Satisfaction is currently at 99.4%
INSP’s for CIS clients will reflect at least 4 different client- selected activities / Clients chose an average of 4.69 activities. / Preparation for INSP meetings will include input from client. / CM, DSP, PD / Clients chose an average of 4.43 activities.
Activity schedules will reflect that activities chosen by clients actually occurred / RD samples reflected that 82.6% 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 / RD samples reflected that 83.3% of client chosen activities were reflected in weekly schedules.
Annual surveys indicated 100% of community employment stakeholders will express satisfaction with SVS Supported Employment Services. / Annual survey results reflect 85.8% 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 / Annual survey results reflect 100% of employment stakeholders expressed satisfaction with SVS Supported Employment Services.
Annual surveys indicated 95% of funding stakeholders will express satisfaction with SVS Supported Employment Services. / Annual survey results reflect 100% of funding 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 / Annual survey results reflect 100% of funding stakeholders expressed satisfaction with SVS Supported Employment Services.
Annual surveys indicated 100% of family/care providers will express satisfaction with SVS Supported Employment Services. / Annual survey results reflect 96% of family/care providers expressed satisfaction with SVS Supported Employment Services. / SVS will survey SEP family/care providers on an annual basis and tally the satisfaction results. / PDs, RDs, DORAs, EA / Annual survey results reflect 100% of family/care providers expressed satisfaction with SVS Supported Employment Services.
SVS will identify and adopt 2nd level Case Manager training materials as a follow-up to the basic Case Manager training. / SVS has ideas and concepts for the Case Manager training materials. / DORAs and the DOO will search and review Case Manager materials and as a team, decide on adoption of new training tools. / DORAs, DOO / SVS is testing the Relias Training System in one region in every division.The Relias Training System contains a wide variety of training materials and topics. The effectiveness of the Relias Training System will be reviewed in Sept 2017.
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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 staff. / South-South and South-North will continue to complete the remaining program offices 2016-17. / HR will schedule and present or oversee presentation of this training to all staff annually. / DOHRs / Diversity training is complete for the 16-17 Fiscal Year.
The HR Director of each Division of SVS will offer refresher trainings to existing PDs who are identified as needing, or request, additional support. / SVS has offered newly hired Program Directors a formal orientation training program since March 2012. The program was successful, however some PDs could benefit from supplemental training. Goal will continue for the 16-17 year. / DOHRs, DORAs, and RDs will coordinate to identify PDs who could benefit from additional training. PDs can also request training if they feel it is necessary. / DOHRs, DORAs, RDs, PDs / Complete for 2016-17, additional refresher trainings were offered to existing PDs who needed, or requested, additional support.
Annual Retention rate for newly hired employees who have passed 6 monthsof employment will be 75%. / The retention rate for 2014-15 of newly hired employees who have passed 6 months of employment is72%. / HR has reviewed all ads for job placement. A staff referral bonus was implemented as of June 2015. / DOHR / The retention rate for 2016-17 of newly hired employees who have passed 6 months of employment is 73%.
HR Directors will be working with ADP to implement employee access directly with ADP for their own earnings statements and W2s. / Currently, employees do not have direct access to their own earning statements and W2s. / HR Directors will coordinate with ADP and will notify SVS employees when completed. / Completed. Implemented on January 1, 2017.
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
SVS Transportation Managers will coordinate to update Transportation Manual as needed. / Transportation managers will keep the Transportation Manual up-to-date for 16-17. / T/S Managers will coordinate andreview HR and Program Manuals and materials in order to bring the Transportation Manual up-to-date. / T/S Managers / Complete for 2016-17.
Update Safety forms to make them “type-able” upon computers / Many Safety forms become distorted when trying to fill them out electronically by typing in the boxes.
Safety forms were updated in Aug 2015 and Jan 2016, a few more forms need to be updated. / T/S Managers will identify which forms need to be updated and will reformat the forms so that they can be filled out electronically. This will eliminate the extra steps of printing and scanning. / T/S Managers / IIPP last updated Oct. 2016. Some forms still need revising.
Transportation/Safety Managers will create a PowerPoint presentation on accident procedures. / No such PowerPoint exists at this time. / T/S Managers will coordinate and decide on the PowerPoint verbiage, photos and the design of the PowerPoint. / T/S Managers / No new training materials on accident procedures and prevention were created.
Transportation/Safety Managers will develop a rating status for a Zero Tolerance Policy in regards to vehicle accidents. / All involved parties have approved the creation of a Zero Tolerance Policy for vehicle accidents.The policy was introduced at all Corporate Safety Meetings. / TSMs will decide the criteria for Zero Tolerance incidents and will implement the new policy within the fiscal year. / T/S Managers / Goal not met.
Active Shooter Drills and info will be added to the IPP. All programs will include active shooter drills in routine safety drill categories. / DORAs have met and reviewed videos. They have the steps for response in an active shooter situation. In process for formalizing the update to the IIPP. / Active Shooter Drill steps have been approved. They will be incorporated into the IIPP and each program will begin to include Active Shooter Drills into the safety drills categories. Active Shooter Drills will be performed at least 1 per fiscal year. / DORAs, DOO, T/S Managers. / Completed. IIPP updated in October 2016.

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 regional center and rehab billing. / Over 90 days is 2%; Over 60 days is 1%. Total is 3%. / Maintain receivables over 60 and 90 days at a total of 4% or better. / DOF, A/R staff / Over 90 days is 3%; Over 60 days is 2%. Total is 5%.
Maintain levels of aged receivables over 90 days and 60 days at a total of 15% or lower on CCB billing. / Over 90 days is 20%
Over 60 days is 3%
Total is 23% / We have hired a full-time person to do only CCB billing and collections. DOF will ensure each month that collections are being done per procedure written on SocVoc. / DOF, A/R Staff / Over 90 days is 3%
Over 60 days is 9%
Total is 12%
SVS will perform internal audits of gasoline usage, vehicle repairs and/or employee reimbursable mileage at least 6x per year. / 5 gasoline and 3 vehicle repair audits were done in the past fiscal year. / We will continue to audit various expenses on the request of Executive Director, and will continue to audit at least 6x per year. / DOF, DOA, Internal Auditor / Audits completed in 2016-17 as requested.
SVS A/R will actively pursue collections for client work contracts terminating any contracts that are delinquent by over 135 days. / A/R has not been actively pursuing collections nor has it been instructing field office to cancel contracts. / A/R will follow updated procedures as written in the Accounting Manual. / DOF, AR staff / Goal met.
SVS DEPT GOAL – IT/BUSINESS
ANNUAL OBJECTIVES / CURRENT STATUS / PLANS OF ACTION / PERSON (S) RESPONSIBLE / ANNUAL PROGRESS / EXTENUATING CIRCUMSTANCES
Upgrade all SVS servers to a single Windows Operating system. / 8 servers remain to be upgraded. / Remaining servers will finish updating as program compatibility is upgraded for the new operating system. / IT / 5 servers upgraded.
3 remaining servers will be decommissioned in July 2017.
IT will research and present a more comprehensive backend management system capable of expanding IT’s remote capabilities. / IT has researched management systems and made their recommendation. Implementation anticipated for 2016-2017 fiscal year / IT has researched several products and will present them to management. / IT / Software has been purchased and is in the implementation phases. Completion estimated for first quarter 17-18.
SVS will create computer images for all SVS computers, which can be remotely deployed. / This goal is obtainable through the above pending goal. Implementation anticipated for 2016-2017 fiscal year / Research software capable of creating and deploying computer images. / IT / Software has been purchased and is in the implementation phases. Completion estimated for first quarter 17-18.
SVS IT will develop and implement a universal automatic time-out system for SVS employee computers. / Automatic time-out system has been developed;implementation in progress. / IT will begin researching industry standards to create the most comprehensive yet least intrusive policy we can for our computers. / IT / Goal met, computers time-out after 30 minutes without use.
Upgrade the Microsoft Exchange email software. / SVS is currently running Microsoft Exchange Server 2010.Upgrade commencement: Summer/Fall 2016. / Upgrade to Microsoft Exchange Server 2016 (expected release of fall/Winter 2015) IT hopes to purchase and deploy late first or early second quarter of 2016 / IT / Goal met. SVS upgraded the email software from the previous version to Microsoft Exchange Server 2016.
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 status:
Pasadena Relocation:
Pleasanton: Awaiting licensing
2nd San Jose: Under construction
Morgan Hill: On Hold
Arcadia: On Hold
Visalia 3rd Office: build-to-suit in progress
2nd Clovis: On Hold
Long Beach: In Escrow
Fresno Tower Expansion: Under Construction / Locate, negotiate lease or purchase, furnish and prepare facilities for licensing as needs identified by Program Management committee meetings. / DOBA / Pasadena Relocation: awaiting licensing
Pleasanton: Completed.
2nd San Jose: Final construction underway
Visalia 3rd Office: Construction almost complete
Long Beach: CUP issued, just submitted plans for permit
Fresno Tower Expansion: Final construction
Maintain all SVS facilities to the quality standards outlined in the DP 150L and 150NL Facility Evaluation form reviewing each facility at least once annually. / Business Managers Follow up on DP 150 Facility Evaluation Forms (One per month, per region) with the New Bus 108 Business Manager's Follow up of Regional Director Facility Evaluation. BM will evaluate (1) office in their region each month. / PMC minutes will reflect that each SVS facility has been evaluated at least annually, with identified needs follow up on. / DOBA, BMs / Goal met for 2016-17.

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
SVS will investigate grant opportunities. / There were no feasible RFP opportunities in the North, CV, South-South or South-North divisions this fiscal year. / Review all RFP and grant opportunity notices. / ED, AED, DORAs / Overall, SVS was awarded 3 grants from DDS HCBS to develop and hire Person Centered Planning Coordinator positions. South-North was awarded $82,496 for 2 PCPC positions, North was awarded $95,250 for 2 positions and CV was awarded$54,497 for 1 position. No grants were received in the South-South.
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
Develop one additional job option type in each region / A total of 8regions gained new job option types in 2015-16. (CV = none, North =1, South-South=5, South-North = 2) / ES’s will exchange success stories, contacts, photos and suggestions. / DOCD, ES / A total of 9 regions gained new job option types in 2015-16. (CV = 1, North = 1, South-South = 3, South-North = 4)
Develop 50 new SEP jobs (IP or Group) that meet the definition of Competitive Integrated Employment across the state. / A total of 157 new jobs were created, for CV = 40, North = 42, South-South = 52, South-North = 23. SVS has not separated it job development by SEP and CIS / Job development materials will be expanded to include new brochures and displays (extending tripods). Employer recognition events will be held. All activities will be focused on developing new jobs. / DOCD ESs. / A total of 87 new SEP jobs were created, for CV = 2, North = 22, South-South = 52, South-North = 11.
Develop 95 new CIS work experience /contracts across the state. / A total of 157 new jobs were created, for CV = 40, North = 42, South-South = 52, South-North = 23. SVS has no separated its job development by SEP and CIS / Job development materials will be expanded to include new brochures and displays (extending tripods). Employer recognition events will be held. All activities will be focused on developing new jobs. / DOCD ESs. / A total of 69 CIS new jobs were created, for CV = 25, North = 16, South-South = 9, South-North = 19.