Rhode Island DEM’s Workplan Reporting Project

1. Rhode Island DEM’s Workplan Reporting Project EPA Innovations Conference Denver, Colorado January 2006 Thomas D. Getz -Presenter Kien Harris – IT Project Development Rhode Island Department of Environmental Management 235 Promenade Street Providence RI, 02908 Thomas.getz@dem.ri.gov 401-222-4700 X 2417

2. Rhode Island DEM’s Workplan Reporting Project • In February 2005, DEM completed an evaluation to use Microsoft “Project” Software to develop a PPA tracking system. • In July 2005, RIDEM received a grant from the Environmental Council of the States (ECOS) to develop an EPA / State reporting mechanism.

3. Rhode Island DEM’s Workplan Reporting Project • Description of Project • Goals of Project • Project Development Process • Work Elements • Main Page • Reports • Database

4. Rhode Island DEM’s Workplan Reporting Project Need for the project • RIDEM and EPA are partners in operating, assessing and enforcing environmental programs in Rhode Island.

5. Rhode Island DEM’s Workplan Reporting Project • There are many information needs that need to be communicated between the Agencies.

6. Rhode Island DEM’s Workplan Reporting Project • Information requests sometimes can be anticipated planned and agreed upon………or

7. Rhode Island DEM’s Workplan Reporting Project Information requests can come at times when they are not expected; and this can cause problems.

8. Rhode Island DEM’s Workplan Reporting Project Ad hoc requests do not help morale or create a good working relationship with management who can then be unpleasantly perceived as……

9. Rhode Island DEM’s Workplan Reporting Project • The RIDEM reporting project was designed to: • Minimize the number of “ad hoc” reports generated. • Incorporate reporting as a business practice and not as a task that needs to be completed “yesterday”.

10. Rhode Island DEM’s Workplan Reporting Project Description of Reporting Project • Provides reports that show progress toward RIDEM’s Performance Partnership Agreement Goals and Objectives • Provides a simple way for offices to update the status of work plan objectives and their associated projects/activities • Provides a centralized repository for work plan status information using a database that is searchable

11. Rhode Island DEM’s Workplan Reporting Project Goals of Project • Better Reporting • Better Vertical Definition of Tasks • Increased Accountability • Increased Management Flexibility

12. Rhode Island DEM’s Workplan Reporting Project Goals of Project “Better Reporting” • Continuous update of information instead of ad hoc updates • A transparent process that shows project status • Reports that are available to managers and staff at all times

13. Rhode Island DEM’s Workplan Reporting Project Goals of Project “Better Vertical Definition of Tasks” • The work plan is a “bottom up” process starting at the program level • One set of tasks and activities that are clearly understood at all levels of RIDEM • Tasks and activities include the EPA strategic goals

14. Rhode Island DEM’s Workplan Reporting Project Goals of Project “Increased Accountability” • Tasks and activities were assigned at the program level, clarifies multi-office task assignments • All project / activities are assigned to individuals

15. Rhode Island DEM’s Workplan Reporting Project Goals of Project “Increased Management Flexibility” • Assists in reprioritization of objectives • Allows a quick determination of when / where objectives are not being met • Allows managers to make changes to get projects on track

16. Rhode Island DEM’s Workplan Reporting Project Project Development Process • Project success needed user consensus • There has to be a value added component for the organizational unit • “Carrots are tastier than clubs”

17. Rhode Island DEM’s Workplan Reporting Project Project Development Process • Contacted all DEM management levels, IT staff • Contacted Region I EPA media and PPA staff • Determined report expectations • Project workplan developed from interviews

18. Rhode Island DEM’s Workplan Reporting Project Work Elements “Main Page “ • Purpose of the main page is to collect status information on Projects/Activities • Most of the data input is based on pull-downs

19. High Level Reports Air Reports OTCA Reports Waste Reports Water Reports Workplan Reports (mouse over to see report titles, then click on the report) Welcome to DEM's Workplan Application! Instructions: - To view one of DEM's workplan reports, please click on one of the links above. - To update workplan status, login below (using your assigned workplan password): First Name: Last Name: Password: - If you are a project manager and would like to view your projects, please select your name from the list:

21. Rhode Island DEM’s Workplan Reporting Project Work Elements “Reports “ • Director Level • Bureau Level • Office / Program Level • EPA Regional Level • Administrative

22. Report Format

23. Rhode Island DEM’s Workplan Reporting Project Work Elements • Reports – Bureau Level • Status of individual projects / activities, i.e., on track, completed and behind schedule. • Combined status of projects / activities, i.e., % on track, % completed and % behind schedule. • Monthly performance indicators reporting • Summary of project / activity deliverables that will be due in the next quarter

24. Deliverable Due Next Quarter

25. Rhode Island DEM’s Workplan Reporting Project Work Elements • Reports – Program /EPA Level • Status Update by: • Goal, Objective / Strategy or Activity • Indicated Deliverable/Deliverable Due Date • Records date of update and person who updated the database • Project/Activity Status (On-track/ Complete / Behind Schedule

26. Rhode Island DEM’s Workplan Reporting Project Work Elements • Reports – Administrative Features • A missing data report that determines which activities / projects have not been updated • PPA Modification Report summary report that keeps track of changes. • An e-mail feature that would remind people that a reporting event needs to be updated • Database search capability

27. Missing Updates Report

28. Rhode Island DEM’s Workplan Reporting Project Work Elements • Database • The reports are based on information that is stored in a database • RIDEM is developing this project with internal staff • Development language is SQL • Utilizes a web form for data entry

29. Rhode Island DEM’s Workplan Reporting Project Work Elements • Database • The database is hosted in a SQL Server • Designed to associate RIDEM’s Goals with the Objectives, Strategies and Activities /Projects of individual offices. • Status reports will demonstrate progress towards Goals as well as towards Objectives. • Will have some limited search capability

30. Rhode Island DEM’s Workplan Reporting Project • Where do we go from here? • Short-term • Staff Training • Beta Module Evaluation • Long-term • Prioritization of Projects / Activities • Possible tie-in with Performance Measures and / or Environmental Indicators

31. Rhode Island DEM’s Workplan Reporting Project Summary • The project has management buy-in • The project will streamline RIDEM’s reporting system • Managers will use information to “manage” programs instead of just reporting about them • Office managers saw the process as more efficient than the existing process • Better coordination of intra-office projects

32. Rhode Island DEM’s Workplan Reporting Project Everyone is a winner in this project! • RIDEM- Increased public accountability • Management – A simple, but powerful management tool • Employees – Better understanding of how they fit into the PPA process • EPA – Better flow of PPA information

33. Rhode Island DEM’s Workplan Reporting Project EPA Innovations Conference Denver, Colorado January 2006 Thomas D. Getz – Presenter Kien Harris – IT Project Development Rhode Island Department of Environmental Management 235 Promenade Street Providence RI, 02908 Thomas.getz@dem.ri.gov 401-222-4700 X 2417