THE OFFICE OF THE TEXAS STATE CHEMIST A Balanced Scorecard Application

OUTLINE  The OTSC Story  Executive Summary  Building the Balanced Scorecard  Perspective Definitions  Strategy Mapping  Objective Definitions  Measure Details  Conclusions

TELLING the OTSC STORY  Mission  To protect consumers and enhance agribusiness through its feed and fertilizer regulatory compliance program, surveillance and monitoring of animal-human health and environmental hazards, and preparedness planning.  Regulates 20 million tons of feed & fertilizer distributed in TX  $6 billion industry with 4000 licensed firms in the US & abroad

TELLING the OTSC STORY  51 employees  Feed & Fertilizer Control Service: 14 field investigators, Customer Service, IT, Accounting  Agricultural Analytical Service: 21 lab technicians & researchers, Lab Manager  Advisory & Executive Committee  16 members of private companies & associations  Annual Budget Review

TELLING the OTSC STORY Sample Collected Information Entered Sample Shipped Sample Prepped Lab Analysis Results Sent to Manufacturer Goal: 5-10 days Current: days Goal: 48 hrs post-analysis Results online after analysis Manager Approval Technician Assigned Manager Approval

EXECUTIVE SUMMARY FOR OTSC  Mission Clarification  Shared understanding of overall organizational goals  Alignment of departmental goals  Focused Strategic Plan  Use of strategy map  Proactive  Goal Setting

BUILDING the BALANCED SCORECARD  Overview  The Balanced Scorecard is a management tool used to describe the organization and translate its strategy into actionable performance measures that help the organization achieve the mission *.  The Balanced Scorecard has 5 perspectives: Mission, Customer Focus, Internal Processes, Knowledge & Data and Financial. The organization develops objectives within each perspective. * Poister, Theodore H. & Gregory Streib Elements of Strategic Planningand Management in Municipal Government: Status after Two Decades. Public Administration Review 65 (1):

BUILDING the BALANCED SCORECARD MISSION CUSTOMER FOCUS INTERNAL PROCESSES KNOWLEDGE & DATA FINANCIAL The Balanced Scorecard describes cause & effect relationships. Management can figure things out & take action.

STRATEGY MAPPING  A strategy map provides a logical, comprehensive, and simple way of communicating organizational strategy to all employees and any advisory board.  Process helps develop objectives within the 5 perspectives and shows the cause & effect relationships.

STRATEGY MAPPING Financial Increase grants and contracts' revenue Knowledge & Data Internal Processes Customer Focus Mission Increase skilled & qualified lab employees Increase efficiency in the samples testing process Provide accurate and timey lab results to customers Enforce compliance measures to protect consumers To protect consumers and enhance agribusiness through its feed and fertilizer regulatory compliance program, surveillance and monitoring of animal-human health and environmental hazards, and preparedness planning.

INTERNAL PROCESS OBJECTIVE  Increase efficiency in sample testing process.  Integrate activities of each group  Conduct a workflow process analysis

INTERNAL PROCESS MEASURE  Measure:Average number of days between the day the prep lab receives the samples and the results for routine violative samples are sent out to customers.  Target:≤12 days.  Who:The Director.  How:Average computing based on data entered by field staff in computer system (ALFRIMS)  When:Quarterly data gathering from ALFRIMS’ time tracker system by Associate Director. Reviewed by Director who will share results with the organization quarterly.  Actual:Data not tracked.  Performance Ranges for Actual Results:  Green: ≤12 days  Amber: 13 to 15 days  Red: ≥ 16 days

CONCLUSION  Mission Clarification (staff & advisory board)  Balanced scorecard & Strategy Map  Goal Setting Team Leaders  Proactive Lab Manager  Increase communication between departments

Ghana Food & Drugs Board Visit  Goals:  Whether/how policies are implemented and the impact at the ground level  Assess structure of Ghanaian feed industry & their needs  Possible opportunities for collaboration in educational outreach in feed science & research