State Wide Managers’ Meeting-May 11, 2015 Sandy Williams Barbara Burkett

 Review: Budget Process to Be Adopted July 2015  Discussion: Current Budget Authorization Methods-Experience of Managers:  Assess : Current Status of Reports and Methodology  Review of Available Tools  Demonstration: Using AWARE to Evaluate Data at the Counselor, Client Level  Determine Training Needs  Assignment: Dissemination of Information Presented Today to Your Counselors  Assignment: We Need You To Report Back to Us Via Survey  Demonstration of DocFinity

 Team approach  Assess mid month to determine if service can be delayed without detriment to client  Recycle money remaining to other clients/caseloads  Counselors use planning days for budget review.  Pull back money and redistribute  Every 3 rd Monday review existing budget and make sure priorities are met.

 What Tools Are You Currently Using?  -ESO Vendor Report was helpful in last NOVA ESO meeting. They are focusing on improving unsuccessful closures.  Expenditure Report  Any Additional Needs?  Can you add productivity measure to expenditure report?  Can you give us a report of how much money is remaining not just how much spent  Getting counselors to know actual costs of services  Counselors need to take ownership of caseloads  Do You or Your Staff Need Training on These Reports?  Budget training for counselors  Data hub training for counselors

  Regional Directors’ Expenditure Report  ESO Vendor Score Card  Where Are Your Clients

 Location is  Posted by the 25 th of the month  Expenditures by state fiscal year for region, office and counselor

 DATA HUB - Program Expenditures by Category

 Location:  Annual Report  Can be useful in determining which vendor to choose for clients.

 DATA HUB - ESO Vendor Report Card

 GOALS FOR CONTENT MANAGEMENT/SCANNING PROTOCOL PROJECT 1.Uniform File Naming Standards 2.Centralize storage location 3.Batch Scanning 4.Electronic Upload 5.PDF splitting of electronically received documents 6.Easy retrieval for all DRS/DARS Policy/WWRC staff

 DRAFT - DOCFINITY TIME TABLE 1.June 15 – 19 – small staff pilot (estimated – may be push 2 weeks) 2.July – entire office pilot 3.Early August – Pilot results meeting with Maywill staff/key POC 4.Eastern Implementation – 1 st week of September 5.Southwest implementation – 3 rd week of September 6.Central implementation – 2 nd week of October 7.Northern – 4 th week of October 8.Nov/Dec – additional training/troubleshooting 9.End of 2015 – full implementation deadline