1. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 1 Office Flow and Standard Operating Procedures

2. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 2 You Decide!  Who is going to move mail ?  Who is going to log in Activities ?  Who is going to log Details, References, Decisions ?  Who is going to log Events ?  Who is going to scan ? Scan what ?  Who is going to perform QA/QC ?  Who is going to carry on when / after you’re gone ? Office Flow and Standard Operating Procedures

3. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 3 Your office has decided…. Administrative Support Staff is going to play the major role of moving mail, and logging in data. Here are some helpful office flow tips! Office Flow and Standard Operating Procedures Office Flow / SOP Model #1

4. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 4 Office uses some sort of paper “buckslip” passed between Administrative Staff and Biologists. Office Flow and Standard Operating Procedures Office Flow / SOP Model #1 Example

5. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 5  Letter/Fax arrives at the Office:  Determine if it is a TAILS Activity.  Determine if it’s already in TAILS or not.  Scan and file incoming letter.  Provide on Buckslip: Title, Lead Agency, Start Date, Associated scanned document path / file name and anything else that can be quickly deciphered from inbound.  Put Buckslip into a folder.  Pass folder on to Supervisor. Office Flow and Standard Operating Procedures Office Flow / SOP Model #1 (Section 7, Fed Act, Contam Act) Administrative Support Staff:

6. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 6  Designate the Lead Staff and Service response (e.g., Consultation Type: Formal, Informal, Species List)  Complete Supervisor’s slip (or section of buckslip) Example File Number ___________________________New________ Existing________ Project Title: ______________________________________________________ Lead Staff Assigned:____________________ Activity Type:_______________ Lead Action Agency_____________ Proposed Critical Habitat  Associated Fire Activity  (Use  to indicate) Species: __________________________________________________________ Affected___________________________________________________________ Due Date:________________ Office Flow and Standard Operating Procedures Supervisors: Office Flow / SOP Model #1 Administrative Support Staff:  Enter Supervisor’s slip information into TAILS

7. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 7  Determine all other appropriate information  Fill out buckslip with appropriate information  Pass folder with completed buckslip back to Administrative Support Staff for entry in TAILS Office Flow and Standard Operating Procedures Staff / Biologists: Office Flow / SOP Model #1

8. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 8  Enter remaining data into TAILS based on buckslip information.  Perform Office Quality Control / Quality Assurance procedures (including ‘Missing Required Data’ review).  Scan cover page of outgoing document(s) & buckslip and combine w/ inbound image.  Place scanned documents into folder.  Print Activity (from TAILS) and add to folder.  File folder. Office Flow and Standard Operating Procedures Administrative Support Staff: Office Flow / SOP Model #1 Find a image software that best suits your office needs (Paperport is cheap, and it has.pdf capabilities). Full Acrobat is another option

9. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 9 Office Flow and Standard Operating Procedures Office Flow / SOP Model #1

10. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 10 Your office has decided… Biologists and their Supervisors will be responsible for inputting their own data logging Office Flow and Standard Operating Procedures Office Flow / SOP Model #2 Here are some helpful office flow tips!

11. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 11  Letter/Fax arrives at the Office:  Determine if it is a TAILS Activity.  Determine if it’s already in TAILS or not.  Scan and file incoming letter.  Inform Supervisor and/or appropriate Staff (telephone, e-mail, or folder with mini buckslip). Office Flow and Standard Operating Procedures (Section 7, Fed Act, Contam Act) Administrative Support Staff: Office Flow / SOP Model #2

12. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 12  Enter data into TAILS based on inbound letter/fax as well as data regarding Service response.  Perform Office Quality Control / Quality Assurance procedures (including ‘Missing Required Data’ review). Office Flow and Standard Operating Procedures Office Flow / SOP Model #2 Staff / Biologists:  Prepare response documents  Scan cover page of outgoing document(s).  File documents Administrative Support Staff: Supervisors:  Close Out response (enter Conclusion Date, QA/QC)

13. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 13 Office Flow and Standard Operating Procedures Office Flow / SOP Model #2 Admin Support Staff Biologists TAILS Supervisor TAILS Office Flow Model#2 Incoming Mail TAILS D u p li c a t e A s s i g n m e n t Records Manager QA/QC Finalize Log Events Detail,Contacts,Location, Biological Conclusion,Update Hours,and Mitigation Tabs Supervisors Log Core Information Consultation Title, Consultation Type, Staff Lead,Start Date Admin Staff Editing “Missing Required Data” report M i s s i n g R e q u i r e d D a t a F o u n d Missing Required Data Completed Changes QA/QC Retention schedule File Cabinet

14. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 14 Office Flow and Standard Operating Procedures Office Flow / SOPs  Use what works best for your Office  Make sure it flows and doesn’t clog  Make sure you get what YOU need out of it  Take appropriate parts from Model #1, Model #2, Others  Try more than one for awhile and evaluate  KISS ME Keep it Simple Silly, and have Meaningful Evaluation

15. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 15  Make sure you have a QA/QC Procedure / System in place  Enforce it !  Designate a specific QA/QC person for your office  Have someone other than the person entering in data check for errors.  Include review of logged data against original data  Review the ‘Validation’ Reports –Missing Required Data and Chronology Errors  Run reports quarterly, monthly, or even weekly to see what has been logged in and what still needs to be closed out.  ALWAYS check for errors. Office Flow and Standard Operating Procedures Quality Assurance / Quality Control

16. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 16  Work with Management Design SOPs with the future in mind Have Managements buy-in to ensure that everyone is “On the Same Page” Ask questions like “Are we meeting our GRPA goals?”  Work with IT Department Electronic File storage is meeting offices needs Easy retrieval of electronic files (name them so everyone can recognize what they are) Keep ONE copy, take advantage of ECOS DDL  Keep SOPs updated of any changes Office Flow and Standard Operating Procedures Standard Operating Procedures Digital Document Library

17. TAILS Phase 3 TAILSTAILS racking ntegrated ogging ystem nd 17 You Decide! Office Flow and Standard Operating Procedures