Bureau/Division Director’s Meeting

February 2, 2005

Commissioner’s Conference Room

                                                                        

 

The following are points of interest that were discussed at the Bend the Curve portion of the Bureau/Division Director’s meeting on Wednesday, February 2, 2005:

 

·        The names of employees who have not been contacted by an ELT member to discuss BTC will be reviewed and assigned at the next meeting.

·        Members of the Empowerment and Decision VSM team did a presentation for the Bureau/Division Directors on “Building a Framework for the Future.” 

o         Some decision-making needs to be moved from the top to the front-line staff. 

o       Decisions need to be made as close to the customer as possible.

o       A pilot of the B9 Waivers will be VSM’d with a focus on Green Slips, with participants from BES, BUC and BRS. 

o       The Empowerment and Decision Making Team was asked to present to the ELT at their February meeting. 

o       They will also present at the BTC Fair being held on February 3. 

o       The presentation will be put on the Web site.

·        How to celebrate success is always an issue.  A suggestion was to employ the “One Minute Manager,” whereby Mangers pick one thing each day that is being done well and recognize it.

·        The BTC Steering Committee has a challenge to buy into recommendations from the field.

·        Jane listed the different options available to plan a redesign. 

o       Most Directors favor the Conference Model discussed last week.

o       The final decision will be based on money constraints. 

o       Arthur will do a budget presentation on February 16.

·        If the decision is to go forward, there is concern about time constraints during the Legislature session, but the recommendation is to go forward as soon as possible.

o       Cannot initiate recommendations without a redesign structure.

·        Arthur will request Susan Gallant to offer a proposal on what the Conference Model will include and the cost.

·        Need to keep Legislators apprised of what we are doing with BTC.

·        Legislators will be invited to participate it the Redesign process.

·        There will be bi-weekly reports on where we are in the process, how services are being improved and on the savings realized.

·        When Directors miss meetings, their designees are requested to provide them with any handouts that are presented.

·        The facilitator training has been completed with a number of facilitators from DOL and DHHS now available to us.  They have started the certification process, which includes going out in pairs to facilitate and being observed by certified facilitators.  They plan to have monthly meetings to stay connected. 

·        Phase II of the BTC Projects will be discussed at the February 9, meeting. 

·        Sponsors and VSM Managers will meet on March 3, 2005 to Charter new Projects.

·        New Teams will meet on March 24 and 25 to begin the VSM process.

·        Focus will be on Projects that will realize real savings.

·        Facilitators will meet with Sponsor and Managers before the March meetings.