Norwalk Health Department 2013-2015 Strategic Plan Finalized March 2013
Table of Contents Content Page # 1. Executive Summary 2 2. Strategic Planning Process Flowchart 3 3. Strategic Plan Participants 4 4. Vision, Mission, and Value Statements 5 5. Goals & Strategic Priorities 6 6. Operational Plan (goals, objectives, activities, 7-16 deliverables/measures, responsibilities, and timeframes) 7. Current External Opportunities and Threats 17 8. Current Internal Strengths and Weaknesses 18 9. 2012 Weighted Balanced Scorecard Goals 19 10. Meeting Minutes 11/13/12 20-21 11. Meeting Minutes 11/20/12 22 1
Executive Summary Overview. On November 13, 2012 members of the Senior Management Team of the Norwalk Health Department and members of the Board of Health met to begin work on the 2012 strategic plan. The session began with Tim Callahan and members of the Senior Management Team providing a report on progress being made to develop the Community Health Assessment (CHA) and the associated Community Health Improvement Plan (CHIP). After this presentation and discussion Jim Fairfield-Sonn facilitated a review of the organization s Vision, which was determined to not need any changes at this time. Next, the group worked on drafting Value Statements for the Department. The session concluded with a request to the group from Tim Callahan to the participants to talk with their colleagues about potential enhancements that could be made to the draft Value Statements and what the priority Goals and Objectives should be for the coming year. On November 20, 2012 the group reconvened to continue working on the strategic plan. This session began with a review of the Minutes from the previous session and then the group shifted its attention to the discussion of ways to enhance the draft Value Statements. Based on this discussion a number of refinements were made to the draft Value Statements and the items in the Value Statements were prioritized to reflect their impact on the work of the organization. Next, the group discussed the Opportunities and Threats for the organization in the external market and identified current Strengths and Weaknesses in the organization. After this analysis, the group reviewed the Mission Statement and decided that the Mission did not need to be changed at this time. Based on the above discussion, the group went on to identify five Goals for the next year. The session concluded with the identification of new weights for the balanced scorecard financial, operational, customer satisfaction and learning/innovation goals. The Senior Management Team met on January 24, 2013 to draft objectives for each of the goals. The Project Coordinator provided a template for the strategic plan, and staff members further developed the objectives following the meeting, adding activities, timeframes, responsibilities, and deliverables/measures. The Senior Management Team met again on January 31, 2013 to further refine the plan. The Director of Health reviewed and revised the objectives with individual staff members and the Project Coordinator in February 2013. The plan was finalized in March 2013. 2
I. Strategic Planning Process Foundation Business Philosophy Values and Principles Vision External Assessment Market Segments and Opportunities Competitive Analysis Trend Analysis Internal Assessment Structure and Function Resources Strengths and Weaknesses Mission What the organization will achieve at a defined point in the future Business Goals Critical Success Factors Action Plans Department Plans Product Offerings Segment Strategies Communications Budgeting Costs Expenses Capital Requirements Review Process Follow-up reports 3
Norwalk Health Department 2013-2015 Strategic Plan Participants Theresa Argondezzi, MPH, CHES, Health Educator Gregory Burnett, Sr., Board of Health Member Tim Callahan, MPH, RS, Director of Health Tom Closter, RS, Director of Environmental Deanna D Amore, MPH, Project Coordinator Patricia DiPietro, Business Manager and Lab Technician Darleen Hoffler, RN, Leonard Nelson, MS, RS, Emergency Preparedness Coordinator Theresa Quell, Ph.D., Board of Health Member Edward Tracey, MD, Board of Health Member Facilitator: James W. Fairfield-Sonn, Ph.D. President Fairfield-Sonn Associates, LLC 4
VISION Excellence with Efficiency MISSION The Mission of the Norwalk Health Department is to prevent and control the spread of disease, promote a healthy environment, and protect the quality of life within our changing community. VALUE STATEMENTS We value our role in providing opportunities for all community members to be healthy. We value quality and incorporate public health standards and best practices into our operations. We value ethical behavior, accountability and integrity. We value customer service and operate with the goal of achieving high levels of internal and external customer satisfaction. We value our diverse community and strive to deliver our services in the best way possible. We value collaboration and partner with a variety of individuals and organizations to improve community health by sharing information, resources and ideas. 5
Norwalk Health Department Goals Goal 1: Take a Leadership Role in Implementing the Community Health Improvement Plan Strategies to Address Obesity Goal 2: Continue to Improve our Use of Technology to Make More Effective and Staff More Accountable Goal 3: Achieve Accreditation by the Public Health Accreditation Board (PHAB) Goal 4: Continue to Deliver Mandated and Core Goal 5: Establish an Agency Performance Management System, Quality Improvement System, and Workforce Development Plan Strategic Priorities Mandated and core services New technology Accreditation & systems improvement 6
Goal 1. Take a Leadership Role in Implementing the Community Health Improvement Plan Strategies to Address Obesity Objectives Activities Deliverables/ Measures Responsibility Timeframe 1.1 Convene CHA/CHIP workgroup on obesity. 1.2 Facilitate CHA/CHIP workgroup on obesity through 12/31/15. 1.3 Lead implementation of evidence-based strategies to increase opportunities for physical activity. 1.4 Lead implementation of evidence-based strategies to increase access to and consumption of healthy foods. 1.1.1 Determine co-leader by 3/15/13 CHIP Implementation Team Structure 1.1.2 Contact workgroup members to determine continued interest and request suggestions for additional members by 3/31/13 1.1.3 Formalize integration of Childhood Obesity Prevention Committee into Implementation Team by 4/30/13 1.2.1 Set Implementation Team meeting schedule by 5/31/13 1.2.2 Create, send, keep agendas and summaries for all meeting ongoing through 12/31/15 1.2.3 Update Community Board according to meeting schedule 1.3.1 Convene physical activity subcommittee(s) by 5/31/13 1.3.2 Analyze community data related to physical activity and existing assets/initiatives by 9/30/13 1.3.3 Research evidence-based strategies most relevant to community data by 9/30/13 1.3.4 Develop detailed action plan based on data, evidence, and team consensus by 9/30/13. Include action steps, timeframes, and evaluation plan Implementation Team Member list, emails CHIP Implementation Team Structure, emails Health Educator 3/13 Health Educator 3/13 Health Educator 4/13 Schedule Health Educator 5/13 Agendas, Summaries Health Educator 5/13 12/15 Meeting summaries Health Educator 5/13 12/15 Subcommittee member lists, Health Educator 5/13 meeting schedules Data reports Health Educator 6/13 9/13 Reports Health Educator 6/13 9/13 Action Plan Health Educator 7/13 9/13 1.3.5 Implement plan through 12/31/15 Reports on action plan deliverables Health Educator 9/13 12/15 1.3.6 Evaluate impact through 12/31/15 Evaluation report Health Educator 9/13 12/15 1.4.1 Convene nutrition subcommittee(s) by 5/31/13 Subcommittee member lists, Health Educator 5/13 meeting schedules 1.4.2 Analyze community data related to nutrition Data reports Health Educator 6/13 9/13 and existing assets/initiatives by 9/30/13 1.4.3 Research evidence-based strategies most Reports Health Educator 6/13 9/13 relevant to community data by 9/30/13 1.4.4 Develop detailed action plan based on data, Action Plan Health Educator 7/13 9/13 evidence, team consensus by 9/30/13 1.4.5 Implement plan through 12/31/15 Reports on action plan deliverables Health Educator 9/13 12/15 1.4.6 Evaluate impact through 12/31/15 Evaluation report Health Educator 9/13 12/15 7
Goal 2: Continue to Improve our Use of Technology to Make More Effective and Staff More Accountable Objectives Activities Deliverables/ Measures 2.1 Complete implementation of 2.1.1 Meet weekly with ABS project manager and NHD Meeting notes all ABS software modules users to complete software implementation by 6/30/13 included in the current 2.1.2 Complete implementation of customized Meeting notes contract by 6/30/13. tuberculosis program module by 4/30/13 2.1.3 Complete the development of and produce regular Meeting notes; statistical, productivity and revenue reports by 6/1/13 Report samples 2.1.4 Finalize implementation of financial capabilities Meeting notes 2.2 Identify and determine feasibility for incorporating additional features to ABS software through 6/30/15. 2.3 Make a decision on a course of action to address the environmental software dilemma by 6/30/13. 2.4 Find and utilize an alternative financial management system. (i.e. revenue collection, billing) by 5/31/13 2.2.1 Determine which programs the ABS software must interact with, present findings to ABS project manager, get feedback and report findings to Director of Health by 12/31/13 2.2.2 Incorporate barcoding and label printing to the ABS system by 8/31/13 2.3.1 Work with Garrison to complete yet to be developed functions and outstanding items on Issue Tracker. Provide a status report to the Director of Health by 3/31/13 2.3.2 Research other agency experiences with Garrison and write a summary of findings by 3/31/13 2.3.3 Report to Board of Health on findings and make a recommendation for moving forward by 4/16/13. 2.4.1 Work with Comptroller s Office to determine if Munis can accommodate the Health Department s needs and provide a written a summary of findings to the Director of Health by 6/30/13 2.4.2 If Munis can accommodate the Health Department s needs, make the transition by 1/1/14 2.4.3 If Munis cannot accommodate the Health Department s needs, find a software solution by 9/1/13 Meeting notes Emails, equipment/ software quotes and telephone conference notes Emails; meeting notes Responsibility Timeframe 1/13 6/13 1/13 4/13 1/13 6/13 1/13 5/13 3/13 12/13 Business Manager 1/13 8/13 Environmental Director 3/13 Emails Director of Health 3/13 Board of Health meeting minutes Emails, meeting notes Meeting notes; documentation from Munis Meeting notes; emails; documentation from new system Director of Health 4/13 Business Manager 3/13 6/13 Business Manager 7/13 1/14 Business Manager 7/13 9/13 8
Objectives Activities Deliverables/ Measures 2.5 Implement improvements to the credit card payment system through 1/1/15 2.6 Implement technology improvements within Emergency Preparedness Division through 6/1/15. 2.5.1 Explore the future of credit card payments with the knowledge that the technology is changing (Chip readers vs. magnetic stripe, payment processing through computer rather than terminal); Include Comptroller s office in the discussion. Ongoing though 1/1/15 2.5.2 Link processing of credit card payments into software programs (clinical, laboratory, & environmental) by 3/30/14 2.5.3 Create customer portal for online payment of fees by 1/1/14 2.5.4 Find and use a more reliable mobile credit card payment system by 6/30/13 2.6.1 Obtain a baseline for throughput at the identified mass dispensing sites with the assistance of the CDC s Real-Opt computer modeling program by 3/31/13 2.6.2a Collaborate with Connecticut State Department of Public Health (CT DPH) to evaluate the Dispense Assist program by 1/1/15 2.6.2b Compare the Dispense Assist software to the ABS Mass Dispense software and provide a summary to the Director of Health by 3/1/15. 2.6.2c If evaluation is positive: Collaborate with CT DPH and Emergency Support Function-8 (ESF-8: Public Health and Medical) Region 1 group to gauge the feasibility of securing Mass Dispense program for Mass Dispensing Areas (MDAs) 2.6.3 Learn to use the ABS Mass IZ software and incorporate it into the Health Department Mass Dispensing plan by 6/30/13 2.6.4 Train Logistics Section Chiefs and Inventory Control Team Leaders/personnel on Inventory Management System program by 3/31/13 Virtual Merchant website, Elavon website, Emails, telephone call notes Meeting notes; documentation from software Screenshots of website Emails; Meeting notes PHEP Grant Metric Sheet Responsibility Timeframe Business Manager 3/13 12/15 Business Manager 1/14 3/14 Business Manager 7/13 1/14 Business Manager 3/13 7/13 PHEP Coordinator 2/13 3/13 Meeting Notes PHEP Coordinator 2/14 12/15 Meeting Notes PHEP Coordinator 3/13 6/13 Multi-Year Training Plan and Sign-in Sheets PHEP Coordinator 3/13 9
Goal 3: Achieve Accreditation by the Public Health Accreditation Board (PHAB) Objectives Activities Deliverables/ 3.1 Finalize Community Health Improvement Plan (CHIP) by 3/15/13. 3.2 Organize preparation efforts in order to submit the application to PHAB by March 15, 2013 and upload all documentation which fully demonstrates compliance with 100% of the measures to e-phab by 6/14/13. 3.1.1 Hold action planning meetings with Core Team on 1/9/13 & 1/31/13 3.1.2 Establish timeframes and responsibilities for CHIP strategies by 3/15/13 3.1.3 Post final CHIP on Norwalk Hospital website by 3/15/13 3.2.1 Facilitate monthly Accreditation Workgroup meetings through the PHAB site visit 3.2.2 Meet with staff individually to review progress in developing and identifying documentation at least once a month 3.2.3 Gather, organize, and review all documentation submitted as examples of meeting PHAB requirements monthly 3.2.4 Update compliance scores monthly, prior to Accreditation Workgroup meetings 3.2.5 Produce monthly e-newsletter for entire staff on accreditation updates beginning on 3/22/13 3.2.6 Develop Accreditation Display Board in health department and distribute accreditation promotional materials beginning on 5/1/13 Responsibility Timeframe Measures Meeting notes Project Coordinator 1/13 Final CHIP Project Coordinator 2/13 3/13 Screenshot of Hospital website with CHIP Meeting agendas & notes Progress reports; to-do lists Project Coordinator 3/13 Project Coordinator 1/13 12/13 Project Coordinator 1/13 6/13 Progress reports Project Coordinator 1/13 6/13 PHAB Measures Scores Spreadsheet 6 Accreditation Update e-newsletters Accreditation Display Board pictures & promotional materials 3.2.7 Submit application to PHAB on 3/15/13 Confirmation email from PHAB 3.2.8 Participate in PHAB in-person training for accreditation coordinators 3.2.9 Select final examples of documentation for each measure by 6/1/13 3.2.10 Write descriptions for each measure and component parts of measures for upload to e-phab by 6/7/13 3.2.11 Upload final documentation to e-phab by 6/14/13 10 Project Coordinator 1/13 6/13 Project Coordinator & Project Assistant Project Coordinator & Project Assistant Project Coordinator & Director of Health 3/13 12/13 4/13 12/13 3/13 Training materials Project Coordinator Determined by PHAB List of final Director of Health & 5/13 6/13 documentation Project Coordinator Written descriptions Project Coordinator 5/13 6/13 Email confirmation from e-phab of upload; PHAB Measures Scores Spreadsheet Project Coordinator 6/13
Objectives Activities Deliverables/ Measures 3.3 Coordinate the PHAB site visit. 3.3.1 Schedule site visit with PHAB site visitors Site Visit Agenda; confirmation emails Responsibility Project Coordinator Timeframe Date to be determined 3.3.2 Organize site visit with staff, Board of Health, and partners 3.4 Maintain accreditation status. 3.4.1 Develop and begin to implement within 6 months a plan to meet the recommendations made in the PHAB accreditation review 3.4.2 Review and ensure meeting PHAB Standards & Measures Version 2.0 Site Visit Agenda; Site Visit Report Project Coordinator Preparations complete 2 weeks before site visit Progress reports Project Coordinator 1/14 12/15 Meeting notes; Scores for updated standards & measures 3.4.3 Submit annual progress reports to PHAB Annual Reports through e-phab Project Coordinator 1/14 12/15 Project Coordinator 1/14 12/15 11
Goal 4. Continue to Deliver Mandated and Core Objectives Activities Deliverables/ 4.1 Maintain and expand health department communications and media outreach. Measures 4.1.1 Distribute at least 24 press releases per year Press releases, press coverage 4.1.2 Complete corresponding website, Facebook, and calendar updates Update schedule, screenshots Responsibility Timeframe Health Educator 1/13 12/15 Health Educator 1/13 12/15 4.1.3 Improve department s online presence by doubling Facebook likes and developing website usage monitoring system by 12/31/14 Usability statistics Health Educator 3/13 12/14 4.1.4 Finalize and implement health department external communications plan by 9/30/14 Meeting minutes, emails Health Educator 3/13 9/13 4.2 Maintain current Health Education programming levels. 4.2.1 Deliver Fit Kids to at least 6 schools per year (including 2 sustainability schools) 4.2.2 Continue to coordinate Farmer s Market and Flu Program 4.2.3 Secure funding for and coordinate Norwalk BMI Data Project by 12/31/13 Program reports Farmer s Market flyers, press coverage, photos, flu program tally, emails BMI Data Report Health Educator, Health Education Associate Health Educator, Health Education Associate Health Educator, Health Education Associate 1/13 7/15 1/13 12/15 6/13 12/13 4.2.4 Maintain Growing Gardens, Growing Health program for at least 1 cohort per year Program reports Health Educator, Health Education Associate 4/13 12/13 4.2.5 Participate in at least 6 general outreach opportunities or programs (e.g., health fairs, parent education sessions, library partnerships) per year Health Education productivity reports Health Educator, Health Education Associate 1/13 12/15 12
Objectives Activities Deliverables/ Measures 4.3 Complete 100% of inspections mandated by law or NHD policy. 4.3.1 Hold monthly meetings with Environmental personnel to review productivity and to set and make adjustments in schedules 4.3.2 Provide scheduled inspections monthly for inspectors 4.3.3 Use monthly productivity reports from Foxpro and Digital software programs to manage staff. Responsibility Timeframe Meeting notes Environmental Director 1/13 12/15 Utilize inspection count report Spreadsheet to track monthly progress Environmental Director 1/13 12/15 Environmental Director 1/13 12/15 4.4.1 Develop two policies/procedures per year Policies/procedures Environmental Director 1/13 12/15 4.4 Meet policy guidelines to deliver core environmental services in a timely fashion. 4.5 Utilize management reports to monitor progress. 4.6 Meet 100% of all grant program requirements. 4.4.2 Conduct quarterly meetings with staff to review policies and timelines 4.4.3 Deliver training on standardization of food establishment inspections twice per year 4.5.1 Develop management report templates for Environmental Health, Preventable Diseases, Laboratory, Administrative, Health Education, and Emergency Preparedness divisions by 4/1/13 4.5.2 Provide data for management reports within 10 days of the close of the previous month 4.6.1 Create and post to the Share Drive by 3/31/13 and keep up to date a consolidated list of grants that includes report due dates 4.6.2 Meet 100% of grant program narrative and financial reporting deadlines 4.6.3 Provide periodic status reports to the Director of Health 13 Meeting agendas & notes Meeting agendas & notes Environmental Director 1/13 12/15 Environmental Director 1/13 12/15 Template Director of Health 3/13 4/13 Management reports Environmental Director,, Business Manager, Laboratory Director, Health Educator, PHEP Coordinator 6/13 12/15 Consolidated list Business Manager 2/13 3/13 Financial and program reports Business Manager, 1/13 12/15, PHEP Coordinator, Health Educator, Project Coordinator Business Manager 3/13 12/15
Objectives Activities Deliverables/ Measures 4.7.1 Process 500 GC/CT Probe specimens annually Specimen logs, ABS reports 4.7.2 Perform 450 Syphilis serology tests annually Specimen logs, ABS reports 4.7.3 Perform 200 Gram Stain Smears annually Specimen logs, ABS reports 4.7.4 Perform 100 Wet Preps annually Specimen logs, ABS 4.7 Provide laboratory support to reports Health Department clinical 4.7.5 Perform 100 OSOM Tests annually Specimen logs, ABS and environmental programs. reports 4.7.6 Process 450 HIV serology specimens annually Specimen logs, ABS reports 4.7.7 Process various single test samples as needed Specimen logs, ABS (VDRL, TP-PA, Herpes serology, Herpes culture, LF, reports Quantiferon, SBHC specimens) 4.7.8 Perform 390 beach water testing/analysis on Specimen logs, 4.8 Annually review and adjust fees charged for permits and services provided by the Health Department. 4.9 Increase by 5% travel clinic attendance by 7/1/14. 4.10 Decrease the incidence of STDs among Health Department patients by 5%. 15 Norwalk Beaches annually 4.8.1 Annually revise cost report by 3/31 and make recommendations for adjustments to fees charged based on Board of Health policy 4.9.1 Conduct customer satisfaction survey of Travel Program customers by 9/30/13 4.9.2 Identify venues for program marketing by 10/13 4.9.3 Initiate a Travel Program marketing effort by 12/13 4.10.1 Conduct customer satisfaction survey of STD clinic customers by 3/14 4.10.2 By 6/30/14 initiate a campaign to increase awareness which will lead to a reduction in the incidence of STD s DHD/FoxPro reports Cost Report; Board of Health minutes Survey results Research results Marketing plan Survey results Improvement plan; ABS reports Responsibility Lab Director, Lab Technician Lab Director, Lab Technician Lab Director, Lab Technician Lab Director, Lab Technician Lab Director, Lab Technician Lab Director, Lab Technician Lab Director, Lab Technician Lab Director, Lab Technician Business Manager & Director of Health Timeframe 1/13 12/15 1/13 12/15 1/13 12/15 1/13 12/15 1/13 12/15 1/13 12/15 1/13 12/15 1/13 12/15 3/13, 3/14, 3/15 7/13 9/13 9/13 10/13 11/13 12/13 1/14 3/14 3/14 6/14 14
Objectives Activities Deliverables/ Measures 4.11.1 Develop a base of knowledge about the Research notes Affordable Care Act and Meaningful Use and beginning on 7/1/13 provide quarterly updates to NHD Supervisors and staff 4.11 Identify the Health Department s role in the implementation of the Affordable Care Act and Meaningful Use. 4.12 Meet Public Health Emergency Preparedness grant deliverables. 4.13 Ensure that division-related policies and Standard Operating Procedures (SOP s) are aligned with current laws and regulations. 4.14 Revise the Health Annex in the Norwalk Emergency Operations Plan by 7/1/13. 4.15 Implement a program to protect Health Department occupants at a time of crisis by 1/1/14. 4.11.2 Identify opportunities for the NHD to participate in the emerging health care delivery system and pursue local alliances. On-going from 7/1/13 4.11.3 Determine whether the current clinical software has capabilities that meet meaningful use standards by 6/30/13 Research notes Conference calls with ABS Responsibility, Director of Health Timeframe 4/13 7/13 4/13 7/13 4/13 6/13 4.12.1 Develop a list of grant contract deliverables Deliverables list PHEP Coordinator 1/13 3/13 4.12.2 Provide monthly progress updates to the Director of Health through the end of the grant 4.13.1 Conduct annual fit testing for all staff by 6/30/13 4.14.1 Review and revise the existing City Emergency Response Plan Health Annex by 6/15/13 4.14.2 Meet with the City Emergency Management Director to advise him of plan revisions by 7/1/13 4.14.3 Beginning on 7/1/13, conduct semi-annual trainings with NHD staff so that they understand their role and responsibilities in the Health Annex 4.15.1 Identify a system for accounting for building occupants by 5/1/13 4.15.2 Develop standard building safety and security protocols and train building occupants by 5/1/13 4.15.3 Develop advanced building safety & security protocols and train building occupants by 1/1/14 4.15.4 Test protocols semi-annually beginning after training is completed Progress updates PHEP Coordinator 3/13 6/14 Sign-in sheets Revised plan Final plan; meeting minutes Meeting minutes; training records PHEP Coordinator & Communicable Disease Coordinator 6/13 PHEP Coordinator, 3/13 6/13 Director of Health PHEP Coordinator, 6/13 Director of Health PHEP Coordinator 7/13 12/15 Policy/procedures PHEP Coordinator 3/13 5/13 Protocols PHEP Coordinator 4/13 5/13 Protocols PHEP Coordinator 5/13 1/14 Training records; drill & exercise documents PHEP Coordinator 6/13 12/15 15
Goal 5: Establish an Agency Performance Management System, Quality Improvement System, and Workforce Development Plan Objectives Activities Deliverables/ Measures Responsibility Timeframe 5.1 Develop Performance Management System linked to Strategic Plan by 5/1/13. 5.2 Develop Written Quality Improvement Plan by 4/15/13. 5.3 Implement Quality Improvement Plan through 12/31/15. 5.4 Produce Workforce Development Plan by 5/15/13. 5.1.1 Hire consultant for assistance with performance management by 3/15/13 Contract/emails Director of Health & Project Coordinator 1/13 3/13 5.1.2 Finalize two to three objectives and measures for each Division objectives and Project Coordinator 3/13 4/13 division by 4/1/13 measures 5.1.3 Develop reporting template for monitoring progress by Reporting template Project Coordinator 3/13 4/13 4/1/13 5.1.4 Analyze and document progress toward meeting measures in Environmental Health Division and Administrative Division by 5/1/13 Reporting forms Project Coordinator 4/13 5/13 5.2.1 Research other quality improvement plans and make a 5 examples of plans Project Coordinator 3/13 recommendation to the Director of Health on a format by 4/1/13 5.2.2 Establish quality improvement governance structure by Quality Improvement Project Coordinator 3/13 4/1/13 Charter 5.2.3 Develop quality improvement plan Quality Improvement Project Coordinator 3/13 4/13 Plan 5.3.1 Identify and recruit members for Quality Improvement List of members Project Coordinator 3/13 4/13 Workgroup by 4/30/13 5.3.2 Conduct trainings for quality improvement workgroup Training materials; signin Project Coordinator 1/14 12/15 members beginning 1/1/14 sheets 5.3.3 Implement two quality improvement projects by 12/31/14 QI project documents Project Coordinator 7/13 12/14 5.3.4 Present findings to Board of Health within 30 days of project completion and staff at next quarterly meeting Meeting notes (staff, Board of Health, supervisors) Surveys & survey results; meeting notes Training needs assessment notes Spreadsheet of required trainings by staff position Workforce development plan template List of possible trainings 5.3.5 Continue to foster a QI culture by conducting at least 2 QI projects every year and identifying ways to promote QI 5.4.1 Produce report summarizing staff training needs assessment conducted on 12/18/12 by 2/28/13 5.4.2 Gather information on required trainings for each staff position (licensure, certifications, etc.) by 1/31/13 5.4.3 Develop template for workforce development plan by 2/28/13 5.4.4 Identify in-person and webinar trainings for staff in the areas of communications & cultural competency by 4/15/13 5.4.5 Develop workforce development plan by 5/15/13 Final workforce development plan Project Coordinator 1/14 12/14 Project Coordinator 1/15 12/15 Project Coordinator 2/13 Project Coordinator 1/13 & Project Assistant Project Coordinator 2/13 Project Coordinator & Project Assistant Project Coordinator & Project Assistant 1/13 4/13 3/13 5/13 16
External Assessment Opportunities and Threats Opportunities Health Care Reform Increased interest in prevention and wellness Regional collaboration possibilities might increase Hospitals are becoming more truly interested in community health Accreditation Chance to shine We can achieve it Changing demographics and economics We will be serving more individuals Needs are changing as seen recently at the Shelter Individuals will have more medical needs Threats Health Care Reform Private sector providers will be interested in getting into certain areas Sequestered funds at the federal and state levels Increased competition among Community Health Centers Accreditation Accreditation will lead to closer review and potentially more critique Higher expectations Increased transparency Justified expectation that we are different Adequate funding to provide more services 17
Internal Assessment Strengths and Weaknesses Strengths New technology Clinical upgrade Leader in the pursuit of Accreditation Sets the stage for more innovation & grants Staff effort in the CHA and CHIP process Director and Staff Some strong niche services Very engaged Board of Health Work on Childhood Obesity Lighthouse Program Recognition from Community and Residents Meeting Mandates Inspections Emergency Preparedness Department works effectively with other Towns in the Region Department s general openness to innovation Greater visibility More requests to participate in projects Learning better ways to do work Renovation of Facilities Improved image of the organization Collaboration among the staff Open to asking for assistance Not intimidated by the talents of others Collaboration with the City of Norwalk Common Council s positive views of the Department Work with Student Interns Weaknesses New technology Environmental software Need better communication across Divisions Staff is getting smaller, but there is more work to do Time to pursue grants Funding for Staff Loss of funding for some programs HIV and WIC Lack of resources to match requests Not enough Student Interns Help is useful with extra work 18
2012 Balanced Scorecard Weights Customer Satisfaction (10%) Financial (30%) Learning & Innovation (30%) Operational (30%) 2012 Balanced Scorecard Weights and Activities Financial 30% Operational 30% Customer Satisfaction 10% Learning and Innovation 30% Continue seeking grants Enhance case management across the organization Deliver mandated and core services Enhance the performance management system Conduct surveys Flu Program Travel Clinic Pursue PHAB Accreditation Introduce new technology 19
Location: Norwalk Health Department Norwalk, CT Date: Tuesday November 13, 2012 Time: 4:00 PM 6:30 PM Norwalk Health Department 2012 Strategic Planning Session Meeting Notes Participants: Theresa Argondezzi, Health Educator, Gregory Burnett, Sr., Board of Health Member, Tim Callahan, Director of Health, Tom Closter, Director of Environmental, Deanna D Amore, Project Coordinator, Pat DiPietro, Business Manager and Lab Tech, Darleen Hoffler,, Len Nelson, Emergency Preparedness Coordinator, Edward Tracey, MD, Board of Health Member 1. The meeting began with words of welcome by Tim Callahan and a review by Tim and Members of the Senior Management Team on the progress being made on the Community Health Assessment (CHA) and the associated Community Health Improvement Plan (CHIP) (see attached PowerPoint presentations). 2. After the above review, Jim Fairfield-Sonn provided an overview of the process that will be used in this year s strategic planning process. Specifically, in light of the information provided in the CHA and the CHIP, this year s formal strategic planning effort will begin with a review of the current Vision Statement to see if it needs to be updated. Next, value statements will be developed for the Department. Then, an external assessment will be conducted to identify current threats and opportunities in the environment. This review will be followed by an internal assessment of the organization s current strengths and weakness. After these reviews, the mission statement will be reviewed for possible refinements. The planning sessions will conclude with the identification of key goals and objectives for the coming year and the establishment of a new set of balanced scorecard goals. 3. Following the above review and comments, the group discussed the current organizational Vision Statement to see if any refinements were necessary at this time. After some discussion, the consensus opinion was that the vision statement did not need to be changed. 4. Next, the group turned its attention to the development of draft Value Statements. This discussion led to the identification of six values that the Department is currently committed to using to make decisions and deliver services (see Exhibit 1). 5. The session concluded with a request from Tim for the participants to review the draft Value Statements with their colleagues between now and the next meeting to identify ways that it might be enhanced as well as to think about what the priority Goals and Objectives should be for the next two years. 20
Exhibit 1 Draft Value Statements Collaboration: We partner with a variety of individuals and organizations to improve community health by sharing information, resources and ideas. Customer-Focused: We serve all internal and external customers with the goal of achieving high levels of satisfaction. Diversity: We embrace our diverse community and deliver our services in a competent way. Enrichment/Empowerment/Health Equity: We strive to provide opportunities to allow individuals to be healthy. Ethics: We operate in a manner that fosters high levels of accountability and integrity. Quality: We provide quality services by incorporating industry standards and best practices into everything we do. 21
Location: Norwalk Health Department Norwalk, CT Date: Tuesday November 20, 2012 Time: 4:30 PM 6:30 PM Norwalk Health Department 2012 Strategic Planning Session Meeting Notes Participants: Theresa Argondezzi, Health Educator, Gregory Burnett, Sr., Board of Health Member, Tim Callahan, Director of Health, Tom Closter, Director of Environmental, Deanna D Amore, Project Coordinator, Pat DiPietro, Business Manager and Lab Tech, Darleen Hoffler,, Len Nelson, Emergency Preparedness Coordinator, Theresa Quell, PhD., Board of Health Member, Edward Tracey, MD, Board of Health Member 1. The meeting began with words of welcome by Tim Callahan and a review of the Minutes from the November 13, 2012 Meeting. 2. After the above review, the group turned its attention to a discussion of the draft Value Statements. Based on this discussion, a number of refinements were made to the wording of the Value Statements and the items within the Value Statements were reordered to reflect their priority for the work of the organization. 3. Next, the group turned its attention to the identification of current opportunities and threats in the external market and then to the identification of current strengths and weaknesses within the organization. 4. Based on the above analysis, the group carefully reviewed the current Mission Statement (shown below) and after thoughtful discussion, it was decided that the Mission Statement should remain unchanged at this time. 5. With the Vision, Values, external assessment, internal assessment and Mission in mind, the group next developed a list of Goals for the next year with the recognition that they would continue to meet to develop the objectives, activities, and timeframes. 6. The session concluded with the establishment of new Balanced Scorecard weights for the coming year. 22