Operations report August 12, 216 1
HFSC at a glance: 216 compared to 215 Total Average TAT Requests Received Total Average Process Time 5% 33% 39% Total average TAT include all sections averaged from the start of the calendar year to present measuring the turn around time from the request by the agency to report. In CY 15 the TAT was 19 days on average and 54 days in CY16. Requests received is the total of all requests received in the Calendar year. In CY15 this was 15,7 in CY 16, 21,. Total average process time approximates the time from when the laboratory starts processing to reporting. In CY 15 the average process time was 28 days, CY 16 was 17 days 2
24 Months 57% in Avg TOTAL Turnaround time 57% in backlogged requests 61% in Avg PROCESS Turnaround time 58% in WAIT gap Requests 14, 12, 1, 8, 6, 4, 2, "Backlog" Avg TOTAL TAT Avg PROCESS TAT Avg PROCESS TAT 16 14 12 1 8 6 4 2 Days 3
Requests received 5 45 4 35 3 25 2 15 1 5 Total requests received 15 % increase across the FY 16 14 12 1 8 6 4 2 Total AVERAGE Turnaround time (days) 4
New LIMS coming Qualtrax installed, onsite training completed for main users Selected JusticeTrax as the Selected Respondent Contract negotiations are proceeding. Target goal of September 1 for an executable contract Project Manager is hired and on board. Pedro Ferreria Experienced Project Manager (PMP - certified) Master Black Belt in Lean Six Sigma (Purdue University) PhD (Pontifical Catholic University of Parana) in Performance Measurement and Improvement 5
Work Ready to Work Increase visibility of remediation of incoming work Rejection rates Requests that are fundamentally flawed and regardless the quality of lab work would still be flawed Question of identity Inappropriate sample Remediation rates Requests that need something additional to be ready to work or need some additional input for us to be able to complete 6
Overall rework before working estimate (Rejection + Remediation)/requests received 3,13 requests received in ~45 requests required some kind of rework in 15%-25% of requests in total needed some remediation in 7
Client Services/Case Management () Requests for Records (by section) CS/CM Labor distribution (compilation of record requests) Correct & Rejected Requests ~8% Remediation Rate Biology CS/CM Controlled Substances Toxicology Biology CS/CM Controlled Substances Toxicology Total Correct Requests Wrong addressee Duplicate Request Does not pertain CS/CM requests include- ALR's, Chapter 64 requests and Discovery Orders where the cases have been rejected and never analyzed- those wouldn't go to the analyst since they were never involved 132 total requests received. 8
Explanation of graphs 14 12 1 8 6 4 2 Requests Requests for a given type of analysis or examination Days 3 25 2 15 1 5 Average total TAT Target TAT Turnaround time (TAT) from agency request to reporting Completed Received ASSIGN TAT REQUEST TAT Turnaround time from assignment in lab or process time 9
Controlled substances 14 12 1 8 6 4 2 Requests Days 3 25 2 15 1 5 Average total TAT Aug Sept Oct Nov Dec Jan Feb Mar Apr Completed Received ASSIGN TAT REQUEST TAT Hired two new analysts.5% of requests require commenting about issues in the submitted evidence. Very rare to reject. 1
Firearms IBIS requests Firearms examination requests Average FA exam TAT 7 6 5 4 3 2 1 August September October November December January February March Completed Admin Closed Received 9 8 7 6 5 4 3 2 1 August September October November December January February March Completed Administrative close Received Days 12 1 8 6 4 2 Sep Oct Nov Dec Jan Feb Mar Apr Jun Jul ASSIGN TAT REQUEST TAT 38 of 474 requests administratively closed. ~1% remediation rate. 11
Firearms March Large (1 s + items) gang related cases, several multi discipline cases that FA receives last 12
Biology SAK Requests Average total TAT 35 3 3 25 25 2 2 15 1 Days 15 1 5 5 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr Jun Completed Requests Aug Sept Oct Nov Dec Jan Feb Mar Apr ASSIGN TAT REQUEST TAT Hired 5 contract technicians ~1% of requests require some remediation. Very rare to reject. 13
Biology 25 2 15 1 5 Screening Received Average total TAT Completed Requests Days 14 12 1 8 6 4 2 Almost all (~99%) of screening requests require remediation. Aug Sept Oct Nov Dec Jan Feb Mar ASSIGN TAT REQUEST TAT 14
8 Non SAK Screening requests 7 6 5 4 3 2 1 Received >3 days <3 days Reports issued 15
Biology DNA Requests Average total TAT 25 2 15 1 5 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr Jul Days 35 3 25 2 15 1 5 Completed Requests Aug Sept Oct Nov ASSIGN TAT Dec Jan Feb Mar REQUEST TAT Very rare to remediate DNA requests. Most DNA requests stem from screening requests, so most issues are resolved by this stage. 16
Non SAK DNA requests 14 12 1 8 6 4 2 Oct-15 Jul-16 Wk 1: 6/24-7/1 Wk 2: 7/2-7/8 Wk 3: 7/9-7/15 Wk 4: 7/16-7/22 Wk 5: 7/23-7/29 Wk 6: 7/3-8/5 Wk 7 Wk 8 Wk 9 Wk 1 Wk 11 Wk 12 Wk 13 Wk 14 Wk 15 Wk 16 Wk 17 Wk 18 Wk 19 Wk 2 Wk 21 Wk 22 Wk 23 Wk 24 Wk 25 Wk 26 Wk 27 Wk 28 Received >3 days <3 days Reports issued 17
Toxicology: Alcohol 6 5 4 3 2 1 Requests completed August September October November December January February March Completed Received Days 1 8 6 4 2 Average total TAT Aug Sept Oct Nov Dec Jan Feb Mar ASSIGN TAT REQUEST TAT 18
Toxicology: Additional drug testing Requests completed Average total TAT 2 15 1 5 August September October November December January February March Completed Received Days 35 3 25 2 15 1 5 Aug Sept Oct Nov Dec Jan Feb Mar ASSIGN TAT REQUEST TAT 19
Toxicology: Other issues New collection kit in use TFSC voted unanimously for no further action on the anonymous claim Agreement with Sciex for collaboration on LCQTOF Continued outsource challenges Number rejected 14 12 1 8 6 4 2 Total Rejected cases and % rejected 6 5 4 3 2 1 % REJECTED Rejected % Rejected Rejections were not calculated for and due to no accessioning 2
Latents 5 4 3 2 1 Comparison requests August September October November December January February March 12 1 8 6 4 2 Processing requests August September October November December January February March Days 2 15 1 5 Average total TAT Completed Received Completed Received Aug Sept Oct Nov Dec Jan Feb Mar ASSIGN TAT REQUEST TAT Move to Fannin. ~15-2% of requests require some kind of remediation. Greater implementation of investigative lead reports County AFIS connection progress 21
Digital 8 CSU 7 6 5 4 3 2 1 August September Requests completed October November December Completed January February March Received Digital/AV Days Trace 2 15 1 5 Average total TAT Aug Sept Oct Nov Dec Jan Feb Mar Assign TAT Request TAT 5 new staff in DME in the next month 22
A/V CSU Digital/AV Trace 1 2 3 4 5 6 7 August September October November December January February March Requests completed Completed Received 5 1 15 2 Aug Sept Oct Nov Dec Jan Feb Mar Days Average total TAT ASSIGN TAT REQUEST TAT 23
CSU Consultant report completed and made available Using this report to develop a 6-12 month plan to address improvements Karen Green on board for 3 months to increase capacity for addressing improvements Posted and recruiting a Deputy Director and Supervisor positions Trace 24
Facility 25 th floor supply room complete RFID pilot Common supply CSU supplies 25 th floor CSU / Latent move 26 th floor changes, dependent on Sufficient power Sufficient venting Sufficient cooling
Safety and Security Manuals Security Manual to issue Monday August 15 th Safety Manual to issue September 1st 26
Lean Six Sigma project (BIOLOGY) 8/31 DEFINE TOLLGATE 1/21 MEASURETOLLGATE 12/8 ANALYZE TOLLGATE 3/23 IMPROVE TOLLGATE 6/14-6/16 GREEN BELT EXAM, PROJECT CERTIFICATION, GREEN BELT ENGINEER CERTIFICATIONS 7/11-8/1 PRE-DEFINE PHASE 8/8-8/31 DEFINE PHASE 9/1-1/2 MEASURE PHASE 1/24-12/7 ANALYZE PHASE 12/19-3/22 IMPROVE PHASE 3/24-6/14 CONTROL PHASE 8/1-8/5 WEEK 1 GREEN BELT TRAINING 12/9-12/16 WEEK 2 GREEN BELT TRAINING 1/23-1/27 JMP TRAINING 8/1 9/1 1/1 11/1 12/1 1/1 2/1 3/1 4/1 5/1 6/1 7/11/216 6/16/217 27