Bureau/Division Director’s Meeting
April 13,
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, April 13, 2005.
- Arthur
Davis explained the ELT Agenda that the Curriculum group is working on to
help with the transition out of dependency on consultants. Each ELT meeting will have a definite
focus with the April 26 Agenda focusing on managing projects.
- The
Agenda also features Dick Thompson, Director of BIS, in a
participant-haring presentation on the State Consolidation.
- There
is no ELT meeting scheduled for May.
- A
proposal to have a day and a half in -depth training session on Lean
Government is being written to present to the Commissioner next week. The tentative dates are June 13 and
14. The ELT and ELT Phase II groups
will be invited.
- At the
end of each ELT meeting, a preview of the next meeting will be presented.
- Service
Level Agreements need to be in place before OIP is transferred to DAFS.
Jane will meet next week with Bureau Directors and Dennis Corliss to
discuss issues surrounding the proposed Bureau of Finance and
Administration.
- There
is no close-out process in place right now.
- After
it is announced at the April 26 ELT meeting, a formal project review will
be part of the BTC Agenda each week to discuss action items dependent on
OIP.
- Need
to come to agreement on the mail room services. Jane will plan a meeting on the issue.
- A
discussion was held on what VSM Teams can expect after they present to the
Steering Committee.
- The
Bureau/Division Directors need to be in the loop on all changes and to
discuss the domino effect on all other DOL entities. The authority to implement rests with
the Bureau/Division Directors.
- Nothing
should be presented to the Steering Committee without the knowledge of the
Bureau/Division Director.
- Sponsors’
roles need to be reviewed and Sponsors will need to do an Implementation
Plan.
- Jane
will meet with Arthur, John Dorrer, Jill Duson, Larinda
Meade on implementation.
- The
weeks VSM presentation was on the Distribution of Publications, both
internally and externally. Team
members, Dale Kilian, Linda Roy, Suzanne Thivierge, Brenda Evans and Nancy
Curran and caucus member, Bob Arbour, were in attendance.
- Findings
of the current state included much duplication throughout the Department
and in every aspect from actual publications to the client
recipient. Literally, the right
hand does not know what the left hand is doing.
- Marketing
is not being utilized.
- In
the future state, there will be a master data base which will be updated
by one person, set up by types of customers.
- There
will be one central distribution center.
- Every
employee will know what other employees do.
- An
increasing number of publications will be accessed on-line, reducing
large mailing costs. Adam Fisher
will work to provide links on the web to different publications.
- Storage
of hard copy publications will be reduced.
- Other
options for storage will be looked at.
- John
Rioux recommended the Gen II system used by BLS for employer database.
- John
Doorer recommended the Team have Realize Maine
as a caucus group. This is a group
of young people who have a futuristic vision of Maine. These are the people who will one day
be on the Maine Jobs Council and the Workforce Cabinet.
- The
two priority recommendations, a common database and centralized
distribution, would result in reduced costs, improved customer service
and a stronger organization.
- The
VSM Team would like to see an action plan from the Steering Committee.
- Jane
will report the recommendations of the Steering Committee to John Dorrer
- The
review will be an Agenda item at the next meeting.
- There
will also be a review and recommendations on the last three presentations.
