Governing for Results 13 - Washington State Digital Archives

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Department of General Administration Mail Hygiene Save Bucks More than 250 pieces of General Administration’s (GA’s) outgoing mail were rejected by the Optical Character Reader/Bar Code Reader (OCR/BCR) each day at Consolidated Mail Services (CMS). Each piece of rejected mail costs an additional $.05. After studying the problem, it became apparent that agency employees were not aware of the correct standards (hygiene) for addressing envelopes. A team of experts from CMS and GA employees was created to provide education on the correct standards to address envelopes. Team members developed a process to train staff responsible for outgoing mail. After the training crusade, the rejection rate dropped from 31% to 12%. GA continues to explore ways to reduce rejection rates. Results ★ Saved $204 per year by reducing the number of pieces of mail rejected. ★ Saved 52 CMS staff hours by reducing the number of pieces of mail rejected. ★ Staff was trained in the proper mail hygiene for addressing outgoing mail. Team Name: Mail Rejection Breakthrough Strategy Team Team Members: Steven Braley, Judy Brian, Barbara Conophy, Shanna Dell, Marcia Horovitz, Shawndra Michell, Bjarne Nilssen, Sally Schlesinger, Sothy Uon CONTACT: Bjarne Nilssen, (360) 664-9619 39
Department of Health Web-Based Nursing Publications The Nursing Commission engaged the US Postal Service to periodically distribute documents and notices to a variety of mailing lists. That process was both costly and time-consuming. The documents and notices are now posted on the Internet. Standardized e-mails or postcards are sent to the appropriate recipients, alerting them to the Internet posting. This change provides the information more quickly and to a broader audience. The electronic format allows the available data to be sorted in a variety of ways, making it more valuable to the potential users. These changes allow the department to better serve the community by providing appropriate, timely information to a variety of constituents. Results ★ Send 95% of Nursing Agenda notices (300+) through e-mail distribution list. ★ Publish 85-page Nursing Disciplinary Summary on the Internet. Send notification three times per year to 1,100 licensees. ★ Publish Nursing Newsletter on the Internet. Send reminder postcards semiannually to nursing licensees. Printed Newsletters are available on request. ★ The information and available data is more usable. It can be accessed as needed, and sorted in a variety of ways. ★ The estimated savings for printing and mailing costs is approximately $58,000. ★ The estimated savings for staff time is 76 hours per year. Team Name: Nursing Commission Electronic Publication Team Team Members: Terry J. West, Nancy Eddy, Barb Haws, Kris McLaughlin, Shamim Noormuhammad CONTACT: Terry J. West, (360) 236-4712 40
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Governing for Results 13 - Washington State Digital Archives

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