Governing for Results 6 - Washington State Digital Archives

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Department of General Administration On-Line New Employee Orientation The department's traditional classroom style New Employee Orientation was offered 1-2 times each year and wasn't being very well attended. Employees were away from their job duties for as much as 4 days in 1992 while attending this training. In an on-going effort to streamline the training and improve attendance, the orientation was reduced from four days in 1992, to two days in 1994, to one day in 1996, to four hours in 1997. The new on-line approach via the GA Intranet reduces the time to complete orientation from 4 hours in 1997 to 60 minutes or less today. The number of people involved has been reduced from 11 to 2. The new process provides immediate information about state employment and the department to new employees, and provides a resource of information that can be accessed at any time and as often as needed. New employees are now able to complete their orientation within the first 48 hours of being hired. This encourages them to be more functional in their early days of employment. Results ★ Reduced the time needed to complete the traditional New Employee Orientation from four days in 1992 to between 30-60 minutes in 1999 via the GA Intranet. ★ Reduced the number of people involved in conducting the training from 11 in 1992 to 2 in 1999. ★ 38% of new GA employees have been oriented within 48 hours of their hire date. ★ Saved approximately $168 per year because new employee training packets are no longer printed. ★ Provides an information resource that can be accessed and printed by all agency employees at any time. ★ Provides employees not familiar with computer technology a quick tutorial on using a computer and familiarizing them with the department's intranet. Team Name: On-line New Employee Orientation Team Members: Pam Whitlock, Ken Skillen, Roxyne Bentley, Liz Maguire, Clarice Nnanabu, Cyndy Putscher, Laurie Smith, Debbie Poston, Gladys Guzman, Eric Hartley, Chris Martin, Becky Yarnell, Cheryl Crank, Linda Bennett CONTACT: Pam Whitlock, (360) 902-7480 27
Department of General Administration Bid Notification Process In the past, the Office of State Procurement (OSP) mailed contract bid packages to selected vendors and Minority and Women owned businesses. Each bid notification took two to three days for printing and mailing. During a review of the Bid Notification process, staff identified several steps to improve and enhance the process of notifying vendors of bidding contract opportunities. Through the use of technology they developed a new system that proactively notifies vendors of future bidding opportunities using the Internet as first choice, fax machine as second choice, and mail as backup. This reduces the notification period from two days to 15 minutes. If a vendor is interested in a bid they can download a copy from the Internet or request a copy directly from OSP. These new improvements have reduced staff time, printing costs, postage, and enhanced customer satisfaction. Results ★ Reduced time to send bid notification from two days to 15 minutes. ★ Reduced annual printing and mailing costs from $18,605 to $9,302. ★ Eliminated a time consuming manual process and can now automatically capture disparity study information as required by OMWBE. Save $11,000 per fiscal year because temporary staff are no longer needed for this task. ★ Increased competition by having more vendors aware of the bid, and providing 24-hour access. ★ On-line bidding information is available to OSP staff. This allows staff to inquire on the activity that is taking place throughout the bidding process. Team Name: Bid Notification Process Team Members: Pam Warner, Cami Feek, Ivan Rammel, Steve Lovaas, Randy Bunker and Robert Jacobson CONTACT: Pam Warner, (360) 902-7416 28
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Governing for Results 6 - Washington State Digital Archives

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