HomeMy WebLinkAbout700421.tiff RESOLUTION
RE: AGREEMENT BETWEEN WELD COUNTY AND THE CARL S.
BECKER COMPANY.
WHEREAS, on December 10, 1969, the Weld County Board of
Commissioners agreed by resolution to employ the Carl S. Becker
Company to implement the recommendations contained in the studies
done by said company, and
WHEREAS, the State of Colorado Department of Social Services
has requested the development of a work outline for this project and the
inclusion of this said work outline as part of the agreement between the
Carl S. Becker Company and Weld County.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners, Weld County, Colorado, that said work outline hereby
attached, be incorporated in and thus become a part of said agreement
heretofore entered into between the Carl S. Becker Company and Weld
County.
BE IT FURTHER RESOLVED, that the Board be, and it hereby is
authorized to execute the agreement as now amended and to make the
same effective forthwith.
The above and foregoing Resolution was, on motion duly made
and seconded, adopted by the following vote on the 18th day of
ei� 1970.
AYES:
ATTEST: r /1e/�ll-/(ie-
CLERK OFc HE BOARD
APPROVED AS TO ORM: OARD OF COU Y`COMMISSIONERS
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l'KER co. . THE CARL S. BECKER CO. MANAGEMENT AND PLANNING CONSULTANTS •THE CARL S. BECKER CO. • THE CARL S.
January 19, 1970
Board of County Commissioners
Weld County
Colorado
Gentlemen:
We are pleased to submit the work outline and planned work
schedule which we will follow, in the implementation of our
report on the Weld County Department of Public Welfare.
This outline and schedule generally follow the agreements
reached in a work planning meeting with representatives of the
Weld County Department of Welfare, and the State DeparLnient of
Social Services.
In addition to the attached schedules, we will provide
interim reports of progress. These reports will be prepared
monthly for the first three months, and quarterly thereafter.
Our final report will be provided at the end of the 12th month.
The details of this approach are outlined in the attached
information.
Sincerely yours,
Carl S. Becker
The Carl S. Becker Company
Management and Planning
Consultants
Attachments
1735 GAYLORD STREET • DENVER, COLORADO 80206 • PHONE 388-1697
General Consideratio. ,
The general considerations in carrying out the work will be as
follows:
1. Within Federal and State regulations, we will attempt to
determine the actual time necessary to perform the casework
functions of a County Department of Welfare. We will study
the Weld County Department after preliminary implementation
of the recommendations as presented in the report to the
County Commissioners to determine the appropriate standards.
2. We will recognize in-house agency rules as established.
3. We will establish casework based on an adequate delivery of
service to the recipient.
4. We will recommend adequate initial space to perform necessary
functions and adequate final space after completion of the
study. Initial space may be greater than final space.
5. We will give consideration to the need for branch offices.
6. All implementation will be done by the Director and other
executive officers of the Department.
7. We will work with the County Department of Public Welfare, the
County Director, the advisory committee established by the
County, and other officials of the County Department of Welfare,
and give consideration to the requirements of the State
Department of Social Services as we proceed.
8. We will report progress to the advisory committee as often
as required, but not less than once each month as the study
proceeds. Initially, more frequent meetings of the advisory
committee may be necessary as determined by its Chairman.
9. We will make interim, written reports to the Board of County
Commissioners and to the State Board of Social Services, as
appropriate, but not less than once each three months.
Part II
Preliminary Time Schedule
February 15 - Appointment of Advisory Committee
and orientation of all concerned
as to methodology
February 15 to April 1 - Preliminary job classification and
wage survey
February 15 to June 15 - -Determine elements of job and begin
time studies
March 1 to August 1 - Develop techniques and procedures to
improve performance
March 1 to August 1 - Develop policy and procedural changes
and present to County and State
Departments for discussion
March 15 to May 15 - Develop eligibility and service
Separation Program, and place in
operation
March 15 to April 15 _ Preliminary Assignment of new
responsibilities under the re-
organization and determine prelim-
inary staff requirements
April 15 to April 30 - Make preliminary space assignments
April 15 to June 15 - Begin preliminary training program
August 1 to November 1 - Develop final training program and
schedules
November 1 to December 1 - Develop final staffing patterns,
space assignments and space needs
December 1 to February 1 - Final job classifications and pay
pay surveys
December 1 to February 1 - Preparation of final report
Part III
Classification and Pay - General Approach
Working with the State Department of Social Services, and its
Personnel Director, we will develop a Classification and Pay Plan.
a. We will ask each employe of the Department to prepare
a position description outlining the present duties
which they perform.
b. We will do a preliminary wage survey and will develop
pay ranges and job classes using the State Merit System
and the State Pay Plan.
c. We will present recommendations to the Commissioners
for any necessary changes in pay. These will be
based on new duties.
d. We will redo the Classification and Pay Plan after
completion of the total study.
e. The details of our approach are covered in Part IV
of this proposal.
Part IV
A Classification and Pay Plan
Our objective for the Classification and Pay Plan is to evalu-
ate the true duties of each position and to recommend in the State
Merit System salary plan where they should be placed so that there
is a proper wage for those duties. Employes filling positions where
the duties are more responsible will be paid a higher base wage
rate for those duties than employes filling positions where the
duties are of a lesser responsibility. The Classification Plan
establishes the level of responsibility, and the Pay Plan establishes
the base rate for each kind of work. The Plan does not evaluate
the ability of an employe to perform his work. The base pay for
each kind of work will be set at a level comparable to industrial
and governmental pay for similar work in the general area.
The major steps in the development of the Classification and
Pay Plan are briefly described:
1. Survey objectives and procedures will be recommended
within the Merit System pay plan and explained to
Department Heads.
2. Each Department Head will be asked to submit a position
description form to each of his employes and to ask each
employe to fill out this form.
3. Each Department Head will be asked to review the employes'
forms and to make comments as to responsibilities connected
with each position.
Rev. 12/10/69
Establishment of Work Standa. .a
Within the overall objective of the development and use of
human resources, that of the caseworker and of the recipient, we
will establish methods of performance appraisal. The specific
objective will be to help each individual caseworker to do a
better job in his assignment. As indicated, we will work with
representatives of the State Department of Social Services,
Board of County Commissioners, and Advisory Board, to establish
work schedules that will meet Federal and State requirements.
Our specific approach will be as follows :
1. We will evaluate present performance in terms of quality and
time spent by caseworkers, eligibility technicians and
clerical employes .
2. In the development of the new standards, we will work
individually with each caseworker on the job; we will hold
group discussions with caseworkers and with supervisors
and State Department staff. These discussions will explore
present effectiveness, areas where work can be more effective,
techniques of increasing effectiveness, and time involved
in each step of the process.
3. We will determine the operations to be performed by each
caseworker in each program, and will divide these operations
up into their basic parts or elements.
4. We will establish:
a. the time necessary to perform each element of the total
process_
b. The observation and reporting technique necessary for the
establishment of these times.
c. That the number of specific elements observed is in
sufficient quantity to permit sound establishment of time
values.
5. After establishment of the proper time value, based essentially
on guided judgment as to the effectiveness of the work being
done, we will add additional time for legitimate delays and
allowances such as personal needs, delays outside the control
of the worker and special abnormal conditions of the job.
6. We will also allow additional time for time in transit from
the office, telephone calls, dictation and maintenance of the
case record, research for reporting and changing the status
of the case.
7. The ultimate objective will be total time per case for each
major activity. This total time should be a fair allowance
based on the time an average worker of average skill will spend
doing a professional job and achieving measurable results.
8. We will establish criteria for measuring long-term results of
service casework.
9. Before recommending implementation of changed work standards,
we will obtain the approval of the advisory committee.
Part VI
Approach to Welfare Department
Management and Procedures
Our approach to the Welfare Department Management will be as
follows:
1. Techniques to improve performance, to carry out the services
and administrative functions will be developed.
2. We will, after discussions with the State and County Departments
of Social Services and Public Welfare, and review and con-
currence of the advisory committee, develop policy and procedural
changes as necessary, to implement the revised approach to
casework service and administration.
a. We will develop, in the adult division, specific assign-
ments and procedures to carry out the objectives of the
report, as required by State and Federal Regulations.
b. We will develop, in the children and youth division,
specific procedures and assignments to carry out the
recommendations in the report and follow State and
Federal regulations.
3. We will develop specific eligibility determination procedures
as outlined in the report and as required by State and
Federal regulations. We will establish the policy for
separation of service cases from non-service cases.
a. This policy will be developed jointly with the State
Department of Social Services, the County Department of
Public Welfare, and the Executive Staff of the County
Department of Public Welfare.
b. We will then, after review and concurrence of the advisory
committee, implement that policy by establishing the
eligibility unit, and setting up office space, procedures,
forms and staff necessary to use declarations to determine
initial eligibility based on available resources, and to
also use declarations for determination of continued
eligibility.
c. We will integrate the food stamp processing into the
eligibility division of the Department.
4. Using the management report as a guide, we will plan and
develop the functional assignments and the organization of
the Department, and after discussion of this organization
with the Director, we will outline the reorganization of the
Department. At this time, staff requirements will be determined
to initially provide adequate service within a preliminarily
determined caseload quota. We will, at this time, establish
means to implement, control and proceed with responsibilities
as assigned. We will arrange for purchase and establish use
of all necessary equipment to carry out all assignments.
5. Working with the State Department of Social Services and the
staff of the County Department, we will prepare a preliminary
training schedule, using people skilled in welfare casework
and administration to do the actual training.
6. We will determine necessary space requirements within the re-
organized Department and the assigned functions, and will assign
space to the staff as necessary and appropriate. We will
initially make space allocations and assignments as necessary
to implement the recommendations in the report. The space
allocations first established will not reflect the overall
objective for the utilization of space. As a consequence,
interim additional space will be initially required.
7. We will develop a training program and training schedule,
again using those people skilled in casework and other functions
of the Department, to adequately train all employes in the new
approach. Supervision and execution of the training will be
carried out by the State and County Departments.
8. We will develop, in conjunction with and concurrence of the
advisory committee, final staffing patterns for the Department,
and based on these staffing patterns, space need and space
assignments.
9. We will prepare the final report.
Date Today January 2, 1970
Project Title Installation of Welfare Study
Recommendations and Development of
Time Standards for Performance of
Activities - Weld County
Time Required from Contract
Date to Completion 12 months
Copies of Report to be
Provided 50 copies
Fee $2, 500.00 per month for 12 months
Carl S. Becker
The Carl S. Becker Company
Management and Planning
Consultants
Denver, Colorado
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