F Y 2 0 1 9 A g e n c y To p A c c o m p l i s h m e n t s · OSSE FY19 POH - Q97 Attachment 2. 4 -...

Special Education Transportation FY2019

Agency Special Education Transportation AgencyAcronym

OSSE DOT AgencyCode

GO0

To edit agency and POC information press your agency name (underlined and in blue above)

AgencyPerformance

POCs

Andrew (OSSE) Eisenlohr Brandee (OSSE) Reed Gretchen (OSSE) Brumley Hanseul KangIVmOaInDiVOSItDuVtOeIlDyVOdIcDVgOoIvD Jessie (OSSE) Harteis Newsha (OSSE) Dau Sarah (OSSE)Martin Shana Young Ta-Tanisha (DYRS) Wallace

AgencyBudget

POCs

Andrew (OSSE)Eisenlohr Carole R(OSSE) Lee

FiscalYear

2019

FY2019 Agency Top AccomplishmentsAdd

AccomplishmentAdd Accomplishment

Accomplishments

Agencys Operating BudgetLookup Your Agencys Operating Budget

2019 ObjectivesStrategic Objectives

Add StrategicObjective

Add Strategic Objective

2019 Key Performance IndicatorsKey

PerformanceIndicators

Ensure that the fleet usedto transport students areboth reliable and efficientnot exceeding six yearsBuses with cameras willaid in monitoring safetyand investigationsensuring student and staffsafety

Ensure that the fleet used to transport students are both reliable andefficient not exceeding six years Buses with cameras will aid inmonitoring safety and investigations ensuring student and staffsafety

In addition to improvingcustomer relationsexternally Communicatewith Heart will transfer tohow staff interact with oneanother management andamong teams

Communicate with Heart training is intended to improve overallcustomer service and service delivery to parents students LEAs andstakeholders

The conversion alleviatesovertime pressures whileOSSE DOT continues toactively recruit front linestaff This promotion alsoboost moral among staffthus improving staffperformance andoutcomes

The promotion of 200 part-time employees to full-time status helpedto alleviate overtime pressures and thus benefited OSSE DOT and theDistrict Full-time employees can transport students assigned tolonger routes (due to the location of their school) inspect schoolbuses following the routes and perform other duties as requiredwithin their eight-hour tour of duty and without incurring significantovertime expenses An increase in dedicated full time staff improvesservice delivery to DC residents and families

Accomplishment Impact on Agency Impact on Residents

Customer Service Provide accurate responsive and pro-active communication and services to ensure a positive customer experience throughfriendly and respectful interactions

Safety Support learning opportunities by providing the safest and least restrictive transportation options to eligible District of Columbia students

Reliability Establish and maintain the infrastructure necessary to ensure eligible students receive reliable transportation services to and from school

Efficiency Maximize the use of human physical financial and technological resources by continuously striving for the most cost effective operations

Create and maintain a highly efficient transparent and responsive District government

ObjectiveNumber

Strategic Objective

1 - Customer Service Provide accurate responsive and pro-active communication and services to ensure a positive customer experience through friendly andrespectful interactions (1 Measure)

Up is Better 87 815 92 771 87 94 861 857 NearlyMet

2 - Safety Support learning opportunities by providing the safest and least restrictive transportation options to eligible District of Columbia students (1Measure)

Down is Better 06 17 1 04 09 18 18 12 Unmet

3 - Reliability Establish and maintain the infrastructure necessary to ensure eligible students receive reliable transportation services to and from school (1Measure)

Up is Better 867 85 94 876 90 91 886 893 NearlyMet

Measure NewMeasure

BenchmarkYear

Directionality FY2017ActualReport

FY2018ActualReport

FY2019TargetReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019Report

Was2019KPIMet

AreExplanationsof Barriersto MeetingKPIsComplete

In FY19 the solicitation for 144 new buses equipped with camerasto monitor safety on the bus and to aid in the investigation of schoolbus incidents and accidents was put out for bid DOT also awardeda contract and production began for 20 new vans equipped withcameras for student transportation

DOT trained 64 of its entire workforce in Communicate withHeart Communicate with HEART is a customer service trainingprogram for all staff that provides practical skills and tools foremployees to use as standards of behavior when communicatingwith parents students LEAs stakeholders and colleagues

In January 2019 OSSE DOT converted 200 frontline staff from parttime to full time employees This conversion afforded 200employees with full benefits yearly incentives a higher hourlywage while addressing the need for the increasing number ofstudents attending schools whose calendars span either 11 monthsor 12 months In addition to the conversion all school bus driversand school bus attendants received a salary increase designed tocreate pay parody among similarly placed positions

1

2

3

4

5

Averagepercent of callsanswered

Preventableaccidents per100000 miles

Percent On-Time Arrival atSchool AM (20minute window)

OSSE FY19 POH - Q97 Attachment 2

4 - Efficiency Maximize the use of human physical financial and technological resources by continuously striving for the most cost effective operations (1Measure)

Down is Better 1727 17394 1700 1785 20127 1798 18644 1865 NearlyMet

5 - Create and maintain a highly efficient transparent and responsive District government (8 Measures)

Down is Better New in2019

New in2019

New in2019

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet

Up is Better New in2019

100 NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

100 NoTargetSet


994 NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet


100 NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

975 NoTargetSet


06 NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet


1345 100 AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data


NoApplicableIncidents

NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet

Measure NewMeasure

BenchmarkYear


FY2018ActualReport

FY2019TargetReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019Report

Was2019KPIMet


Variable Costper Route (FuelMaintenanceOvertime)

HRMANAGEMENT- Averagenumber of daysto fill vacancyfrom post toofferacceptance(Updated byOCA)

HRMANAGEMENT- Percent ofeligibleemployeescompleting andfinalizing aperformanceplan inPeopleSo(Updated byOCA)

HRMANAGEMENT- Percent ofeligibleemployeeperformanceevaluationscompleted andfinalized inPeopleSo(Updated byOCA)

FINANCIALMANAGEMENT- Quick PaymentAct Compliance- Percent of QPAeligible invoicespaid within 30days (Updatedby OCA)

FINANCIALMANAGEMENT- Percent oflocal budgetde-obligated tothe generalfund at the endof year(Updated byOCA)

CONTRACTSANDPROCUREMENT- Percent ofSmall BusinessEnterprise (SBE)annual goalspent (Updatedby OCA)

IT POLICY ANDFOIACOMPLIANCE -Percent ofopen datasets identifiedby the annualEnterpriseDatasetInventorypublished onthe Open DataPortal- (Updated byOCA)


2019 OperationsOperations

2019 Workload MeasuresWorkload

Measures -Operations


New in2019

NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet

Measure NewMeasure

BenchmarkYear


FY2018ActualReport

FY2019TargetReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019Report

Was2019KPIMet


1 - Customer Service Provide accurate responsive and pro-active communication and services to ensure a positive customer experience through friendly andrespectful interactions (1 Activity)

Coordinate and executestrategic internal and externalcommunications

Coordinate and expand communication to OSSE-DOT staff other OSSE departments schoolsLEAs and students and families who use student transportation through efforts led by OSSE-DOTOffice of Customer Engagement

Daily Service

2 - Safety Support learning opportunities by providing the safest and least restrictive transportation options to eligible District of Columbia students (1Activity)

Enhance bus safety by focusingon staff training and improvingoperations

Ensure DOT compliance with federal and state regulations pertaining to motor vehicle operationsstudent accommodations specialized equipment and professional development

Daily Service

3 - Reliability Establish and maintain the infrastructure necessary to ensure eligible students receive reliable transportation services to and from school (1Activity)

Provide coordination andoversight of fleet andterminals facilities

Coordinate maintenance for all fleet vehicles ensuring they are reliable for transportationEnhance bus operations in order to improve on time arrival at school

Daily Service

4 - Efficiency Maximize the use of human physical financial and technological resources by continuously striving for the most cost effective operations (1Activity)

Internal Management toImprove External Services

Monitor and track operations in order to improve services as well as support studenttransportation in the most cost effective manner

Daily Service

OperationsHeader

Operations Title Operations Description Type ofOperations

1 - Coordinate and execute strategic internal and external communications (3 Measures)

Number ofstudentsreceiving schoolbustransportation

Number ofStudents

2949 3162 3295 AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

3173

Number ofschoolssupported

Number ofschools

232 218 226 244 245 232 225 2365

Number ofstudents

Number ofstudents


AnnualMeasure

AnnualMeasure

AnnualMeasure

60

2 - Enhance bus safety by focusing on staff training and improving operations (2 Measures)

Number of busdrivers andattendants

Number ofemployees

NeedsUpdate


AnnualMeasure

AnnualMeasure

AnnualMeasure

1162

Number oftraining

Number oftraining

NeedsUpdate

NotAvailable

197 49 47 52 42 190

3 - Provide coordination and oversight of fleet and terminals facilities (2 Measures)

Total Number ofBuses

of Busesin Service

NeedsUpdate


AnnualMeasure

AnnualMeasure

AnnualMeasure

944

Number of busbreakdowns

Number ofbusbreakdowns

NeedsUpdate

NotAvailable

244 82 57 92 101 332

Measure NewMeasure

BenchmarkYear

NumeratorTitle

Units FY2016ActualReport

FY2017ActualReport

FY2018ActualReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019

IT POLICY ANDFOIACOMPLIANCE -Percent of FOIARequestsProcessed inmore than 25business days -statuterequirementsallow 15business daysand a 10 dayextension- (Updated byOCA)

COMMUNICATIONOUTREACH ampADMINISTRATION

TRAININGCOORDINATION ANDLOGISTIC

INSPECTIONS ANDFLEET MANAGEMENT

PROGRAMMANAGEMENT ampRESOURCEALLOCATION

Number of students receivingschool bus transportation

Number of schools supported

Number of students whoseparents receive reimbursementor participating in the Metrofarecard token or DC One CardProgram

Number of bus drivers andattendants

Number of training offered forbus drivers and attendants

Number of buses in service

Number of school busbreakdowns


2019 InitiativesStrategic

Initiatives

2019 Initiative UpdatesInitiativeUpdates

Coordinate and execute strategic internal and external communications (2 Strategic initiatives)

OSSE DOT will complete the implementation of a customer service training program for all staff that provides practical skills andtools for employees to use as standards of behavior when communicating with parents students LEAs stakeholders andcolleagues DOT will measure success through tracking the number of unprofessional complaints received aer and prior totraining DOT will also measure customer satisfaction through surveys and quality monitoring

09-30-2019 Add InitiativeUpdate

The District Vision Zero Program aims to eliminate fatalities and serious injuries to travelers in the city by 2024 OSSE DOT willpromote school bus safety by creating and executing a detailed communication plan that will target parents students schoolscommunities bus drivers and attendants DOT will utilize different techniques to promote safety among staff and the community

09-30-2019

Enhance bus safety by focusing on staff training and improving operations (1 Strategic Initiative)

OSSE DOT will recruit and retain a well-trained workforce committed to the delivery of quality services to eligible students withdisabilities in the District of Columbia Staff recruitment will be measured by maintaining a 10 bench of bus drivers andattendants based on the number of live routes and 11 accommodations identified in a studentrsquos IEP Training will also be offered tostaff year round to enhance the quality of services provided DOT will partner with the Department of Employment Services(DOES) to offer access to a variety of training and other programs that will provide the skills necessary to begin and sustain careersin the infrastructure industry through the DC Infrastructure Academy (DCIA) Through the DCIA partnership DOT hopes to gain 20qualified drivers

09-30-2019

Provide coordination and oversight of fleet and terminals facilities (3 Strategic initiatives)

OSSE DOT will procure and pilot a more reliable efficient and user- friendly Student Ridership Tracking System and GPS which willbetter meet the needs of operations This new system will make reporting for all stops in a bus journey (arriving departing homesschools terminals) traceable

09-30-2019

OSSE DOT will begin work on a new school bus terminal that encompasses an on-site maintenance and repair facility The newterminal will replace the New York Avenue and the Adams Place terminal locations In FY16 OSSE DOT purchased the location forthe new terminal however one month prior to purchase DGS discovered zoning issues that needed to be addressed to completethe project as planned The facilityrsquos office space will be rehabilitated one warehouse will be converted to a driver waiting areaand other warehouses will be outfitted for bus maintenance This will expand OSSE DOTrsquos capability to repair vehicles in-housemore efficiently than the current procurement scenario The new terminal is expected to be completed in 2021

06-30-2021

OSSE DOT will begin to equip its fleet with cameras to monitor safety on the bus and to aid in the investigation of school busincidents and accidents In FY19 the focus will be on ensuring all newly purchased buses (approximately 50) have camerasalready installed

09-30-2019

StrategicInitiativeTitle

Strategic Initiative Description ProposedCompletion

Date

AddInitiativeUpdatefor PAR

Customer Service Training Program (5 Initiative Updates)

Communicate with Heart champions continued to trainterminal staff in Q1 The project leads began to formulate arecognition program for staff and parents to spotlightemployees who Start and Respond with HEART intheir daily interactions with stakeholders A total of 149employees were trained in Q1 for a total of 600 employeestrained to date As employees continue to be trainedrefresher materials will be distributed to include messagingon terminal monitors hand held refresher cards andbulletin post

50-74 Medium None Anticipatedimpact when allstaff have beentrained inCommunicatewith Heart

Q1

Communicate with Heart champions continued to trainterminal staff There were 166 employees trained in Q2 fora total of 744 employees trained to date As employeescontinue to be trained refresher materials will bedistributed to include messaging on terminal monitorshand held refresher cards and bulletin post ACommunicate with Heart Recognition committee wasformed in February 2019 which consists of six championswho have designed the recognition program which willkick off in Q3


Q2

Communicate with Heart champions continued to trainterminal staff There were 219 employees trained in Q3 fora total of 963 employees trained to date TheCommunicate with Heart Recognition Program rolled outon April 11 There will be two employees recognized forCommunicating with Heart from each work site for SY18-19in Q4


Q3

Due to annual summer training the Communicate withHeart initiative was placed on hold resulting in only 8 employees being trained in Q4 To date a total of 971 or64 of employees have been trained in Communicate withHeart The Communicate with Heart Recognition Programrolled out on April 11 All OSSE DOT employees will betrained in Communicate with Heart by the end of FY20

75-99 None Anticipatedimpact when allstaff have beentrained inCommunicatewith Heart

Q4

The Communicate with Heart Recognition Program willresume in Q2 for each OSSE DOT work site whilerecognizingacknowledging staff who display the tenets ofthe program with our customers

50-74 High None Anticipatedimpact when allemployees havebeen trained

Q1

Fleet Cameras (4 Initiative Updates)


Initiative Status Update Completeto date

Confidenceincompletionbyend offiscal year(930)

Status ofImpact

Explanationof Impact

SupportingData

FY20ReportingQuarter

CustomerServiceTrainingProgram

SafetyAwareness

StaffRecruitmentandRetention

StudentRidershipTrackingSystem

New SchoolBus Terminal

FleetCameras







In Q1 DOT submitted a procurement for the purchase of144 buses that will have cameras already installed uponpurchase to monitor safety on the bus and to aid in theinvestigation of school bus incidents

0-24 High None Anticipatedimpact whenbuses withcameras havebeen purchasedand put intoservice

Q1

In Q2 the solicitation was put out for bid for the purchaseof 144 buses equipped with two way cameras

25-49 High None Anticipatedimpact whenbuses withcameras havebeen put intoservice

Q2

Modifications and specifications to the new bus purchasesolicitation had to be made and returned to OAG in Q3 However the solicitation for new vans was put out for bidin Q2

75-99 High None Anticipatedimpact whenvans buses withcameras havebeen put intoservice

Q3

In Q4 the solicitation for 144 new buses was put out forbid OSSE DOT anticipates awarding the contract in Q1 ofFY20 OSSE DOT also awarded a contract and productionbegan for 20 new vans equipped with cameras for studenttransportation in Q4 This initiative will be completed inFY20

75-99 None Anticipatedimpact whenvans buses withcameras havebeen put intoservice

Q4

New School Bus Terminal (4 Initiative Updates)

In Q1 DOT in collaboration with the architecture vendorand DGS developed the final dra of the architecturaldrawings for the facility The project plan was updated toinclude new milestones and key deadlines

0-24 Low None Anticipatedimpact when theterminal is openand fullyoperating

Q1

Finalized and approved the construction drawings for theW Street property In the interim the property is beingused for DOT staff training and to store abandonedvehicles by sister agency DPW However funding for the5th street enhancement project was not approved in theFY20 proposed capital budget OSSE DOT is working withDGS to revise the plans for the 5th street enhancementbased on current capital funding


Q2

In Q3 DOT reviewed the Furniture Fixtures andEquipment (FFampE) design and layout with the architectfirm DOT also updated the table and chair set up toaccommodate 320 people which is in accordance withthe allotted number of people per square footage Inaddition changes were made to the fleet staff and terminalmanagers work spaces and conference room to optimizethe use of space There were also portable restroomspurchased and delivered to W Street to be utilized by staffwhile the space is being used for training


Q3

In Q4 OSSE DOT solidified the Furniture Fixtures andEquipment (FFampE) drawings The W Street project timelinewas updated by DGS with a new completion date of 2022for the terminal to be fully operational

0-24 None Anticipatedimpact when theterminal is openand fullyoperating

Q4

Safety Awareness (4 Initiative Updates)

In Q1 OSSE DOT submitted proposed legislation toaddress the illegal passing of school buses under theProtection of Students on DC Buses Act of 2019 Thiswould permit OSSE DOT to place stop arm cameras on itsbuses and to issue citations for violators The proposedlegislation was approved by the Mayor at the end of Q1Additionally to address school bus safety DOT participatedin National School Bus Safety Week under the theme MyBus Driver My Safety Hero During this time DOT applieddecals that promote safe driving on all school buses

25-49 Medium None Anticipatedimpact uponimplementation oflegislation

Q1

The approved stop arm camera legislation was movedforward in the Mayors office in Q2 DOT also monitoredschool staging areas that have been compromised due toconstruction change in traffic patterns daily traffic etcBased on these issues DOT worked closely with LEAsfrontline staff and partner agencies to make observationsreview concerns and enforce bus staging areas andordetermine if a new staging area needed to be establishedwith proper signage


Q2

Stop arm camera legislation was approved in the Office ofthe Mayor (by the General Counsel) and was movedforward to the Office of the City Administrator pendingapproval Expected completion date is pending approvalfor next steps The requisition for a PR consultant wasentered in Q3 The firm will be contracted to lead thedevelopment of the communication plan to re-brand OSSEDOT update messaging on buses and develop allcommunication to support the stop arm camera legislation

50-74 Medium None Anticipatedimpact uponimplementation oflegislation andprocurement ofPR firm

Q3




Status ofImpact


SupportingData


FleetCameras

FleetCameras

FleetCameras

FleetCameras





SafetyAwareness

SafetyAwareness

SafetyAwareness


In Q4 OSSE DOT received feedback from the CityAdministrator (CA) regarding the stop arm cameralegislation implementation OSSE DOT in collaborationwith OSSEs Legislation and Policy team preparedresponses for submission to the CA Upon approval OSSEDOT will move forward with a pilot program in FY20 Q1 The requisition to procure a PR firm to lead thedevelopment of the communication plan to rebrand OSSEDOTupdate messaging on buses and develop allcommunication to support the stop arm camera legislationwas entered at the end Of Q4

50-74 None Anticipatedimpact uponimplementation oflegislation andprocurement ofPR firm

Q4

Staff Recruitment and Retention (4 Initiative Updates)

In FY19 DOT continued its efforts with recruitment hiring23 bus drivers and 11 bus attendants in Q1 There were 49training opportunities offered covering 17 different topicsfor staff to receive professional development in Q1 DOESmust restructure the DCIA to ensure candidates have theirpassenger endorsement upon completing the programDOT will continue to work with DCIA to receive eligiblecandidates when this adjustment has been made

50-74 High None Impact will bemeasured at theend of the schoolyear

Q1

In FY19 DOT continued its efforts with recruitment hiring11 bus drivers and 8 bus attendants in Q2 There were 47training opportunities offered covering 16 different topicsfor staff to receive professional development in Q2 DOESrestructured its CDL training program and began trainingclasses in Q2 As a result of the 1st quarter forecast OCFOwill not certify any Motor Vehicle Operators or School BusAttendants for hiring The current FRP predicts DOT willhave a $3M deficit due to increased wages (through CBA)of which funding has not been received to cover theanticipated costs (as defined in the FIS for the CBA)


Q2

As a result of the funding freeze OCFO could not certifymost Motor Vehicle Operator or School Bus Attendantpositions for hiring resulting in an increase number ofvacant positions and overtime expenses Subsequentlyonly 9 bus drivers and 3 bus attendants were hired in Q3Despite hiring restrictions DOT continues to focus onretention There were 52 training opportunities offeredcovering 20 different topics for staff to receive professionaldevelopment in Q3 DOT also began assigning all newhires to specific terminal managers focused on the onboarding transition and retention of new hires for an entireschool year A meeting took place between DOT and theDCIA to discuss the overall program and remedies toensure the program moves forward


Q3

In Q4 OSSE DOT continued its efforts with recruitmenthiring 18 bus drivers and 16 bus attendants In FY19 therewere a total of 61 bus drivers and 38 bus attendants hiredThere were 42 training opportunities offered covering 24different topics for staff to receive professionaldevelopment in Q4 There were a total of 190 trainings forbus drivers and bus attendants offered in FY19 A meetingwas held in Q3 with DOES regarding the DCIA OSSE DOTis awaiting additional feedback regarding progress withinthe program

Complete Demonstrable The averageactive driverbench increasedby 7 and theaverage dailydriver benchincreased by 4from the last fullmonth of theschool year (May2019) comparedto the first fullmonth of theschool year(September2018) Howeverthe attendantactive benchdecreased by 5and the attendantdaily benchdecreased by 8This decline wasdue to theincrease need forone to one aidesupport on thebus whichincreased by 39from thebeginning ofschool to the endof the school year

Q4

Student Ridership Tracking System (4 Initiative Updates)

In Q1 funding was attributed for the GPS replacementsystem market research was completed and the SOW wassubmitted to Procurement DOT will work with OCP to putthe solicitation out for bid in Q2 and develop a project planto outline key targets deadlines

25-49 Medium None Anticipatedimpact once thenew system hasbeen procuredand installed

Q1

In Q2 it was determined that higher priority initiativesrequired funding over the GPS replacement projectSubsequently DOT is working with OCP to determine if acooperative agreement with another vendor jurisdictionwho offered the same services could be used to move theproject forward this fiscal year In Q2 DOT is reviewing thecontracts SOWs of vendors under consideration for thecooperative agreement


Q2




Status ofImpact


SupportingData


SafetyAwareness








Internal Unfinished 2018 InitiativesThis year the OCA is requesting updates on any unfinished initiatives from FY18 Updates will not be published but will be used to report progress to the City Administrator andthe Mayor as needed

StrategicInitiatives

Int Unfinished 2018 Initiative Updates

In Q3 in collaboration with OCP DOT determined that acooperative agreement with another jurisdiction could beused to move forward with a replacement GPS systemDOT met with other jurisdictions in order to identify whichoptions were best suited for alignment with our SOW


Q3

OSSE DOT submitted all required documents to OCP tofinalize the cooperative agreement for the GPSreplacement The requisition was submitted and approvedby the contract administrator and is currently awaiting allnecessary OCP approvals This initiative will be completedin FY20

75-99 None Anticipatedimpact once thenew system hasbeen procuredand installed

Q4




Status ofImpact


SupportingData


COMMUNICATION OUTREACH amp ADMINISTRATION (1 Strategic Initiative)

OSSE DOT will implement a customer service trainingprogram for all staff that provides practical skills and toolsfor employees to use as standards of behavior whencommunicating with parents students LEAs stakeholdersand colleagues

50-74 Communicate with Heartchampions continued to trainthe terminal staff during Q4The project leaders havebegun to formulate arecognition program for staffand parents to recognizeemployees who Start andRespond with HEART intheir daily interactions withstakeholders A total of 483employees have been trainedto date

Staff capacity andother staff trainingobligations werebarriers incompleting thisinitiative DOT hasidentified andtrained additionalinternal trainers toassist with classcoverage Thisinitiative will carryover into the 2018-2019 FY as identifiedin the newperformance plan

09-30-2019

INSPECTIONS AND FLEET MANAGEMENT (3 Strategic initiatives)

OSSE DOT will procure and pilot a more reliable efficientand user- friendly Student Ridership Tracking System andGPS which will better meet the needs of operations Thisnew system will make reporting for all stops in a bus journey(arriving departing homes schools terminals) traceable

0-24 DOT actively conductedmarket research to support theFY19 procurement The teamalso worked with any vendorsthat submitted responses inFY18 to ensure that they areupdated to support the FY19procurement The potentialvendors have been activelyresponding to requestsaccordingly In preparation forthe new system DOT hasbegun the process of updatingits Routing application

Appropriate fundingwas not available tomove forward withprocuring the morereliable system Thisinitiative will carryover into the 2018-2019 FY as identifiedin the newperformance plan

09-30-2019

OSSE DOT will begin work on a new school bus terminalthat encompasses an on-site maintenance and repair facilityThe new terminal will replace the New York Avenue and theAdams Place terminal locations In FY16 OSSE DOTpurchased the location for the new terminal however onemonth prior to purchase DGS discovered zoning issues thatneeded to be addressed to complete the project asplanned The facilityrsquos office space will be rehabilitated onewarehouse will be converted to a driver waiting area andother warehouses will be outfitted for bus maintenanceThis will expand OSSE DOTrsquos capability to repair vehicles in-house more efficiently than the current procurementscenario The new terminal is expected to be completed in2020

0-24 The kick-off meeting was heldSeptember 9 which includedAlphatec (vendor) DGS OSSEand DC Net During themeeting user program andexpectations maintainingproject schedule and budgetwere discussed A set ofconstruction documents wereprepared to minimize changeorder The vendor surveyedthe property on September26

Opening a newschool bus terminalis a long term projectthat requirescoordination andcollaboration acrossDistrict agencies This initiative willcarry over into the2018-2019 FY asidentified in the newperformance plan

09-06-2021

OSSE DOT will enhance work facilities by conductingterminal upgrades to include purchasing new trailersimproving work space and providing additional on siteamenities

75-99 The final installation of themodular building for AdamsPlace including furniture andutilities will be completed inQ1 FY19 DOT intends tomove into the renovatedtrailers by October 29th Allminimal upgrades toremaining terminals have beencompleted while largerenhancementscapitalprojects are ongoing

This initiativerequirescoordination andcollaboration acrossDistrict agenciesDue to inclementweather there was adelay in shipment ofreplacement trailerswhich stalled theoverall project

10-29-2018

Title Description Completeto Date

Status Update Explanation AnticipatedCompletion

Date

AddInitiativeUpdate -RolledOverInitiatives





NewSchoolBusTerminal

TerminalUpgrades


2019 Capital ProjectsCapital projects -

performance planslinks

Operating Budget

Administrative InformationRecord ID 620

Performance Plan ID 620 Blank Initiative Updates Blank Initiative Updates

Created on Dec 26 2017 at 423 PM (EST) Last updated by Katz Lia (EOM) on June 18 2018 at 151 PM (EDT) Owned by Katz Lia (EOM)

09-30-2019 Q1

09-30-2019 Q1

09-06-2021 Q1

10-29-2018 OSSE DOT movedinto the renovatedtrailers at AdamsPlace on October29 2018

Complete High Incremental This project is intendedto boost staffsatisfaction andemployee morale bycreating a moreconducive workenvironment

Q1



Anticipatedcompletion

date


date

Newinitiativecreatedfor FY19


NoLonger

anInitiative

NoLonger

anInitiative

InitiativeStatus UpdateInitiativeStatus Update

Completeto date

Completeto date

Confidenceincompletionbyanticipatedcompletiondate


StatusofImpact

StatusofImpact

Explanation ofImpactExplanation ofImpact

SupportingDataSupportingData



1601 W STREET NE BUILDINGRENOVATION

OSSE DOT DGS Click on the project title toupdate

$1080000000

2215 5TH STREET NE BUILDINGRENOVATIONS


$150000000

BUS-VEHICLE REPLACEMENT OSSE DOT OSSE DOT Click on the project title toupdate

$120746300

TOT $1350746300

ProjectNumber

Project Title Owner AgencyAcronym

Implementing AgencyAcronym

MilestoneDescription

Fiscal YearAllotment




TerminalUpgrades

BRM15C

BRM16C

BU0B0C


4 - Efficiency Maximize the use of human physical financial and technological resources by continuously striving for the most cost effective operations (1Measure)

Down is Better 1727 17394 1700 1785 20127 1798 18644 1865 NearlyMet

5 - Create and maintain a highly efficient transparent and responsive District government (8 Measures)


New in2019

New in2019

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet


100 NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

100 NoTargetSet


994 NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet


100 NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

975 NoTargetSet


06 NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet



AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data


NoApplicableIncidents

NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet

Measure NewMeasure

BenchmarkYear


FY2018ActualReport

FY2019TargetReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019Report

Was2019KPIMet


Variable Costper Route (FuelMaintenanceOvertime)

HRMANAGEMENT- Averagenumber of daysto fill vacancyfrom post toofferacceptance(Updated byOCA)

HRMANAGEMENT- Percent ofeligibleemployeescompleting andfinalizing aperformanceplan inPeopleSo(Updated byOCA)

HRMANAGEMENT- Percent ofeligibleemployeeperformanceevaluationscompleted andfinalized inPeopleSo(Updated byOCA)

FINANCIALMANAGEMENT- Quick PaymentAct Compliance- Percent of QPAeligible invoicespaid within 30days (Updatedby OCA)

FINANCIALMANAGEMENT- Percent oflocal budgetde-obligated tothe generalfund at the endof year(Updated byOCA)

CONTRACTSANDPROCUREMENT- Percent ofSmall BusinessEnterprise (SBE)annual goalspent (Updatedby OCA)

IT POLICY ANDFOIACOMPLIANCE -Percent ofopen datasets identifiedby the annualEnterpriseDatasetInventorypublished onthe Open DataPortal- (Updated byOCA)






New in2019

NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet

Measure NewMeasure

BenchmarkYear


FY2018ActualReport

FY2019TargetReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019Report

Was2019KPIMet





Daily Service




Daily Service




Daily Service




Daily Service

OperationsHeader




Number ofStudents


AnnualMeasure

AnnualMeasure

AnnualMeasure

3173


Number ofschools

232 218 226 244 245 232 225 2365

Number ofstudents

Number ofstudents


AnnualMeasure

AnnualMeasure

AnnualMeasure

60



Number ofemployees

NeedsUpdate


AnnualMeasure

AnnualMeasure

AnnualMeasure

1162

Number oftraining

Number oftraining

NeedsUpdate

NotAvailable

197 49 47 52 42 190



of Busesin Service

NeedsUpdate


AnnualMeasure

AnnualMeasure

AnnualMeasure

944



NeedsUpdate

NotAvailable

244 82 57 92 101 332

Measure NewMeasure

BenchmarkYear

NumeratorTitle


FY2017ActualReport

FY2018ActualReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019















Initiatives






09-30-2019



09-30-2019



09-30-2019


06-30-2021


09-30-2019



Date





Q1



Q2



Q3



Q4



Q1





Status ofImpact


SupportingData



SafetyAwareness




FleetCameras









Q1



Q2



Q3



Q4




Q1



Q2



Q3



Q4




Q1



Q2



Q3




Status ofImpact


SupportingData


FleetCameras

FleetCameras

FleetCameras

FleetCameras





SafetyAwareness

SafetyAwareness

SafetyAwareness




Q4




Q1



Q2



Q3



Q4




Q1



Q2




Status ofImpact


SupportingData


SafetyAwareness













Q3



Q4




Status ofImpact


SupportingData






09-30-2019





09-30-2019




09-06-2021




10-29-2018



Date







TerminalUpgrades




Operating Budget




09-30-2019 Q1

09-30-2019 Q1

09-06-2021 Q1



Q1




date


date



NoLonger

anInitiative

NoLonger

anInitiative


Completeto date

Completeto date



StatusofImpact

StatusofImpact







$1080000000



$150000000


$120746300

TOT $1350746300

ProjectNumber








TerminalUpgrades

BRM15C

BRM16C

BU0B0C






New in2019

NotAvailable

AnnualMeasure

AnnualMeasure

AnnualMeasure

AnnualMeasure

Waitingon Data

NoTargetSet

Measure NewMeasure

BenchmarkYear


FY2018ActualReport

FY2019TargetReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019Report

Was2019KPIMet





Daily Service




Daily Service




Daily Service




Daily Service

OperationsHeader




Number ofStudents


AnnualMeasure

AnnualMeasure

AnnualMeasure

3173


Number ofschools

232 218 226 244 245 232 225 2365

Number ofstudents

Number ofstudents


AnnualMeasure

AnnualMeasure

AnnualMeasure

60



Number ofemployees

NeedsUpdate


AnnualMeasure

AnnualMeasure

AnnualMeasure

1162

Number oftraining

Number oftraining

NeedsUpdate

NotAvailable

197 49 47 52 42 190



of Busesin Service

NeedsUpdate


AnnualMeasure

AnnualMeasure

AnnualMeasure

944



NeedsUpdate

NotAvailable

244 82 57 92 101 332

Measure NewMeasure

BenchmarkYear

NumeratorTitle


FY2017ActualReport

FY2018ActualReport

FY2019Q1

FY2019Q2

FY2019Q3

FY2019Q4

FY2019















Initiatives






09-30-2019



09-30-2019



09-30-2019


06-30-2021


09-30-2019



Date





Q1



Q2



Q3



Q4



Q1





Status ofImpact


SupportingData



SafetyAwareness




FleetCameras









Q1



Q2



Q3



Q4




Q1



Q2



Q3



Q4




Q1



Q2



Q3




Status ofImpact


SupportingData


FleetCameras

FleetCameras

FleetCameras

FleetCameras





SafetyAwareness

SafetyAwareness

SafetyAwareness




Q4




Q1



Q2



Q3



Q4




Q1



Q2




Status ofImpact


SupportingData


SafetyAwareness













Q3



Q4




Status ofImpact


SupportingData






09-30-2019





09-30-2019




09-06-2021




10-29-2018



Date







TerminalUpgrades




Operating Budget




09-30-2019 Q1

09-30-2019 Q1

09-06-2021 Q1



Q1




date


date



NoLonger

anInitiative

NoLonger

anInitiative


Completeto date

Completeto date



StatusofImpact

StatusofImpact







$1080000000



$150000000


$120746300

TOT $1350746300

ProjectNumber








TerminalUpgrades

BRM15C

BRM16C

BU0B0C



Initiatives






09-30-2019



09-30-2019



09-30-2019


06-30-2021


09-30-2019



Date





Q1



Q2



Q3



Q4



Q1





Status ofImpact


SupportingData



SafetyAwareness




FleetCameras









Q1



Q2



Q3



Q4




Q1



Q2



Q3



Q4




Q1



Q2



Q3




Status ofImpact


SupportingData


FleetCameras

FleetCameras

FleetCameras

FleetCameras





SafetyAwareness

SafetyAwareness

SafetyAwareness




Q4




Q1



Q2



Q3



Q4




Q1



Q2




Status ofImpact


SupportingData


SafetyAwareness













Q3



Q4




Status ofImpact


SupportingData






09-30-2019





09-30-2019




09-06-2021




10-29-2018



Date







TerminalUpgrades




Operating Budget




09-30-2019 Q1

09-30-2019 Q1

09-06-2021 Q1



Q1




date


date



NoLonger

anInitiative

NoLonger

anInitiative


Completeto date

Completeto date



StatusofImpact

StatusofImpact







$1080000000



$150000000


$120746300

TOT $1350746300

ProjectNumber








TerminalUpgrades

BRM15C

BRM16C

BU0B0C




Q1



Q2



Q3



Q4




Q1



Q2



Q3



Q4




Q1



Q2



Q3




Status ofImpact


SupportingData


FleetCameras

FleetCameras

FleetCameras

FleetCameras





SafetyAwareness

SafetyAwareness

SafetyAwareness




Q4




Q1



Q2



Q3



Q4




Q1



Q2




Status ofImpact


SupportingData


SafetyAwareness













Q3



Q4




Status ofImpact


SupportingData






09-30-2019





09-30-2019




09-06-2021




10-29-2018



Date







TerminalUpgrades




Operating Budget




09-30-2019 Q1

09-30-2019 Q1

09-06-2021 Q1



Q1




date


date



NoLonger

anInitiative

NoLonger

anInitiative


Completeto date

Completeto date



StatusofImpact

StatusofImpact







$1080000000



$150000000


$120746300

TOT $1350746300

ProjectNumber








TerminalUpgrades

BRM15C

BRM16C

BU0B0C




Q4




Q1



Q2



Q3



Q4




Q1



Q2




Status ofImpact


SupportingData


SafetyAwareness













Q3



Q4




Status ofImpact


SupportingData






09-30-2019





09-30-2019




09-06-2021




10-29-2018



Date







TerminalUpgrades




Operating Budget




09-30-2019 Q1

09-30-2019 Q1

09-06-2021 Q1



Q1




date


date



NoLonger

anInitiative

NoLonger

anInitiative


Completeto date

Completeto date



StatusofImpact

StatusofImpact







$1080000000



$150000000


$120746300

TOT $1350746300

ProjectNumber








TerminalUpgrades

BRM15C

BRM16C

BU0B0C







Q3



Q4




Status ofImpact


SupportingData






09-30-2019





09-30-2019




09-06-2021




10-29-2018



Date







TerminalUpgrades




Operating Budget




09-30-2019 Q1

09-30-2019 Q1

09-06-2021 Q1



Q1




date


date



NoLonger

anInitiative

NoLonger

anInitiative


Completeto date

Completeto date



StatusofImpact

StatusofImpact







$1080000000



$150000000


$120746300

TOT $1350746300

ProjectNumber








TerminalUpgrades

BRM15C

BRM16C

BU0B0C




Operating Budget




09-30-2019 Q1

09-30-2019 Q1

09-06-2021 Q1



Q1




date


date



NoLonger

anInitiative

NoLonger

anInitiative


Completeto date

Completeto date



StatusofImpact

StatusofImpact







$1080000000



$150000000


$120746300

TOT $1350746300

ProjectNumber








TerminalUpgrades

BRM15C

BRM16C

BU0B0C


F Y 2 0 1 9 A g e n c y To p A c c o m p l i s h m e n t s · OSSE FY19 POH - Q97 Attachment 2. 4 -...

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Transcript of F Y 2 0 1 9 A g e n c y To p A c c o m p l i s h m e n t s · OSSE FY19 POH - Q97 Attachment 2. 4 -...