technology at what cost? david ludwig maricopa county environmental health

Technology at Technology at What Cost?What Cost?

David Ludwig

Maricopa County Environmental Health

How does a Department How does a Department determine if Technology is determine if Technology is

the Right Technology?the Right Technology?

Ask ?•What are we starting with?What are we starting with?•What are we willing to spend in Hardware?What are we willing to spend in Hardware?•What are we willing to spend on Software?What are we willing to spend on Software?•What time frame would we like to see results?What time frame would we like to see results?•How much training will it take before we can How much training will it take before we can count some beans?count some beans?

Hardware?Hardware?

•Desk Top Computer - Desk Top Computer - •Lap Top Computer – Lap Top Computer – •Tablet Computer – Tablet Computer –

•Print In the Office –Print In the Office –•Print with a Portable Printer in the Field –Print with a Portable Printer in the Field –

Software?Software?

•Develop In HouseDevelop In House

•Purchase Canned PackagePurchase Canned Package

Don’t forget the Server $$$$Don’t forget the Server $$$$

Lets compare Lets compare Costs!!Costs!!

Maricopa County (In House Maricopa County (In House Developed System)Developed System)

to to NACHHO – Paragon’s NACHHO – Paragon’s

Packaged SystemPackaged System

Maricopa CountyMaricopa CountyIn House Developed ProgramIn House Developed Program

Freedom to Develop from ScratchFreedom to Develop from ScratchFree Standing – Internal SecurityFree Standing – Internal SecurityHired SupportHired SupportLonger Start Up Period in terms of Longer Start Up Period in terms of DevelopmentDevelopment

Paragon & NACCHO

Collaborated on the developmentCollaborated on the development

NACCHO provides Pre and Post-Sales SupportNACCHO provides Pre and Post-Sales Support

Paragon provides technical supportParagon provides technical support

Secure InformationSecure Information

Requires Authentication By Inspectors User List Maintained By Application

Administrator…from A Browser

But…

The Public Does Not Have To Authenticate To Browse Inspection Information

Secure InformationSecure Information

User List Maintained By RegistrarUser List Maintained By Registrar Invites Users To Join Determines Their Roles Can Disable Temporarily

Database Contains:Database Contains: Establishment ProfilesEstablishment Profiles Inspection ReportsInspection Reports Complaint TrackingComplaint Tracking Follow-Ups… Tracked For ComplianceFollow-Ups… Tracked For Compliance Variances, Hold & Do Not Distribute , Variances, Hold & Do Not Distribute ,

Suspension Notices, Release Notices, Suspension Notices, Release Notices, Hearing Notice & Record of HearingHearing Notice & Record of Hearing

Electronic “Yellow Sticky Notes” Electronic “Yellow Sticky Notes” Attached Files e.g. Digital Pictures, Word Attached Files e.g. Digital Pictures, Word

FilesFiles

Broad FunctionalityBroad Functionality

Establishment Form…Establishment Form…Related DocsRelated Docs

Establishment Form…Inspection History

Standard Inspection FormatStandard Inspection Format

Food Establishment Inspection Report Food Establishment Inspection Report Developed By CFPDeveloped By CFP

Includes the FDA’s Food Code As Includes the FDA’s Food Code As Support DocumentationSupport Documentation

These Will Be The Starting Point…These Will Be The Starting Point… Easily Customized To Use Local Food Easily Customized To Use Local Food

CodesCodes Will add other types of Inspection forms, Will add other types of Inspection forms,

such as Swimming Pools, Septic Tanks such as Swimming Pools, Septic Tanks etc.etc.

Standard Inspection Format

Point and Click to Select ViolationsPoint and Click to Select Violations

On-line Access To Food CodeOn-line Access To Food Code

Violations in a Violation LibraryViolations in a Violation Library

Violations are Edited by AdministratorViolations are Edited by Administrator

Standard Inspection FormatStandard Inspection Format

Complaint TrackingComplaint Tracking

Inspectors Can:Inspectors Can: See Inspection Reports In A Variety Of See Inspection Reports In A Variety Of

Ways…Ways… All EstablishmentAll Establishment Their Own EstablishmentsTheir Own Establishments Their Calendar of Scheduled InspectionsTheir Calendar of Scheduled Inspections

Create Establishments Documents, Create Establishments Documents, Inspection Reports and NoticesInspection Reports and Notices

Print:Print: Inspection Reports and Notices…signed Inspection Reports and Notices…signed

by the PIC if using a Tablet PCby the PIC if using a Tablet PC

Inspector ViewsInspector Views

Inspector’s CalendarInspector’s Calendar

Managers Can See:Managers Can See: Establishments By InspectorEstablishments By Inspector Overdue InspectionsOverdue Inspections ComplaintsComplaints Time TrackingTime Tracking Inspectors CalendarsInspectors Calendars

Administrators Can:Administrators Can: Modify Keyword ListsModify Keyword Lists Approve Registered UsersApprove Registered Users Change Violation And Recommended Change Violation And Recommended

Resolution TextResolution Text

Registrars Control Who Uses The SystemRegistrars Control Who Uses The System

Inspections Can Be Ad-hoc Or Inspections Can Be Ad-hoc Or ScheduledScheduled

Establishments & Inspections Establishments & Inspections Can Be Re-assignedCan Be Re-assigned

We Can Develop Multilingual We Can Develop Multilingual Versions Of The ApplicationVersions Of The Application

Re-Assign Some EstablishmentsRe-Assign Some Establishments

Re-Assign All EstablishmentsRe-Assign All Establishments

Re-Assign Single InspectionsRe-Assign Single Inspections

Flexible AccessFlexible Access

Browser Access…from anywhere!Browser Access…from anywhere! Wireless, Connected Or DisconnectedWireless, Connected Or Disconnected Inspectors Can Fill Out Paper FormsInspectors Can Fill Out Paper Forms Or use Laptop Or Tablet PCs…Or use Laptop Or Tablet PCs…

Handwriting & Voice RecognitionHandwriting & Voice Recognition

Browser AccessBrowser Access Incorporated With Their Existing Web Incorporated With Their Existing Web

SiteSite Search By Restaurant or Street NameSearch By Restaurant or Street Name See Inspection HistorySee Inspection History

Dates and # of Critical ViolationsDates and # of Critical Violations Drill down to Inspection Detail:Drill down to Inspection Detail:

Violation TextViolation Text Recommended resolutionRecommended resolution Compliance DateCompliance Date

Public Access…Public Access…

Public Access a Link On Your SitePublic Access a Link On Your Site Browser Access…incorporated With Your Browser Access…incorporated With Your

Existing Web SiteExisting Web Site Simply Add A Re-direct To Paragon’s SiteSimply Add A Re-direct To Paragon’s Site

…Linked To Paragon’s SiteLinked To Paragon’s Site Their Web Page looks the same as YoursTheir Web Page looks the same as Yours Search By Establishment or Street Name Search By Establishment or Street Name Returns a List of MatchesReturns a List of Matches

Public Can Select An EstablishmentPublic Can Select An Establishment Sorted By Street NumberSorted By Street Number Search Can Be Further NarrowedSearch Can Be Further Narrowed Select Establishment From The ListSelect Establishment From The List

And See The Inspection HistoryAnd See The Inspection History Links To Recent InspectionsLinks To Recent Inspections Users can see more detail again…Users can see more detail again…

Drill Down To Inspection DetailDrill Down To Inspection Detail Shows Inspection Details, Violation Descriptions, Shows Inspection Details, Violation Descriptions,

Observations & Recommendations and Time to Observations & Recommendations and Time to ComplyComply

Hosted AlternativeHosted Alternative Hosting Service Is Located In IllinoisHosting Service Is Located In Illinois

Multiple Redundant High-speed Internet Multiple Redundant High-speed Internet Lines Lines

Back-up Power GenerationBack-up Power Generation Monitored 24x7x365 Monitored 24x7x365

Application Support From TorontoApplication Support From Toronto Screen Sharing And Teleconferencing Screen Sharing And Teleconferencing

Support Training And TroubleshootingSupport Training And Troubleshooting Will Go On-site As Necessary Will Go On-site As Necessary

Eliminates Cost Of Infrastructure And Eliminates Cost Of Infrastructure And SupportSupport

Low Cost ServiceLow Cost Service

No Infrastructure Or Support Staff No Infrastructure Or Support Staff RequiredRequired ServersServers Software LicensesSoftware Licenses Development & Support StaffDevelopment & Support Staff

Fees Based On Basic Mthly Fee Plus Fee Fees Based On Basic Mthly Fee Plus Fee Per Inspection…Pay For What You Use!Per Inspection…Pay For What You Use!

Can Begin Using The Application Without Can Begin Using The Application Without Making Any Capital InvestmentMaking Any Capital Investment ½ Day Training½ Day Training 5 Minutes Per User Registration5 Minutes Per User Registration

So now that you have your So now that you have your New Technology SystemNew Technology SystemOrdered, how are you goingOrdered, how are you goingTo Pay for It?To Pay for It?

Productivity Savings Productivity Savings and and

Documented Cost AllocationsDocumented Cost Allocations

Step 1Step 1

Available Field HoursAvailable Field Hours

Annual Work HoursAnnual Work Hours

BenefitsBenefits Personal Time Off – Personal Time Off –

121 hrs.121 hrs. Sick – 80 hoursSick – 80 hours Holidays – 30 hoursHolidays – 30 hours

Total - 231Total - 231

Non-field activitiesNon-field activities Training – 146Training – 146 Management Interface – 29Management Interface – 29 Administrative Reporting – 40Administrative Reporting – 40 Breaks/Interruptions – 103Breaks/Interruptions – 103

Total: 318 hoursTotal: 318 hours

•Total Hours FY 05/06: 2088Total Hours FY 05/06: 2088

•Total available field hours: 1539Total available field hours: 1539

Step 2Step 2

Activity Summary Activity Summary ReportsReports

Activity Summary ReportActivity Summary Report

Total HoursTotal Hours

Total Inspection Time – 57498.66 Total Inspection Time – 57498.66 HoursHours

Office Time – 51721.07 HoursOffice Time – 51721.07 Hours Travel Time – 19763.87 HoursTravel Time – 19763.87 Hours FSIA – 38714.30 Hours (Inspection FSIA – 38714.30 Hours (Inspection

time)time) EHPC – 7019.94 Hours (Inspection EHPC – 7019.94 Hours (Inspection

time)time)

Step 3Step 3

Inspection Times/Permit Inspection Times/Permit TypesTypes

Eating & Drinking (0-9 Seating)Eating & Drinking (0-9 Seating)

Sub-TypeSub-Type Permits Permits IssuedIssued

Inspections Inspections RequiredRequired

Inspections Inspections CompletedCompleted

Risk 1Risk 1 162162 162162 3434

Risk 2Risk 2 12901290 25802580 26082608

Risk 3Risk 3 729729 21872187 17441744

Risk 4Risk 4 381381 15241524 11581158

Risk 5Risk 5 1212 4848 3131

Eating & Drinking (0-9 Seating)Eating & Drinking (0-9 Seating)Time to Meet DemandTime to Meet Demand

TimeTime

(hours)(hours)

Percentage of Percentage of Total Total

Inspection Inspection Time (hours)Time (hours)

Add time for Add time for office and office and

travel (hours)travel (hours)

Total Total time time

(hours)(hours)

Average Average time time

(minutes)(minutes)

Suggested Suggested time time

(minutes)(minutes)

3769.973769.97 9.73%9.73% 4466.694466.69 8234.668234.66 88.0488.04 117117

Eating & Drinking (0-9 Seating)Eating & Drinking (0-9 Seating)

Sub-TypeSub-Type Inspections Inspections RequiredRequired

Total time to Total time to meet meet

demanddemand

Required Required FTE’sFTE’s

Risk 1Risk 1 162162 315.90315.90 0.210.21

Risk 2Risk 2 25802580 5031.005031.00 3.273.27

Risk 3Risk 3 21872187 4264.654264.65 2.772.77

Risk 4Risk 4 15241524 2971.802971.80 1.931.93

Risk 5Risk 5 4848 90.6090.60 .06.06

Total FTE = 8.24Total FTE = 8.24

Fee are then based on Personnel Fee are then based on Personnel Requirements and Overhead Cost Requirements and Overhead Cost that include New Technologythat include New Technology

Maricopa County paid for it’s Maricopa County paid for it’s new technology (hardware in new technology (hardware in under one year by increased under one year by increased productivityproductivity

Software is an ongoing In Software is an ongoing In House issue which can cost House issue which can cost upwards of $500,000 per yearupwards of $500,000 per year

Plan for TechnologyPlan for TechnologyDetermine the most Determine the most

appropriate means to recover appropriate means to recover costcost

Workshop with Employees Workshop with Employees Workshop with IndustryWorkshop with IndustryUse the new Management Use the new Management

ToolTool

Questions?Questions?