Develop District and School Security Documentation Process ...

DEVELOP DISTRICTAND SCHOOL

DOCUMENTATION A. ALFORDKey Work

Process(1): Process Owner:

Work System OwnerEd Curry

Work System Enabling LeaderDane Theodore, Director

Priority Processes Owner Andrea Alford, Director

June 12, 2009

Revision 1

Develop District and School SecurityDocumentation

Process Improvements

R TE NC EI IP

R TE NC EI IPGOVERNOR’S

STERLING AWARDGOVERNOR’S

STERLING AWARD

00 72 00 72

REVISION LOG

SECTION NUMBER REVISION DATE REVISION DESCRIPTION



Process(1): Process Owner:

12

18

6/12/09

6/12/09

KWP1 PCS Update

EZ DMAIC 20 CHECKPOINT REVIEW

Process Owner:

Table of Contents1. Cover Sheet2. Table of Contents3. Security Internal and External Customers4. Macro Flow Chart - Manage District and School Security5. Key Work Process 1 Flow Chart - Develop District and Security Documentation6. DMAIC Lite Storyboard - Check Points 1-187. Priority Process Selection Matrix Form8. Key-In-Process Measures Determination System Form9. District & Security Requirements Matrix10. BPS Process Management System11. Macro Process Control System Form12. Key Work Process 1 Process Control Form13. Countermeasure Matrix14. Countermeasure Action Plan Matrix15. Action Plan Root Cause #116. Action Plan Root Cause #217. Key Work Process Indicator Data18. EZ DMAIC 20 Checkpoint Review



Process(1):

SECURITY INTERNAL CUSTOMERSSchool Board

SuperintendentArea SuperintendentsDistrict AdministrationSchool Administration

SECURITY EXTERNAL CUSTOMERSState of Florida

Florida Department of EducationLocal Governments

Local Law Enforcement AgenciesParents / Guardians

Students

A. ALFORDKey Work

Process (1): Process Owner:

Manage District and School Security

Documentation Development

WHO

STEPBPS SCHOOL

BOARD SCHOOL

LOCALLE

AGENCY

BPS SAFETY& SECURITY

MANAGE DISTRICT & SCHOOL SECURITY A. ALFORD

Key PriorityProcess (7): Process Owner:

FACILITIES SERVICES / ROBERT J. WIEBEL / ANDREA ALFORD 2/11/09

MANAGE DISTRICT & SCHOOL SECURITY

NEED ISMET

DEVELOP DISTRICT AND SCHOOL SECURITY DOCUMENTATION

P5 - EQUIPMENT REQUIREMENTS MET (% OF FACILITIES)

P13 - # CODES BROADCAST

P14 - # MEETINGS HELD

P11 - # ID BADGES ISSUED

P12 - LEVEL II BACKGROUND CHECK CYCLE TIME (Planned vs. Actual)

P10 - # BACKGROUND CHECKS COMPLETED

P8 - SCHOOLS WITH SRO (%)

P9 - # SECURITY ASSESSMENTS REQUESTED

P2 - # INVESTIGATIONS PERFORMED PER DISTRICT & SCHOOL SITE

P3 - # EXPULSIONS PER MONTH

CONDUCT BACKGROUND SCREENING

MONITOR & COORDINATE DISTRICT &SCHOOL SITE SECURITY

BROADCAST INCIDENT CODES

INTERFACE WITH LAW ENFORCEMENT AGENCIES

P1 - # POLICIES, PROCEDURES, PLANS, TRAINING COURSES,

CHECKLISTS, MANUALS, SURVEYS, HANDBOOKS AND PAMPHLETS

DEVELOPED, REVIEWED, UPDATED AND PUBLISHED.

MANAGE SECURITY EQUIPMENT

PERFORM SECURITY INVESTIGATIONS

P4 - # EQUIPMENT REQUIREMENTS DEVELOPED,

REVIEWED & UPDATED

P7 - # TRAINED PERSONNEL PER COURSE

P6 - # TRAINING COURSES CONDUCTED

P15 - # OF Criminal SESIR REPORTS RECEIVED IN WRITING

P16 - SECURITY BEST PRACTICES (OPPOGA) SELF-ASSESSMENT

MILESTONES (Milestones Planned vs. Actual Accomplished)

P17 - # 5 STAR SELF- ASSESSMENT FINDINGS

MONITOR SESIR REPORTS

PERFORM 5 STAR SECURITY SELF-ASSESSMENT

Legend: KWP - Key Work ProcessOPPAGA - Office of Program Policy Analysis and Government Accountability SCIRM - School Critical Incident Response Manual SESIR - School Environmental Safety Incident Report

Safety & Security Deliverables: D1 - School Safety Plan D2 - School Safety Reports D3 - School Critical Incident Response Manual D4 - Employee, Volunteer, and Contractor Level II Background Checks D5 - Employee, Volunteer, and Contractor ID Badges

CONDUCT TRAINING

KWP 1

KWP 2

KWP 3

KWP 4

KWP 5

KWP 6

KWP 7

KWP 8

KWP 9

KWP 10

Q1 - COMPLIANCE WITH FEDERAL, STATE, LOCAL AND SCHOOL BOARD REQUIREMENTS

Q2 - PREVENT SCHOOL VIOLENCE ( SESIR INCIDENT RATIO - # CRIMINAL INCIDENTS / STUDENT POPULATION)

Q3 - REDUCE SECURITY RISKS AND LIABILITY(# PLANNED SECURITY TRAINING SESSSIONS / # ACTUAL SECUIRYT TRAINING SESSIONS)

Q4 - IMPROVE SCHOOL - COMMUNITY RELATIONS ON SCHOOL SECURITY (# SITE OR COMMUNITY VISITS CONDUCTED / # SITE OR COMMUNITY VISITS PLANNED)

MANAGE

NEED

CONDUCT

CONDUCT

INTERFACE

DEVELOP

PERFORM

MONITOR &COORDINATE

BROADCAST

MONITOR

PERFORM

MANAGED

NEED

NEED ISMET

DEVELOPSAFETY AND SECURITY

DOCUMENTATION

UPDATESAFETY AND SECURITY

DOCUMENTATION

PUBLISHSAFETY AND SECURITY

DOCUMENTATION

P1.1 - # POLICIES, PROCEDURES, PLANS, TRAINING

COURSES, CHECKLISTS, MANUALS, SURVEYS,

HANDBOOKS AND PAMPHLETS DEVELOPED, REVIEWED,

UPDATED AND PUBLISHED.

Provide a safe and disciplined learning environment for students and staff that is free of violence, weapons, hazards, vandalism, and substance abuse.

?

?

ARE DOCUMENTATIONUPDATES NEEDED?

NO

YES

Legend: CPTED - Crime Prevention Through Environmental Design OPPAGA - Office of Program Policy Analysis and Government Accountability SCIRM - School Critical Incident Response Manual SESIR - School Environmental Safety Incident Report

WHO

STEP

Key WorkProcess (1): Process Owner:

BPS SCHOOLBOARD

DISTRICT ADMINISTRATIONAND INSTRUCTIONAL

DEPARTMENTSDISTRICT AND SCHOOL

SECURITY

MANAGE DISTRICT AND SCHOOLSECURITY DOCUMENTATION

DEVELOPMENT A. ALFORD

NEED

QUESTION

DEVELOP

UPDATE

PUBLISH

MANAGED


Q2 - PERSONNEL TRAINING RATIO (# TRAINED / # PLANNED TO BE TRAINED)

Q3 - 5 STAR COMPREHENSIVE REVIEW FOR SAFETY AND SECURITY DEVELOPMENT AND IMPLEMENTATION

Q4 - SESIR INCIDENT RATIO (# INCIDENTS / STUDENT POPULATION

FACILITIES SERVICES / ROBERT J. WIEBEL & ANDREA ALFORD 1/24/09

DID THE SECURITY DEPARTMENTRECEIVE NOTIFICATION / INFORMATION

FROM FEDERAL, STATE, LOCAL, SCHOOL BOARD OR OTHER SOURCE

THAT AFFECTS SECURITY DOCUMENTATION?

YES

NO

KWP1.2

KWP1.1

KWP1.3

Deliverables: D1 - OPPAGA REPORT D2 - SCIRM D3 - SESIR D4 - EVACUATION PLAN D5 - SAFETY PLAN D6 - DISTRICT HOMELAND SECURITY DIRECTIVE

NEED

NEED ISMET

DESIGN DOCUMENTATION

IDENTIFY AND ANALYSE

DOCUMENTATION NEEDS

Provide a safe and disciplined learning environment for students and staff that is free of violence, weapons, hazards, vandalism, and substance abuse.

LEGEND: CPTED - CRIME PREVENTION THROUGH ENVIRONMENTAL DESIGN OPPAGA - OFFICE OF PROGRAM POLICY ANALYSIS AND GOVERNMENT ACCOUNTABILITY SCIRM - SCHOOL CRITICAL INCIDENT RESPONSE MANUAL SESIR - SCHOOL ENVIRONMENTAL SAFETY INCIDENT REPORT

nWrite technical documentation based on the template and scope of work using the information gathered.

nTranslate technical terminology into plain English where appropriate.

nApply content format and style in accordance with relevant documentation standards and templates.

nSubmit technical documentation to appropriate person or department for review.

nGather and analyze feedback.

nIncorporate alterations into the technical documentation the technical documentation for technical and grammatical accuracy.

nCheck that the completed technical documentation meets client requirements and scope of work.

n Submit the technical documentation to appropriate person for approval.

n Prepare the technical documentation for publication and distribution utilizing appropriate channels.

P1.3 - NEW POLICIES, PROCEDURES, PLANS, TRAINING COURSES,

CHECKLISTS, MANUALS, SURVEYS, HANDBOOKS AND PAMPHLETS

DEVELOPED AND PUBLISHED.

P1.4 - NEW DOCUMENT DESIGN, DEVELOPMENT, EDITING AND

PUBLICATION SCHEDULE MILESTONES.

DEVELOP DOCUMENTATION

EVALUATE AND EDIT DOCUMENT

PREPARE DOCUMENTFOR PUBLICATION

n Identify documentation requirements.

n Interpret and evaluate documentation requirements and confirm details with the applicable departments.

n Investigate industry and documentation standards for requirements.

n Define and document the scope of work to be produced Consult with the client to validate and confirm the scope of work.

nIdentify information requirements with reference to layout and document structure.

nCreate document templates and style guides consistent with information requirements.

nConduct a review of the system in order to understand its functionality.

nExtract content that meets information requirements in accordance with relevant copyright restrictions.

nDevelop the structure of the technical documentation giving focus to the flow of information, style, tone and content format.

nValidate the technical documentation structure with the client.

?

?

YES

NOPRELIMINARY DRAFT COMPLETE?

FINAL DRAFT COMPLETE?

YES

NO

FACILITIES SERVICES / ROBERT J. WIEBEL / ANDREA ALFORD 1/27/09

WHO

STEP

Key WorkProcess (1.2): Process Owner:

BPS SCHOOLBOARD

DISTRICT ADMINISTRATIVEAND INSTRUCTIONAL

DEPARTMENTSDISTRICT AND SCHOOL

SECURITY

DEVELOP SAFETY AND SECURITY DOCUMENTATION A. ALFORD

NEED

IDENTIFY&

ANALYZE

DESIGN

DEVELOP

EVALUATE

QUESTION

QUESTION

MANAGED

PREPARE


Q2 - PERSONNEL TRAINING RATIO (# TRAINED / # PLANNED TO BE TRAINED)

Q3 - 5 STAR COMPREHENSIVE REVIEW FOR SAFETY AND SECURITY DEVELOPMENT AND IMPLEMENTATION

Q4 - SESIR INCIDENT RATIO (# INCIDENTS / STUDENT POPULATION)

Q5 - CPTED REVIEW RATIO (# REVIEWS PERFORMED / # CONSTRUCTION PROJECTS)

Deliverables: D1 - OPPAGA REPORT D2 - SCIRM D3 - SESIR D4 - EVACUATION PLAN D5 - SAFETY PLAN D6 - DISTRICT HOMELAND SECURITY DIRECTIVE

ATTACHMENT A

Facilities Design DMAIC Lite 6/23/08 Page 3

INSTRUCTIONS: Please return your completed DMAIC Storyboard, along with your Process Control System (both flow chart and indicator information) and your completed Action Plan (see “Improve” checkpoint #10), via email to [email protected] and copy Steve Muzzy on all emails. Thank you, Bob Seemer, President & COO, Electronic Training Solutions, Inc. Priority Process Name: Manage District and School Security

Work System / Leader: Andrea Alford

Key Work Process (KWP) 1 DMAIC “Lite” Storyboard

DEFINE

1. Describe how the linkage between the process Q measures and the District’s KPIs (or strategic objective measures) was established and confirmed.

A. In order for the BPS District to achieve the 2008/2009 BPS “First in Nation” Strategic Plan, students, teachers, and support staff require a safe and secure learning and working environments in accordance with the F.S 1006.07 Florida Safe Passage Act and F.S. 1006.07(6) School Safety and Security Best Practices. In light of the need to provide a safe and secure learning and working environments, the District & School Security department has developed the following four (4) departmental objective measures:

i. Q1 – Comply with Federal, State, Local and School Board Requirements.

ii. Q2 – Prevent School Violence

iii. Q3 – Reduce Security Risks and Liability

iv. Q4 – Improve School-Community Relations on School Security Issues. \

B. See attached Requirement Relationship Matrix.

2. Explain which process Q measure(s) will be improved.

In order to identify the Q Measure to improve, a District and School Site Security Priority Process Selection Matrix and a Key-In-Process Measures Determination form were created. See attachments. After analyzing the data contained in each attachment, it was determined that Q Measure “Q1 – Comply with Federal, State, Local and School Board Requirements” will be improved by improving Key Work Process (KWP) 1 “Develop District and School Security Documentation”.

3. Develop a theme statement which will focus your process improvement efforts. The theme statement must be consistent with the measure in checkpoint #2, above.

Increase the completion rate of required security documentation from 83% to 100%.

ATTACHMENT A


DMAIC “Lite” Storyboard

MEASURE

4. List up to five (5) potential problem areas in this process and the associated P measure(s) for each.

A. Conflicting Priorities. P1

B. Poor Resource Planning. P1

C. Lack of department resources. P1

D. Lack of Senior Management Oversight. P1

5. Select the most significant problem or opportunity and develop a problem statement which answers the questions:

A. What? B. When? C. Gap between actual and targeted values?

Problem: The length of time it takes to develop and maintain District and School Security

documentation puts students and teaching, administration, and support staff at risk in the event of a critical incident.

Problem Statement: During a review of the School Critical Incident Response Manual (SCIRM) at the start of FY 08/08 School, it was noted that the SCIRM did not fulfill the requirements of the Florida Safe Passage Act, Board Policy 8405 and Federal Crisis Planning Guidelines for Schools and Communities.

Gap: A new comprehensive School Safety Plan is needed. With the addition of a new document, the document completion rate dropped from 100% to 83%.

(Hint: You may want to refer to the six sigma DMAIC course material, checkpoint #9 of the “Measure” step, as you develop your problem statement.)

ATTACHMENT A



ANALYZE

6. List up to five (5) potential causes of the selected problem from checkpoint #5 in the “Measure” step.

A. Timely Review of mandatory documents.

B. Reduced Training Budget.

C. Staff Limitations (Skill Set).

D. Reduced Collaboration Between, Federal, State, Local and School District Security Senior Staff.

7. List the root causes and describe the approach used to select them from among the others.

Root Causes Approach Used To Select Root Cause

A. Timely Review of mandatory documents. Team Consensus / Brainstorming

B. Reduced Training Budget. Team Consensus / Brainstorming

C. Staff Limitations (Skill Set) Team Consensus / Brainstorming

D. Reduced Collaboration Between, Federal, State, Local and School District Security Senior Staff.

Team Consensus / Brainstorming

ATTACHMENT A



IMPROVE

8. List the countermeasure(s) you considered for implementation for each selected root cause from the “Analyze” step.

A. Schedule document review and updates during summer break.

B. Develop document review schedule.

C. Increase staff training by attending off-site security / crisis planning seminars.

D. Perform departmental task analysis.

E. Identify alternate methods to communicate with Federal, State, Local and School District Security Senior Staff

F. Initiate local security outreach information sharing program.

G. Add additional staff.

9. Determine the “effectiveness x feasibility” score for each countermeasure, and note the highest scores.

Root Cause Effectiveness Feasibility Overall Action

A 5 5 25 Yes

B 5 5 25 Yes

C 5 1 5 No

D 5 5 25 Yes

E 5 5 25 Yes

F 5 5 25 Yes

G 5 1 5 No

(Hint: Refer to six sigma DMAIC course, checkpoint #18 of the “Improve” step.)

ATTACHMENT A



IMPROVE

10. Develop an action plan for each countermeasure to be implemented which shows the following: A. What (description of countermeasure) B. When (projected start and end dates) C. Who (accountable person) D. Which organizations need to support you E. Estimated cost to implement

See attached Countermeasure Action Plan Matrix.

(Remember: Email your action plan(s) with this completed DMAIC “Lite” Storyboard, per instructions on page 1.)

ATTACHMENT A

© ets 1992-2008 | All Rights Reserved FSS KWP1 DMAIC Lite Storyboard 2-12-09


CONTROL

11. Briefly explain how you know the root causes were reduced or eliminated.

Root Causes Reduction / Elimination Explanation

Timely Review of mandatory documents. When the review of security documents is conducted using document review task milestone schedules and the review cycle is shifted to summer.

Reduced Training Budget. When the District and School Security budget is increased to a level sufficient to start staff training.

Staff Limitations (Skill set) When the District and School Security budget is increased to a level sufficient to start staff training.

Reduced Collaboration Between, Federal, State, Local and School District Security Senior Staff.

After alternate methods of collaboration have been developed instead of attending safety, security and emergency / crisis management seminars and a local security outreach information sharing program has been developed and deployed.

12. Briefly explain how you know the problem was reduced.

When all security documentation, that do not have a mandatory review and approval cycle, are reviewed and approved two (2) weeks prior to the 1st Board meeting in September of each fiscal year.

13. Briefly explain how you know the theme measure was improved.

When all security documentation, that do not have a mandatory review and approval cycle, are reviewed and approved two (2) weeks prior to the 1st Board meeting in September of each fiscal year.

14. Explain how you will prevent this problem from recurring.

Add a document status agenda item on bi-weekly department meeting where the review and update of existing and the creation of new documents will be discussed.

15. Identify which other BPS locations should consider implementing your countermeasures.

Any department that has documents that must be reviewed on an annual cycle.

16. Identify what other BPS locations could learn from this project.

Facilities Environmental, Health, Safety and Code Compliance.

17. List the remaining problem areas in this process.

Budget shortfalls for security, emergency and crisis planning and management training.

18. List the key lessons learned from this process improvement.

Unless a structured approach is used to review documents in a timely manner, the review cycle time will extend well into the future putting students and teaching, administration, and support staff at risk in the event of a critical incident.

© ets 1992-2008 | All Rights Reserved FS&S KWP1 DMAIC Lite Storyboard 2-3-09

PRIORITY PROCESS SELECTION MATRIX FORM Selection Factor

Key Work Processes Importance x Gap = Point Score Priority

Rank Develop Safety & Security Documentation 4 3 12 2

Perform Security Investigations 5 1 5 5

Manage Security Equipment 4 2 8 4

Conduct Training 5 1 5 5

Monitor and Coordinate District & School Site Security 1 5 5 5

Conduct Background Screening 5 3 15 1

Broadcast Incident Codes 5 1 5 5

Interface with Law Enforcement Agencies 5 2 10 3

Monitor SESIR Reports 3 1 3 6

Perform 5 Star Security Self-Assessment 4 3 12 2

SCALE: 5 = Extreme 4 = High 3 = Moderate 2 = Low 1 = None


KEY IN-PROCESS MEASURES DETERMINATION FORM Outcome Measures In-Process Measures

1. # POLICIES, PROCEDURES, PLANS, TRAINING COURSES, CHECKLISTS, MANUALS, SURVEYS, HANDBOOKS AND PAMPHLETS DEVELOPED, REVIEWED & UPDATED (P1)

2. # EQUIPMENT REQUIREMENTS DEVELOPED, REVIEWED & UPDATED (P4)

3. SCHOOLS WITH SRO (%) (P8)

4. # LEVEL II BACKGROUND CHECKS COMPLETED (P10)

Q1 - Compliance With Federal, State, Local and School Board Requirements

5. # ID BADGES ISSUED (P11)

1. # TRAINING COURSES CONDUCTED (P6)

2. # TRAINED PERSONNEL PER COURSE (P7)


4. # OF CRMINAL SESIR REPORTS RECEIVED IN WRITING (P15)

Q2 – Prevent School Violence

5. # INVESTIGATIONS PERFORMED PER DISTRICT & SCHOOL SITE (P2)

1. # LEVEL II BACKGROUND CHECKS COMPLETED (P10)

2. # ID BADGES ISSUED (P11)

3. # CODES BROADCAST (P13)


5. # POLICIES, PROCEDURES, PLANS, TRAINING COURSES, CHECKLISTS, MANUALS, SURVEYS, HANDBOOKS AND PAMPHLETS EVALUATED (P1)

Q3 – Reduce Security Risks & Liability

6. 5 STAR SELF-ASSESSMENT REPORT (P17)

1. SCHOOLS WITH SRO (%) (P8) Q4 – Improve School – Community Relations on School Safety Issues 2. 5 STAR SELF-ASSESSMENT REPORT (P17)

ATTACHMENT A


BPS Process Management System

Work System: District and School Security Leader: Andrea Alford

Owner Members Priority Processes Name Email Name Email

1.

2.

3. 1.

Distribute District & School Security Equipment

4.

1.

2.

3. 2. Develop Safety & Security Documentation

4.

1.

2.

3. 3. Conduct Training

4.

1.

2.

3. 4.

Monitor and Coordinate District & School Site Security

4.

1.

2.

3. 5. Conduct Background Screening

4.

1.

2.

3. 6.

Conduct District & School Security Equipment Audits

4.

ATTACHMENT A


1.

2.

3. 7. Broadcast Codes

4.

1.

2.

3. 8.

Monitor SESIR Reports Received In Writing

4.

1.

2.

3. 9. Perform 5 Star Self-Assessment

4.

Federal, State and / or School Board

Requirement Number Requirement Title

Q1 - Compliance with Federal, State, Local

and School Board Requirements

Q2 - Prevent School Violence

Q3 - Reduce Security Risks and Liability

Q4 - Improve School-Community Relations

on School Security Issues

F.S. 1006.07 Florida Safe Passage Act X X XF.S. 1006.07(6) Safety and Security Best Practices X X X X

F.S. 1012.32 Finger Printing X XF.S. 1012 465 Background Screening X X

BPS Policy 3121.01District Finger Printing & Background Check

Requirements X X

BPS Policy 4121Conditions for Employment & Re-

Employment of Support Staff X XBPS Policy 4121.01 CrIminal Background & Employment X X

BPS Policy 8405 School Safety X X XBPS Policy 8420 Emergency Evacuation of Schools XBPS Policy 8442 Reporting Accidents / Incidents X X X

SP 2.1.1 Conduct Safety and Security Audits X X X X

SP 2.1.2Review and Update School Safety &Security

Plans X X X XSP 2.1.5 Develop & Implement 5 StarComp Review X X X X

Legend: BPS = Brevard Public Schools - F.S. = Florida Statute - KPI = Key Performance Indicator - SP = Strategic Plan

District & School Security Requirement Relationship Matrix

Macro Process Control System – 3/20/09 Update Process Name: District and School Security Process Owner: Andrea Alford

Process Customer: BPS School Board, representing staff, students, parents and the community

Critical Customer Requirements:

Current Sigma Level: TBD Process Purpose: Provide a secure and disciplined learning environment for students and staff that is free of violence, weapons, hazards, vandalism, and substance abuse.

Outcome Indicators: Q1 – Q4

Process and Quality Indicators Checking / Indicator Monitoring Process

Indicators Control Limits Data to Collect

Timeframe (Frequency) Responsibility

Quality Indicators Targets / Baseline

What is Checking Item or Indicator Calculation

When to Collect Data? Who will Check?

Contingency Plans / Misc. - Actions Required for Exceptions - Procedure References

P1 # Policies, Procedures, etc. Developed, Reviewed and Updated

Target: 120 D Baseline: 120 D

Number of district and school site safety and security

document reviews conducted Monthly Andrea Alford

Assign additional resources to complete the development, review and updating of documentations.

P2 # Investigations completed per District / School Site

Target: 24 Hrs. Baseline: 12 Hrs.

The response time for conducting a criminal

investigation Monthly Andrea Alford

Notify school and give them a new estimated time to complete the investigation.

P3 # Expulsions per District / School Site

Target: Zero Baseline: 15

Number of parents, guardians and / or students Monthly Andrea Alford

Conduct additional parent and student training. Participate in Open House. Publish expulsion articles in District and School Newsletters.

P4 # Equipment Requirements Developed, Reviewed and Updated

Target: 4 Baseline: 4

Develop and review / update district and school site security

equipment requirements. Monthly Andrea Alford

Assign additional resources to complete the development, review and updating of equipment requirements.

P5 # Equipment Requirements Achieved (% of District / School Sites

Target: 75% Baseline: 100%

Audit / Inventory the security equipment that has been issued

to District / School Sites Monthly Andrea Alford Work with school to replace damaged or

missing equipment.

P6 # Training Courses Conducted


Conduct District and School security training courses per

quarter Monthly Andrea Alford Contact the school to reschedule training

class.

P7 # Trained Personnel per Course


Collect training session attendance

Each Training Session Trainer

Increase communication about the importance to send teachers and staff to training course.

P8 # School With School Resource Officer (SRO)


Track & count the number of schools with SRO Monthly Andrea Alford

Work with District Senior Managers and Local Law Enforcement agencies to place SRO on each campus.

And













P9 # of Security Assessments Requested

Target: Zero Baseline: None

Track & count the number of security assessments requested

by schools Monthly Andrea Alford Work with schools to reduce the need

for unplanned security assessments.

P10 # Background Checks Completed

Target: None Baseline: 615

Count the number of BCs completed Monthly Andrea Alford Review countermeasures and key work

indicators looking for hidden causes.

P11 # ID Badges Issued Target: None Baseline: 144

Track & count the number of ID badges issued Monthly Andrea Alford Contact applicant / company and request

justification for not getting badge made.

P12 Level II Background Cycle Time (Planned VS. Actual)

Target: 10% - 25% Reduction Baseline: 5D & 15D

Track the time it takes to complete a Level II BC Monthly Andrea Alford Review countermeasures and key work

indicators looking for hidden causes.

P13 # “Codes” Broadcast (Sent by Email & Phone)

Target: None Baseline: 6

Track & count the number of Codes broadcast Weekly Andrea Alford Use fax and / or radio.

P14 # Law Enforcement Meetings Held

Target: 3 per Month Baseline: 3

Track the number of community security-related

meetings held Monthly Andrea Alford Assign additional resources to schedule

and complete meetings as planned.

P15

# of Criminal SESIR Criminal Reports Received In Writing


Track & count the number of SESIR Criminal Reports Monthly Andrea Alford Provide additional training to school

staff.

And













P16

Security Best Practices (OPPAGA) Self-Assessment Milestones

Target: 4 Mo. Baseline: 4 Mo.

Track the completion of the milestones required to

complete the Safety & Security Best Practices Audit

(OPPAGA)

Monthly Andrea Alford Assign additional resources to complete the self-assessment in a timely manner.

P17 # 5 Star Self-Assessment Findings

Target: Zero Baseline: Zero

Number of Self-Assessment findings that cause corrective

action reported to Law Enforcement

Annual Andrea Alford Work with District Directors and Managers to close security gaps exposed by self-assessment.

Q1 Compliance with Federal, State, Local and School

Board Requirements


Track the number of Federal, State and Local safety and

security laws, regulations and policies for District & School

Security Dept Compliance

Annual Andrea Alford

Refer to contingency plans and miscellaneous information above related to individual key work process indicators.

Q2 Prevent School Violence Target: ≤ 1 Baseline: 1.73%

Count & compare the actual number of criminal incidents

with the total student population and create a ratio.



Q3 Reduce Security Risks and Liability


Count & compare the number of planned training sessions

with the number actually conducted and create a ratio.



And













Q4 Improve School /

Community Relations On School Security

Target: 36 Baseline: 36 Roll up monthly totals for P14 Annual Andrea Alford


And

Key Work Process (KWP) 1 Process Control System Process Name: Manage District and School Security Documentation

Process Owner: Andrea Alford



Current Sigma Level: TBD Process Purpose: To develop / update security documentation in a timely manner. Outcome Indicators: Q1








P1.1.1 Existing Policies, Procedures, etc. Reviewed, Updated and Published.


Cycle time to review, update and publish existing

documents. Monthly Andrea Alford


P1.2

Existing Document Review, Update, and Publication Schedule Milestones.


The percent of milestones completed on schedule. Monthly Andrea Alford


P1.3 New Policies, Procedures, etc. Developed and Published.


Cycle time to develop and publish new documents. Monthly Andrea Alford


P1.4

New Document Development and Publication Schedule Milestones.


The percent of milestones completed on schedule. Monthly Andrea Alford


Q1 Compliance with Federal, State, Local and School

Board Requirements


Track the number of Federal, State and Local safety and

security laws, regulations and policies for District & School

Security Dept Compliance



And

Countermeasures Matrix ____________________________Countermeasures Matrix ____________________________

EFFECTIVENESS X FEASIBILITY = OVERALL ACTION

PROBLEMThe length of time it takes to develop and maintain District and School Security documentation puts students and teaching, administration, and support staff at risk in the event of a critical incident.

ROOT CAUSE

COUNTER-MEASURE

PRACTICALMETHODS

Timely review of mandatory documents.

Staff Limitations (Skill Set) and Under Training - Under Funding

Reduced Collaboration Between, Federal, State, Local and School District Security Senior Staff.

Move the document review cycle to

summer months.

Develop document review task milestone

Identify alternate methods to

communicate Between, Federal, State, Local and School District Security Senior

Staff.

Develop local security outreach

information sharing program.

Increase staff training and

attendance to off-site seminars and training sessions. Increase training

budget.

Training plan to b e developed by department

Director

Management Decision

Schedule to be developed by security staff.

Developed by security staff.

Developed by security staff.

5

5

5

5

5

5

5

5

5

1

25

25

25

25

5

Yes

Yes

Yes

Yes

No

Scale: 1 = Negligible 2= Somewhat 3= Moderate 4= Very 5 = Extreme

District & School Security KWP1

DMAIC LITE STORYBOARD – IMPROVE – CHECKPOINT 10

KWP1 Countermeasure Action Plans COUNTERMEASURE

PROJECTED START DATE

PROJECTED END DATE

ACCOUNTABLE PERSON

SUPPORT ORGANIZATION ESTIMATED COST

Develop Document Review Task Milestone Schedule

6/29/09 9/14/09 Andrea Alford None The cost of staff time to develop schedule

Identify alternate methods to communicate with Federal, State, Local and School District Security Senior Staff and initiate local security outreach information sharing program.

2/23/09 3/23/09 Andrea Alford Federal, State, and Local Law

Enforcement and Emergency

Management

The cost of staff time to develop alternate methods and to create the outreach program.

Date:

Owners:

06/29/09 07/06/09 07/13/09 07/20/09 07/27/09 08/03/09 08/10/09 08/17/09 08/24/09 08/31/09 09/07/09 09/14/09 Comments

Scheduled Start & Finish

Completed

Scheduled Start Finish

Completed


Completed


Completed


Completed


Completed


Completed

WeeksNo. Task Accountable

Person

1

2

Conduct Document Kickoff Meeting

Review Documentation

Evaluate Documentation

3

4

Update Dcoumentation

KWP1 Action Plan - District and School Security

Root Cause #1:

Countermeasure:

Practical Method:

Andrea Alford

12-Feb-09Timely Review of Mandatory Documents

Develop Document Review Task Mielstone Schedule

Use department staff to review and update documents.

7 Board Approval

Prepare Documents for Publication5

6 Publish and Distribute Documents

Date:

Owners:

02/23/09 03/02/09 03/09/09 03/16/09 03/23/09 03/30/09 04/06/09 04/13/09 04/20/09 04/27/09 05/04/09 05/11/09 Comments


Completed


Completed


Completed


Completed


Completed


Completed

Scheduled Start Task Ongoing Task >

Completed

6 Select Alternate Method(s)

Conduct Alernate Methods Brainstorming Session

WeeksNo. Task Accountable

Person

KWP1 Action Plan - District and School Security

Root Cause #2:

Countermeasure:

Practical Method:

Andrea Alford

12-Feb-09Reduced Collaboration Between, Federal, State, Local and School District Security Senior Staff

Use department staff to develop alternate methods of communication and to develop outreachprogram.

Document Alternate Methods Recommendation

Conduct Alernate Methods Brainstorming Session

Document Alternate Methods Recommendation

7 Start Using Alternate Methods to Communikcate

Identify alternate methods to communicate with Federal, State, Local and School District Security Senior Staff & Initiate local security outreach information sharing program.

3

4

5

1

2

Conduct Kickoff Meeting

MacroProcess: Process Owner: Document Title:

MACRO DMAIC LITE STORYBOARD

MACRO PCS

MACRO FLOWCHART

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

MACRO KEY IN-PROCESSMEASURES DETERMINATION

SYSTEMS FORM

MACRO DMAIC LITE STORYBOARD

MACRO PRIORITY PROCESSSELECTION MATRIX FORM

KWP6 CONDUCTBACKGROUND SCREENING

FLOW CHART

KWP6 ACTION PLAN(s)

KWP6COUNTERMEASURE

MATRIX

KWP6 INDICATOR DATA

Note 1: May be required if flow chart has internal work processin addition to individual steps.

KWP1 DMAIC LITE STORYBOARD

KWP1 PRIORITY PROCESSSELECTION MATRIX FORM

KWP1 DEVELOP DISCTICT AND SCHOOL SECURITY

DOCUMENTATIONFLOW CHART

KWP1 ACTION PLAN(s)

KWP1COUNTERMEASURE

MATRIX

KWP1 INDICATOR DATA

Note 1

KWP10 DMAIC LITE STORYBOARD

KWP10 PRIORITY PROCESSSELECTION MATRIX FORM

KWP10 PERFORM 5-STAR SECURITYSELF-ASSESSMENT

FLOW CHART

KWP10 ACTION PLAN(s)

KWP10COUNTERMEASURE

MATRIX

KWP10 INDICATOR DATA

Note 1

Key Work Processes 1 - 10

1st DMAIC Lite Storyboard 2nd DMAIC Lite Storyboard 3rd DMAIC Lite Storyboard

A. ALFORDManage District and

School Security

Manage District and School Security

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PPllaann DDoo CChheecckk AAcctt

EZDMAICSM is a registered Service Mark of ets Inc. ~ Copyright 2009, ets Inc. Page 1

Macro Process Name: Manage District and School Security Key Work Process: KWP1 – Develop District and School Security Documentation

Work System / Leader: Ed Curry Process Owner: Andrea Alford DMAIC Status: Improve Cycle: Yes Refine Cycle: No

DEFINE

1. The stakeholder and need were identified. Yes: X No: Rating: 5 Comment: Internal and external customers were identified.

2. An indicator measuring our performance in meeting the need was developed. Yes: X No: Rating: 5

Comment: An indicator to measure “Q3 – Reduce Security Risks and Liability” was developed. See checkpoint 3.

3. A theme statement consistent with the indicator was selected. Yes: X No: Rating: 5

Comment: Yes, the theme statement, “Increase the completion rate of required security documentation from 83% to 100%”, is consistent with that Q Measure “Q1 – Comply with Federal, State, Local and School Board Requirements” will be improved by improving Key Work Process (KWP) 1 “Develop District and School Security Documentation”.

Rating Legend:

5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed




MEASURE

4. The theme was stratified from various viewpoints and a significant problem was chosen. Yes: X No: Rating: 5

Comment: The theme was stratified into four problems: 1) Conflicting Priorities. P1, 2) Poor Resource Planning. P1, 3) Lack of department resources. P1, and 4) Lack of Senior Management Oversight. P1

Problems 1, 2 and 3 all contributed to the problem.

5. A target for improvement was established based on the stakeholder's need and its impact on the theme indicator was determined. Yes: X No: Rating: 5

Comment: A documentation completion target has been established at 100%.

6. A problem statement that addressed the gap between the actual and target values was developed. Yes: X No: Rating: 5

Comment: Actual and target gap values have been identified.

Document Completion Target is 100%.

Document Completion Gap is 17%

Rating Legend:





ANALYZE

7. Potential causes most likely to have the greatest impact on the problem were selected. Yes: X No: Rating: 5

Comment: Four root causes were selected: 1) Timely Review of mandatory documents, 2) Reduced Training Budget, 3) Staff Limitations (Skill Set), 4) Reduced Collaboration Between, Federal, State, Local and School District Security Senior Staff.

8. A relationship between the root causes and the problem was verified with data. Yes: X No: Rating: 5

Comment: The relationship between the root causes and the problem were verified by the review of departmental reports, meeting minutes, equipment and staffing records. 9. Root causes were selected and the impact of each root cause on the gap was

determined. Yes: No: Rating: 5

Comment: The impact, of the root causes, was determined. 1) Not developing a yearly mandatory document review cycle, 2) The reduction in training budgets, 3) Training budgets impact the skill levels of department staff, and 4) Conflicting priorities and poor departmental resource planning have all caused the gap. Rating Legend:





IMPROVE

10. Countermeasures were selected to address verified root causes. Yes: X No: Rating: 5

Comment: Seven countermeasures were developed.

1. Schedule document review and updates during summer break.

2. Develop document review schedule.

3. Increase staff training by attending off-site security / crisis planning seminars.

4. Perform departmental task analysis.

5. Identify alternate methods to communicate with Federal, State, Local and School District Security Senior Staff

6. Initiate local security outreach information sharing program.

7. Add additional staff. 11. The method for selecting the appropriate practical methods was clear and considered

effectiveness and feasibility. Yes: X No: Rating: 5

Comment: An effectiveness and feasibility matrix was used to select which countermeasures to deploy. Practical methods were developed for each counter measure by using a brainstorming session. See Macro Storyboard package for effectiveness and feasibility matrix. All countermeasures were deployed.

IMPROVE

12. The action plan reflected accountability, schedule, and cost, and was implemented. Yes: X No: Rating: 5

Comment: An overall action plan was developed that incorporated all countermeasures. A countermeasure action plan matrix was developed which shows deployment accountability, schedule and associated cost.

Rating Legend:





CONTROL

13. [Results] The effect of countermeasure on the root causes was demonstrated. Yes: X No: Rating: 5

Comment: As of June 12, 2009, the 1st draft of the District and School Safety Plan has been completed. The identified counter measures have had an impact on completing this draft by June 12th. There are a few open TBDs in the draft that will be resolved during the review cycle.

14. [Results] The effect of countermeasures on the problem was demonstrated. Yes: X No: Rating: 5

Comment: As of June 12, 2009, the 1st draft of the District and School Safety Plan has been completed. The identified counter measures have had an impact on the reduction of the cycle time required to complete the draft by June 12th. 15. [Results] The improvement target was achieved and causes of significant variation were

addressed. Yes: No: X Rating: 5

Comment: The completion of the draft District and School Safety Plan by June 12, 2009 positions the document completion within the 120 day target. It has been estimated that the District and School Safety Plan will be fully staffed and released by June 30, 2009. 16. [Results] The effect of countermeasures on the theme indicator representing the

stakeholder’s need was demonstrated. Yes: X No: Rating:

Comment: Theme Statement: “Increase the completion rate of required security documentation from 83% to 100%”. By using the identified countermeasures the completion rate of 71% will be improved to 85%.

CONTROL

17. [Standardization] A method was established to document, permanently change, and communicate the revised process or standard, and was implemented. Yes: No: X Rating: 5

Comment: The countermeasure method has been communicated verbally to all District and School Security staff. The countermeasure method has been documented to permanently change and communicate the revised process. 18. [Standardization] Specific areas for replication were identified, and an action plan was

developed to promote organizational learning. Yes: X No: Rating: 5

Comment: This checkpoint was analyzed. The countermeasure can be replicated to other document development and update process.

CONTROL

19. [Future Plans] Any remaining problems of the theme were addressed. Yes: X No: Rating: 5




Comment: There are no remaining problems associated with the theme.

20. [Future Plans] Lessons learned, P-D-C-A of the ets Six Sigma DMAIC Method, and team growth were assessed and documented. Yes: X No: Rating: 3

Comment: The problem solving activity to improve the theme occurred over numerous brainstorming and data analysis sessions. Data was examined from varying view points to understand the problem and gap. Lessons learned were discussed but not documented at this time.

Rating Legend: 5 = Checkpoint Fully Satisfied / 4 = Meets Most Criteria of Checkpoint / 3 = Meets Minimal Requirement of Checkpoint 2 = Checkpoint Somewhat/Partially Satisfied / 1 = Checkpoint Not Addressed