State Hospitals should explore options for tracking the time evaluators spend on each evaluation activity to increase the accuracy of the workload equivalencies it includes in its workload matrix and should implement such options by September 2015.
CPS HR Consulting finalized the time study analysis November 2016. Effective January 11, 2017, Department of State Hospitals (DSH) implemented changes to the workload equivalencies. DSH is moving forward with providing workload adjustments which will be reviewed on a quarterly basis and implementation of efficiencies with a follow-up by CPS. This has been communicated to evaluators through the Forensic Services Division Quarterly meeting.
Although this is not a time sheet-based solution as we had described in the audit report, our recommendation was to explore options for increasing the accuracy of workload equivalencies. State Hospitals has reviewed its workload equivalencies and has committed to further reviewing its workload on a quarterly basis. This addresses the concern we raised in the report that "without meaningful periodic analysis of the evaluator matrix and the time that evaluators spend on evaluations, State Hospitals risks increasing pressure to rush evaluations or wasting resources while evaluators are idle."
On March 30, 2016, the DSH executed a contract with CPS HR Consulting to conduct a time study of the evaluator workload. DSH expects to receive a complete report by November 30, 2016. The information will be used to determine whether the workload equivalencies used in its workload matrix should be adjusted. This is estimated to be completed by mid-February 2017.
The Department of State Hospitals is executing a contract with CPS HR Consulting to conduct a time study of the evaluator workload. The contract is in the procurement process and is expected to be executed April 2016.
In August 2015, DSH completed a survey submitted to evaluators regarding the time required to complete work and work related activities. DSH analyzed the information and made necessary adjustments. Additionally, DSH is contracting with a vendor to conduct a time study to provide statistical analysis as to time allotments for activities listed in the workload matrix. The contract should be executed by December 2015.
DSH has developed a survey that will by July 2015 survey the
evaluators regarding the time required to complete work and work related activities. DSH will analyze the information and make adjustments as necessary.
Agency responses received are posted verbatim.