\SI I A32o .pI Bi 11/12 December 1998 Holley and Allen Promoted to Division Directors Effective November 1, Executive Director Luther Lewis appointed Chief of Police W.W. Holley to head the newly named Capitol Police Division of GBA and Lynn Allen to Assistant Director of Human Resources. Holley retains his current title of chief and succeeds Buddy Allen, who retired as Assistant Director of Police and Security in September. A retired major from the City of Atlanta Police Department, Holley joined GBA's staff in December 1994 and has been instrumental in improving and expanding the security services provided to state employees and visitors on Capitol Hill. The Human Relations Division of GBA has been renamed Human Resources and Lynn Allen appointed Assistant Director to succeed Gale Whitworth. Whitworth, Assistant Director for 10 years, has taken a medical disability retirement. Allen has been in GBA's personnel division since 1987. She began her employment with the State in 1976 with the Department of Administrative Services. According to Allen, several improvements are planned for the division, including an update of the employee handbook and new incentive programs. In other personnel changes, Ken Walls assumes the responsibilities of assistant supervisor and Sylvia Silas has been named payroll supervisor. VOL l.. NO 12 I( Process Management Teams Begin Review of GBA Processes H ow does GBA recruit the best possible candidates for employment? How does GBA manage a computer network and make it productive for the organization? By making sure we have well-documented processes in place. Quite frequently, the success of an organization depends on how well their processes are managed. A process is defined as the organization of people, equipment, materials, and procedures into work activities needed to produce a specified end result. A process involves an input or what begins the process, a set of tasks and activities, and an output or end result. Until now, we've never really focused on managing and documenting our processes. However, it's extremely important because practically everything we're involved in relates to one process or another. Every GBA employee is a part of a process, whether it's the issuance of I.D. badges, delivery of food service, facility management, or maintaining the grounds on Capitol Hill. For many of us, we're involved in a lot of GBA processes. With that in mind, GBA is beginning a comprehensive process documen- tation and management initiative to better ensure the success of all of our key business, support, and supplier/partner processes. GBA's management team met recently to identify these processes and selected Recruitment and Computer Network Administration as two processes to begin an in-depth review and documentation. Process Computer Network Administration teams have been assigned from a pool Dave Otto - Team Coordinator of GBA employees who completed the Dave Adams Facilities Planning process training session in September. Lee McElhannon Administration The purpose for the teams is twofold: Keisha Stein Human Relations 1) to document and improve the Tim Barker Shared Services selected processes; and 2) to train these Laura Case MTPeachtree employees to be process team coordi- Debbie Hegwood Food Service nators for future process management teams. Teams will meet every week for approximately eight to ten weeks to Alma Palacios Scott Oliver Capitol Police Capitol Police fully examine, document, and improve Recruitment the recruitment and computer network Julie Kerlin - Team Coordinator processes. Once these are completed, other GBA processes will be examined. GBA management will also be reviewing our strategic plan, specifically, prioritizing processes for future review and documentation, as well as identifying key measurements. GBA News will continue to provide updates on the various projects as information Mary Flemister Facilities Planning Jim Hyde Administration Christy Finch Human Relations Brett Jones MTSouth Nancy Negris MTNorth Reuben Ransom Landscape Services Debbie Fernandes Food Service Robert Steede Capitol Police becomes available. Congratulations to: Bobby Golden (CPolice) and his wife, Betty, who will celebrate 39 years of marriage on December 7. Winston Watson (CPolice) and his wife, Sandra, who will celebrate their 35th wedding anniversary on December 15. Betty and Gene Quay (CPolice and MTSouth) who will celebrate 36 years of marriage on December 22. Scott Oliver (CPolice) and his wife, Nola, who will celebrate their 2nd wedding anniversary on December 23. Wanda Ross (CPolice) and her husband, Pete, who will celebrate their ninth wedding anniversary on December 30. O.M. Colley (CPolice) and his wife, Mary, who will celebrate 15 years of marriage on December 31. They are also the proud grandparents of Jody Wyatt, born October 25 to Eddie and April Waddall. Stacey Freeman (Operations) on the birth of her son, Jarrett Dale, on November 3. See, Notes of Interest, back page GBA Remembers Leo Peek GBA retiree, Leo Peek, passed away October 25 and E GBA Capitol Police Honor Guard partici- pated in the service. Known for his hard work and dedication, Leo Peek retired from GBA in June of 1997 after 17 years of service as a security monitor. He suffered a heart attack and stroke on the very day of his retirement and never fully recovered. MTeam South Celebrates Second Vear of Operation Maintenance Team South believes in celebrating its successes! And two years of operation and being the example by which other maintenance teams were established is reason enough to celebrate. Employees of MTSouth treated themselves to a barbequeluncheonin the Blue Room, complete with good food, a round of applause, and some day-to-day business issues. Maintenance Team South evolved as a pilot project in 1996 after an extensive study of GBA operations by a private consultant, Goodwin and Associates. Goodwin determined that GBA, like similar campus style institutions (colleges and universities, school systems, and large hospitals), could operate more efficiently under a zone concept rather than the current centralized concept. A desire to incorporate a comprehensive preventive maintenance system and employee accountability into the day-to-day operation of the facilities was also an important factor in the decision to try the pilot project. The results are well-known. Past surveys indicate better man- aged facilities and more satisfied tenants. Not to mention happy employees! Tray Polk, facilities manager for MTSouth, admits the project has been a challenge. "We worked hard to bring the buildings back to a manageable standard, both in the Just the Facts Maintenance Team South Facilities Manager: Tray Polk maintenance and Total Area Maintained: 2.7 million sq. ft. custodial areas." Number of Employees: 49 Full-time Polk directly at- 30 Part-time tributes the "good people who are Facilities: Archives Judicial Health Labor dedicated to their jobs 244 Washington LOB and their sense of TW DOT ownership about the facilities" as the key to MTSouth's success. As MTSouth enters its third year of operation, the challenge remains: Improve overall performance by even greater margins and continue to develop solid working 1050/1150 Murphy Avenue 209 Pryor Street 116 Mitchell Street 130, 146, and 276 Memorial Drive Tenants: Georgia General Assembly Georgia Supreme Court Georgia Court of Appeals Secretary of State Audits Regents DHR PSC Law State Patrol Revenue Adm. Office Courts DOT Credit Union relationships with OPB Council Sup. Judges tenants. Service Anniversaries Leroy Kelly 30 years ... .... :-:-:-:.:-:--::-:: . ....... ..:.:.: :.:.:.:.:.:.:-:.:.: :. Hal Driskell 21 years 18 Years Ronald Pittman Sandy Smith 17 Years Alethea Thomas 14 Years John Gladney 13 Years Tracy Boswell Trent Ozburn 11 Years Tim Thomas Bobby Presnal Stan Phillips .. am 1 l >:::::.::<.:::<::;::<,:=ti1(:;;d Smitty McKinnon 24 years iL..... . .--: . - Tommy Kelly 22 years r:tJr:tJr:tJ Recent Mail r:tJr:tJr:tJ Govtmor ZeOMl/Ju Commissioner Dcey-R=il Department of Administrative Services Internal Business Services 200 Piedmont Avenue, Suite 1604 Atlanta, Georgia 30334-9010 404/656-7026 FAX 404/651-9498 Sandra Haga Director November 3, 1998 Mr. Luther Lewis Georgia Building Authority I MLKJrDrive Atlanta, GA 30334 Dear Luther: I want to thank your staff, responsible for cubicle installations in the Floyd Towers, for the excellent service they have been providing the Depar1ment of Administrative Services. As you know, we are in a critical space situation due to Year 2000 and other large projects. We often have very short notice that outside resources will be coming in and we have to find space for them to work. Your install group has been fast to respond in helping us put in new cubicles and reconfigure existing cubicle space. The service they have provided has been outstanding. I cannot thank them enough for being so responsive to our needs. I would also like to thank you for the quality service your card key staff has been providing. They have done an excellent job in providing quick turnaround on reques1ed card keys. They are always courteous and helpful and provide quality customer service to our agency. Thank you again for all the help you and your staff provide to our agency. Without your help we would not be able to meet the critical deadlines we have, and we would not be able to provide quality customer service to our own customers. cc: Dotty Roach Charles Babb Sincerely, Sandra Haga December Birthdays " . " Nancy Negris -- 1st Sam Ferguson -- 3rd Charles Rosser --- 3rd Willie Barnes --- 4th Richard Dove ......................... 5th Walt Jones-- 5th Musette Britt .......................... 6th Melissa Turner - 6th Joseph Vance -- 6th John Copeland ...................... 7th Marquez Taylor ...................... 7th Hal Driskell .....-------- 8th Lena Reid----------- 8th Larry Dyer---- 9th Bert Collins -- 10th Wayne Atha ......................... 13th Clarence Walker------ 14th Greg McDuffie --------- 17th Jim Hicks-- 17th Mary Harris ......................... 18th Harry Stewart.-- 18th Barbara Glass- 19th Robbie Balenger --- 20th Bridget Charles .................... 20th Luveria Reese-------- 20th Anthony Sutton ................... 23rd Travis Byrd ........................... 24th Holsey Jackson- 24th Ocie Colley-- 25th David Fowler ........................ 26th Ray Klimczak ....................... 26th Randall Rowland ................. 26th Norman Sims ....................... 27th Barbara Patton -- 27th John Beaber - 28th Clinton Lane ........................ 29th Petra Anderson ..................... 31st Meryl McDaniel .................... 31st Shannon Olliff-- 31st SPEED BUMP Dave Coverly GBA Serves as Test Site forTerminal Operators Certification Sergeant Steve Dawson, GBA Capitol Police's training officer, recently received approval to administer and score the Georgia Crime Information Center terminal operators certification test. The GBA site is one of only 40 test centers in Georgia and the second in metro Atlanta. Terminal operators are those employees (full or part-time) hired by a criminal justice agency to perform communications duties such as the operation of a criminal justice information system. These employees must be certified within six months of hiring and must be recertified every two years. Applicants must score a minimum of 90% to qualify to work in a law enforcement communications center. Les Robinson Wins 2nd Annual Pistol Competition After coming in second in the 1997 GBA Pistol Competition, Les Robinson vowed to come back strong, and that he did! Scoring 195.6 points out of a possible 200, Les won the 1998 competition with Stacy Williams scoring second with 189.4 points. Held at the Covington Police Department firing range, GBA officers were invited to compete based on proficiency and scores in firearms training. Six GBA officers participated. The competition consisted of two drills: a 50 round precision qualification course and a ten round reactive combat course. Capitol Police Divsion Reorganizes Along with the recent promotion of W.W. Holley, the newly named Capitol Police Division of GBA has been reorgnized to include four sections: 1) Administrative Support; 2) Investigations; 3) Field Operations; and 4) Safety Operations. For some time, the former Police and Security Division has been viewed as two separate sections, despite past organizational changes to combine these sections. The latest reorganization will eliminate this disparity and include certified police officers, communications operators, and non-certified staff in one unified division. Several new positions have been created to further implement these changes. The following is a brief summary of the four sections and their responsibilities: 1 Administrative Support: Commanded by a lieutenant, the section is responsible for day-to-day operations of the Communications Unit, Inventory Control, Training, and the Floyd Building. The job title of communications supervisor will be renamed to senior communications supervisor. Two additional communications supervisor positions will be created and assigned as shift supervisors for VCR, radio operations, and the Floyd Building. 2 Investigations: Responsible for investigation and follow-up on criminal acts that are beyond the scope of the patrol officer. The section will also be responsible for internal affairs, central records, and compliance with uniform crime reporting. Section is commanded by a senior investigator (position to be created). 3 Field Operations: Commanded by a captain (position to be created), the section is responsible for day-to-day operations of personnel assigned to the patrol and facility units. Three lieutenants will supervise one of three shifts (day, evening, and morning). 4 Safety Operations: This section is responsible for the installation and management of the video control, duress alarm, and cardkey systems. Also responsible for emergency evacuation plans and other safety issues. In other changes, the job titles of building monitors and receptionist monitors will be renamed "Safety Officer I" and "Safety Officer II." A position of Administrative Manager, reporting to the Chief, will be created and will be assisting the Chief with administrative support including, but not limited to, job descriptions, new programs, and accreditation. Employees of the Month October 1998 Congratulations to Joel Nantz (MTPeachtree), Gary Mitchell (Police), Diane Alexander {MTNorth), and Newell Lee (Food Service) on being selected Employees of the Month for October 1998. Ruth Maxwell (Contracts) is not pictured. What's Going On ... Capitol Police + Welcome to Duane Clark who joins GBA as a police officer. He transfers from the Georgia World Congress Center. Food Service + Greg McDuffie, who Christmas chores' Brian Hobbs {MTNorth) prepares trunk of fir tree tor placement in Steve Polk Plaza tor Coke On Ice activities through January 3. has been on medical leave, transfers from Administration to Banquets. Bunni Spence transfers from part-time to full-time banquet coordinator. Welcome to Sherry Crew-Jay who joins Banquets as a Banquet Coodinator. Operations + MTSouth has converted their utility carts from gasoline to natural gas for better use during Ozone Action Days. + Shared Services has assisted Governor-elect Roy Barnes' transi- tion team in renovating office space in Room 245 of the State Capitol. Work will also begin soon on preparing the Governor's Mansion for new occupants and any inaugural prepartions needed at the State Capitol. What's Happening in December? Hannukkah, an eight day Jewish celebration begins at sundown on Sunday, December 13. Christmas Eve, Thurs- day, December 24, is a state holiday. Christmas Day, Friday, December 25, celebrates the birth of Jesus of Nazareth. State offices are closed. Kwanzaa is an American black family celebration, observing the traditional harvest festivals, and begins December 26. Handling Holiday Stress More spending and shopping; more housework and cooking; more social obligations and house guests-all this adds up to a season to be jolly, but for some people it's a time to be stressed. To keep the holiday blues at bay, the Mayo Clinic offers these tips: v Plan ahead-Develop a calendar of specific days for shopping, baking, visiting friends, and other events. Don't plan for more than you can comfortably accomplish. V Schedule some time for solitude and relaxation. V Don't eat or drink more than you're accustomed to just because it's the holiday season. v Get plenty of sleep and leave time for exercise. v Budget-Before you go shop- ping, decide how much money you can afford to spend on gifts and other items and then stick to it. V Be realistic-As families change and grow, traditions may need to change as well. Also, set differences aside and try to accept family members as they are. Newsletter Surveys Indicate Satisfaction; Improvements Planned A GBA News survey was distributed to all full and part-time employees along with their November 1 paycheck. Employees were asked to rate on a scale of poor to excellent several attributes of the newsletter including Appearance, Ease of Reading, Credibility, Subjects Covered, Length of Articles and Timeliness. Survey participants were also asked to rate their level of interest in the various newsletter departments within the publication such as service anniversaries, birthdays, commendations, department and industry news, health or safety tips, and calendar events and recipes. Of the 41% of employees that responded to the survey, 97% indicated that they read the newsletter thoroughly (70%) or at least most articles (27%). Appearance, Ease of Reading, Credibility and Subjects Covered scored in the very good to excellent range with Length of Articles and Timeliness scoring slightly lower with good to very good. Employees scored Department/Industry News as their #1 priority regarding level of interest with Service Anniversaries and Birthdays tied for second. What's Going On rates third with Commendations, Events, and Health and Safety tips following in priority. Suggested improvements included, by overwhelming demand, a return of Up Close and Personal, a monthly spotlight of a GBA employee, and more department news, specifically, rotating articles by division directors and more in-depth information on problems and planned improvements within GBA. To the employees who took the time to complete the survey and let us know what you like and don't like about the newsletter-thank you! We'll be incorporating your suggestions into the publication over the next few months, and some other surprises, too! Stay tuned! Lunchtime Holiday Music Scheduled for State Capitol Music will fill the halls of the north wing of the State Capitol during the holiday season as metropolitan area school groups perform for visitors and state employees. The following is a tentative schedule of performances: December 7 Memorial Middle School Chorus 11:00-11:30 a.m. December 8 Lanier Middle School Band 11:30- noon Decmeber 9 Atlanta Christian College 11:00 - 11:30 a.m. December 10 Pickens Cty Middle School Band 11:00 - 11:30 a.m. December 11 Harrison HS Orchestra 11:00- noon December 14 Lost Mountain Middle School 11:00- noon December 15 Arlington Christian School (T) 11:00 - 11:30 a.m. December 16 Awtry Middle School Orchestra 11:00-11:30 a.m. December 16 A.L. Burris Elementary School 11:30 - noon Decmeber 17 Awtrey Middle School Band 11:00 - 11:30 a.m. December 17 Smitha Middle School Chorus 11:30- noon For additional information, contact Cindy Harden, Special Project Coordinator, at 404-651-5924. Notes of Interest, continued from front page Thinking of: Dallas Day (MTPeachtree) as he recovers from a heart attack. He is scheduled to return to work in early December. Tony Miles (Food Service) whose mother, Willie, suffered a stroke. Braggin Rights to: Dave Mathieson (Facilities Planning) whose daughter, Suze Baer, passed the Massachusetts Bar Exam on her first attempt. Coke On Ice! Enjoy the holiday season with ice skating at Steve Polk Plaza through January 3. GBA employees (no substitutions) receive a complimentary skate session with the presentation of your GBA l.D.