CHAPTER II MANAGEMENT - PART 1-6 Flashcards
Formal and informal informational requests received by departmental elements from outside sources, that involve potential liability to the Department, heightened community interest, proprietary intellectual property, presentation requests, statistics, procedures, managerial strategies or managerial reports, will be directed through which office?
Director’s office
The Departmental Records Management Liaison Officer (DRMLO) is which commander? The _ commander is
responsible for coordination of the departmental records management program.
Central Records Bureau Commander
*Questions regarding the release of records should be directed to the DRMLO.
MDPD maintains goals and objectives that are updated by the ___ on an annual basis when preparing the Department Business Plan. All major organizational elements must review their goals and objectives and submit revisions on an annual basis for inclusion in the Department Business Plan.
Fiscal Administration Bureau (FAB)
The purpose of the __ is to succinctly communicate the intended accomplishments for each County department for the current and next fiscal year as well as describe any factors which may limit the department’s ability to achieve these accomplishments.
Department Business Plan
*The plan includes a three- through five-year outlook for accomplishing objectives.
The Monthly Performance Review, addressing departmental performance activities, is conducted on a monthly basis. All major organizational elements are required to update their score card assigned to the __. The __ is used to align objectives and measure performance which has been identified in the Business Plan for the current fiscal year.
Active Strategy Enterprise (ASE) software program.
Researching a problem and developing a solution, leaving nothing for the final authority to do except approve or disapprove, is known as ____.
completed staff work
In such projects it is essential that original
instructions include identification of the problem, the scope of endeavor, the time limit for completion, and the desired goal
The acting rank notification shall be limited to __ calendar days.
30
*If the acting rank time period exceeds 30 calendar days, a new notification is required.
- The __ shall be responsible for verifying all acting rank notifications related to position vacancies. Furthermore, within 30 calendar days, 2. __ is responsible for immediately notifying element commanders of any position, within their respective element, that has been eliminated or reallocated.
- Personnel Management Bureau (PMB)
- FAB
____ is A written or oral directive issued by a superior to a subordinate or group of subordinates in the course of duty.
Order
__ is An order which contains directives of temporary duration or which includes assignment, transfer, promotion or demotion of an employee, or other personnel action.
Special order
An employee who receives an order which he or she believes to be contrary to a departmental rule must first obey, and then may appeal. Report and appeal: An employee who receives an order which he or she believes to be contrary to a law, ordinance, or departmental rule shall report it in writing to the concerned __. The report shall contain the facts of the incident and any action taken. Appeals for relief from such orders may be made at the same time.
Division Chief
All departmental automated systems activities will be coordinated through the _. Actions related to implementation of policy or support of automated systems are coordinated through the Information Technology Services Bureau (ITSB) in conjunction with the Technology Advisory Board (TAB). The ITSB is responsible for development, implementation, and enforcement of management and standards for all automated systems.
Office of the Chief Financial Officer (OCFO).
The Department must explore all avenues to ensure that limited available funds and personnel resources are applied to maximize the achievement of departmental goals. The _ may be convened, when deemed necessary, in order to facilitate this process
Technology Advisory Board (TAB)
The Technology Advisory Board consists of THREE voting members. The two MDPD Assistant Directors, and the Chief Financial Officer. The commander of the ITSB will attend TAB meetings as a non-voting member of the Board.
INFO: The Central Records Bureau Commander and the ITSB Commander are designated as the Terminal Agency Coordinator and alternate Terminal Agency Coordinator respectively for the Department and are responsible for ensuring policy compliance with FCIC and NCIC, including validation requirements.
INFO
The __ Program is a voluntary registry service for The Guardianship Program of Dade County, Inc., who acts as the public service guardian for indigent adults, referred to as wards, who are adjudicated incapacitated by the Eleventh Judicial Circuit of Florida.
Guardianship Alert Message (GAM)
The Special Victims Bureau (SVB) will serve as the Department’s liaison and oversee the GAM Program. The SVB Major or designee is tasked with authenticating all GAM requests. Upon approval, the SVB Major or designee will forward the GAM memorandum to the Central Records Bureau to be entered in CJIS local. The SVB will be responsible for conducting biannual audits to ensure GAMs are up-to-date. The Guardianship Program of Dade County, Inc., is required to notify SVB of any changes of a ward’s status within__ hours. The SVB shall notify the Central Records Bureau of any changes of a ward’s status.
24 HOURS
*The Strategic Planning and Development Section’s Captain or designee is tasked with tracking, monitoring, and renewing the Memorandum of Understanding
between the Department and the Guardianship Program of Dade County, Inc.
MCUs shall be logged onto the County Network on a __ basis in order to update the virus protection software and operating system.
weekly
*Damage to a MCU must be reported to the employee’s immediate supervisor prior to the end of the shift the employee is working. If the unit is not operable, the employee must immediately report it to their supervisor and turn the unit in for repair/replacement.
__ Grants Compliance Section will be responsible for the initial assignment of the Rapid Identification Reader (RIR).
The Fiscal Administration Bureau’s (FAB)
__ are an independent function of the Professional Compliance Bureau (PCB). The staff inspection process provides a quality control mechanism for the Department through review and analysis of operations performed by all departmental elements
Staff inspections
_ are ongoing activities conducted to ensure that personnel are complying with departmental policies, procedures, and requirements governing appearance, use, and maintenance of equipment and facilities. All supervisors, at every level of the Department, are responsible for conducting _.
Line inspections
STAFF INSPECTION GOALS:
1. -Inspect all organizational components every __ years.
- Conduct inspections and submit final reports within __ weeks following inspection of the element.
- 4
- 8
Staff inspections are alternated over a four-year inspection cycle. An in-depth inspection wherein _ percent or more of all facets of the inspected element’s personnel, facilities, operations, and equipment are inspected. The on-site phase of the inspection normally takes from 15 to 30 days to complete, and an inspection report is prepared.
60
STAFF INSPECTIONS:
Except as specifically cited by the Director, the __ Major has the responsibility and authority to determine the scope of the inspection and when the inspection is completed satisfactorily.
PCB
Notification of Inspection:
Approximately __ months prior to an inspection, the SIS Supervisor shall provide telephonic notification of the projected date of the inspection to the commander of the element to be inspected. At least one week prior to the inspection, the PCB Major will notify the commander of the element to be inspected, via memorandum, of the impending inspection. The memorandum will include specific requests for any
documents, records, data, or additional staffing required.
6
The PCB SIS will prepare a clear and concise report at the conclusion of each inspection and will include operational strengths, consolidated comments, tabulated data, recommendations for improvement and, if appropriate, illustrative documents. The final report will be completed within __ weeks following the inspection
4
FOLLOW-UP PROCEDURES/ STAFF INSPECTIONS:
A copy of the inspection report is forwarded by the PCB through the chain of command to the inspected element on a _ day trace for a response.
30
