September 30, 2002
Authors: Jackie Thomason (main author), Member
Rashidah Grinage, Member
Gwen Hardy, Member
Authors may be reached as follows:
Jackie Thomason: [email protected]
510-332-5998
Rashidah Grinage: [email protected]
510-306-0253
PUEBLO�s proposals are directed toward the following goals:
1) The controlling of losses through improved risk management; and
2) The creation of additional financial resources that can be used to fund programs that improve services and improve the quality of life for residents of Oakland.
Specifically, PUEBLO�s recommendations
� Endorse the recommendations of the PSG-2B Working Group on Risk Management;
� Incorporate Risk Management goals in the Flexible Performance Agreements of Department heads;
� Strengthen the role of the Risk Manager and the Risk Management organization to ensure the appropriate level of focus on and leadership of Risk Management activities at all levels of the City of Oakland;
� Facilitate the cultural changes necessary for the success of Risk Management throughout the City;
� Create a citywide incentive program;
� Create incentives to Department and Division managers to support the behavioral changes needed for the success of the Risk Management efforts;
� Ensure that Departments and Divisions have the support needed to achieve significant success in managing risk in the City of Oakland;
� Continue and enforce the existing Risk Management Incentive Program.
Recommendations of PSG-2B Working Group on Risk Management
PUEBLO has participated in the PSG-2B Working Group on Risk Management and endorses the recommendations of the working group. Those recommendations include the
PUEBLO�s recommendations are entirely complementary to those of the Working Group and in some cases simply state explicitly items implicit in those proposals. We believe our additional recommendations will serve to tie together those of the working group and enhance their effectiveness.
While the recommendations of the PSG-2B Working Groups focused on structural changes, mostly in the individual departments, PUEBLO emphasizes the need to strengthen of the role of the Risk Manager and the Risk Management central organization. We also developed specific recommendations to facilitate accountability for risk management at all levels in all City departments.
Accordingly, PUEBLO offers the following additions:
� PUEBLO believes that additional emphasis must be given to the strengthening of the centralized Risk Management functions, especially the responsibilities of the Risk Manager.
� Department Managers must be held accountable for safety, general liability, and Workers� Compensation. Specific goals in these areas shall be reflected in their performance objectives. Performance objectives should be reviewed and assessed by the Risk Manager as part of the Flexible Performance Agreement process.
� The Risk Management Organization shall provide additional tools, advice, and analysis to facilitate data gathering, data analysis, and development of programs to mitigate the City�s risk in the areas of safety, workers� compensation, and general liability.
� Every major incident will be investigated and reported on by the Safety Officer in collaboration with the Risk Manager and the City Attorney�s Office. Reports will include preventative measures to be implemented. An example of the type of incident that should be investigated is a vehicular collision.
� The Risk Management Council shall be permanently chaired by the City Manager.
Often discussed by the Working Group was the recognition that significant behavioral changes by Department and Division heads would be essential if the reduction of loss was to be achieved. The cultural change required for the success of the recommendations requires strong leadership and consistent focus on Risk Management.
� PUEBLO recommends that this objective be realized by strengthening the role of the Risk Manager and the Risk Management organization. Therefore, we recommend revising the Job Description of the Risk Manager in the following ways: (Note: Both the current and PUEBLO�s revised job descriptions are attached.)
1. Establish measurable objectives for each department. This must be done in partnership with the department management and staff and be based on Delta between an established standard of performance (benchmarks) and current Oakland performance. Objectives will address service, safety, and financial performance.
2. Establish action plans with quarterly deliverables based on the objectives. Objectives will be established based on data on previous departmental performance as well as standards for best practices. Action plans and progress will be reviewed quarterly to ensure compliance with the plans.
3. Participate in the performance assessment of department and division managers, reviewing levels of achievement of objectives relating to risk management.
4. Review and report on departmental progress on incentives in the Risk Management Incentive Program (RMIP).
5. Design, develop, and implement a citywide employee recognition program that is competitive and provides substantial benefits and a high level of recognition to the employees who are recognized at the city level.
6. Provide expertise to the departments and divisions in developing employee incentive programs that recognize and reward staff for achieving goals, using proven practices
o Examples: �Scratcher� programs, team competitions, time off for best team, individual bonus awards for outstanding achievement. Rewards must be tangible and valued by staff.
o High-level acknowledgement of achievements such as Excellence in Service awards for individuals and teams.
7. Provide leadership in the Risk Management Council.
The attached Job Description is a revision of the original description for the Claims and Risk Manager. The revisions highlight the need for the Risk Manager�s qualifications to include leadership and the ability to influence colleagues at all levels of the organization. Clearly, the Risk Manager needs to have a high degree of institutional influence in order to perform some of the duties described. Therefore,
� PUEBLO recommends that the Risk Manager and the Risk Management organization report directly to the City Manager and that the position be on a par with that of the leaders of the four major organizations targeted: OFD, OPD, OPR, and PWA.
Risk Management currently provides analysis and charting of risk-related information. This data was very helpful during the data gathering efforts of the PSG-2B Working Group. The Risk Management Organization also serves in advisory and consulting capacities, bringing their own and outside expertise to bear on Department issues. The PSG-2B Working Group�s recommendation 5 addresses some of the issues of data analysis. The following recommendations extend that recommendation.
� PUEBLO recommends that this function be enhanced to support more detailed analyses. We further recommend that the members of the Risk Management organization play an active role with the departments in developing data about activities in the department, analyzing the data, supporting �early warning� interventions within the departments, and tracking performance of such interventions.
� Departments must develop strategies for controlling loss through liability and must be held accountable to meet targeted goals for loss reduction. Risk Management will monitor the implementation of departmental activities and assist departments to evaluate their success in reducing liability and/or identify the obstacles, which prevented departments from so doing. Risk Management needs the authority to ensure that Departments are performing the required functions.
� PUEBLO strongly recommends that the current Risk Management Incentive Program be continued and enforced as a core strategy to encourage loss prevention in OPD, OFD, PWA and OPR. The Risk Manager should review all departments and divisions to determine whether the RMIP should be extended to additional City departments.
PUEBLO used the following resources as a foundation for our recommendations:
PROPOSED Job Description
RISK MANAGER
DEFINITION
In the Office of the City Manager, provides leadership throughout the City of Oakland in all areas of Risk Management. Supports Departments in the design and implementation of measurable risk management goals and employee incentive programs. Develops and implements a citywide employee incentive program. Develops tools to gather and analyze data on safety, workers� compensation, and general liability. Represents the City of Oakland in Risk Management public policy organizations.
Ensures that the City of Oakland is using �best practices� in Risk Management and supports the use of standardized data management. Provides leadership in the Risk Management Council. Plans, organizes, manages and directs the risk management, loss control and insurance administration programs; trains and supervises assigned staff; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
This is a department manager classification, responsible for a variety of risk management, loss control and insurance administration for the City of Oakland. This position has significant interaction with other departments in the Office of the City Manager, especially the OPR, PWA, OFD, OPD and with personnel management departments and with organizations that perform research on Risk Management for governmental organizations.
The incumbent receives direction from the City Manager and exercises direction over professional, technical, clerical, and contract staff within the Risk Management Department.
EXAMPLES OF DUTIES
Duties may include, but are not limited to, the following:
Works with department managers and staff to establish measurable objectives for each department in the areas of service, safety, and financial performance.
Assesses performance of department and division managers against their risk management objectives.
Works with department and division managers to establish action plans with quarterly deliverables based on the objectives. Reviews action plans and progress quarterly to ensure compliance with the plans.
Reviews and report on departmental progress on incentives in the Risk Management Incentive Program (RMIP),
Provides expertise to the departments and divisions in developing employee incentive programs that recognize and reward staff for achieving goals, using proven practices.
Plans, organizes, manages
and directs the work of the Risk Management Division including safety and loss,
disability benefits, insurance administration, safety, worker's
compensation and vocational rehabilitation programs and activities.
Develops and implements management systems, procedures and standards for risk management program administration and evaluation.
Directs the preparation of a variety of studies and reports relating to current and long-range risk management program needs; develops specific proposals to meet them.
Negotiates, coordinates
and administers a wide variety of contracts for insurance,
administration and consulting services.
Develops and directs the implementation of goals, objectives, policies, procedures and work standards for the division.
Directs the selection, supervision and work evaluation for division staff; provides for staff training and development.
Prepares or reviews reports for the City Manager, City Council or commissions; works closely with Council and other public and private groups to explain or coordinate plans for proposed projects and to respond to their concerns.
Establishes and maintains positive working relationships with individuals, service providers, public and private agencies and others to ensure that programs and activities are responsive to City needs.
Coordinates the work of the division with other City departments, outside agencies and concerned citizens.
Monitors developments related to risk management and loss control programs, evaluates their impact on City operations and implement policy and procedure improvements.
QUALIFICATIONS
Knowledge:
Extensive knowledge of the principles and best practices of risk management, claims management and asset protection.
Extensive knowledge of management principles and practices, including organizational development, leading change, goal setting, program and policy development and implementation, and employee management.
Extensive knowledge of best practices in customer services, with emphasis on incentive programs.
Extensive knowledge of principles and practices of data gathering and analysis.
Considerable knowledge of laws and regulations relating to risk management, asset protection, safety and worker's compensation programs.
Considerable knowledge of policies and procedures regarding insurance processing and control.
Working knowledge of principles and practices of public relations.
Working knowledge of the principles and practices of contract administration.
Working knowledge of the principles and practices of budget development and administration.
Working knowledge of computer systems and applications.
Ability to:
Influence and lead at all organizational levels.
Lead organizational change.
Develop policy.
Select, motivate and evaluate staff and provide for their training and professional development.
Analyze complex technical and administrative risk management problems, evaluate alternative solutions and recommend or adopt effective courses of action.
Develop and implement goals, objectives, policies, procedures, work standards and internal controls.
Communicate effectively orally and in writing.
Exercise sound independent judgment within general policy guidelines.
Establish and maintain effective work relationships with those contacted in the performance of required duties.
EXPERIENCE AND EDUCATION
Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of responsible supervisory or managerial experience in risk management program management in a public agency or corporate setting.
Education:
Bachelor's degree from an accredited college or university in public or business administration, industrial engineering or related field. M.B.A. is highly desirable.
LICENSE OR CERTIFICATE
Incumbent is this position is expected to operate automotive vehicles in the performance of assigned duties. Due to assignments and hours worked, public transportation may not be an efficient method for traveling to required locations. Individuals appointed will be required to maintain a valid California Driver�s License while employed.
Certification of completion as an Associate in Risk Management by the Insurance Institute of America is highly desirable.
Civil Service Board #:
Date Approved/ Exempt:
Date Revised:
CURRENT JOB Description
|
CITY OF OAKLAND |
Class Code: 0255
Rep. Unit: K
CLASS SPECIFICATION |
CSB Status: CU
CLAIMS AND RISK MANAGER
DEFINITION
In the Office of Retirement, and Risk Administration, plans, organizes, manages and directs the risk management, loss control and insurance administration programs; trains and supervises assigned staff; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
This is a division manager classification, responsible for a variety of risk management, loss control and insurance administration programs. It is distinguished from the Director of Retirement and Risk Administration which is a department head, responsible for the administration of assigned functions.
The incumbent receives direction from the Director of Retirement and Risk Administration and exercises direction over the Safety and Loss Control Coordinator, Disability Benefits Coordinator, professional, technical and assigned clerical and contract staff.
EXAMPLES OF DUTIES - Duties may include, but are not limited to, the following:
Plans, organizes, manages
and directs the work of the Risk Management Division including safety and loss,
disability benefits, insurance administration, safety, worker's
compensation and vocational rehabilitation programs and activities.
Develops and implements management systems, procedures and standards for risk management program administration and evaluation.
Directs the preparation of a variety of studies and reports relating to current and long-range risk management program needs; develops specific proposals to meet them.
Negotiates, coordinates
and administers a wide variety of contracts for insurance,
administration and consulting services.
Develops and directs the implementation of goals, objectives, policies, procedures and work standards for the division.
Directs the selection, supervision and work evaluation for division staff; provides for staff training and development.
Prepares or reviews reports for the City Manager, City Council or commissions; works closely with Council and other public and private groups to explain or coordinate plans for proposed projects and to respond to their concerns.
Establishes and maintains positive working relationships with individuals, service providers, public and private agencies and others to ensure that programs and activities are responsive to City needs.
Coordinates the work of the division with other City departments, outside agencies and concerned citizens.
Monitors developments related to risk management and loss control programs, evaluates their impact on City operations and implement policy and procedure improvements.
QUALIFICATIONS
Knowledge:
Considerable knowledge of the principles and practices of risk management, claims management and asset protection; and self-insurance plan program development and administration.
Considerable knowledge of laws and regulations relating to risk management, asset protection, safety and worker's compensation programs.
Considerable knowledge of policies and procedures regarding insurance processing and control.
Working knowledge of administrative principles and methods, including goal setting, program and policy development and implementation, and employee supervision.
Working knowledge of principles and practices of public relations.
Working knowledge of the principles and practices of contract administration.
Working knowledge of the principles and practices of budget development and administration.
Working knowledge of computer systems and applications.
Ability to:
Manage and direct a comprehensive risk management program.
Plan, organize, direct and coordinate a variety of risk management programs to meet City needs.
Select, motivate and evaluate staff and provide for their training and professional development.
Analyze complex technical and administrative risk management problems, evaluate alternative solutions and recommend or adopt effective courses of action.
Develop and implement goals, objectives, policies, procedures, work standards and internal controls.
Communicate effectively orally and in writing.
Prepare clear and concise reports, correspondence and other written materials.
Exercise sound independent judgement within general policy guidelines.
Establish and maintain effective work relationships with those contacted in the performance of required duties.
EXPERIENCE AND EDUCATION
Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of responsible supervisory or managerial experience in risk management program administration in a public agency setting.
Education:
Bachelor's degree from an accredited college or university in public or business administration, industrial engineering or related field.
LICENSE OR CERTIFICATE
Incumbent is this position is expected to operate automotive vehicles in the performance of assigned duties. Due to assignments and hours worked, public transportation may not be an efficient method for traveling to required locations. Individuals appointed will be required to maintain a valid California Driver�s License while employed.
Certification of completion as an Associate in Risk Management by the Insurance Institute of America is highly desirable.
Civil Service Board #:
Date Approved/ Exempt:
Date Revised: