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Model Grant Application

Project Description

Program Objective

XXEnvironmental Health Division would like to create an interactive CD-ROM that can be used for training Environmental Health Specialists. The CD-ROM would be used to supplement other training methods such as ride along inspections. The CD-ROM would be able to run on any computer running Windows 95 or later and that has a CD-ROM drive. After completion 1,000 copies of the program would be made available to interested parties free of charge.

The CD-ROM would create a virtual inspection. It would walk an Environmental Health Specialist through an inspection and allow him to pose questions, the types of questions he asks will lead to different responses. For example the main screen for the program would present a basic layout for a restaurant. By pressing on a section of the floor plan, the Environmental Health Specialist would be taken to that section of the restaurant. Once we get there, a brief overview of the types of activities that occur there will be presented, then a short video showing someone performing some of the tasks. The Environmental Health Specialist would then be able to choose from a list of questions he may want to ask, and depending on the question, another video may come up answering the question. The Environmental Health Specialist if he observed any violations would be able to mark them down. When done asking questions, he may move on to another section of the restaurant. When done with an area, the Environmental Health Specialist may choose to go to another area, a screen will come up and tell him if he had missed any violations. At the end of the inspection, a report will be generated indicating what violations were marked and if they were correct or not, and what other violations had occurred. This can then be used as a discussion point in the training program for the Environmental Health Specialist and his trainer.

The inspection presented would be consistent with the principles presented in FDA’s Recommended National Retail Food Program Standards numbers two and four and will use the 1999 FDA Model Food Code.

Background

XX Environmental Health covers one of the fastest growing regions in the nation with a population in excess of 3,000,000 and over 14,000 food establishments. These establishments are inspected by 49 field Environmental Health Specialists. On average last year, each Environmental Health Specialist conducted over 800 inspections of just food establishments. In addition to food establishments, our Environmental Health Specialists must inspect swimming pools, public accommodations, trailer parks, school grounds, and pet shops. With this kind of workload it is imperative that Environmental Health Specialists be trained thoroughly and in as efficient a manner as possible. With over 85% of our field Environmental Health Specialists having been with us for three years or less (Figure 1. Shows the years of experience for our staff) it has been important for us to develop innovative training ideas.

One method we have already incorporated is using computer-based training. We have already developed modules on pet shop and water well inspections. We recently developed a CD-ROM on the new 2000 XX Food Code which has been very well received by our Department, other Health Departments, Industry and FDA. We have found that by using computer-based training the Environmental Health Specialist can become familiar with some of the operations that are present, and we are able to discuss the problems openly amongst ourselves without having to worry about scaring an operator. However our current equipment is insufficient to create the proposed CD-ROM.

Recently XX adopted the 1999 FDA Model Food Code. In addition, to new Environmental Health Specialists having to become familiar with the inspection format, more seasoned Environmental Health Specialists will have new areas to observe and new violation references under which to mark violations. This will aid in the transition by allowing seasoned Environmental Health Specialists to ask questions and create a more uniform inspection process throughout the Division.

Results and Benefits Expected

The expected results and benefits from this proposal are as follows:

1. Create an interactive CD-ROM that can be used in training new Environmental Health Specialists. The CD-ROM should present common scenarios that are often seen in the establishment and allow an Environmental Health Specialist to assess the food safety system that is in practice.
2. Provide instant feedback, if an Environmental Health Specialist missed something prior to going back to the main screen, a summary of what was missed will be presented.
3. Give the advantage of going through an inspection while not in an actual restaurant. This will allow the Environmental Health Specialist and trainer to talk freely about other areas that come up without having to worry about offending the restaurant management.
4. Result in decreased training times, if the Environmental Health Specialist has an idea of the situations that they may encounter prior to going into a restaurant then they can start becoming prepared for those situations and be ready to perform inspections on their own.
5. By using Visual Basic to create the program, it will be able to run on any computer using Windows 95 or higher as an operating system and that has a CD-ROM drive.

Approach

Work Plan

Through this grant the following tasks in the development of the CD-ROM will be completed according to the following schedule between September 2001 and August 2002:

• September 2001 - We will purchase the equipment and software necessary to create the CD-ROM. We will also begin planning the possible scenarios that an Environmental Health Specialist may run into during an inspection.
• October and November 2001 - We will generate scripts that can be used for the video segments in the different scenarios. At the end of November our first Quarterly Report will be submitted.
• December 2001 - We will begin filming of the different scenarios
• January and February 2002 - Programming of the CD-ROM will occur and an initial version should be ready by the end of February. At the end of February our second Quarterly Report will be submitted.
• March 2002 - The initial version of the program will be distributed for comments and any suggestions for improvement. It will be distributed to various staff, our FDA Regional Food Specialist and the XX Department of Health Services.
• April and May 2002 - The comments and suggestions will be incorporated into the final product, and a final version will be created. It will be tested to ensure that everything works. At the end of May our third Quarterly Report will be submitted.
• June 2002 - The CD-ROM will be sent out for duplication to a contracted vendor.
• July 2002 - The CD-ROM will be returned from the duplicator and can be sent out free of charge to any interested individuals or agencies.
• August 2002 - A final report will be submitted containing an evaluation of the project, a copy of the CD-ROM, and any other associated materials.

Work Plan Responsibilities

Current XX.County Environmental Health staff will identify program content in consultation with representatives from the ZZ Department of Health Services and FDA's Retail Food Specialists. John Doe will serve as the project manager and Sue Doe will provide assistance in determining different scenarios.

Evaluation

The effectiveness of the program will be evaluated by looking at a report at the end of the program, which will highlight the areas that the Environmental Health Specialist had missed. This will allow more time to be focused on the areas in need of training instead of an area that the Environmental Health Specialist already thoroughly understands.

General Project Information

Geographical Information

It is expected that the majority of the work would be completed at the County Environmental Health Division's offices in the State. Other facilities that may be utilized include restaurants to gather pictures and video clips. 

Biographical Information

1. Project Manager
   Name

   Educational Background:

   • B.S. - University of California, Davis - Fermentation Science, while at Davis completed all requirements for a B.S. in Food Science & Technology
   • Certificate of Completion - Master Brewers Program - University Extension - University of California, Davis
   • Coursework towards an M.P.H. from University of College of Public Health

   Professional Experience:

   • Registered Sanitarian - 5 years
   • Professional Organizations
     • AFDO (Association of Food and Drug Officials)
     • XEHA (X Environmental Health Association)
     • MBAA (Master Brewers Association of the Americas)
     • IFT (Institute of Food Technologists)
   • Speaker at various locations on Food Safety

   Computer Experience:

   • Computer Software Development - 16 years
   • Visual Basic - 3 years
   • Operating Systems Used
     • Windows 95, 98, ME, NT4, 2000
     • Windows 3.1
     • Macintosh
     • DOS
     • UNIX (including Solaris, FreeBSD, and Linux)
   • Has developed training CD's on Pet Shops and Water Well inspections and prepared the electronic submittal for our Crumbine Award submittal. Has also created a CD on the 2000 Food Code.

   Job Description:

   Title: Training Officer
   Duties and Responsibilities
   General: Functions as a lead to a work group of inspection staff; oversees, coordinates and evaluates work of assigned Environmental Health Specialists; provides administrative support of inspection activities including maintaining and updating reference materials; coordinating training efforts; providing technical expertise on complex or difficult issues pertaining to environmental health administration; and providing employee evaluation and review; develops policies and procedures; inspects and investigates for compliance with environmental and public health rules and regulations; makes determinations and recommendations regarding compliance; and performs related work as needed.

   Specialized: Provides initial and ongoing training to inspection staff; performs standardization exercises with inspection staff; serves as a liaison with other governmental agencies and citizens; provides interpretations based on Environmental Health regulations; develops innovative and ongoing new training programs.

   Minimum Qualification for Position: Bachelor's Degree with 30 semester hours of natural, physical, or applied science coursework and four years of progressively responsible professional managerial, environmental or public health experience; must be Registered as a Sanitarian with the Department of Health Services.

   Supervisory Relationship: The position reports directly to the Manager of the Quality Assurance section. The position supervises all new Environmental Health Specialists and evaluates all field staff on job performance.

   Skills and Knowledge: The position requires considerable knowledge of the sciences, principles, practices, rules, and regulations pertaining to environmental and public health.

   Prior Experience Required: Four years of progressively responsible professional managerial, environmental or public health experience: a Master's degree in a related field may substitute for two years of the experience requirement.

   Salary Range:

   Weekly Hours: 40 hours per week or more depending on the needs of the Department.

2. Food Code Assistance

   Division Manager:

   Educational Background:

   • B.S. - XYZ State University - Comprehensive Biology Major - Health focus, Chemistry Minor.
   • M.P.H. - ABC University - Master of Public Health

   Professional Experience:

   • Registered Environmental Health Specialist - years
   • Supervisory experience - years
   • Environmental Health Division Manager - years
   • Professional organizations:
     • A Environmental Health Association) - President, Treasurer, Board of Directors (years)
     • NEHA (National Environmental Health Association) - Board of Directors (years)
     • B Environmental Health Association) - President, Board of Directors (years)
   • Speaker for the FDA State Training Branch - topics
   • Speaker at NEHA, State and Local levels for Food Safety and Management Productivity topics of interest.

   Honors:

   • Recognized for contributions 1990 and 1999.
   • XX Team of the Year - 1996
   • Recognized by the State Restaurant Association - Award winner - 1999
   • Crumbine Food Safety Award
   • National Association of Counties - Innovative Programs Award - 1999

   Publications:

   • Contributor to national organizations publications
   • County - Industry & Division Newsletters: Director’s message
   • Annual Report - Environmental Health Division

   Other Sources of Support:

   • The Environmental Health Division recovers the cost of the inspection program for permitted facilities through permit fees from the establishments requiring regulation.
   • County General Funds provide less than 5% of the Division’s total budget for non-permit related activities.

   Job Description:

   Title: Manager of County Environmental Health Division

   Duties and Responsibilities: Provides direction and supervision to the Environmental Health Division which is responsible for the health and safety of the citizens of the County (3 million) and their visitors (8 million annually). This is exemplified in administering the following programs, food, school and institutional safety, swimming pools, public accommodations, trailer parks, and pet shops, accounting for over 21,000 permits. The Division Manager is responsible for managing a staff of 95 environmental health professionals and a budget of millions of dollars (number).

   Minimum Qualification for Position: Bachelor’s and Master’s Degree in Environmental/Public Health. Number of years progressive supervisory experience in the environmental health field.

   Supervisory Relationships: Position reports directly to the Director of Environmental Services. The Environmental Health Division has a number of regional offices, a Quality Assurance section, Plan Review/Peddler section and a Special Programs section. Seven Environmental Health Managers and an Office Manager report directly to the division manager. The total FTE, (full time equivalent) for the division is 100 individuals.
   Skills and Knowledge: Leadership and managerial skills are key to the Division Manager’s role. Knowledge of budget, personnel and program essentials coupled with providing direction for innovative programs. The Division has been a national leader in HACCP, computerized inspections, public information through the Internet, productivity and standardization.

   Prior Experience Required: Required managing and supervisory skills were obtained while working with County as a Senior Sanitarian and Health Department as the Environmental Health Director, for a combined total of (number) years, before coming to County.
   Personal Qualities: Public speaking, in-depth knowledge of the industry and a partnership attitude when working with the industry we regulate.

   Travel: Travel support has been demonstrated by numerous featured speaking engagements for State Training Branch.

   Salary Range: Weekly Hours: 40 hours per week or more depending on needs of the Department.

Proposed Budget

Please see section VI for a detailed breakdown of each category.

Detailed Itemization of Proposed Budget

Item 6a – Personnel

The above calculation assumes the Project Manager spending time to oversee the project as well as doing the programming for the CD-ROM.  The manager will provide assistance on different scenarios that may present themselves with the Food Code.  The total labor has been rounded up to $.

Item 6b – Fringe Benefits

The fringe benefit rate is 21.5% and is applied to the $ personnel costs.

Item 6c – Travel

No expenses are expected in this area.

Item 6d – Equipment

The County considers equipment purchases over $5,000 as equipment.  We do not anticipate any expenses in this area.

Item 6e – Supplies

We expect to purchase a Sony Vaio laptop computer (Model Number PCG-FX250). The computer would be used for development and would contain a rewritable CD-ROM drive that could be used to create the preliminary copies of the program.  Visual Basic 6 Professional Edition is the software that will be used to create the program.  The digital movie camera (Sony DCR-TRV330) with microphone would be used to gather the video clips that could later be downloaded into the laptop computer.  If this equipment were not available, we would purchase a comparable piece of equipment.  Office supplies would cover day to day used supplies in the development of the program.  The computer media would include blank CD’s and blank video tapes for the camera.  The postage would cover the cost of sending out the completed program to any interested individuals.

Item 6f – Contractual

This would include $2,700 for the duplication of the completed CD-ROM that would be distributed to any interested parties.  This cost would also cover the mailer jacket for the CD-ROM.  This amount is based on quotes from different CD-ROM duplication companies for the cost of copying the CD-ROM’s, printing a label, printing a mailer jacket, and inserting the CD-ROM into the mailer jacket.

Item 6g and 6h – Construction and Other

We do not anticipate any expenses in these areas.

Item 6I – Total Direct Charges

The sum of 6a-6h which is $.

Item 6j – Total Indirect Charges

The current indirect cost rate for the County is 13.9%. Indirect charges cover such things as building rent, telecommunications, County administration, finance, internal audit, computer information services, risk management, procurement services, and County counsel.  It does not cover employee benefits, which are a part of fringe benefits.  The indirect cost allocation plan for the County is included.

Indirect Cost = 0.139 (Indirect Cost Rate) X (Total Direct Costs - Equipment)

Indirect Cost = 0.139 X (7,550)

Indirect Cost = $1,049.45 (Rounded up to $1,050)

Item 6k - Totals

The total is the sum of 6i and 6j which is $.

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