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Lean Champion: Chris Ruszel, NMC Business Office
Team Members
 Sponsor - Vicki Cook, VP of Finance
 Value Stream Manager - Chris Ruszel,
Assistant Controller
 Team Memb...
Project Purpose
 To increase timeliness of travel reimbursements to
employees and students
 To eliminate wasted time fro...
Project Charter
Project:
NMC Travel Reimbursement Process
Initiation
Date:
November 01, 2014
Sponsor/ Leadership Panel:
Vi...
Current Value Stream Map
Travel Metrics
 3-month sample of travel reimbursements yielded:
Average time for traveler to turn in voucher = 12.64 day...
Mapping Observations
 Procedures – outdated and unclear
 Forms – too many, cumbersome, do not address all
possible trave...
Mapping Observations
 Review by Business Office – only 1 person doing this
task on off payroll weeks, progress slows depe...
Areas of Focus
 Standard work and job aids for Business office staff to
review reimbursements
 Review CIE process of usi...
5S Project-Kick Off Meeting
Kick off Meeting Agenda – NMC Business Office 5s Improvement Project
Meeting Objective: Clarif...
5S Project – Current State
 Supply room is a distance from workroom, causing
wasted time from going back and forth for su...
5s Project- Before & After
5S Project – Before & After
5S Project Before & After
5S Project Before & After
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cruszel NMC 1a

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Lean project for travel approval and reimbursement process

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cruszel NMC 1a

  1. 1. Lean Champion: Chris Ruszel, NMC Business Office
  2. 2. Team Members  Sponsor - Vicki Cook, VP of Finance  Value Stream Manager - Chris Ruszel, Assistant Controller  Team Members – Peggy Shinn, Gail Reeves, Michelle Autry, Sara Budzik, and Bonnie Shumaker
  3. 3. Project Purpose  To increase timeliness of travel reimbursements to employees and students  To eliminate wasted time from rework due to errors and missing information
  4. 4. Project Charter Project: NMC Travel Reimbursement Process Initiation Date: November 01, 2014 Sponsor/ Leadership Panel: Vicki Cook, Vice President of Finance Value Stream Manager (Person most directly responsible for the project area): Chris Ruszel, Assistant Controller Team Members: Chris Ruszel, Peggy Shinn, Gail Reeves, Michelle Autry, Sara Budzik, and Bonnie Shumaker Purpose of Project: To increase timeliness of travel reimbursements to students and employees. To eliminate wasted time from rework due to errors and missing information. Metrics and Targets (What metrics do you anticipate changing after the project, what are your goal numbers?): Fewer errors and time spent by business office staff and travelers on completing forms and follow- up questions. Reduce wait time for reimbursement. Project Scope (Beginning and end points of the project): From time traveler completes professional development request and/or PO to final check/direct deposit payment to employee and closing of PO. Parameters (Processes that must be followed, constraints, etc.): Meet IRS travel allowable costs guidelines Little to no budget for software, technology, equipment, or additional staff Deliverables (Tangible outputs of the project): Current state value map Future state value map Implementation plan Standardized work plan Updated/revised travel policy and procedures Timeline, including target completion date: Current state map – 12/9/2014, 5S Project 1/13/15, Standardized work plan 2/10/15, Future state map 3/17/2015, implementation of new processes by 5/1/2015 Updates (How often will leadership be updated?): Monthly updates through August 2015
  5. 5. Current Value Stream Map
  6. 6. Travel Metrics  3-month sample of travel reimbursements yielded: Average time for traveler to turn in voucher = 12.64 days Average time for Business Office to review = 4.89 days Average time from review to payment = 1.64 days Total average time from travel to payment = 19.17 days 47% of travel reimbursements contained errors
  7. 7. Mapping Observations  Procedures – outdated and unclear  Forms – too many, cumbersome, do not address all possible travel expenses, multiple authorizations needed, confusing  Request for reimbursement– requests for unallowable expenses submitted, wrong per diems, no authorizations, no maps or agendas provided, using credit cards for meals, large time lapse from date of travel to date received in Business Office
  8. 8. Mapping Observations  Review by Business Office – only 1 person doing this task on off payroll weeks, progress slows depending on # of errors on request forms, looking up per diems and maps to complete travel request required  Special considerations – CIE requires PO’s, student travel advances, international exchange rates, exceptions for certain areas
  9. 9. Areas of Focus  Standard work and job aids for Business office staff to review reimbursements  Review CIE process of using PO’s  Provide one place for travelers to find fillable forms  Reduce number of forms and make error proof  Clarify and communicate travel polices
  10. 10. 5S Project-Kick Off Meeting Kick off Meeting Agenda – NMC Business Office 5s Improvement Project Meeting Objective: Clarify project scope and identify needed resources. Decide on timeline and next steps. Who: Team Members: Chris Ruszel, Dori Creighton, Alan Holcombe, and Shayrrl McCready When: Monday, January 5, 2015 2-3 PM Where: Business Office work table Agenda 1. Discuss 5S principles 2. Clarify project purpose and scope a) Do walk through and take pictures b) Identify red tag area for holding 3. Decide what resources & supplies are needed for project 4. Outline next steps, assignments, and due dates 5. Identify future improvement projects
  11. 11. 5S Project – Current State  Supply room is a distance from workroom, causing wasted time from going back and forth for supplies  Supply room overstocked in some items and understocked in other items  Unused space above counter in workroom which could be used for supplies  Many old, unused supplies and decorations taking up space  Boxes being stored in cubicle
  12. 12. 5s Project- Before & After
  13. 13. 5S Project – Before & After
  14. 14. 5S Project Before & After
  15. 15. 5S Project Before & After

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