SlideShare a Scribd company logo
1 of 84
COUNTY OF VENTURA
   Champion Training
 LEAN SIX SIGMA
Objectives for Today
                                               County Executive Office




 Learn how to achieve the greatest value for your
  customer through continuous process improvement


 Learn how Lean Six Sigma can lead to improved
  organizational performance


 Gain a basic understanding of Lean Six Sigma tools
  and principles
Employees                                  County Executive Office




                                       Solutions
                                       1.  More employees
                                       2.  Improved employees
                                            • Training
                                            • Multitasking
                                            • Incentives
                                            • Accountability
                                       3. Customers have to wait
                             Process        • “Manage”
Complaints                                     expectations
•What took so long?
• Can’t you go any faster?
• Who dropped the ball?




                                                 Customers
Customer Becomes the Problem   County Executive Office
Employee

Service Delivery
                                              County Executive Office




 Before                               After



          Process
          Improvement




                           Customer
County Executive Office

Measurable Systemic Health Indicators



Blood pressure
Cholesterol
Waist Circumference
Body fat
Resting heart rate
County Executive Office

Measurable Systemic Health Indicators


Crime rate
Property values
Poverty rate
Age of the population
Education rankings
County Executive Office

Measurable Systemic Health Indicators
Traditional Response                 County Executive Office




 Cut hours
 Cut people
 Cut services
 Cut programs
 Across the board budget cuts
 Hiring freezes
 Travel restrictions


                            The illusion of numbers
Problem with Traditional Response         County Executive Office




     Staff overwhelmed trying to get through
     the same system with less people.

     Can’t get the outcomes needed by doing
     what we have always done.
Introductions
                                           County Executive Office




Introduce yourself.

If your team knew how to find time or
  money through process improvement:
  What would you do with the extra time?
  What would you do with the extra money?
County Executive Office

Service Excellence Program
          Objective

Encourage a county-wide culture of service
excellence, continuous improvement and
empirically based decision making as a
means of improving quality, consistency,
speed and cost of County Services.
County Executive Office
Lean Government Exchange                             County Executive Office


Des Moines, Iowa 2009 and beyond
•   Iowa             •   Hawaii         •   City of Appleton, WI
•   Minnesota                           •   County of Ventura, CA
                     •   Vermont
•   Kentucky                            •   City of Cape Coral, FL
                     •   Georgia        •   City of Fort Dodge,
•   Kansas
•   Delaware         •   Washington,        Iowa
•   Ohio                 DC             •   Shasta County, CA
•   Toronto          •   California     •   Los Angeles County
•   Arkansas         •   Arkansas           DPSS, DCSS
•   Alabama                             •   Kitsap County,
                     •   Colorado
•   Nebraska                                Washington
                     •   Connecticut    •   Cal State Channel
•   New Hampshire
•   South Carolina   •   Maryland           Islands
•   Illinois         •   Rhode Island   •   RTC, Washoe County,
•   Oregon           •   Washington         Nevada
•   Oklahoma                            •   CalPoly, SLO, CA
                                                                         14
Where is CPI Applied                         County Executive Office




 Environmental permits / Air Quality / Wastewater/Floodplains /
  Landfills / Manure management
 Corrections - Offender Re-entry /Forensics
 Procurement
 Board of Medical Examiners Investigatory process
 Veterans Home Admissions / Medical Appointments / Medication
  Administration / Pharmacy
 Patient flow / Hospital discharge/Health facilities
 Human Services processes and services
 Animal Services
 Child Abuse Appeals / Foster Child placement across state lines
                                                                          15
Ventura County Value   County Executive Office
Get the Scoop                       County Executive Office




PWA and GSA optimizing their heavy equipment tracking
and eliminating the need to purchase this equipment.

 1 Grader = $225,000
 1 Roller  = $ 54,000
 1 Backhoe = $150,000
             $429,000

 Breaking down silos and having teams
 constantly thinking of ways to save.    Priceless!
Sheriff Forensics Dry Drug Analysis            County Executive Office




  THEN                       NOW
  • 64 days to complete      • 17 days
  • Backlog over 200 cases   • Backlog down 50%
                             • Productivity up – more
                               cases per scientist
County Executive Office




Errorless process to send case files to DA = 1 FTE Social
                         Worker
Mean Number of Days to Process Planning                           County Executive Office

   Director-Approved Discretionary Permit Applications

                             Baseline Metric:       New Metric:


                            Average Processing   Average Processing     % Change in
            Permit Type
                                Time (days)          Time (days)      Processing Time

 Planned Development
               Permit
                                   285                  101              64.6%

Minor Modification Permit          251                  119              52.6%
 Parcel Map Waiver/Lot
       Line Adjustment
                                   191                  83               56.5%
   Parcel Map Waiver
              Merger
                                   102                  39               61.8%

                                                                                       20
Canal Clean Up         County Executive Office




Cost Savings – by eliminating over processing
   $600,000 – re-purposed to canal repairs
High Level Y: Critical to Process - Disposition

                         Inputs (X's)

                         Controlled/Not controlled

                       X Applications (9)
                                                       Process Step
                                                         (Activity)
                                                                                Outputs (Y's)


                                                                         Y Information or Product
                                                                                                                                 SIPOC
                         Type             Noise Receive Requests
                                                  for Apps (5)                                                                                     County Executive Office
    X C opy of Apps -3
      Type
    X C ustomer Application Form 9
                                   C ontrollable       Receive and
                                                         Process
                                                                         Y Processed and Accurate Application
                                                                                                                  The SIPOC map provides a means
                                                                                                                  to further clarify which of the
      Type                         Noise              Applications (5)

        X Notificationof Hearings 9                                      Y Final App in Portal and Filed
          Type                      C ontrollable
                                                      Enter Data (5)


        X Software and internet -3
          Type
        X C ompleted Apps 1
                                   Noise              Distribute Apps
                                                                         Y Distributed Apps
                                                                                                                  inputs have the greatest “push”
                                                                                                                  on the outputs.
                                                             (3)
          Type                     C ontrollable

                   X Hard C opy Apps - 1                                 Y Application Image
                     Type                Noise
                                                         Scan (1)


X Hard C opy Apps -9                                                     Y Accurate Electronic Data
  Type                              Noise               Input and
X Info - Electronic and Hard copy 3                   Reconcile Data
  Type                              C ontrollable     into STAR (5)

X Application Assignment Sheets 1                                        Y Work Item, Electronic List of C ases


                                                                                                                  Based on this ranking system, the
  Type                            C ontrollable      Assign Appriaser
X Site Lode List                                            (1)
  Type                            C ontrollable




                                                                                                                  following processes had the greatest
                 X C ontact Information 1                                Y Hard C opy for Apprisers
                   Type                   Noise      Create Folders      Y C entral Repository
                                                      and Central
                                                     Maintenance (5)




                                                     Prepare Appraisal
                                                            (2)
                                                                         Y Decision
                                                                                                                  impact:
 X Recommendation Information 9
   Type
 X Forms 9
                                C ontrollable
                                              Communication to
                                                   Applicant
                                                 (Stipulation,
                                                                         Y Resolved C ases or Hearing
                                                                                                                  •Receive requests for application
   Type                         C ontrollable Withdraw, option
                                               for Hearing) (5)


               X List from Renee 9
                 Type              C ontrollable     Provide Memo to
                                                      Set Hearing to
                                                                         Y Hard copy of memo to set               •Receive and process applications
                                                         COB (5)


   X Secured Property Database 1
     Type
   X Memo 9
     Type
                                 C ontrollable

                                 C ontrollable
                                               Receive Memo of
                                                 Hearing and
                                                    return
                                                confirmation to
                                                                         Y List of Apps to Schedule for Hearing
                                                                                                                  •Enter data (Clerk of the Board)
                                               Assessor's office
                                                      (5)


       X C ompleted Application 9
         Type
       X Assessor's Memo to Set 9
                                  C ontrollable
                                                      Notification of
                                                       Hearing to
                                                                         Y Letter Package
                                                                                                                  •Reconcile and enter into Star
                                                                                                                  (Assessor)
                                                     Applicant/Agent
         Type                     C ontrollable             (4)

                            X Blue C ard 9                               Y Final Decision
                              Type         Noise      Board Hearing
                            X Agenda 3                 Preparation
                              Type         Noise       Process (5)


                   X Supplies 3
                     Type
                   X Applications 3
                     Type
                                    C ontrollable Coordinate Board

                                    C ontrollable
                                                    Hearing (4)
                                                                         Y Agenda
                                                                                                                  •Communication to Applicant
                                                                                                                  •Memo to set processes
                       X Agenda 1                                        Y Record of Meeting
                         Type     C ontrollable      Attend and Clerk
                                                        Hearing (2)



           X Board Decision 0                                            Y C losed C ase


                                                                                                                  •Assessment Board Hearing
             Type                      Noise         Close Out Process   Y Updated STAR
           X Summary and Disposition 9                      (4)
             Type                      Noise


     X Summary and Disposition 9
       Type                      C ontrollable Close Out Process
                                                      (4)
                                                                         Y Summary
                                                                         Y Minute Orders
                                                                         Y C losed C ase
                                                                         Y Updated Portal
                                                                                                                  preparation process
Admin Side – Current State    County Executive Office




        Swimlane Map 1 of 2
County Executive Office




                  COB CURRENT STATE (Swimlane Map 2 of 2)

Total Steps                92
Min. Touch Time/Hours       55.46             Max Touch Time/Hours       73.31
Min. Process Cost/ 1 Appl. $2,723.70 Max. Process Cost/ 1 Appl. $3,592.40
Minimum Cycle Time/Days      136               Maximum Cycle Time/Days    218
   (Admin only)
Admin Side - Future State                                         County Executive Office




Metric (Admin only)               Current State     Future State      Difference
Total Steps                                92                45                -47
Average Touch Time                         64 hours          23 hours          -41
   hours
Average Cost/Appeal                           $3,158           $1,152           -$2,005
Average Cycle Time                177 days             77 days*                 -100
   days
* 70 days required for notifications and responses
Found Money in Infrastructure
                                          County Executive Office




  GSA Project Management Fee
   reduced from 12.5% to 9.9%

Cost Savings - $480,000



                          Cost Savings - $600,000



              Annual Savings - $350,000
                      …and growing
County Executive Office




BASIC CONCEPTS OF LEAN
SIX SIGMA
“It’s never too late to become what you might have
been.” – George Eliot                                           27
Origin of Lean
                                                    County Executive Office




 Japan – post WWII – struggling economy
 Edwards Deming – Quality guru


 Brought radical ideas not yet implemented in America
   Acceptable quality level. cost/quality not a trade off
   Daily incremental improvement (everyone involved).
    Don’t seek perfection…yet (80/20).
   Focus – Don’t improve work, eliminate waste
Focus                          County Executive Office




Focus can help you see more clearly.
Paradox          County Executive Office




We can accomplish more,
     by doing less.
Lean Six Sigma is . . .
                                                  County Executive Office




 A Combination of two schools of thought:


1. “Lean” - eliminating waste, creating process steps
   that add value to the customer


2. “Six Sigma” - reducing variation to ensure a
   standard, quality output
Cycle of Lean Principles
                                     County Executive Office




        Seek            Specify
      Perfection       Customer
                         Value
            Identify and
              Remove
              Waste=
Establish                    Identify
 “Pull”        SPEED       Value Stream

             Achieve
              Flow
Knowledge Work                     8- Wastes                    Product Work

Work not meeting requirements.
                                        Defects
                                                             Scrap, rework, lost capacity due to
                                                                                  County Executive Office
Missing information. Rework.                                 mistakes, inaccurate SOP’s.


Too many reports, reviews, approvals.
                                        Overproduction
                                                             Running equipment to keep equipment
Batching paperwork.                                          and people busy.


Waiting for meetings to start.
                                        Waiting
                                                             Waiting for equipment, people or
Information, paperwork and                                   process to cycle, waiting for materials
approvals.                                                   and tools.

Over or under staffing, talents not
                                        Non utilization of
                                                             Over or under staffing, talents not
utilized, work load not balanced.                            utilized, work load not balanced.

                                        people/talent
Paper- based data vs. electronic
                                        Transportation
                                                             Long travel distances, unplanned
transfers. Routing of unnecessary                            premium postal.
approvals/processing.


Excessive backlog of work to be
                                        Inventory
                                                             Making what we can instead of what
processed. Too much paper to be                              customers need. High obsolescence
handled, processed or filed.                                 and write offs.

Walking to deliver paperwork, poor
                                        Motion
                                                             Repetitive/unnecessary movement
ergonomics, chasing information.                             caused by poor ergonomic design.


Unnecessary steps. Too many
                                        Extra or Over
                                                             Incapable equipment and processes.
handoffs, lack of SOP’s.                                     Equipment with unbalanced flow. 33

                                        Processing
See Waste, Remove Waste
                     County Executive Office
Lean Process Improvement
                                                                     County Executive Office




                                                 Inspect
                 Inspect             Re-work               Wait Transport
     Transport             Wait                      Work                Reinstall
                                  Work    Work
Disconnect




 Start                                                                   Finish
                                  FLOW TIME

              = Value                              = Non-Value-Added
             Added Time                              Time (WASTE)



  Value-Added time is only a very small percentage of the total Time
DMAIC                             County Executive Office


                Cycle of Six Sigma Phases
                                                       Define the Problem
Measure Performance   CONTROL        DEFINE            Define Scope /
                                                       Boundaries



                        Identify and Remove
                             Variation=
                                                      Current State Map
                                                      Baseline Measures
                             QUALITY
Lean Tool Kit
                 IMPROVE                MEASURE


                            ANALYZE           Root Cause Analysis
                                              Find Waste, Variation,
                                                  and Value/Non-
                                                  Value
Simple, But Not Easy   County Executive Office
County Executive Office




FOUNDATIONAL CONCEPTS –
USING LEAN SIX SIGMA
PERSPECTIVE
                                    38
County Executive Office
County Executive Office

Our Customers Need Us More Than Ever


    Divide into groups
    Use the easels and post-its

    What are your customers complaining
    about right now?
Value Customers Want                        County Executive Office




The 3 most popular flavors:




 Faster            Cheaper             Better
Do you know which one is your customers favorite?
Where Does Value Come From?                        County Executive Office




  Value for customers is generated in the “value stream”.

  Value Stream
  A value stream usually consists of several processes
  which each have many individual process steps that result
  in a service that is delivered to a customer.




                                                                   42
The Lean View of Your Organization                      County Executive Office




 Getting to your value streams:
 1.   Every agency has customers
 2.   Every customer gets a product/service
 3.   Products/Services result in outcomes
 4.   All outcomes and product/services are driven by
      processes

 Conclusion
 If you want to improve value to customers, improve the
 value streams/processes.
                                                                        43
1. Every Agency has Customers                     County Executive Office




  Who are your customers?
  (Everybody has customers)
  •Who buys it
  •Who uses it
  •Who requires it

  •Two types: Brokers and End-users


  •Example: License Plate, Grandpa and grandchild red
  rider BB gun                                                    44
County Executive Office

2. Every Customer gets Products/Services
                                    What products do
 What is a product?
                                    you produce?
 Products:                          •Permits
 1. Can be counted                  •Determinations
 2. Are specific                    •Miles of road
 3. Are nouns                       •Tax credits
 4. You can deliver them            •Vaccinations
                      -Ken Miller
                                    •Probation visits
                                    •Licenses
                                    •Welfare checks
                                    •Treatment plans
                                    •Jobs
                                    •Educational sessions            45
3. Products Produce Outcomes
                                                   County Executive Office




   What are the outcomes of your work?
  •Healthy families
  •Safe communities
  •A fair criminal justice system
  •Better communication
  •Maintained roads
  •Improved fire protection
  •Easier access to public services

“Outcomes” are more difficult to measure and improve than
                       “products”.
                                                                   46
4. All Outcomes and Products/Services
                                                   County Executive Office




        are Driven by Processes
  What are your processes?
  •Every organization provides products to customers.
  •Processes and systems create these products.
  •All Work is a process.
  •Process steps in the value stream should flow and be
  designed to meet the customer’s desires.
  •L6S methodology is centered around improving
  processes not people.
                                                                   47
County Executive Office




SELECTING WHICH VALUE
STREAMS TO IMPROVE

                                    48
County Executive Office
County Executive Office

  How We Select What to Improve

 Burning Platforms
 Customer Complaints
 Grass Roots

 Organizational Product Maps
  • Performance Assessments (data analysis)
 Strategic Planning
                                                       50
Pick Chart
                                                   County Executive Office




There are four categories on a 2*2 matrix; horizontal is
scale of payoff (or benefits), vertical is ease of
implementation.

By deciding where an idea falls on the pick chart four
proposed project actions are provided:
   Possible
   Implement
   Challenge
   Kill
   *(thus the name “PICK” chart)                                   51
PICK Chart
                                      County Executive Office




Low Payoff, easy to do - Possible
High Payoff, easy to do - Implement
High Payoff, hard to do - Challenge
    Low Payoff, hard to do - Kill
                                                      52
County Executive Office

Strategic Approach to Value Streams
           See it! – Strategic Perspective
Focus Area: COMMUNITY HEALTH

Focus Area Goal: To be the premier health
             care provider in the industry.

Objective #1: Schedule surgeries within 24 hrs.

Strategy #1: Increase the capacity for surgical
  procedures by 40%.


                                                              53
County Executive Office

    What is a Value Stream Approach?
NON-VALUE STREAM           VALUE STREAMS
                            (Lean Perspective)
• Increase the number
  of surgery rooms      • Patient flow from
                          schedule to discharge
• Staff up for new
  rooms                   o Scheduling the rooms
                          o Preparing the room,
• Upgrade equipment         trays, equip, meds
                          o Prep-ing the patient
                          o Information flow

                                                            54
What Do You See?   County Executive Office
County Executive Office




We have a Customer Complaint

PROBLEM SOLVING
Change for the Greater Good        County Executive Office




 Leadership is the art of getting
 someone else to do something you
 want done, because he wants to
 do it.
 -President Dwight D. Eisenhower



           Kaizen                                  57
Just Do It
                                     County Executive Office




Not every idea needs a team
Champions – do not ask for a team solution
 if you already have one
Solution flags
  •   More Training/Incentives
  •   Add Staff
  •   Improve P&P’s
  •   Add Inspections
Team Roles
                                                                County Executive Office




Board of Supervisors
       CEO
  Agency Heads

                              Deployment
                               Champion




   Value Stream
    Champion
                           All Employees                    Team
                                                           Leaders

                       Provides inputs to how to
                         improve their own jobs and
                         work areas

                                                       Team
              Belts                                   Members



                                                                                59
It’s scientific!
                       County Executive Office




Y = f (x1, x2,…xn)
Process Improvement Filter              County Executive Office




1.   Y = f (x1, x2…)
2.   Define Y (Charter)
3.   Identify the X’s (tribal knowledge)
4.   Identify the red X’s (tribal knowledge) (Vital Few)
5.   Validate the red X’s (Gemba/data)
6.   Analysis
7.   Solution
Don’t accelerate the
excavation until you are sure
your digging in the right
place.
Candy Metrics                        County Executive Office




  Customer Order (How do you know what they want?) 5000 wrapped candies

  Total Candies Processed (Effort-Quality)        15,000

  Total Failures/Defects (Do customers care?)     10,000

   Yield (Customer Order/Total Processed)         33.3%

  Percent of Customer Complaints                  98%

     Lean Metrics: Financial, behavioral, and core-process
measurements that help you monitor your organization’s progress
       toward achieving the goals of the lean initiative.

                                                                               62
Date Initiated:
                          PH Clinic Registration and Billing Process         Revision Date:                        County Executive Office
                                                                          Event Start Date:


                                                                                                               DEFINE
                                                                           Event End Date:

                                               Project Information


            ROLE                      Phone No.           LAST NAME       FIRST NAME             AGENCY


                                                                                                          Contract with the
          Department Champion
 Value Stream Analysis Champion
                        Team Lead
           Subject Matter Expert
           Subject Matter Expert                                                                          team
                        Green Belt
                        Green Belt


                Total Man Hours                                                                           Provides guidance.
                   Event Type I         Kaizen
                   Event Type II     Part of GTEP

                                                  Business Case
                                                                                                          Be sure you have
                                                                                                          the right team,
                               Opportunity or Problem Statement/Business Impact                           that the problem is
                                                                                                          scoped, and you
                                                 Goal Statement
                                                                                                          have measurable
                                               Project Deliverables
                                                                                                          goals.

                          In Scope                                                Out of Scope




Value Stream Champion                                           Date
Gemba/Walk the Process
                                     County Executive Office




           Means to “GO SEE”

          THE FIVE ACTUALS
1. Go to the actual workplace.
2. Engage the people who do the actual
   work.
3. Observe the actual process.
4. Collect the actual data.
5. Understand the actual value stream.
                                                     64
Exercise: What Went Wrong?
                                       County Executive Office




 What went wrong with the process?
 No solutions allowed yet; only problems




                     10 min




                                                       65
County Executive Office


                     Model SIPOC Y?
Suppliers   Inputs       Process       Outputs   Customers

            X              X             Y


                                         Y


             X             X              Y




                               X   X
                                                                 66
County Executive Office

VLS CM SCD ECP Current State - 1.0 Develop Alteration Proposal part 1


                                        1.2
                                     A28,A47,                                                 1.6
                                      A65,A68                                          A28,A47, A65,A68
                                      Review                                          Review ECP & Submit
     Dept 1
                                       SCD &                                               Comments
                                       Submit                                                FT: 88                                                                      2.0
                                     Comments                                               TT: 0.25
                                       FT: 56                                                 P: 4
                                      TT: 0.25
                                        P: 4



                                                                                              1.6
                                                                                              A36
                                                                                      Review ECP & Submit
     Dept 2




                                        1.2                                                Comments
                                       A35                                                   FT: 88
                                      Review                                                TT: 0.2
                                      SCD &                                                   P: 1
                                      Submit
                                     Comments                                                  1.6             1.7                                                1.11
                                                                                              A35                                                 1.10
                          1.1         FT: 56         1.3                    1.5                                A66            1.8                                  A66
                                                                                      Review ECP & Submit                                          A66
                          A66          TT: 4     Consolidate               A66                              Consolidate       A66                              Action item
                                                                                           Comments                                           Participate in
                                       P: 1                                                                     &         Post ECP to                          resolution
     Dept 3




                       Coordinate                   SCD                  Coordinate                                                             Sponsor
                                                                                             FT: 88          approve       Live LInk                            Sponsor
                         SCD                     comments                  ECP                                                                   Telcon
                                        1.2                                                   TT: 8            ECP           FT: 8                               Telcon
                        Review                     FT: 16                 Review                                                                for ECP
                                       A66                                                    P: 1          comments        TT: 0.5                             for ECP
                         FT: 8                     TT: 4                   FT: 8                                                                  FT: 4
                                      Review                                                   1.6            FT: 16          P: 1                               FT: 40
                        TT: 0.5                     P: 1                  TT: 0.5                                                                 TT: 4
                                      SCD &                                                   A66             TT: 8                                               TT: 4
                          P: 1                                             P: 1                                                                    P: 1
                                      Submit                                          Review ECP & Submit      P: 1                                                P: 1
                                     Comments                                              Comments
                                      FT: 56                                                 FT: 88
     Dept 4




                                       TT: 8                                                 TT: 16
                                       P: 1                                                   P: 1
     Mgmt




                  1.0                                                                                                                      1.9
                                                                 1.4
                Submit                                                                                                                  Conduct
                                                               Submit
 Finance




                 SCD                                                                                                                    Sponsor
                                                               ECP for
              for review                                                                                                                Telecon
                                                               Review
                 FT: 8                                                                                                                  for ECP
                                                                FT: 8
                TT: .5                                                                                                                    FT: 4
                                                                TT: 6
                 P: 1                                                                                                                     TT: 4
                                                                P: 1
                                                                                                                                          P: 1




                                    Swim Lane Process Map
Knowledge Work                    8- Wastes                   Product Work
                                                                             County Executive Office
Work not meeting requirements.
                                      Defects
                                                           Scrap, rework, lost capacity due to
Missing information. Rework.                               mistakes, inaccurate SOP’s.


Too many reports, reviews,
                                      Overproduction
                                                           Running equipment to keep
approvals. Batching paperwork.                             equipment and people busy.


Waiting for meetings to start.
                                      Waiting
                                                           Waiting for equipment, people or
Information, paperwork and                                 process to cycle, waiting for
approvals.                                                 materials and tools.

Over or under staffing, talents not
utilized, work load not balanced.     Non utilization of
                                      people/talent
Paper- based data vs. electronic
                                      Transportation
                                                           Long travel distances, unplanned
transfers. Routing of unnecessary                          premium postal.
approvals/processing.


Excessive backlog of work to be
                                      Inventory
                                                           Making what we can instead of what
processed. Too much paper to be                            customers need. High obsolescence
handled, processed or filed.                               and write offs.

Walking to deliver paperwork, poor
                                      Motion
                                                           Repetitive/unnecessary movement
ergonomics, chasing information.                           caused by poor ergonomic design.


Unnecessary steps. Too many
                                      Extra or Over
                                                           Incapable equipment and processes.
handoffs, lack of SOP’s.                                   Equipment with unbalanced flow.

                                      Processing
Analyze for VA/NVA steps                                County Executive Office




 Value added time (VA) – Time engaged in an activity
  performed that increases its value to the customer. Must
  be done right the first time, the customer must be willing
  to pay for it, and it transforms or shapes the material or
  information.

 Non value added time (NVA) – Time engaged in an
  activity performed that does not increase its value to the
  customer

 Non value added time (NVA) but ESSENTIAL - Meets
  the definition for NVA time, but cannot be removed.



                                                                        69
Exercise                                        County Executive Office


Value-Added and Non-Value-Added work
   Value-Added Activities                      Non Value-Added Activities

    An activity that transforms                Activities that consume resources
     or shapes material or                       but create
     information                                 no value in the eyes of the customer
    Customer wants it                          Pure waste
    Done right the first time                  If you can’t get rid of the activity, it is
     (no rework)                                 necessary

            Non Value-Added – Essential Activities
             Activities causing no value to be created but which
   E          cannot be eliminated based on current state of
              technology or thinking
             Required (regulatory, customer mandate, legal)
             Necessary (due to non-robustness of process,
              currently required; current risk tolerance)
Lean Tool Kit
                            County Executive Office




Error-proofing
Push/Pull
Set-up Reduction
5-S
Cellular Work Processing
Work Standardization
Reduce Variation
Control Plan Template
                                                                  County Executive Office




                                             Target
Who    Description   When   How   Why                 Corrective Action
                                             Level

                                                      Perform   Root Cause Analysis:
                                                      1.        Re-Evaluate Process and Rework.
                                                      2.        Retrain Personnel.
                                                      3.        No Change Necessary.




                                        Addendum #20, 21



                                                                                          72
County Executive Office

        Future State

Minimized Waste and Variation
Steps add value
Error-proofed
Measurement plan in place
County Executive Office

After the Pilot/Implementation of
           Future State
     Ask for the results
     Communicate results with pride
     Adjust where necessary
     Look for ways to continuously improve
County Executive Office




PREPARING THE
ORGANIZATION FOR CHANGE

                                     75
County Executive Office




Dogmas of the quiet past are inadequate to the stormy present.

The occasion is piled high with difficulty and we must rise with it.

As our case is new, so we must think anew and act anew. We must
disenthrall ourselves and then we will save our country.
County Executive Office

Ideas Government is Enthralled With
1. Not driven by profit – We’re different
2. No competitive pressure – We don’t have Customers
3. Decreasing funds means decreased service (Cut!)
4. Decreasing cost can mean decreasing budgets or de-
   obligating funds (Use it or lose it)
5. Quality, Cost, and on-time delivery are not normally
   measured (Perverse incentives: Cost recovery, WIA,
   grants vs. unit cost, yield, throughput)
6. We don’t have control of our environment or our
   customers
7. Often no process owners, may cross MANY divisional
   areas (Control vs. Cooperation)
People - Culture Trumps Tools
                                                                County Executive Office




                                       Process, Results and Focus
                                           Improvement Tools

                             Operations
                                                            Metrics
Must address BOTH                            Processes
Culture and Tools
to avoid unintended
consequences &                               Invisible:
less than desirable               Hard to Measure & Change
long-term success with   Blind Spots
                                                              Resistance
Process Management                            History

                                 Mindsets
                                                            Norms
                                              Assumptions
                              Habits
                                                               Perceptions
County Executive Office
Prepare the Field
                                       County Executive Office




More important than changing what
 employees do, is changing how employees
 think

Unwavering commitment from leadership

Mastery, Autonomy, and Purpose   (Daniel Pink)
HIGH PERFORMANCE                        County Executive Office




                  VALUE



 EMPLOYEES                     CHANGE

                 LEADERS



                            VALUE
     CUSTOMERS
                           STREAMS




                                                        81
The Paradoxical
Commandments of Government
                                                County Executive Office




1. The reward for doing good work is more work. Do
  good work anyway.
2. All the money you save being more efficient will get
   cut from your budget now and forever. Find
   efficiencies anyway.
3. All the bold reforms you make will be undone by the
   next administration. Make bold reforms anyway.
4. There is no time to think about improving what we
   do. Make time anyway.
5. Employees may fight the change every step of the
   way. Involve them anyway.
The Paradoxical
Commandments of Government
                                                        County Executive Office




6. The future is unpredictable and largely out of your
   hands. Plan anyway.
7. The press only cares when something goes wrong.
   Share your success stories anyway.
8. Legal will never let you do it. Simplify it anyway.
9. If you develop your people they will move on to
   better jobs. Train them anyway.
10. Your ideas will at best make someone else look
  good and at worst get you ostracized by your co-
  workers. Share your ideas anyway.
                                          -Ken Miller
You Have a Choice
                             County Executive Office




“Change is inevitable,
 growth is optional”
          - Charles Darwin




                                             84

More Related Content

Similar to Improve County Permit Processing Times

An Introduction to ORYX Software
An Introduction to ORYX SoftwareAn Introduction to ORYX Software
An Introduction to ORYX SoftwareAccountagility
 
UCSD Class: Lean Office
UCSD Class: Lean OfficeUCSD Class: Lean Office
UCSD Class: Lean OfficeTKMG, Inc.
 
Bgv 2323 A Revenue Sources For Clark Countyv4
Bgv 2323 A Revenue Sources For Clark Countyv4Bgv 2323 A Revenue Sources For Clark Countyv4
Bgv 2323 A Revenue Sources For Clark Countyv4higdonla
 
Vsm Voc Brownbag Webinar 06262009 [Compatibi
Vsm Voc Brownbag Webinar 06262009 [CompatibiVsm Voc Brownbag Webinar 06262009 [Compatibi
Vsm Voc Brownbag Webinar 06262009 [Compatibimpircer
 
1st time fix overview 50k
1st time fix   overview 50k1st time fix   overview 50k
1st time fix overview 50kbrackcarter
 
Traumasoft Presentation
Traumasoft PresentationTraumasoft Presentation
Traumasoft Presentationlaschul
 
Frances Wheat, Camden CC - Planning Performance
Frances Wheat, Camden CC - Planning PerformanceFrances Wheat, Camden CC - Planning Performance
Frances Wheat, Camden CC - Planning PerformancePAS_Team
 
Capture Up To $37,500 per New Hire in Tax Credits
Capture Up To $37,500 per New Hire in Tax CreditsCapture Up To $37,500 per New Hire in Tax Credits
Capture Up To $37,500 per New Hire in Tax CreditsCalChamber
 
LEAN SPEED vs SIX SIGMA QUALITY by JULIAN KALAC
LEAN SPEED vs SIX SIGMA QUALITY by JULIAN KALAC LEAN SPEED vs SIX SIGMA QUALITY by JULIAN KALAC
LEAN SPEED vs SIX SIGMA QUALITY by JULIAN KALAC Julian Kalac P.Eng
 
[Webinar] Unveiling the Benefits of AP with the Institute of Financial Operat...
[Webinar] Unveiling the Benefits of AP with the Institute of Financial Operat...[Webinar] Unveiling the Benefits of AP with the Institute of Financial Operat...
[Webinar] Unveiling the Benefits of AP with the Institute of Financial Operat...Anybill
 
Pmg tag bpm_presentation
Pmg tag bpm_presentationPmg tag bpm_presentation
Pmg tag bpm_presentationMelanie Brandt
 
CFO Webinar - Supply Chain Transformation at UPMC
CFO Webinar - Supply Chain Transformation at UPMCCFO Webinar - Supply Chain Transformation at UPMC
CFO Webinar - Supply Chain Transformation at UPMCProdigo Solutions, LLC
 
Jini Books Presentation in PDF format
Jini Books Presentation in PDF formatJini Books Presentation in PDF format
Jini Books Presentation in PDF formatZameer Ahammad
 
Jini Books Presentation
Jini Books PresentationJini Books Presentation
Jini Books PresentationZameer Ahammad
 
Paperless PeopleSoft: Electronic Forms for HCM & Financials
Paperless PeopleSoft: Electronic Forms for HCM & FinancialsPaperless PeopleSoft: Electronic Forms for HCM & Financials
Paperless PeopleSoft: Electronic Forms for HCM & FinancialsSmart ERP Solutions, Inc.
 
Realizing Successful Transformation Within Politically Charged Environments
Realizing Successful Transformation Within Politically Charged EnvironmentsRealizing Successful Transformation Within Politically Charged Environments
Realizing Successful Transformation Within Politically Charged EnvironmentsNathaniel Palmer
 
Realizing Successful Transformation Within Politically Charged Environments
Realizing Successful Transformation Within Politically Charged EnvironmentsRealizing Successful Transformation Within Politically Charged Environments
Realizing Successful Transformation Within Politically Charged EnvironmentsNathaniel Palmer
 

Similar to Improve County Permit Processing Times (20)

Setting Up Centralized Documentation Iss Case Study
Setting Up Centralized Documentation   Iss Case StudySetting Up Centralized Documentation   Iss Case Study
Setting Up Centralized Documentation Iss Case Study
 
Lean sytems lecture ayub jake salik 2012
Lean sytems lecture ayub jake salik 2012Lean sytems lecture ayub jake salik 2012
Lean sytems lecture ayub jake salik 2012
 
An Introduction to ORYX Software
An Introduction to ORYX SoftwareAn Introduction to ORYX Software
An Introduction to ORYX Software
 
UCSD Class: Lean Office
UCSD Class: Lean OfficeUCSD Class: Lean Office
UCSD Class: Lean Office
 
Bgv 2323 A Revenue Sources For Clark Countyv4
Bgv 2323 A Revenue Sources For Clark Countyv4Bgv 2323 A Revenue Sources For Clark Countyv4
Bgv 2323 A Revenue Sources For Clark Countyv4
 
Vsm Voc Brownbag Webinar 06262009 [Compatibi
Vsm Voc Brownbag Webinar 06262009 [CompatibiVsm Voc Brownbag Webinar 06262009 [Compatibi
Vsm Voc Brownbag Webinar 06262009 [Compatibi
 
1st time fix overview 50k
1st time fix   overview 50k1st time fix   overview 50k
1st time fix overview 50k
 
Hcde 102912
Hcde 102912Hcde 102912
Hcde 102912
 
Traumasoft Presentation
Traumasoft PresentationTraumasoft Presentation
Traumasoft Presentation
 
Frances Wheat, Camden CC - Planning Performance
Frances Wheat, Camden CC - Planning PerformanceFrances Wheat, Camden CC - Planning Performance
Frances Wheat, Camden CC - Planning Performance
 
Capture Up To $37,500 per New Hire in Tax Credits
Capture Up To $37,500 per New Hire in Tax CreditsCapture Up To $37,500 per New Hire in Tax Credits
Capture Up To $37,500 per New Hire in Tax Credits
 
LEAN SPEED vs SIX SIGMA QUALITY by JULIAN KALAC
LEAN SPEED vs SIX SIGMA QUALITY by JULIAN KALAC LEAN SPEED vs SIX SIGMA QUALITY by JULIAN KALAC
LEAN SPEED vs SIX SIGMA QUALITY by JULIAN KALAC
 
[Webinar] Unveiling the Benefits of AP with the Institute of Financial Operat...
[Webinar] Unveiling the Benefits of AP with the Institute of Financial Operat...[Webinar] Unveiling the Benefits of AP with the Institute of Financial Operat...
[Webinar] Unveiling the Benefits of AP with the Institute of Financial Operat...
 
Pmg tag bpm_presentation
Pmg tag bpm_presentationPmg tag bpm_presentation
Pmg tag bpm_presentation
 
CFO Webinar - Supply Chain Transformation at UPMC
CFO Webinar - Supply Chain Transformation at UPMCCFO Webinar - Supply Chain Transformation at UPMC
CFO Webinar - Supply Chain Transformation at UPMC
 
Jini Books Presentation in PDF format
Jini Books Presentation in PDF formatJini Books Presentation in PDF format
Jini Books Presentation in PDF format
 
Jini Books Presentation
Jini Books PresentationJini Books Presentation
Jini Books Presentation
 
Paperless PeopleSoft: Electronic Forms for HCM & Financials
Paperless PeopleSoft: Electronic Forms for HCM & FinancialsPaperless PeopleSoft: Electronic Forms for HCM & Financials
Paperless PeopleSoft: Electronic Forms for HCM & Financials
 
Realizing Successful Transformation Within Politically Charged Environments
Realizing Successful Transformation Within Politically Charged EnvironmentsRealizing Successful Transformation Within Politically Charged Environments
Realizing Successful Transformation Within Politically Charged Environments
 
Realizing Successful Transformation Within Politically Charged Environments
Realizing Successful Transformation Within Politically Charged EnvironmentsRealizing Successful Transformation Within Politically Charged Environments
Realizing Successful Transformation Within Politically Charged Environments
 

Recently uploaded

CARE OF CHILD IN INCUBATOR..........pptx
CARE OF CHILD IN INCUBATOR..........pptxCARE OF CHILD IN INCUBATOR..........pptx
CARE OF CHILD IN INCUBATOR..........pptxGaneshChakor2
 
URLs and Routing in the Odoo 17 Website App
URLs and Routing in the Odoo 17 Website AppURLs and Routing in the Odoo 17 Website App
URLs and Routing in the Odoo 17 Website AppCeline George
 
A Critique of the Proposed National Education Policy Reform
A Critique of the Proposed National Education Policy ReformA Critique of the Proposed National Education Policy Reform
A Critique of the Proposed National Education Policy ReformChameera Dedduwage
 
How to Make a Pirate ship Primary Education.pptx
How to Make a Pirate ship Primary Education.pptxHow to Make a Pirate ship Primary Education.pptx
How to Make a Pirate ship Primary Education.pptxmanuelaromero2013
 
BASLIQ CURRENT LOOKBOOK LOOKBOOK(1) (1).pdf
BASLIQ CURRENT LOOKBOOK  LOOKBOOK(1) (1).pdfBASLIQ CURRENT LOOKBOOK  LOOKBOOK(1) (1).pdf
BASLIQ CURRENT LOOKBOOK LOOKBOOK(1) (1).pdfSoniaTolstoy
 
MENTAL STATUS EXAMINATION format.docx
MENTAL     STATUS EXAMINATION format.docxMENTAL     STATUS EXAMINATION format.docx
MENTAL STATUS EXAMINATION format.docxPoojaSen20
 
_Math 4-Q4 Week 5.pptx Steps in Collecting Data
_Math 4-Q4 Week 5.pptx Steps in Collecting Data_Math 4-Q4 Week 5.pptx Steps in Collecting Data
_Math 4-Q4 Week 5.pptx Steps in Collecting DataJhengPantaleon
 
Separation of Lanthanides/ Lanthanides and Actinides
Separation of Lanthanides/ Lanthanides and ActinidesSeparation of Lanthanides/ Lanthanides and Actinides
Separation of Lanthanides/ Lanthanides and ActinidesFatimaKhan178732
 
Incoming and Outgoing Shipments in 1 STEP Using Odoo 17
Incoming and Outgoing Shipments in 1 STEP Using Odoo 17Incoming and Outgoing Shipments in 1 STEP Using Odoo 17
Incoming and Outgoing Shipments in 1 STEP Using Odoo 17Celine George
 
mini mental status format.docx
mini    mental       status     format.docxmini    mental       status     format.docx
mini mental status format.docxPoojaSen20
 
Industrial Policy - 1948, 1956, 1973, 1977, 1980, 1991
Industrial Policy - 1948, 1956, 1973, 1977, 1980, 1991Industrial Policy - 1948, 1956, 1973, 1977, 1980, 1991
Industrial Policy - 1948, 1956, 1973, 1977, 1980, 1991RKavithamani
 
Crayon Activity Handout For the Crayon A
Crayon Activity Handout For the Crayon ACrayon Activity Handout For the Crayon A
Crayon Activity Handout For the Crayon AUnboundStockton
 
Paris 2024 Olympic Geographies - an activity
Paris 2024 Olympic Geographies - an activityParis 2024 Olympic Geographies - an activity
Paris 2024 Olympic Geographies - an activityGeoBlogs
 
Grant Readiness 101 TechSoup and Remy Consulting
Grant Readiness 101 TechSoup and Remy ConsultingGrant Readiness 101 TechSoup and Remy Consulting
Grant Readiness 101 TechSoup and Remy ConsultingTechSoup
 
Introduction to ArtificiaI Intelligence in Higher Education
Introduction to ArtificiaI Intelligence in Higher EducationIntroduction to ArtificiaI Intelligence in Higher Education
Introduction to ArtificiaI Intelligence in Higher Educationpboyjonauth
 
Arihant handbook biology for class 11 .pdf
Arihant handbook biology for class 11 .pdfArihant handbook biology for class 11 .pdf
Arihant handbook biology for class 11 .pdfchloefrazer622
 

Recently uploaded (20)

CARE OF CHILD IN INCUBATOR..........pptx
CARE OF CHILD IN INCUBATOR..........pptxCARE OF CHILD IN INCUBATOR..........pptx
CARE OF CHILD IN INCUBATOR..........pptx
 
Staff of Color (SOC) Retention Efforts DDSD
Staff of Color (SOC) Retention Efforts DDSDStaff of Color (SOC) Retention Efforts DDSD
Staff of Color (SOC) Retention Efforts DDSD
 
TataKelola dan KamSiber Kecerdasan Buatan v022.pdf
TataKelola dan KamSiber Kecerdasan Buatan v022.pdfTataKelola dan KamSiber Kecerdasan Buatan v022.pdf
TataKelola dan KamSiber Kecerdasan Buatan v022.pdf
 
URLs and Routing in the Odoo 17 Website App
URLs and Routing in the Odoo 17 Website AppURLs and Routing in the Odoo 17 Website App
URLs and Routing in the Odoo 17 Website App
 
A Critique of the Proposed National Education Policy Reform
A Critique of the Proposed National Education Policy ReformA Critique of the Proposed National Education Policy Reform
A Critique of the Proposed National Education Policy Reform
 
How to Make a Pirate ship Primary Education.pptx
How to Make a Pirate ship Primary Education.pptxHow to Make a Pirate ship Primary Education.pptx
How to Make a Pirate ship Primary Education.pptx
 
BASLIQ CURRENT LOOKBOOK LOOKBOOK(1) (1).pdf
BASLIQ CURRENT LOOKBOOK  LOOKBOOK(1) (1).pdfBASLIQ CURRENT LOOKBOOK  LOOKBOOK(1) (1).pdf
BASLIQ CURRENT LOOKBOOK LOOKBOOK(1) (1).pdf
 
Model Call Girl in Tilak Nagar Delhi reach out to us at 🔝9953056974🔝
Model Call Girl in Tilak Nagar Delhi reach out to us at 🔝9953056974🔝Model Call Girl in Tilak Nagar Delhi reach out to us at 🔝9953056974🔝
Model Call Girl in Tilak Nagar Delhi reach out to us at 🔝9953056974🔝
 
MENTAL STATUS EXAMINATION format.docx
MENTAL     STATUS EXAMINATION format.docxMENTAL     STATUS EXAMINATION format.docx
MENTAL STATUS EXAMINATION format.docx
 
_Math 4-Q4 Week 5.pptx Steps in Collecting Data
_Math 4-Q4 Week 5.pptx Steps in Collecting Data_Math 4-Q4 Week 5.pptx Steps in Collecting Data
_Math 4-Q4 Week 5.pptx Steps in Collecting Data
 
Separation of Lanthanides/ Lanthanides and Actinides
Separation of Lanthanides/ Lanthanides and ActinidesSeparation of Lanthanides/ Lanthanides and Actinides
Separation of Lanthanides/ Lanthanides and Actinides
 
Incoming and Outgoing Shipments in 1 STEP Using Odoo 17
Incoming and Outgoing Shipments in 1 STEP Using Odoo 17Incoming and Outgoing Shipments in 1 STEP Using Odoo 17
Incoming and Outgoing Shipments in 1 STEP Using Odoo 17
 
mini mental status format.docx
mini    mental       status     format.docxmini    mental       status     format.docx
mini mental status format.docx
 
Industrial Policy - 1948, 1956, 1973, 1977, 1980, 1991
Industrial Policy - 1948, 1956, 1973, 1977, 1980, 1991Industrial Policy - 1948, 1956, 1973, 1977, 1980, 1991
Industrial Policy - 1948, 1956, 1973, 1977, 1980, 1991
 
Crayon Activity Handout For the Crayon A
Crayon Activity Handout For the Crayon ACrayon Activity Handout For the Crayon A
Crayon Activity Handout For the Crayon A
 
Paris 2024 Olympic Geographies - an activity
Paris 2024 Olympic Geographies - an activityParis 2024 Olympic Geographies - an activity
Paris 2024 Olympic Geographies - an activity
 
Grant Readiness 101 TechSoup and Remy Consulting
Grant Readiness 101 TechSoup and Remy ConsultingGrant Readiness 101 TechSoup and Remy Consulting
Grant Readiness 101 TechSoup and Remy Consulting
 
Introduction to ArtificiaI Intelligence in Higher Education
Introduction to ArtificiaI Intelligence in Higher EducationIntroduction to ArtificiaI Intelligence in Higher Education
Introduction to ArtificiaI Intelligence in Higher Education
 
Model Call Girl in Bikash Puri Delhi reach out to us at 🔝9953056974🔝
Model Call Girl in Bikash Puri  Delhi reach out to us at 🔝9953056974🔝Model Call Girl in Bikash Puri  Delhi reach out to us at 🔝9953056974🔝
Model Call Girl in Bikash Puri Delhi reach out to us at 🔝9953056974🔝
 
Arihant handbook biology for class 11 .pdf
Arihant handbook biology for class 11 .pdfArihant handbook biology for class 11 .pdf
Arihant handbook biology for class 11 .pdf
 

Improve County Permit Processing Times

  • 1. COUNTY OF VENTURA Champion Training LEAN SIX SIGMA
  • 2. Objectives for Today County Executive Office  Learn how to achieve the greatest value for your customer through continuous process improvement  Learn how Lean Six Sigma can lead to improved organizational performance  Gain a basic understanding of Lean Six Sigma tools and principles
  • 3. Employees County Executive Office Solutions 1. More employees 2. Improved employees • Training • Multitasking • Incentives • Accountability 3. Customers have to wait Process • “Manage” Complaints expectations •What took so long? • Can’t you go any faster? • Who dropped the ball? Customers
  • 4. Customer Becomes the Problem County Executive Office
  • 5. Employee Service Delivery County Executive Office Before After Process Improvement Customer
  • 6. County Executive Office Measurable Systemic Health Indicators Blood pressure Cholesterol Waist Circumference Body fat Resting heart rate
  • 7. County Executive Office Measurable Systemic Health Indicators Crime rate Property values Poverty rate Age of the population Education rankings
  • 8. County Executive Office Measurable Systemic Health Indicators
  • 9. Traditional Response County Executive Office  Cut hours  Cut people  Cut services  Cut programs  Across the board budget cuts  Hiring freezes  Travel restrictions The illusion of numbers
  • 10. Problem with Traditional Response County Executive Office Staff overwhelmed trying to get through the same system with less people. Can’t get the outcomes needed by doing what we have always done.
  • 11. Introductions County Executive Office Introduce yourself. If your team knew how to find time or money through process improvement: What would you do with the extra time? What would you do with the extra money?
  • 12. County Executive Office Service Excellence Program Objective Encourage a county-wide culture of service excellence, continuous improvement and empirically based decision making as a means of improving quality, consistency, speed and cost of County Services.
  • 14. Lean Government Exchange County Executive Office Des Moines, Iowa 2009 and beyond • Iowa • Hawaii • City of Appleton, WI • Minnesota • County of Ventura, CA • Vermont • Kentucky • City of Cape Coral, FL • Georgia • City of Fort Dodge, • Kansas • Delaware • Washington, Iowa • Ohio DC • Shasta County, CA • Toronto • California • Los Angeles County • Arkansas • Arkansas DPSS, DCSS • Alabama • Kitsap County, • Colorado • Nebraska Washington • Connecticut • Cal State Channel • New Hampshire • South Carolina • Maryland Islands • Illinois • Rhode Island • RTC, Washoe County, • Oregon • Washington Nevada • Oklahoma • CalPoly, SLO, CA 14
  • 15. Where is CPI Applied County Executive Office  Environmental permits / Air Quality / Wastewater/Floodplains / Landfills / Manure management  Corrections - Offender Re-entry /Forensics  Procurement  Board of Medical Examiners Investigatory process  Veterans Home Admissions / Medical Appointments / Medication Administration / Pharmacy  Patient flow / Hospital discharge/Health facilities  Human Services processes and services  Animal Services  Child Abuse Appeals / Foster Child placement across state lines 15
  • 16. Ventura County Value County Executive Office
  • 17. Get the Scoop County Executive Office PWA and GSA optimizing their heavy equipment tracking and eliminating the need to purchase this equipment.  1 Grader = $225,000  1 Roller = $ 54,000  1 Backhoe = $150,000 $429,000 Breaking down silos and having teams constantly thinking of ways to save. Priceless!
  • 18. Sheriff Forensics Dry Drug Analysis County Executive Office THEN NOW • 64 days to complete • 17 days • Backlog over 200 cases • Backlog down 50% • Productivity up – more cases per scientist
  • 19. County Executive Office Errorless process to send case files to DA = 1 FTE Social Worker
  • 20. Mean Number of Days to Process Planning County Executive Office Director-Approved Discretionary Permit Applications Baseline Metric: New Metric: Average Processing Average Processing % Change in Permit Type Time (days) Time (days) Processing Time Planned Development Permit 285 101 64.6% Minor Modification Permit 251 119 52.6% Parcel Map Waiver/Lot Line Adjustment 191 83 56.5% Parcel Map Waiver Merger 102 39 61.8% 20
  • 21. Canal Clean Up County Executive Office Cost Savings – by eliminating over processing $600,000 – re-purposed to canal repairs
  • 22. High Level Y: Critical to Process - Disposition Inputs (X's) Controlled/Not controlled X Applications (9) Process Step (Activity) Outputs (Y's) Y Information or Product SIPOC Type Noise Receive Requests for Apps (5) County Executive Office X C opy of Apps -3 Type X C ustomer Application Form 9 C ontrollable Receive and Process Y Processed and Accurate Application The SIPOC map provides a means to further clarify which of the Type Noise Applications (5) X Notificationof Hearings 9 Y Final App in Portal and Filed Type C ontrollable Enter Data (5) X Software and internet -3 Type X C ompleted Apps 1 Noise Distribute Apps Y Distributed Apps inputs have the greatest “push” on the outputs. (3) Type C ontrollable X Hard C opy Apps - 1 Y Application Image Type Noise Scan (1) X Hard C opy Apps -9 Y Accurate Electronic Data Type Noise Input and X Info - Electronic and Hard copy 3 Reconcile Data Type C ontrollable into STAR (5) X Application Assignment Sheets 1 Y Work Item, Electronic List of C ases Based on this ranking system, the Type C ontrollable Assign Appriaser X Site Lode List (1) Type C ontrollable following processes had the greatest X C ontact Information 1 Y Hard C opy for Apprisers Type Noise Create Folders Y C entral Repository and Central Maintenance (5) Prepare Appraisal (2) Y Decision impact: X Recommendation Information 9 Type X Forms 9 C ontrollable Communication to Applicant (Stipulation, Y Resolved C ases or Hearing •Receive requests for application Type C ontrollable Withdraw, option for Hearing) (5) X List from Renee 9 Type C ontrollable Provide Memo to Set Hearing to Y Hard copy of memo to set •Receive and process applications COB (5) X Secured Property Database 1 Type X Memo 9 Type C ontrollable C ontrollable Receive Memo of Hearing and return confirmation to Y List of Apps to Schedule for Hearing •Enter data (Clerk of the Board) Assessor's office (5) X C ompleted Application 9 Type X Assessor's Memo to Set 9 C ontrollable Notification of Hearing to Y Letter Package •Reconcile and enter into Star (Assessor) Applicant/Agent Type C ontrollable (4) X Blue C ard 9 Y Final Decision Type Noise Board Hearing X Agenda 3 Preparation Type Noise Process (5) X Supplies 3 Type X Applications 3 Type C ontrollable Coordinate Board C ontrollable Hearing (4) Y Agenda •Communication to Applicant •Memo to set processes X Agenda 1 Y Record of Meeting Type C ontrollable Attend and Clerk Hearing (2) X Board Decision 0 Y C losed C ase •Assessment Board Hearing Type Noise Close Out Process Y Updated STAR X Summary and Disposition 9 (4) Type Noise X Summary and Disposition 9 Type C ontrollable Close Out Process (4) Y Summary Y Minute Orders Y C losed C ase Y Updated Portal preparation process
  • 23. Admin Side – Current State County Executive Office Swimlane Map 1 of 2
  • 24. County Executive Office COB CURRENT STATE (Swimlane Map 2 of 2) Total Steps 92 Min. Touch Time/Hours 55.46 Max Touch Time/Hours 73.31 Min. Process Cost/ 1 Appl. $2,723.70 Max. Process Cost/ 1 Appl. $3,592.40 Minimum Cycle Time/Days 136 Maximum Cycle Time/Days 218 (Admin only)
  • 25. Admin Side - Future State County Executive Office Metric (Admin only) Current State Future State Difference Total Steps 92 45 -47 Average Touch Time 64 hours 23 hours -41 hours Average Cost/Appeal $3,158 $1,152 -$2,005 Average Cycle Time 177 days 77 days* -100 days * 70 days required for notifications and responses
  • 26. Found Money in Infrastructure County Executive Office GSA Project Management Fee reduced from 12.5% to 9.9% Cost Savings - $480,000 Cost Savings - $600,000 Annual Savings - $350,000 …and growing
  • 27. County Executive Office BASIC CONCEPTS OF LEAN SIX SIGMA “It’s never too late to become what you might have been.” – George Eliot 27
  • 28. Origin of Lean County Executive Office  Japan – post WWII – struggling economy  Edwards Deming – Quality guru  Brought radical ideas not yet implemented in America  Acceptable quality level. cost/quality not a trade off  Daily incremental improvement (everyone involved). Don’t seek perfection…yet (80/20).  Focus – Don’t improve work, eliminate waste
  • 29. Focus County Executive Office Focus can help you see more clearly.
  • 30. Paradox County Executive Office We can accomplish more, by doing less.
  • 31. Lean Six Sigma is . . . County Executive Office A Combination of two schools of thought: 1. “Lean” - eliminating waste, creating process steps that add value to the customer 2. “Six Sigma” - reducing variation to ensure a standard, quality output
  • 32. Cycle of Lean Principles County Executive Office Seek Specify Perfection Customer Value Identify and Remove Waste= Establish Identify “Pull” SPEED Value Stream Achieve Flow
  • 33. Knowledge Work 8- Wastes Product Work Work not meeting requirements. Defects Scrap, rework, lost capacity due to County Executive Office Missing information. Rework. mistakes, inaccurate SOP’s. Too many reports, reviews, approvals. Overproduction Running equipment to keep equipment Batching paperwork. and people busy. Waiting for meetings to start. Waiting Waiting for equipment, people or Information, paperwork and process to cycle, waiting for materials approvals. and tools. Over or under staffing, talents not Non utilization of Over or under staffing, talents not utilized, work load not balanced. utilized, work load not balanced. people/talent Paper- based data vs. electronic Transportation Long travel distances, unplanned transfers. Routing of unnecessary premium postal. approvals/processing. Excessive backlog of work to be Inventory Making what we can instead of what processed. Too much paper to be customers need. High obsolescence handled, processed or filed. and write offs. Walking to deliver paperwork, poor Motion Repetitive/unnecessary movement ergonomics, chasing information. caused by poor ergonomic design. Unnecessary steps. Too many Extra or Over Incapable equipment and processes. handoffs, lack of SOP’s. Equipment with unbalanced flow. 33 Processing
  • 34. See Waste, Remove Waste County Executive Office
  • 35. Lean Process Improvement County Executive Office Inspect Inspect Re-work Wait Transport Transport Wait Work Reinstall Work Work Disconnect Start Finish FLOW TIME = Value = Non-Value-Added Added Time Time (WASTE) Value-Added time is only a very small percentage of the total Time
  • 36. DMAIC County Executive Office Cycle of Six Sigma Phases Define the Problem Measure Performance CONTROL DEFINE Define Scope / Boundaries Identify and Remove Variation= Current State Map Baseline Measures QUALITY Lean Tool Kit IMPROVE MEASURE ANALYZE Root Cause Analysis Find Waste, Variation, and Value/Non- Value
  • 37. Simple, But Not Easy County Executive Office
  • 38. County Executive Office FOUNDATIONAL CONCEPTS – USING LEAN SIX SIGMA PERSPECTIVE 38
  • 40. County Executive Office Our Customers Need Us More Than Ever Divide into groups Use the easels and post-its What are your customers complaining about right now?
  • 41. Value Customers Want County Executive Office The 3 most popular flavors: Faster Cheaper Better Do you know which one is your customers favorite?
  • 42. Where Does Value Come From? County Executive Office Value for customers is generated in the “value stream”. Value Stream A value stream usually consists of several processes which each have many individual process steps that result in a service that is delivered to a customer. 42
  • 43. The Lean View of Your Organization County Executive Office Getting to your value streams: 1. Every agency has customers 2. Every customer gets a product/service 3. Products/Services result in outcomes 4. All outcomes and product/services are driven by processes Conclusion If you want to improve value to customers, improve the value streams/processes. 43
  • 44. 1. Every Agency has Customers County Executive Office Who are your customers? (Everybody has customers) •Who buys it •Who uses it •Who requires it •Two types: Brokers and End-users •Example: License Plate, Grandpa and grandchild red rider BB gun 44
  • 45. County Executive Office 2. Every Customer gets Products/Services What products do What is a product? you produce? Products: •Permits 1. Can be counted •Determinations 2. Are specific •Miles of road 3. Are nouns •Tax credits 4. You can deliver them •Vaccinations -Ken Miller •Probation visits •Licenses •Welfare checks •Treatment plans •Jobs •Educational sessions 45
  • 46. 3. Products Produce Outcomes County Executive Office What are the outcomes of your work? •Healthy families •Safe communities •A fair criminal justice system •Better communication •Maintained roads •Improved fire protection •Easier access to public services “Outcomes” are more difficult to measure and improve than “products”. 46
  • 47. 4. All Outcomes and Products/Services County Executive Office are Driven by Processes What are your processes? •Every organization provides products to customers. •Processes and systems create these products. •All Work is a process. •Process steps in the value stream should flow and be designed to meet the customer’s desires. •L6S methodology is centered around improving processes not people. 47
  • 48. County Executive Office SELECTING WHICH VALUE STREAMS TO IMPROVE 48
  • 50. County Executive Office How We Select What to Improve  Burning Platforms  Customer Complaints  Grass Roots  Organizational Product Maps • Performance Assessments (data analysis)  Strategic Planning 50
  • 51. Pick Chart County Executive Office There are four categories on a 2*2 matrix; horizontal is scale of payoff (or benefits), vertical is ease of implementation. By deciding where an idea falls on the pick chart four proposed project actions are provided: Possible Implement Challenge Kill *(thus the name “PICK” chart) 51
  • 52. PICK Chart County Executive Office Low Payoff, easy to do - Possible High Payoff, easy to do - Implement High Payoff, hard to do - Challenge Low Payoff, hard to do - Kill 52
  • 53. County Executive Office Strategic Approach to Value Streams See it! – Strategic Perspective Focus Area: COMMUNITY HEALTH Focus Area Goal: To be the premier health care provider in the industry. Objective #1: Schedule surgeries within 24 hrs. Strategy #1: Increase the capacity for surgical procedures by 40%. 53
  • 54. County Executive Office What is a Value Stream Approach? NON-VALUE STREAM VALUE STREAMS (Lean Perspective) • Increase the number of surgery rooms • Patient flow from schedule to discharge • Staff up for new rooms o Scheduling the rooms o Preparing the room, • Upgrade equipment trays, equip, meds o Prep-ing the patient o Information flow 54
  • 55. What Do You See? County Executive Office
  • 56. County Executive Office We have a Customer Complaint PROBLEM SOLVING
  • 57. Change for the Greater Good County Executive Office Leadership is the art of getting someone else to do something you want done, because he wants to do it. -President Dwight D. Eisenhower Kaizen 57
  • 58. Just Do It County Executive Office Not every idea needs a team Champions – do not ask for a team solution if you already have one Solution flags • More Training/Incentives • Add Staff • Improve P&P’s • Add Inspections
  • 59. Team Roles County Executive Office Board of Supervisors CEO Agency Heads Deployment Champion Value Stream Champion All Employees Team Leaders Provides inputs to how to improve their own jobs and work areas Team Belts Members 59
  • 60. It’s scientific! County Executive Office Y = f (x1, x2,…xn)
  • 61. Process Improvement Filter County Executive Office 1. Y = f (x1, x2…) 2. Define Y (Charter) 3. Identify the X’s (tribal knowledge) 4. Identify the red X’s (tribal knowledge) (Vital Few) 5. Validate the red X’s (Gemba/data) 6. Analysis 7. Solution Don’t accelerate the excavation until you are sure your digging in the right place.
  • 62. Candy Metrics County Executive Office Customer Order (How do you know what they want?) 5000 wrapped candies Total Candies Processed (Effort-Quality) 15,000 Total Failures/Defects (Do customers care?) 10,000 Yield (Customer Order/Total Processed) 33.3% Percent of Customer Complaints 98% Lean Metrics: Financial, behavioral, and core-process measurements that help you monitor your organization’s progress toward achieving the goals of the lean initiative. 62
  • 63. Date Initiated: PH Clinic Registration and Billing Process Revision Date: County Executive Office Event Start Date: DEFINE Event End Date: Project Information ROLE Phone No. LAST NAME FIRST NAME AGENCY Contract with the Department Champion Value Stream Analysis Champion Team Lead Subject Matter Expert Subject Matter Expert team Green Belt Green Belt Total Man Hours Provides guidance. Event Type I Kaizen Event Type II Part of GTEP Business Case Be sure you have the right team, Opportunity or Problem Statement/Business Impact that the problem is scoped, and you Goal Statement have measurable Project Deliverables goals. In Scope Out of Scope Value Stream Champion Date
  • 64. Gemba/Walk the Process County Executive Office Means to “GO SEE” THE FIVE ACTUALS 1. Go to the actual workplace. 2. Engage the people who do the actual work. 3. Observe the actual process. 4. Collect the actual data. 5. Understand the actual value stream. 64
  • 65. Exercise: What Went Wrong? County Executive Office  What went wrong with the process?  No solutions allowed yet; only problems 10 min 65
  • 66. County Executive Office Model SIPOC Y? Suppliers Inputs Process Outputs Customers X X Y Y X X Y X X 66
  • 67. County Executive Office VLS CM SCD ECP Current State - 1.0 Develop Alteration Proposal part 1 1.2 A28,A47, 1.6 A65,A68 A28,A47, A65,A68 Review Review ECP & Submit Dept 1 SCD & Comments Submit FT: 88 2.0 Comments TT: 0.25 FT: 56 P: 4 TT: 0.25 P: 4 1.6 A36 Review ECP & Submit Dept 2 1.2 Comments A35 FT: 88 Review TT: 0.2 SCD & P: 1 Submit Comments 1.6 1.7 1.11 A35 1.10 1.1 FT: 56 1.3 1.5 A66 1.8 A66 Review ECP & Submit A66 A66 TT: 4 Consolidate A66 Consolidate A66 Action item Comments Participate in P: 1 & Post ECP to resolution Dept 3 Coordinate SCD Coordinate Sponsor FT: 88 approve Live LInk Sponsor SCD comments ECP Telcon 1.2 TT: 8 ECP FT: 8 Telcon Review FT: 16 Review for ECP A66 P: 1 comments TT: 0.5 for ECP FT: 8 TT: 4 FT: 8 FT: 4 Review 1.6 FT: 16 P: 1 FT: 40 TT: 0.5 P: 1 TT: 0.5 TT: 4 SCD & A66 TT: 8 TT: 4 P: 1 P: 1 P: 1 Submit Review ECP & Submit P: 1 P: 1 Comments Comments FT: 56 FT: 88 Dept 4 TT: 8 TT: 16 P: 1 P: 1 Mgmt 1.0 1.9 1.4 Submit Conduct Submit Finance SCD Sponsor ECP for for review Telecon Review FT: 8 for ECP FT: 8 TT: .5 FT: 4 TT: 6 P: 1 TT: 4 P: 1 P: 1 Swim Lane Process Map
  • 68. Knowledge Work 8- Wastes Product Work County Executive Office Work not meeting requirements. Defects Scrap, rework, lost capacity due to Missing information. Rework. mistakes, inaccurate SOP’s. Too many reports, reviews, Overproduction Running equipment to keep approvals. Batching paperwork. equipment and people busy. Waiting for meetings to start. Waiting Waiting for equipment, people or Information, paperwork and process to cycle, waiting for approvals. materials and tools. Over or under staffing, talents not utilized, work load not balanced. Non utilization of people/talent Paper- based data vs. electronic Transportation Long travel distances, unplanned transfers. Routing of unnecessary premium postal. approvals/processing. Excessive backlog of work to be Inventory Making what we can instead of what processed. Too much paper to be customers need. High obsolescence handled, processed or filed. and write offs. Walking to deliver paperwork, poor Motion Repetitive/unnecessary movement ergonomics, chasing information. caused by poor ergonomic design. Unnecessary steps. Too many Extra or Over Incapable equipment and processes. handoffs, lack of SOP’s. Equipment with unbalanced flow. Processing
  • 69. Analyze for VA/NVA steps County Executive Office  Value added time (VA) – Time engaged in an activity performed that increases its value to the customer. Must be done right the first time, the customer must be willing to pay for it, and it transforms or shapes the material or information.  Non value added time (NVA) – Time engaged in an activity performed that does not increase its value to the customer  Non value added time (NVA) but ESSENTIAL - Meets the definition for NVA time, but cannot be removed. 69
  • 70. Exercise County Executive Office Value-Added and Non-Value-Added work Value-Added Activities Non Value-Added Activities  An activity that transforms  Activities that consume resources or shapes material or but create information no value in the eyes of the customer  Customer wants it  Pure waste  Done right the first time  If you can’t get rid of the activity, it is (no rework) necessary Non Value-Added – Essential Activities  Activities causing no value to be created but which E cannot be eliminated based on current state of technology or thinking  Required (regulatory, customer mandate, legal)  Necessary (due to non-robustness of process, currently required; current risk tolerance)
  • 71. Lean Tool Kit County Executive Office Error-proofing Push/Pull Set-up Reduction 5-S Cellular Work Processing Work Standardization Reduce Variation
  • 72. Control Plan Template County Executive Office Target Who Description When How Why Corrective Action Level Perform Root Cause Analysis: 1. Re-Evaluate Process and Rework. 2. Retrain Personnel. 3. No Change Necessary. Addendum #20, 21 72
  • 73. County Executive Office Future State Minimized Waste and Variation Steps add value Error-proofed Measurement plan in place
  • 74. County Executive Office After the Pilot/Implementation of Future State Ask for the results Communicate results with pride Adjust where necessary Look for ways to continuously improve
  • 75. County Executive Office PREPARING THE ORGANIZATION FOR CHANGE 75
  • 76. County Executive Office Dogmas of the quiet past are inadequate to the stormy present. The occasion is piled high with difficulty and we must rise with it. As our case is new, so we must think anew and act anew. We must disenthrall ourselves and then we will save our country.
  • 77. County Executive Office Ideas Government is Enthralled With 1. Not driven by profit – We’re different 2. No competitive pressure – We don’t have Customers 3. Decreasing funds means decreased service (Cut!) 4. Decreasing cost can mean decreasing budgets or de- obligating funds (Use it or lose it) 5. Quality, Cost, and on-time delivery are not normally measured (Perverse incentives: Cost recovery, WIA, grants vs. unit cost, yield, throughput) 6. We don’t have control of our environment or our customers 7. Often no process owners, may cross MANY divisional areas (Control vs. Cooperation)
  • 78. People - Culture Trumps Tools County Executive Office Process, Results and Focus Improvement Tools Operations Metrics Must address BOTH Processes Culture and Tools to avoid unintended consequences & Invisible: less than desirable Hard to Measure & Change long-term success with Blind Spots Resistance Process Management History Mindsets Norms Assumptions Habits Perceptions
  • 80. Prepare the Field County Executive Office More important than changing what employees do, is changing how employees think Unwavering commitment from leadership Mastery, Autonomy, and Purpose (Daniel Pink)
  • 81. HIGH PERFORMANCE County Executive Office VALUE EMPLOYEES CHANGE LEADERS VALUE CUSTOMERS STREAMS 81
  • 82. The Paradoxical Commandments of Government County Executive Office 1. The reward for doing good work is more work. Do good work anyway. 2. All the money you save being more efficient will get cut from your budget now and forever. Find efficiencies anyway. 3. All the bold reforms you make will be undone by the next administration. Make bold reforms anyway. 4. There is no time to think about improving what we do. Make time anyway. 5. Employees may fight the change every step of the way. Involve them anyway.
  • 83. The Paradoxical Commandments of Government County Executive Office 6. The future is unpredictable and largely out of your hands. Plan anyway. 7. The press only cares when something goes wrong. Share your success stories anyway. 8. Legal will never let you do it. Simplify it anyway. 9. If you develop your people they will move on to better jobs. Train them anyway. 10. Your ideas will at best make someone else look good and at worst get you ostracized by your co- workers. Share your ideas anyway. -Ken Miller
  • 84. You Have a Choice County Executive Office “Change is inevitable, growth is optional” - Charles Darwin 84

Editor's Notes

  1. Think about your program: what could you do with these benefits?
  2. In the Public Works and General Services Agencies, they asked themselves why aren’t we sharing equipment? The answer? Because we’ve always done it this way.There was in fact no reason not to schedule and share some equipment and when they did, they saved over $400,000.
  3. When our forensic scientists heard that there may be ways to get test results to the District Attorney faster, they knew this was a fine opportunity for improvement. The conducted a Kaizen and reduced their time to complete drug analysis from 64 to 17 days. This reduced their backlog, allowing the scientists to complete more cases every day. Because the analyses were completed sooner, people stayed in jail for less time and cases were heard in a more timely manner.
  4. Social workers were sending cases to the District Attorney. It was full of error and rework.They make the process error free, relegated the work to an assistant and freed up a full social worker.50 more people get services with no added staff costs.
  5. Reality – bureaucrats work too hard!SIPOC - Assessment appeals –citizen has a right to appeal the valuation of their property for purposes of taxesEconomy – 5x more appeals – challenge is to process all within mandated time frames without adding staffApplication – manual between two agencies – see the red bullets? This is where the staff saw waste – mostly duplication!
  6. Looking at the current state – we found a great deal of non-value added steps
  7. There were 92 steps to hand of each and every application at a cost of about $3,600. Just on the front end, the average cycle time was 177 days. (the total number of days averaged 580 days)
  8. You can see the improved process is much lighter. – cut 100 days off, 47 steps, and lopped off about $2000 in staff processing cost. (SLIDE)
  9. There are so many examples of agenices finding ways to cut costs without cutting services, but simply looking in all the known places – but with a lean lens!
  10. Once we have decided where to focus – products, value streams, problemsWhat do we look for? What do we do?
  11. Now talk about quality – six sigmaMeasure, Analyze and Improve is what makes six sigma unique (powerful)In Lean looking for waste, in Six Sigma looking for variation
  12. (complete the exercise)First person reads the first box. Should be easy as the words and colors match.Next person must say the color (not read the word)*Be sure to tell them to read one column at a time from left to right* *Time both participantsSometimes, even if you know what to look for, it takes practice when we are not used to it. When it is not what we have been trained to look for in the past.
  13. Now lets start with the foundations of using it.
  14. Here is a video about a customer who needs something.You will see a leader who makes a small change, that causes people to shift what they want to do. (After watch)What other things could she have done?Why is what she did effective (she didn’t talk to a single person)<you just made a list of things you can do to empower people.>(ex. Steve Jobs bathroom)Why did she do it? – because she wanted to help the customerNow lets talk about our customers.
  15. Divide into groups.Use easels and post-its to document what customers need.(later will sort ideas by type) – time, quality, cost, other (policy…)It’s important to design a product to meet the needs of the customer – so know who your customer really is. There can be multiple customers with competing interests. Understand the nature of the interests of the customer.All customers need value from the product or service you are providing.Value A product or service provided to a customer at the right time, at the appropriate price, and with sufficient quality.Various Needs:When you deliver the service – what is important to them.What do they all have in common: value (the things you just described is what LSS calls value)
  16. It’s important to design a product to meet the needs of the customer – so know who your customer really is. There can be multiple customers with competing interests. Understand the nature of the interests of the customer.Image: swimmers in a swimlane: kick, stroke, breathing, ; multiple vs’s;
  17. Tell group to slow down, we will do one step at a time together.Here’s and example of fixing a problem with the customer in mind. – GSA billing invoice- faster: made it electronic. Also asked customer, what would be helpful to you? The customers wanted to know what they paid last year. Now GSA gets paid faster. Where else if gov’t guilty of not thinking about their customers?: silos, single service multiple billing, web pages – complete but not in logical order, instructions in government language. (find an example)(do you have customers with conflicting needs? Ex. Speed vs. quality) Can you meet both?Exercise: Each group will work together. Each person will have their own “modified SIPOC” form to documentExplain form and use payroll example on form:-Each phase has multiple process steps in it.What do you think is most important to employee? (on time correct)Does employee care about system processing steps?Which steps add value to the customer.-Sometimes customer has input into own process.Step 1 – who are your customers?It’s important to design a product to meet the needs of the customer – so know who your customer really is. There can be multiple customers with competing interests. Understand the nature of the interests of the customer.** INTRODUCE Value Stream Exercise: Start by identifying a key product/service here.
  18. Let’s just practice:(use an admin example in class, ask a student – name a customer…)*whatever it is that you identify as the product: the litmus test is can you measure it in time, cost, quality? Because that’s what customers most care about? We provide services is vague, it is like saying we make “stuff”. It’s harder to measure a “service than a product”.Services we provide actually result in a product: as a manager you should clear about your products. One way to know is to ask yourself: Can what you listed be counted, is it specific is it a noun, can you deliver it? Value Stream Exercise: who is the customer
  19. “Outcomes” are more difficult to measure and improve than “products”.
  20. L6S is a set of tools for process improvement. Today is about what the process is and the role you play. Value Stream Exercise: What are the process steps/phases?
  21. Discussion:Now we have a way to view our organization through the Value Stream lens.We have also identified what is of value to the customer. ($, Time, Quality)Performance should be based on your customers point of view: when it’s not, that’s where you want to improve performance.How do we decide what to improve first?
  22. Object similar to OutcomesStrategy similar to a more specific goalEx. Burning platform of Permits: Must look beyond just the portion that your agency does, every part of the value stream that delivers the product to the customer must be considered. This is what Champions do. If you were to look at your products, what are your target performance in these 3 categories (or what are your state standards), where are the gaps?What if you meet the state standards, but it takes you a large number of resources? Is that OK. Instead of hiring staff do you need to increase capacity with existing staff?
  23. Object similar to OutcomesStrategy similar to a more specific goal
  24. Non- Value Stream = add staff or resources to increase capacityValue Stream = Focus on improving the current process used in the value streamStrategy to increase capacity.Other side of coinBusiness sees capacity as an issue/objective - in lean, improving speed/quality (what customer cares about) will improve your performance (profit or capacity) If you think about the customer, you will also improve your own performance.
  25. Lucy videoFill out V.S. Form after watching video. (will they write what they see or what the “know” must be involved in V.S.?)Process map exercise: what do you seeHow much of the process did you actually see:They only see their part, they are guessing at the other parts of the VS.What leadership style did you see?Which part of the process needs to be improved? - can see some things, but can you see all? Do you know that the customers experiences is? - which lever to push on “system view”***You could improve all of them, but which problem do you want to solve:
  26. Before you engage in a Kaizen – check yourself…Do you already know the solution? Maybe you have a JDI.
  27. Change mental model of your role as a manager (get others to think)Point direction and remove obstaclesKnow how change impacts people and what to expect
  28. Quote from Abraham Lincoln 1862 “Dogmas of the quiet past are inadequate to the stormy present. The occasion is piled high with difficulty and we must rise with it. As our case is new, so we must think anew and act anew. We must disenthrall ourselves and then we will save our country.”What I love about this quote is the concept of disentralling ourselves. So, this revolution, then, is a personal one that starts in your mind.
  29. Summary: (puzzle pieces)CustomersEmployees are expertsValue streams = products (not departments = products)Neopolitan Ice cream: time, quality, cost = valueChange needs to managed, management starts before the change<how is this all going to happen?.....needaLeadership!!!!>CustomersEmployeesValueValue streamsChange***leadership***
  30. What should government leaders do to create a lean revolution? – they need to get in their heads…and be dangerous. Our culture is about staying within the lines – Bureaucracy is built on regulations and rules.But if our cultural safety zone continues to stay this tight, – we remove the opportunity to learn by mistakesExperience a loving relationshipMeasure twinkling eyes – who am I being that that is not happeningDiscover their true spiritExploit the Value proposition of JoyPlay, dream, relax – best ideas come from a free mindGo slowMake a lot of mistakesIf you’re not prepared to be wrong you are not prepared to be innovative.
  31. The problems we have and drivers for change are not unexpected, they are inevitable. Over the life of the County we will go through many ups and downs.It is how we adapt to those changes that defines our success.There are two things that can change: you and your environment.Your environment will changeYou have a choice