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 Procedures – outdated and unclear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

More Related Content

Similar to cruszel NMC 1a

Project Management
Project ManagementProject Management
SUCCESS STORY: How UC San Diego Saved 2,000 Hours a Year in the Employee Onbo...
SUCCESS STORY: How UC San Diego Saved 2,000 Hours a Year in the Employee Onbo...SUCCESS STORY: How UC San Diego Saved 2,000 Hours a Year in the Employee Onbo...
SUCCESS STORY: How UC San Diego Saved 2,000 Hours a Year in the Employee Onbo...
GoLeanSixSigma.com
 
Project Budgeting
Project BudgetingProject Budgeting
Project Budgeting
Sunita Poudel
 
NCA Residency Session 8 April 5 2017
NCA Residency Session 8 April 5 2017NCA Residency Session 8 April 5 2017
NCA Residency Session 8 April 5 2017
CHC Connecticut
 
Software Project Management: Budget
Software Project Management: BudgetSoftware Project Management: Budget
Software Project Management: Budget
Minhas Kamal
 
Project life cycle
Project life cycleProject life cycle
Project life cycle
Abhishek Raj
 
Q3 strategic projects report
Q3   strategic projects reportQ3   strategic projects report
Q3 strategic projects report647435
 
Mmi entrepreneurship 6
Mmi entrepreneurship 6Mmi entrepreneurship 6
Mmi entrepreneurship 6gatecomro
 
Workday Recruiting Optimization
Workday Recruiting OptimizationWorkday Recruiting Optimization
Workday Recruiting Optimization
Frédéric Rousseaux
 
Q3 strategic projects report
Q3   strategic projects reportQ3   strategic projects report
Q3 strategic projects report647435
 
Planning service delivery system
Planning service delivery systemPlanning service delivery system
Planning service delivery system
Andrea Calamba
 
Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01
samansari22
 
Project management
Project managementProject management
Project management
Satish Yadavalli
 
Process of Project Planning
Process of Project PlanningProcess of Project Planning
Process of Project PlanningAshish Mittal
 
Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01
petch phanpha
 
Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01
samansari22
 
Topic 12 - Project Cost Management.pdf
Topic 12 - Project Cost Management.pdfTopic 12 - Project Cost Management.pdf
Topic 12 - Project Cost Management.pdf
HuyNguyen657394
 
Advanced project management mod 3
Advanced project management mod 3Advanced project management mod 3
Advanced project management mod 3
POOJA UDAYAN
 

Similar to cruszel NMC 1a (20)

Project Management
Project ManagementProject Management
Project Management
 
SUCCESS STORY: How UC San Diego Saved 2,000 Hours a Year in the Employee Onbo...
SUCCESS STORY: How UC San Diego Saved 2,000 Hours a Year in the Employee Onbo...SUCCESS STORY: How UC San Diego Saved 2,000 Hours a Year in the Employee Onbo...
SUCCESS STORY: How UC San Diego Saved 2,000 Hours a Year in the Employee Onbo...
 
Project Budgeting
Project BudgetingProject Budgeting
Project Budgeting
 
NCA Residency Session 8 April 5 2017
NCA Residency Session 8 April 5 2017NCA Residency Session 8 April 5 2017
NCA Residency Session 8 April 5 2017
 
Software Project Management: Budget
Software Project Management: BudgetSoftware Project Management: Budget
Software Project Management: Budget
 
Project life cycle
Project life cycleProject life cycle
Project life cycle
 
Q3 strategic projects report
Q3   strategic projects reportQ3   strategic projects report
Q3 strategic projects report
 
Mmi entrepreneurship 6
Mmi entrepreneurship 6Mmi entrepreneurship 6
Mmi entrepreneurship 6
 
Workday Recruiting Optimization
Workday Recruiting OptimizationWorkday Recruiting Optimization
Workday Recruiting Optimization
 
Q3 strategic projects report
Q3   strategic projects reportQ3   strategic projects report
Q3 strategic projects report
 
Planning service delivery system
Planning service delivery systemPlanning service delivery system
Planning service delivery system
 
Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01
 
Project management
Project managementProject management
Project management
 
Process of Project Planning
Process of Project PlanningProcess of Project Planning
Process of Project Planning
 
Project scheduling
Project schedulingProject scheduling
Project scheduling
 
Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01
 
Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01Projectmanagement 130721095616-phpapp01
Projectmanagement 130721095616-phpapp01
 
Project-Charter
Project-CharterProject-Charter
Project-Charter
 
Topic 12 - Project Cost Management.pdf
Topic 12 - Project Cost Management.pdfTopic 12 - Project Cost Management.pdf
Topic 12 - Project Cost Management.pdf
 
Advanced project management mod 3
Advanced project management mod 3Advanced project management mod 3
Advanced project management mod 3
 

More from OfficeChampion

Jdeering.tcaps.lean office champion
Jdeering.tcaps.lean office championJdeering.tcaps.lean office champion
Jdeering.tcaps.lean office championOfficeChampion
 
Wsmc outpatient flow lean project
Wsmc outpatient flow lean projectWsmc outpatient flow lean project
Wsmc outpatient flow lean project
OfficeChampion
 
jvance Coldwell 1a
jvance Coldwell 1ajvance Coldwell 1a
jvance Coldwell 1a
OfficeChampion
 
Jdeering tcaps 4.1
Jdeering tcaps 4.1Jdeering tcaps 4.1
Jdeering tcaps 4.1
OfficeChampion
 
Britten Studios Lean Journey
Britten Studios Lean JourneyBritten Studios Lean Journey
Britten Studios Lean Journey
OfficeChampion
 
Project charter pre registration for radiology patients
Project charter pre registration for radiology patientsProject charter pre registration for radiology patients
Project charter pre registration for radiology patientsOfficeChampion
 
Office Ergonomics
Office ErgonomicsOffice Ergonomics
Office Ergonomics
OfficeChampion
 
dkimball MMC FINAL
dkimball MMC FINALdkimball MMC FINAL
dkimball MMC FINAL
OfficeChampion
 
Project charter pre registration for radiology patients
Project charter pre registration for radiology patientsProject charter pre registration for radiology patients
Project charter pre registration for radiology patients
OfficeChampion
 

More from OfficeChampion (14)

Jdeering.tcaps.lean office champion
Jdeering.tcaps.lean office championJdeering.tcaps.lean office champion
Jdeering.tcaps.lean office champion
 
Wsmc outpatient flow lean project
Wsmc outpatient flow lean projectWsmc outpatient flow lean project
Wsmc outpatient flow lean project
 
jvance Coldwell 1a
jvance Coldwell 1ajvance Coldwell 1a
jvance Coldwell 1a
 
jdeering TCAPS 5.1
jdeering TCAPS 5.1jdeering TCAPS 5.1
jdeering TCAPS 5.1
 
Jdeering tcaps 4.1
Jdeering tcaps 4.1Jdeering tcaps 4.1
Jdeering tcaps 4.1
 
jdeering TCAPS 3.1
jdeering TCAPS 3.1jdeering TCAPS 3.1
jdeering TCAPS 3.1
 
Britten Studios Lean Journey
Britten Studios Lean JourneyBritten Studios Lean Journey
Britten Studios Lean Journey
 
Lean office champion
Lean office championLean office champion
Lean office champion
 
Cbailey NMC Final
Cbailey NMC FinalCbailey NMC Final
Cbailey NMC Final
 
Project charter pre registration for radiology patients
Project charter pre registration for radiology patientsProject charter pre registration for radiology patients
Project charter pre registration for radiology patients
 
Office Ergonomics
Office ErgonomicsOffice Ergonomics
Office Ergonomics
 
dkimball MMC FINAL
dkimball MMC FINALdkimball MMC FINAL
dkimball MMC FINAL
 
Project charter pre registration for radiology patients
Project charter pre registration for radiology patientsProject charter pre registration for radiology patients
Project charter pre registration for radiology patients
 
ARommell POMH 1.1
ARommell POMH 1.1ARommell POMH 1.1
ARommell POMH 1.1
 

Recently uploaded

An introduction to the cryptocurrency investment platform Binance Savings.
An introduction to the cryptocurrency investment platform Binance Savings.An introduction to the cryptocurrency investment platform Binance Savings.
An introduction to the cryptocurrency investment platform Binance Savings.
Any kyc Account
 
Premium MEAN Stack Development Solutions for Modern Businesses
Premium MEAN Stack Development Solutions for Modern BusinessesPremium MEAN Stack Development Solutions for Modern Businesses
Premium MEAN Stack Development Solutions for Modern Businesses
SynapseIndia
 
Training my puppy and implementation in this story
Training my puppy and implementation in this storyTraining my puppy and implementation in this story
Training my puppy and implementation in this story
WilliamRodrigues148
 
Event Report - SAP Sapphire 2024 Orlando - lots of innovation and old challenges
Event Report - SAP Sapphire 2024 Orlando - lots of innovation and old challengesEvent Report - SAP Sapphire 2024 Orlando - lots of innovation and old challenges
Event Report - SAP Sapphire 2024 Orlando - lots of innovation and old challenges
Holger Mueller
 
Helen Lubchak: Тренди в управлінні проєктами та miltech (UA)
Helen Lubchak: Тренди в управлінні проєктами та miltech (UA)Helen Lubchak: Тренди в управлінні проєктами та miltech (UA)
Helen Lubchak: Тренди в управлінні проєктами та miltech (UA)
Lviv Startup Club
 
Putting the SPARK into Virtual Training.pptx
Putting the SPARK into Virtual Training.pptxPutting the SPARK into Virtual Training.pptx
Putting the SPARK into Virtual Training.pptx
Cynthia Clay
 
Organizational Change Leadership Agile Tour Geneve 2024
Organizational Change Leadership Agile Tour Geneve 2024Organizational Change Leadership Agile Tour Geneve 2024
Organizational Change Leadership Agile Tour Geneve 2024
Kirill Klimov
 
Evgen Osmak: Methods of key project parameters estimation: from the shaman-in...
Evgen Osmak: Methods of key project parameters estimation: from the shaman-in...Evgen Osmak: Methods of key project parameters estimation: from the shaman-in...
Evgen Osmak: Methods of key project parameters estimation: from the shaman-in...
Lviv Startup Club
 
ikea_woodgreen_petscharity_cat-alogue_digital.pdf
ikea_woodgreen_petscharity_cat-alogue_digital.pdfikea_woodgreen_petscharity_cat-alogue_digital.pdf
ikea_woodgreen_petscharity_cat-alogue_digital.pdf
agatadrynko
 
Auditing study material for b.com final year students
Auditing study material for b.com final year  studentsAuditing study material for b.com final year  students
Auditing study material for b.com final year students
narasimhamurthyh4
 
Discover the innovative and creative projects that highlight my journey throu...
Discover the innovative and creative projects that highlight my journey throu...Discover the innovative and creative projects that highlight my journey throu...
Discover the innovative and creative projects that highlight my journey throu...
dylandmeas
 
ikea_woodgreen_petscharity_dog-alogue_digital.pdf
ikea_woodgreen_petscharity_dog-alogue_digital.pdfikea_woodgreen_petscharity_dog-alogue_digital.pdf
ikea_woodgreen_petscharity_dog-alogue_digital.pdf
agatadrynko
 
Sustainability: Balancing the Environment, Equity & Economy
Sustainability: Balancing the Environment, Equity & EconomySustainability: Balancing the Environment, Equity & Economy
Sustainability: Balancing the Environment, Equity & Economy
Operational Excellence Consulting
 
ModelingMarketingStrategiesMKS.CollumbiaUniversitypdf
ModelingMarketingStrategiesMKS.CollumbiaUniversitypdfModelingMarketingStrategiesMKS.CollumbiaUniversitypdf
ModelingMarketingStrategiesMKS.CollumbiaUniversitypdf
fisherameliaisabella
 
-- June 2024 is National Volunteer Month --
-- June 2024 is National Volunteer Month ---- June 2024 is National Volunteer Month --
-- June 2024 is National Volunteer Month --
NZSG
 
Exploring Patterns of Connection with Social Dreaming
Exploring Patterns of Connection with Social DreamingExploring Patterns of Connection with Social Dreaming
Exploring Patterns of Connection with Social Dreaming
Nicola Wreford-Howard
 
Mastering B2B Payments Webinar from BlueSnap
Mastering B2B Payments Webinar from BlueSnapMastering B2B Payments Webinar from BlueSnap
Mastering B2B Payments Webinar from BlueSnap
Norma Mushkat Gaffin
 
Top mailing list providers in the USA.pptx
Top mailing list providers in the USA.pptxTop mailing list providers in the USA.pptx
Top mailing list providers in the USA.pptx
JeremyPeirce1
 
Hamster Kombat' Telegram Game Surpasses 100 Million Players—Token Release Sch...
Hamster Kombat' Telegram Game Surpasses 100 Million Players—Token Release Sch...Hamster Kombat' Telegram Game Surpasses 100 Million Players—Token Release Sch...
Hamster Kombat' Telegram Game Surpasses 100 Million Players—Token Release Sch...
SOFTTECHHUB
 
Meas_Dylan_DMBS_PB1_2024-05XX_Revised.pdf
Meas_Dylan_DMBS_PB1_2024-05XX_Revised.pdfMeas_Dylan_DMBS_PB1_2024-05XX_Revised.pdf
Meas_Dylan_DMBS_PB1_2024-05XX_Revised.pdf
dylandmeas
 

Recently uploaded (20)

An introduction to the cryptocurrency investment platform Binance Savings.
An introduction to the cryptocurrency investment platform Binance Savings.An introduction to the cryptocurrency investment platform Binance Savings.
An introduction to the cryptocurrency investment platform Binance Savings.
 
Premium MEAN Stack Development Solutions for Modern Businesses
Premium MEAN Stack Development Solutions for Modern BusinessesPremium MEAN Stack Development Solutions for Modern Businesses
Premium MEAN Stack Development Solutions for Modern Businesses
 
Training my puppy and implementation in this story
Training my puppy and implementation in this storyTraining my puppy and implementation in this story
Training my puppy and implementation in this story
 
Event Report - SAP Sapphire 2024 Orlando - lots of innovation and old challenges
Event Report - SAP Sapphire 2024 Orlando - lots of innovation and old challengesEvent Report - SAP Sapphire 2024 Orlando - lots of innovation and old challenges
Event Report - SAP Sapphire 2024 Orlando - lots of innovation and old challenges
 
Helen Lubchak: Тренди в управлінні проєктами та miltech (UA)
Helen Lubchak: Тренди в управлінні проєктами та miltech (UA)Helen Lubchak: Тренди в управлінні проєктами та miltech (UA)
Helen Lubchak: Тренди в управлінні проєктами та miltech (UA)
 
Putting the SPARK into Virtual Training.pptx
Putting the SPARK into Virtual Training.pptxPutting the SPARK into Virtual Training.pptx
Putting the SPARK into Virtual Training.pptx
 
Organizational Change Leadership Agile Tour Geneve 2024
Organizational Change Leadership Agile Tour Geneve 2024Organizational Change Leadership Agile Tour Geneve 2024
Organizational Change Leadership Agile Tour Geneve 2024
 
Evgen Osmak: Methods of key project parameters estimation: from the shaman-in...
Evgen Osmak: Methods of key project parameters estimation: from the shaman-in...Evgen Osmak: Methods of key project parameters estimation: from the shaman-in...
Evgen Osmak: Methods of key project parameters estimation: from the shaman-in...
 
ikea_woodgreen_petscharity_cat-alogue_digital.pdf
ikea_woodgreen_petscharity_cat-alogue_digital.pdfikea_woodgreen_petscharity_cat-alogue_digital.pdf
ikea_woodgreen_petscharity_cat-alogue_digital.pdf
 
Auditing study material for b.com final year students
Auditing study material for b.com final year  studentsAuditing study material for b.com final year  students
Auditing study material for b.com final year students
 
Discover the innovative and creative projects that highlight my journey throu...
Discover the innovative and creative projects that highlight my journey throu...Discover the innovative and creative projects that highlight my journey throu...
Discover the innovative and creative projects that highlight my journey throu...
 
ikea_woodgreen_petscharity_dog-alogue_digital.pdf
ikea_woodgreen_petscharity_dog-alogue_digital.pdfikea_woodgreen_petscharity_dog-alogue_digital.pdf
ikea_woodgreen_petscharity_dog-alogue_digital.pdf
 
Sustainability: Balancing the Environment, Equity & Economy
Sustainability: Balancing the Environment, Equity & EconomySustainability: Balancing the Environment, Equity & Economy
Sustainability: Balancing the Environment, Equity & Economy
 
ModelingMarketingStrategiesMKS.CollumbiaUniversitypdf
ModelingMarketingStrategiesMKS.CollumbiaUniversitypdfModelingMarketingStrategiesMKS.CollumbiaUniversitypdf
ModelingMarketingStrategiesMKS.CollumbiaUniversitypdf
 
-- June 2024 is National Volunteer Month --
-- June 2024 is National Volunteer Month ---- June 2024 is National Volunteer Month --
-- June 2024 is National Volunteer Month --
 
Exploring Patterns of Connection with Social Dreaming
Exploring Patterns of Connection with Social DreamingExploring Patterns of Connection with Social Dreaming
Exploring Patterns of Connection with Social Dreaming
 
Mastering B2B Payments Webinar from BlueSnap
Mastering B2B Payments Webinar from BlueSnapMastering B2B Payments Webinar from BlueSnap
Mastering B2B Payments Webinar from BlueSnap
 
Top mailing list providers in the USA.pptx
Top mailing list providers in the USA.pptxTop mailing list providers in the USA.pptx
Top mailing list providers in the USA.pptx
 
Hamster Kombat' Telegram Game Surpasses 100 Million Players—Token Release Sch...
Hamster Kombat' Telegram Game Surpasses 100 Million Players—Token Release Sch...Hamster Kombat' Telegram Game Surpasses 100 Million Players—Token Release Sch...
Hamster Kombat' Telegram Game Surpasses 100 Million Players—Token Release Sch...
 
Meas_Dylan_DMBS_PB1_2024-05XX_Revised.pdf
Meas_Dylan_DMBS_PB1_2024-05XX_Revised.pdfMeas_Dylan_DMBS_PB1_2024-05XX_Revised.pdf
Meas_Dylan_DMBS_PB1_2024-05XX_Revised.pdf
 

cruszel NMC 1a

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