Transcript Executive Overview - Illinois Environmental Protection Agency

Transforming Government- the challenge and
opportunity of the 21st century
Air Permitting : Process Improvement Kaizen Event
June 4 – 8, 2007
Overview
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Team
Purpose and Scope
Process
Potential Improvements
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For the Agency
For Applicants
Implementation Plan
Ongoing Improvement
2
Team
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Cross Functional – Client and Agency
Name
Katherine D. Hodge
Dean Frommelt
DK Hirner
Ed Bakowski
Charlie Zeal
Lori Pennington
Ross Cooper
Chris Romaine
Genevieve Damico
Robb Layman
Bradford Kohlmeyer
Company
HDZ/IERG
ADM
IERG
IEPA
IEPA
IEPA
IEPA
IEPA
US EPA
IEPA
Exxon Mobil
Department
Permits
Permits
Permits
Permits
Air Permits
ARD
Legal
3
Purpose and Scope
Scope:
 This event will address the Air Permitting process from point of receipt
application by IEPA to permit complete:
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Minor Construction Permits* at any source (900 Annually-60%)
• Lifetime
• CAAPP (or title five)
• FESOP
*Minor is defined as not a major project under NSR, not relying on netting to avoid
NSR, not subject to Public comment period
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Objectives and Goals
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Processing time: Improve processing time (Lead time) of air permits
within scope - receipt to issue in calendar days
• Reduce processing time by 75%
Quality : Permits with no missing information
• Reduce applications that are incomplete/inaccurate/admin requiring a call
back or NOI by 75%
• Reduce issued permits that need to be corrected (re-issued) by IEPA by 90%
Cost : Maintain or reduce, increase output with same cost input
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Team Approach and Activities
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Training on Key Concepts of Time-Based Strategy and LeanSigma®
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Define the Current State
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Waste, Value add, hand-off
Variability
Straight through, one touch disposition, quality at the source
Flow
Performance Metrics
Volume and Capacity
Develop and Evaluate Alternatives
Simulate/Pilot or Implement Alternatives
Develop Standard Work
Define Implementation and Deployment Plan
Report-Out to Sponsors
5
Current State - Process
Sort Mail by
bureau
Deliver to
Permits
Sort by
Section
File in boxes
Deliver
permits to
Desk
Assistant 3
Receive Mail
Yes
Open & date
stamp
Enter Permit
ID in ICEMAN
Assign ID
New
Yes
Make Copies
if needed
Assistant 2
Write info on
fee
Check Fee
Pull Existing
file
Receive
Application
0-6
days
Open and
assign
Detail 3
Receive to
desk / chair
Correct
Fee?
No
Draft Fee
Letter
File
Yes
Deliver to
Typing
Delay X
days
Analyze
(FIFO)
Pickup from
typing
Return to
Yvonne
Correct?
Initiate Source
Contact
Yes
Detail 4
Delay X
days
Engineer
Detail 5
Get Data?
Yes
No
Send info to
typing
Prt Unit Mgr
Leadtime
Steps
Handoffs
WIP
Delays
Day Delay
Decisions
Request Info
RAI
No
RAI
again?
Yes
days
count
lanes
apps
count
std
66
108
27
230
19
10
14
Receive App
Detail 4
Draft Permit
Deny
.5 day
No
Recieve
Correct if
needed
Send to
Analyst
Delay 1
days
Delay X
days
Type
Delay 1
days
Detail 3
Correct &
send to Eng
Analyze
Delay 1
days
Recieve
Review Final
Draft
Send to Eng
Yes
Recieve
Review
Pick up
Typing
No
Correct?
Send to
manager
Delay 1
days
Yes
Agree?
Deliver to
typist
Correct Permit
Final Review
Correct?
Typist
Loop
Final Review
Sign, Logout
Send to
Admin
Put in out box
Typist
Loop
Log into
ICEMAN
Correct?
Deliver to Mgr
Yes
Put in out box
Assitant 2
Type
Consult Fee
Czar. Eng
Deliver File
Detail 5
NOI
Prepare Calc
Sheet
Receive
Permit
Typist
Loop
Engineer
Typist
Recieve
Fee Review
Draft NOI
Analyze fee
No
Delay 1
days
Complete
No
End of Process
Delay X
days
Yes
Screen
Checklist
Detail 5
Fee Czar
Return Final
letter
Asst Unit Mgr
Typist
Type form
letter for reject
fee
0-4
days
Receive inbox
Prt Unit Mgr 2
Yvonne
Put Letter in
Maibox
Engineer
Final action on
ICEMAN
Prt Unit Mgr
Forward to
Unit Magr
Typist
Assistant 5
Deliver to
typist
Deliver to
Analyst
Sort & Assign
From
assit 2
Deliver to
Assist 3
Betty
Prep reject
letter
Send to Unit
Mgr
Create File
No
Deliver to file
room
Deliver to
Assist 2
Deliver
Checks to
Budget
No
Marge
Enter in
ICEMAN
Check?
Prt Unit Mgr
Assistant 1
Yes
Create
Traveler sheet
file
Open in
ICEMAN
Yes
New
Facility?
Review
No
Constructi
on?
From
assit 2
Assistant 4
Mail Room
Documented current application process
Recieve
Logout of
ICEMAN
Mail Out
End of Process
6
State of Lead time
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Before
Admin
Lead
time
Cycletime
(hrs:min)
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Assign
1-5 Days
1:22
Analyze
45 Days
5:15
Type
13 days
1:44
Rev,Sign,Mail
3 days
Total 66
days
0:10
Total 9
hours
After
Conservative Estimate 40% Improvement– Expect greater improvement
as data collected over the next few weeks
Lead
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time
1 Days
30 Days
6 days
1 days
Total 38
days
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Impact / Difficulty Matrix
Ranked and prioritized 56 improvement ideas
6
4
ID Impact / Difficulty Matrix
Impact Difficulty
4 Revised completeness checklist work form H
L
accompanied by area for "follow-up," i.e.,
letter, call, email and response
27
38
16
42
49
Low Impact
High Impact
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7
2
30
1
15 52
31
46
31
Low Difficulty
High Difficulty
Sample only: complete list and quick hits in appendix
6
16
38
42
47
For simple apps only Eng do fee review Fee Process
H
L
Jr Eng review & sign "simple" permits
H
L
Change format of permits
H
L
Internal External Training
H
L
Detailed completeness checklist for both
H
L
staff &
applicant for permits
48 "Model" apps readily avaialble e.g., on the WEB
H
L
49 Transfer permits in-house electoronically
H
L
use
"track changes" function to streamline edits.
1 New Form 200 (basic construction app
form)
cpver letter, email address, subject of app
H
M
2 Redo forms
15 Compartmentalize Std tasks e.g., like
FESOPs
30 Clear definition of work process &
expectations whys
31 Establish Perf Expect around nonsubjective rework
46 Better nhelp to DCEO for little guys
52 Analyst sends to Unit Mgr indicating issues,
needs
for review or no need
H
H
M
M
H
M
H
M
H
H
M
M
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Major Themes - Improvements
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Improved / fewer application forms
Reduced process steps
Reduced movement, hand-offs
Combined administration steps
Extra resource for typing
Early “completeness review”
Workspace organization
Outreach and Communications
Internal Scorecard with Process Metrics
External Scorecard for public review
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Goals for the Agency
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Speed up internal processing, fixed dating documents,
developing new forms & instructions, More uniform review
guidance, outreach, improved permits, tracking data
Timeline – Some items initiated immediately, others ongoing.
-Day 1 - eliminated some dead time, fixed dates & Admin
steps.
-Week 3 – Earlier Completeness review, “Welcome Call/more
communication”, added Typing resources
-Ongoing – Revised forms with clearer instructions,
Tracking System
Seeking to reduce average processing time from 66 days to
38 days
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Goal for Applicants
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By improving forms and describing what we need in
applications should improve what comes in the door. This
leads to less “re-work” by both parties and will improve the
overall efficiency of the process.
Seeking to have 75% of applications approvable on the initial
submittal vs. 35% previously
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Future State – Standard of Work
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Example in Engineering
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11.
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NEW ENGINEER’S TASKS
Document Delivery
Completeness Checklist
Welcome Call
Section Scorecard
Final QA/QC
Exit Screening Checklist
Document Info Requests
Construction Permit 1st
New Forms
A New Main Form
Permits Assign Daily
“Template” Permits
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Issues
Mitigation Strategies
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Contract
Develop job descriptions
Begin change process
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Typing
Re-allocated resources
Additional resources
Work content / training
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Technology
Use of electronic
deliverables (internal, external)
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Outreach
Help tools, training
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What to watch for
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More calls/communication
New forms & instructions Posted on the web in Nov.
Outreach seminars
Web tracking system
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