Monthly Police Vehicle Mileage Report Process Review Report
Process Title Monthly Police Vehicle Mileage Report
Process Number 210.001.002
Date 09-04-2012
Originator Mansfield
Team Members Carson Mansfield, Kay Jennings, Sean Morton
Objective
Streamline process for completing Monthly Police Vehicle Mileage
Report.
Recommendation
Immediate:
• Central Garage secretary will export mileage report from fuel pump
software to excel spreadsheet and email to Deputy Police Chief
• Deputy Police Chief will then copy and paste data from spreadsheet into
Monthly Police Vehicle Mileage Report
• Eliminate manual data entry of vehicle mileage
• Eliminates loss of faxed copy of report
Long Term: NA
Labor and cost savings
Annual dollar savings: None
Annual hours of increased capacity: There will be 6.5 hours of increased capacity
for Deputy Police Chief.
Customer service or employee benefit; Deputy Police Chief will be able to devote
more time to supervisory duties
Implementation plan Test this process and then implement immediately
Recommended changes
in employee process
roles
Central Garage Secretary will export and email mileage report to
Deputy Police Chief. Deputy Police Chief can then copy and
paste mileage information into Monthly Police Vehicle Mileage
Report.
Lean Six Sigma
principles applied to this
process
• Reduce non-value added workload
• Improved us of current software
• Eliminates manual entry and verification of data
Technologies that could
be applied to this process
No new software or technologies are needed. We are just
exporting mileage from current software program.
Overview of workgroup’s
participation
Highlight those words which best describe this workgroup:
non-participative, uncooperative, hostile, turbulent, halfhearted,
disinterested, divided, collaborative, participating, supportive, enthusiastic
Attachments New Process Documentation form
Approval Process
Supervisor’s Review
and others in the Chain of
Command
Instructions: This form is submitted through the chain of command to the
Director.
Date: September 4, 2012
Name: Carson Mansfield
Comments: Test implemented without a problem
Director’s Approval
Instructions: Approval authority is delegated to each Director for all
recommendations that result in $5,000 or less in annual savings, or 250 hours or
less of annual increased capacity.
Date: September 24, 2012
Name: James D Hill
Approved/Denied:
Process Improvement
Director’s Approval
Instructions: Upon approval this form is sent to the CMO Executive Assistant,
who forwards a copy to members to the Executive Support Team. They determine
how to convert hours into budgetary savings.
Date: September 24, 2012
Approved/Denied:
City Manager’s Approval
Instructions: Final sign off for all recommendations that exceed $5,000 in annual
savings, or 250 hours of annual increased functional capacity is by the City
Manager, who also signs off on any plans to convert hours to budgetary savings.
The CMO Executive Assistant converts the approved form into a pdf file that is
saved on the P drive and in Laserfiche.
Date: NA
Approved/Denied: NA