Oakdale Storage Key Issue1
A3 Problem Solving
Concern/Problem Oakdale Park Tennis Storage Key Problem
Processes that may be
impacted
Getting keys to the proper coaches and athletic directors
Date problem was
identified
9/17/2012
Contacts Udana Arceo, Chris Curtis
Originator Chris Curtis
Problem Solving Team
Udana Arceo, Byron Erickson, Bob Ash, Travis Scheele
Current Situation
Currently, we give keys out to the various users of the tennis storage area at
Oakdale Park. When a coach or administrator leaves we must attempt to get their
key back from them and get it to the new coach or administrator. We also have to
replace lost keys occasionally. The new/replacement keys cost about $5 each to
make and currently we have given out 22 keys to the storage facility. At times staff
is called to the facility at various times to let someone into the facility that does not
have a key.
Analysis
While current expenditures are minimal, a key system is inefficient when compared
with a key locking mechanism that uses a pass code:
• The keys cost about $5 each for total expenditure currently of
approximately $110
• A staff member must physically make new keys, test them, then distribute
them, which takes approximately 30 minutes per key for a total of 6.6
hours for the 22 keys currently distributed
• An inventory of key blanks must be maintained
• Whenever keys are distributed there are also transportation costs, which
add up over time.
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• In comparison, a key locking mechanism that uses a pass code eliminates
all of the above. The code can be given to the administrators and they can
share it with authorized personnel. If staff leaves they can simply be given
the code. The code can periodically be changed to promote security.
Sharing of the code is much easier and less complicated than replacing
keys.
• The cost of a key locking mechanism is $420 including installation.
• Considering the cost of the keys, the amount of time it takes to make them,
and transportation costs it is estimated that it will take less than 2 years
to fully recover the initial purchase cost.
Recommendation
Replace the key lock system with a pass code lock mechanism
Labor and Cost Savings
Annual dollar savings:
• The dollar savings based upon current usage would be $110 per year
Annual hours of increased capacity:
• Based upon current usage the annual increase in capacity would be fairly
small but over time it would add up.
Customer service or employee benefit::
• Users can be given the pass code over the phone allowing immediate access
to the storage area saving time for both the customer and the employee.
Implementation Plan Implementation Plan:
• Obtain a bid for replacing the old lock with a new key pad code system,
2
and make the change when approved
Attachments
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:
Name:
Comments:
Director’s Approval
Instructions: Approval authority is delegated to each Director for all
recommendations that results in $5,000 or less in annual savings, or 250 hours or
less of annual increased capacity. This form is sent to the Process Improvement
Director for his approval.
Date: October 8, 2012
Name: Dion Louthan
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: October 9, 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