Client Meeting Space1
A3 Problem Solving
Use this form when solving a specific problem
Use the Process Review Report to identify waste and update processes
Concern/Problem
HU Staff needs a space that will be safe, accessible, confidential, and family friendly
to meet with clients and to be used for meetings.
Identify those
processes that may be
impacted
Intake process for complaints, case investigation process, consulting with citizens
that come to our office needing information.
Record the date the
problem was identified
9/4/2012
Originator
(Identify the individual(s) or team who identified this concern/problem)
Gina McDonald, Dina Giron, Sandra Beverly and Darrin Stineman
Contacts
(Identify all those that were contacted in order to obtain information regarding this
issue)
Gina McDonald, Dina Giron, Sandra Beverly, Darrin Stineman and Miki Orr-Muths
Problem Solving Team
(Identify all those who participated in solving this concern/problem)
Gina McDonald, Dina Giron, Sandra Beverly, Darrin Stineman and Miki Orr-Muths
Describe Current
Situation
(using a narrative form describe in detail the current situation, including all issues
that arose)
HU Staff currently do not have a functional area in which they can meet with 2 or
more clients and have safety concerns. At this time, offices are set up so that the
client is in front of the door which does not offer staff an easy exit if needed. The
department also wants to ensure that clients are given a space that is accessible,
confidential, comfortable and family friendly. Staff would also like a space they can
use to hold meetings.
Analyze
(using bullet points, LSS charts or diagrams, or any other analytical tools provide a
thorough, yet succinct analysis)
The department has office space down the hall that is not being used to its
fullest potential. The space:
Is currently being used to store printed material/brochures,
HUD/department logo give-a-ways, historical documents, and items that
are seldom used.
Has a small table with chairs that do not match and are not in good
working order.
Does not accommodate more than 4 people comfortably.
Is not family friendly.
Does not have room for people using wheelchairs.
Is not usable for meetings.
Has too many storage cabinets.
Make Recommendation
(identify the actions required in order to solve this concern/problem and prevent it
from ever happening again)
Create an accessible space that is functional for department needs. Reorganize and
discard all materials which are no longer needed, remove excess cabinets and
purchase conference table and chairs. Set room up for meetings, display printed
material for client consultations, and obtain items for children such as coloring
books and small toys.
Labor and Cost Savings XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXX
Annual dollar savings:
XXXXXXXXXXXXXXXXXXXXX
Annual hours of increased capacity:
XXXXXXXXXXXXXXXXXXXXX
Use bullet points to identify customer service or employee benefits:
Accessible for people with disabilities;
Confidential space for clients;
Accommodates children so parents are able to talk with staff;
Provides a safe meeting space for staff;
2
Accommodates 6-8 people comfortably for meetings;
Organized and professional atmosphere; and
Space is effectively used and multi-functional.
Implementation Plan
(briefly describe the implementation plan upon approval of this project)
Staff will:
Organize material that is to remain in the space;
Remove/discard obsolete items;
Store items that are seldom used but still needed in the basement;
Remove excess storage cabinets;
Remove current table and chairs;
Purchase conference table and chairs;
Acquire items for children such as coloring books, crayons and small toys;
Set up existing dry erase board for meetings;
Create display area for printed material; and
Label file cabinets.
Attachments
(include current and proposed process documentation forms, or before and after
photos, or other before and after descriptions as appropriate)
(After Photos)
XXXXXXXXXXXXXXXXXXX
Approval Process
See next page for 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: 11/8/2012
Name: Gina McDonald
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: 11-8-12
Name: Gina McDonald
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 of the Executive Support Team. They determine how to
convert hours into budgetary savings.
Date: 11-13-12
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:
Approved/Denied: