PW - 2-13-13 Clerical Office Remodel1
A3 Problem Solving
Use this form when solving a specific problem
Use the Process Review Report to identify waste and update processes
Concern/Problem
Our concern is confidentiality, traffic flow, file location efficiency, wasted work space
and customer experience.
Identify those
departments, divisions,
or units that may be
impacted
Building Maintenance PW/Streets
Computer Technology PW/Sanitation
Finance (Phone System) PW/Flood Control
PW/Traffic Control PW/Central Garage
PW/HHW PW/Landfill
Record the date the
problem was identified
9/24/12
Originator
Nikki Kerwin, Christina Franklin
Contacts
Jim Teutsch
Problem Solving Team
Nikki Kerwin, Christina Franklin
Describe Current
Situation
The door to traffic control currently opens right at Nikki Kerwin’s desk. This poses
possible confidentiality breaches, as Nikki works of sensitive personnel documents.
People are walking through Nikki’s area and gathering. This makes it hard for her to
access her files when they have impromptu meetings in her area. These meetings
make it hard for her to concentrate on her work. Also, it poses a safety hazard if the
file cabinets are open. A continuous flow system is needed to be more efficient when
accessing our files. Currently, there are three cubicle areas. However, only two are
used. This is wasted work space that Christina Franklin could benefit from using.
The third cubicle is a junk collector. The customer experience is hindered when
Christina is gone and they have to look over two cubicles to locate an employee for
assistance. The customer’s first impression is chaos.
Analysis
• Confidentiality
• Traffic flow
• File location efficiency
• Wasted work space
• Customer experience
Make Recommendation
Our recommendation is to absorb the third cubicle into Christina Franklin’s existing
cubicle to increase work space. Also, move Nikki Kerwin’s cubicle to increase
efficiency and improve confidentiality of documents.
Labor and Cost Savings XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
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Annual dollar savings:
N/A
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Annual hours of increased capacity:
N/A
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Use bullet points to identify customer service or employee benefits:
• Create an inviting and professional office space
• Improve the efficiency of the work area
• Eliminate potential safety hazards
• Improve confidentiality of documents
Implementation Plan
• Brent Buchwald would have PW/Streets employees move cubicles to their
new location.
• Shawn Dunstan and Tommy Highsmith would also help move cubicles.
• Contact Byron Erickson/Building Maintenance for electrical needs.
• Contact Computer Technology for technology needs.
• Contact Penny Day/Finance for telephone relocation.
Attachments *See attached before photos and proposed floor plan.
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Approval Process
See next page for approval process
2
Supervisor’s Review
and others in the Chain of
Command
Instructions: This form is submitted through the chain of command to the Director
Date: 1/31/2013
Name: Jim Teutsch
Comments: I am pleased to see another project in our ongoing effort to improve our
facility – great job!
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. This form is sent to the Process Improvement
Director for his approval.
Date: 1/31/2013
Name: Mike Fraser
Approved/Denied: This looks like a good idea to better utilize space. Some additional
thought might be directed to the traffic door.
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: 2/13/2013
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: