PR - 1-24-13 Staff Communication1
A3 Problem Solving
Use this form when solving a specific problem
Use the Process Review Report to identify waste and update processes
Concern/Problem Improve communication between staff on programs.
Identify those
departments, divisions,
or units that may be
impacted
Salina Parks and Recreation: Recreation, Golf, Natural Resources and
Administration
Record the date the
problem was identified
1/22/13
Originator
Udana Arceo, Chris Curtis, Mike Hargrave, Tim Kerbs, Cindy Lamer, Travis Scheele,
Heather Stanek, Brian Underwood
Contacts
(Identify all those that were contacted in order to obtain information regarding this
issue)
Problem Solving Team
Udana Arceo, Chris Curtis, Mike Hargrave, Tim Kerbs, Cindy Lamer, Travis Scheele,
Heather Stanek, Brian Underwood
Describe Current
Situation
Staff have discovered common problem of not having current and/or incorrect
information on programs (i.e. change of times, location, cancellations, status of
class, instructors schedule changes).
Analysis
• Instructor makes a change to class/program
• Instructor fails to notify supervisor of change
• Front line staff not informed of change
• Incorrect information given to public
• Customers become unhappy and we lose them
• Lose resources (time, money, image)
Make Recommendation
• Organize periodic staff meetings
• Verbally notify staff of changes and follow up with email/memo/etc…
• Periodic meetings with instructors or supervisors
• Notify customers via social media, direct contact, post card, signs at
location
• Create and update stand alone website
• Follow outgoing publications policy
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:
• Professional appearance of department and staff
• Happy customer = customer more likely to return to programs
• Less refunds given out and confusion for employees
Implementation Plan
• Begin recommended scheduled meetings
• Implement Textcaster program
• Follow recommendations listed above.
Attachments None
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:
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: 1-24-2013
Name: Dion Louthan
Approved/Denied:
2
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: 1/24/2013
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: