FD 1-16-13 Training Request Form Process Review Report
Use this report to identify waste and update processes Use
the A3 Report when solving a specific problem
Process Title Training Request Form on Data Tracker
Process Number 250.xxx.xxx
Date 12/01/2012
Originator Unknown. This is one of the problems identified early during supervisor training for
CP1.
Team Members Captain LePage, EO Scoville, FF Rios, MICT Johnson, FF Hawbaker
Objective Eliminate waste and duplication of effort for the training request process and saving
time and fuel of transporting tire hard copy.
Identify waste There are too many hard copies produced and not enough leg work performed by the
employee. We would like to eliminate the hard copy transport from a substation to the BC.
Instructions of using the form are not easily located. There is slight concern of who might
be the originator of the request as they may be on someone else's login.
Make Recommendations Eliminate the employee printing a hard copy for transport to the BC.
Add a user defined field that reflects the employee making request.
Add clear and succinct instructions on the process.
Add the capability of "copy and paste" of supporting documents regarding the
specific training.
In regard to the automated email, add the words: "If approved" make
reservations, transportation, etc....
XXXXXXXXXXXXXXXXX Immediate Results:
-The request will be submitted immediately, reducing turn around time.
-Hard copy reduction will save about 200 pages annually.
-Mileage, wear and tear and time saved by not driving the hard copy to HQ
-Making the approval or denial of the request easier for the BC
xxxxxxxxxxxxxxxxx Long Term Results:
-Less friction on all parties involved
Labor and cost savings xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
XXXXXXXXXXXXXXXXX Annual dollar savings:
S650 in fuel and wear and tear
$2 in printer paper
xxxxxxxxxxxxxxxxx Annual hours of increased capacity:
Unknown
* There are numerous times where the MO, BC or other members of Staff are at a station
and pick up the stuff in the "outbox".
Use bullet points to identify customer service or employee benefits: xxxxxxxxxxxxxxxxx -Faster approval by staff
Implementation plan Work with the CT coordinator to use electronic signature, allow for PDF or scan-able
supporting documents, add clear instructions, and clean up the wordage on the automated
emails.
Recommended changes
in employee process
roles
No change other than the hard copy will not have to be printed
Technologies that could be
applied to this process
Computer data base changes
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
xxxxxxxxxxxxxxxxx Approval Process See next
page for approval process
Battalion Chief's
Review
and others in the Chain of
Command
Instructions: This form is submitted through the chain of command to the
Director.
Date:12/01/2012
Name:Calvin Kelsey
Comments:
Fire Chief’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: 12/22/2012
Name: Larry Mullikin
Approved/Denied: Approved
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: 1/16/13
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: