DS - 5-22-13 Work Without Permit Process Review Report
Use this report to identify waste and update processes
Use the A3 Report when solving a specific problem
Process Title Work Without Permit
Process Number 560.100.148
Date 2-11-13
Originator Team Sean – (Kelly, Ron, Susan, John)
Team Members Team Sean – (Kelly, Ron, Susan, John)
Objective Eliminate work to create work without permit letter, Reduce time and reduce
steps.
Identify waste
1. Eliminate duplication by eliminating the preparation and signing of the
notification letter.
2. Reduces wait time within processing work without permit violation.
3. Eliminate non – value added work.
4. Reduces duplication of inventory by only having a violation notice
instead of having both a violation notice and a courtesy letter.
Make Recommendations By eliminating steps 8.9,10,11 and 12 of the work without permit process, we will
eliminate duplication and reduce non value added work.
XXXXXXXXXXXXXXXXX Immediate Results:
• Original process took 77 minutes on average
• On average this process was completed 30 times annually.
• Amended process takes 50 minutes on average
• This is an improvement of 27 minutes on average for an annual savings
of 810 minutes (13.5 hours)
• This is an improvement of 35%
XXXXXXXXXXXXXXXXX Long Term Results: (using bullet points identify those results which may accrue
as this proposal is kept in place long term)
• Elimination of storing duplicate letters in violation.
Labor and cost savings XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXX
Annual dollar savings:
• Savings of postage, envelope and paper for each courtesy letter (approx
$.50 a letter).
• Projected annual savings of $15
XXXXXXXXXXXXXXXXX
Annual hours of increased capacity:
• Increased capacity of 810 minutes (13.5 hours)
XXXXXXXXXXXXXXXXX
Use bullet points to identify customer service or employee benefits:
• Elimination of non value added work for employees.
Implementation plan
• Amend current work without permit policy to eliminate courtesy letter
before violation notice.
Recommended changes
in employee process
roles
• None
Technologies that could
be applied to this process
• Gov Partner assists in generating violation notice
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
(include current and proposed process documentation forms, or before and after
photos, or other before and after descriptions as appropriate)
XXXXXXXXXXXXXXXXX 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: 5-6-13
Name: Elvin DeVorss
Comments:
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: 5-6-13
Name: Gary Hobbie
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:5-22-13
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: