FI - 4-11-13 Leave of Absence Process Review Report April 2013
Use this report to identify waste and update processes
Use the A3 Report when solving a specific problem
Process Title Leave of Absence Requests
Process Number 140.001.007
Date 4/11/13
Originator Lieu Ann Elsey
Team Members Lieu Ann Elsey, Shandi Wicks, Cindy Wolff, Tracey Sparks
Objective
• Eliminate paper process
• Eliminate extra movement between personnel
• Increase efficiency of process
Identify waste
• Time wasted by opening and attaching form to emails, both in the
request and the response
• Paper and time wasted by printing out hard copies of all requests for
timesheet.
Make Recommendations • Send request in the form of a meeting request.
• Approval/denial is sent with the response to meeting request
XXXXXXXXXXXXXXXXX Results: (using bullet points list those results which would accrue upon
implementation)
• 78% efficiency improvement in time spent on process
Labor and cost savings XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXX Annual dollar savings:
XXXXXXXXXXXXXXXXX Annual hours of increased capacity:
• 14.58 hours annually freed up for other projects
XXXXXXXXXXXXXXXXX
Use bullet points to identify customer service or employee benefits:
• Less time consuming and frustrating process
• Allow time to be spent on other projects within the department.
• Increase efficiency in office scheduling.
Implementation plan
(briefly describe the implementation plan upon approval of this project)
Request time off through emailed meeting planner request and receive
approval/denial with return email. Lean Design Team Leader will train staff.
Recommended changes
in employee process
roles
Technologies that could
be applied to this process
Microsoft Outlook
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 Process Documentation Original, Process Documentation Revised
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:
Name:
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: 4/23/2013
Name: Rod Franz
Approved/Denied:
Comments: Reduction from 18.75 hours to 4.17 hours annually
for a staff of 6. Not a lot of hours, but pretty significant in terms
of the amount of time the process takes.
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:4/25/2013
Approved/Denied:
Comments:
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: