DS - 5-20-13 DVD Storage of Planning Meetings1
A3 Problem Solving April 2013
Concern/Problem It takes a long time to locate and retrieve stored DVD’s of public meetings
Identify those
departments, divisions,
or units that may be
impacted
Development Services
Record the date the
problem was identified
March 1, 2013
Originator
Sue Cline, Dean Andrew, John Burger, Dustin Herrs
Contacts
Sue Cline, Dean Andrew, John Burger, Dustin Herrs, Toni Miller
Problem Solving Team
Sue Cline, Dean Andrew, John Burger, Dustin Herrs, Toni Miller
Describe Current
Situation
(using a narrative form describe in detail the current situation, including all issues
that arose)
• The Planning Department is required to store DVDs of public meetings
conducted by the Salina City Planning Commission, City of Salina Board of
Zoning Appeals and the City of Salina Heritage Commission. Currently, a
series of various boxes (shoe boxes of different sizes and plastic containers
etc.) are used to store the DVDs. The various boxes are stored on a shelf,
but are not stackable, are flimsy and the various shapes do not hold the
DVDs well. The DVDs tend to move around and become disorganized.
• When DVDs are needed to be retrieved to burn copies for public citizens,
staff has a difficult time finding the DVD’s in a timely manner. This
unnecessary delay and extra work causes staff frustration and delays the
process of copying the DVD for the public citizens.
Analysis
(using bullet points, LSS charts or diagrams, or any other analytical tools provide a
thorough, yet succinct analysis that clearly identifies the root cause of the problem)
• The root cause of the problem is that the current storage containers are
random and do not consist of a standardized shape designed to store
DVDs.
Recommendation
(identify the actions required in order to solve this concern/problem and prevent it
from happening again)
• Purchase standardized DVD containers designed to store DVDs in an
organized fashion and is stackable.
Labor and Cost Savings
Annual dollar savings:
• None
Annual hours of increased capacity:
• None
Use bullet points to identify customer service or employee benefits:
• Staff will be able to retrieve DVDs and make copies in a quicker fashion
when a public citizen requests a copy. This will reduce the amount of time
searching that staff will have to do and the customer will receive their DVD
2
copy quicker.
• Staff would have the confidence of knowing that DVDs are located in a
standardized order and organized by board and commission.
• The likelihood of a DVD of a public meeting coming up missing would be
greatly reduced if not eliminated.
Implementation Plan
(briefly describe your implementation plan upon approval of this project)
• Purchase standardized DVD storage containers specifically designed to
store DVDs in an organized fashion. The needed storage containers are
available for $6.00 a piece.
• Transfer the currently stored DVDs from the existing random un-
standardized storage containers to the new standardized storage
containers.
• Label the new storage boxes so that the DVDs inside can be organized
appropriately by year and by board and commission.
Attachments (include current and proposed process documentation forms, or before and after
photos, or other before and after descriptions as appropriate)
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: May 7, 2013
Name: Dean Andrew
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.
Date: May 20, 2013
Name: Gary Hobbie
Approved/Denied:
Comments:
Process Improvement
Director’s Approval
Instructions: Upon approval this form is sent to the CMO Executive Assistant, who
forwards a copy to members to the Executive Support Team. They determine how to
convert hours into budgetary savings.
Date: May 20, 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:
Comments: