FI - 3-26-13 Certifying Documents1
A3 Problem Solving
Concern/Problem
Eliminate the wait time and increase efficiency when preparing certified copies of
documents.
Processes that may be
impacted
Document certifications
Date problem was
identified
3/15/13
Originator
Tracey Sparks
Contacts
Lieu Ann Elsey
Problem Solving Team
Lieu Ann Elsey, Tracey Sparks
Describe Current
Situation
The City Clerk or Deputy City Clerk gives documents to Account Clerks to make a
copy and add the certification statement and city seal. The Account Clerks then
waits for a convenient time to get the City Clerk’s signature.
Analysis
• The City Clerk puts the original document in Account Clerk’s inbox with
instructions attached.
• Account Clerk makes needed copies and prepare label with certification
statement on seal.
• Account Clerk obtains the City Clerk’s signature.
• Time is wasted passing the document back and forth and incurring wait
time.
Recommendation
The certification statement can be signed by any clerk within the office. By
certifying a document, it is stating that the document is a true copy of what is
retained on our office. This will eliminate the need to transport and wait for final
signatures.
Labor and Cost Savings
Annual dollar savings: $0.00
Annual hours of increased capacity: 4 hours
Use bullet points to identify customer service or employee benefits:
• Decrease the amount of transporting.
• Increase efficiency in processing documents that need to be certified.
• Increase efficiency by having fewer interruptions for the City Clerk to sign.
• Even though there is little increase capacity, this will save time in
transporting the document from one person to another, plus eliminate the
need for wait time.
Implementation Plan All clerks in the office will be trained and shown how to place the certification
statements on documents that are being requested.
Attachments
Original and updated Register of Deed filings process documentation (140.001.004
and 140.001.004a), Certifying Documents process documentation (140.001.072);
Gantt Chart
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.
Date: 3/26/2013
Name: Rod Franz
2
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 to the Executive Support Team. They determine how to
convert hours into budgetary savings.
Date: 03/26/2013
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: