FI & PR - 4-2-13 Internment Permit1
A3 Problem Solving
Use this form when solving a specific problem
Use the Process Review Report to identify waste and update processes
Concern/Problem
(Describe concern or problem in a very brief statement that clearly identifies the
issue)
The supply of Interment Permit forms/booklets is running low, and
evaluating different ways of transferring information amongst
departments.
Identify those
departments, divisions,
or units that may be
impacted
(Include the unique budget unit finance code for each department that is impacted,
ie. Police Dept: 210…)
Parks and Recreation/Cemetery
Finance and Administration/City Clerk’s Office (140)
Record the date the
problem was identified
January 2, 2013
Originator
(Identify the individual(s) or team who identified this concern/problem)
Gene Peppersack and Cindy Wolff
Contacts
(Identify all those that were contacted in order to obtain information regarding this
issue)
Gene Peppersack, Cindy Wolff, and Lieu Ann Elsey
Problem Solving Team
(Identify all those who participated in solving this concern/problem)
Gene Peppersack, Dennis Arnold, Cindy Wolff, Lieu Ann Elsey, and
Corey Scheck
Describe Current
Situation
(using a narrative form describe in detail the current situation, including all issues
that arose)
Current forms are sent off to be printed (carbon duplicate). A
person from the cemetery fills out the form when funeral home
calls with information. Information is entered into cemetery
software. The cemetery employee then brings the white copy of the
form to the City Clerk’s Office for billing and scanned into
Laserfiche.
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)
Excess time and friction in the transfer information from
one department to another.
Potential data entry errors.
Identified a larger operation problem with cemetery that this
process is only a minor portion of.
Make Recommendation
(identify the actions required in order to solve this concern/problem and minimize or
prevent it from ever happening again)
Create a pdf form of the permit and email the information to
the City Clerk’s Office.
Copy information for billing purposes.
Eliminate the time and resources it takes for employee to
hand deliver the forms to City Clerk’s Office.
Eliminate the cost of printing of the forms.
Eliminate the need to store the supply of forms.
Labor and Cost Savings XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXX
Annual dollar savings: $240.00
XXXXXXXXXXXXXXXXXXXXX
Annual hours of increased capacity:
46 Hours (Cemetery)
5 Hours (City Clerk’s Office)
2
XXXXXXXXXXXXXXXXXXXXX
Use bullet points to identify customer service or employee benefits:
Reduces the time and increase efficiency in sending permits to the City
Clerk’s Office.
Allows employees allocate time savings to other duties.
Eliminates the cost of printing forms.
Increase storage capacity for not required stock to be stored.
Reduces mileage and fuel used in hand delivering permits.
Implementation Plan
(briefly describe the implementation plan upon approval of this project)
Computer Technology will assist in creating an Adobe PDF form that can be filled
out and email to the City Clerk’s office. The form is filled out on the computer
instead of hand writing and then transferring the information.
Additional review will be needed regarding the number of different programs that are
located at the cemetery cause excess duplicate data entry.
Attachments
(include current and proposed process documentation forms, or before and after
photos, or other before and after descriptions as appropriate)
Process Documentation forms (before and after for both City Clerk’s Office and
Cemetery), A3 report for software issue.
XXXXXXXXXXXXXXXXXXX
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:
Parks and Recreation
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. This form is sent to the Process Improvement
Director for his approval.
Date: 4/2/2013
Name: Dion Louthan
Approved/Denied:
Finance 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. This form is sent to the Process Improvement
Director for his approval.
Date: 4/2/2013
Name: Rod Franz
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: 4/2/2013
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: