PW - 3-15-13 Clerical Scanner1
A3 Problem Solving
Use this form when solving a specific problem
Use the Process Review Report to identify waste and update processes
Concern/Problem
Adm/Clerical Hook Up Scanner:
We are unable to scan our documents in our work area.
Therefore, one of the employees must drive to the City/County Building to use a
scanner.
Identify those
departments, divisions,
or units that may be
impacted
PW/Sanitation PW/Streets
PW/Flood Control PW/Traffic Control
PW/Central Garage PW/Landfill
PW/HHW Computer Technology
Record the date the
problem was identified August 2009
Originator Nikki Kerwin
Christina Franklin
Contacts
Jim Teutsch Shawn Dunstan
Brent Buchwald Ron Rouse
Bob Peck
Problem Solving Team Nikki Kerwin
Christina Franklin
Describe Current
Situation
In order to scan a document, someone must drive to the City/County Building to
use a scanner.
Analysis • We do not have a scanner that works at our facility.
Make Recommendation
• Our current copier is capable of scanning documents.
• However, we are unable to create the electronic pathway needed.
• We will request assistance from Computer Technology.
Labor and Cost Savings XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXX Annual dollar savings:
N/A
XXXXXXXXXXXXXXXXXXXXX
Annual hours of increased capacity:
3.8 hours
(15 minutes x 1.25 takt time x 12 events per year = 225 / 60 min per hour = 3.75
hours)
XXXXXXXXXXXXXXXXXXXXX
Use bullet points to identify customer service or employee benefits:
• Increased productivity
• Decreased paper usage and storage
Implementation Plan (briefly describe the implementation plan upon approval of this project)
• Contact Computer Technology to establish the electronic pathway
Attachments N/A
2
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: 2/22/13
Name: James E. Teutsch
Comments: This makes sense. Simple & effective solution!
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: 3/12/13
Name: Mike Fraser
Approved/Denied: Great idea to save time!
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: 3/15/2013
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: