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Transforming Government- the challenge and opportunity of the 21st century

Air Permitting : Process Improvement Kaizen Event June 4 – 8, 2007. Transforming Government- the challenge and opportunity of the 21st century. Overview. Team Purpose and Scope Process Potential Improvements For the Agency For Applicants Implementation Plan Ongoing Improvement. Team.

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Transforming Government- the challenge and opportunity of the 21st century

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  1. Air Permitting : Process Improvement Kaizen Event June 4 – 8, 2007 Transforming Government- the challenge and opportunity of the 21st century

  2. Overview • Team • Purpose and Scope • Process • Potential Improvements • For the Agency • For Applicants • Implementation Plan • Ongoing Improvement

  3. Team • Cross Functional – Client and Agency

  4. Purpose and Scope Scope: • This event will address the Air Permitting process from point of receipt application by IEPA to permit complete: • Minor Construction Permits* at any source (900 Annually-60%) • Lifetime • CAAPP (or title five) • FESOP *Minor is defined as not a major project under NSR, not relying on netting to avoid NSR, not subject to Public comment period • Objectives and Goals • Processing time: Improve processing time (Lead time) of air permits within scope - receipt to issue in calendar days • Reduce processing time by 75% • Quality : Permits with no missing information • Reduce applications that are incomplete/inaccurate/admin requiring a call back or NOI by 75% • Reduce issued permits that need to be corrected (re-issued) by IEPA by 90% • Cost : Maintain or reduce, increase output with same cost input

  5. Team Approach and Activities • Training on Key Concepts of Time-Based Strategy and LeanSigma® • Waste, Value add, hand-off • Variability • Straight through, one touch disposition, quality at the source • Define the Current State • Flow • Performance Metrics • Volume and Capacity • Develop and Evaluate Alternatives • Simulate/Pilot or Implement Alternatives • Develop Standard Work • Define Implementation and Deployment Plan • Report-Out to Sponsors

  6. Current State - Process Documented current application process

  7. State of Lead time • Before • After • Conservative Estimate 40% Improvement– Expect greater improvement as data collected over the next few weeks

  8. Impact / Difficulty Matrix • Ranked and prioritized 56 improvement ideas 6 27 4 High Impact 38 7 16 42 2 49 30 1 15 52 31 46 Low Impact 31 Low Difficulty High Difficulty Sample only: complete list and quick hits in appendix

  9. Major Themes - Improvements • Improved / fewer application forms • Reduced process steps • Reduced movement, hand-offs • Combined administration steps • Extra resource for typing • Early “completeness review” • Workspace organization • Outreach and Communications • Internal Scorecard with Process Metrics • External Scorecard for public review

  10. Goals for the Agency • Speed up internal processing, fixed dating documents, developing new forms & instructions, More uniform review guidance, outreach, improved permits, tracking data • Timeline – Some items initiated immediately, others ongoing. • -Day 1 - eliminated some dead time, fixed dates & Admin steps. • -Week 3 – Earlier Completeness review, “Welcome Call/more communication”, added Typing resources • -Ongoing – Revised forms with clearer instructions, Tracking System • Seeking to reduce average processing time from 66 days to 38 days

  11. Goal for Applicants • By improving forms and describing what we need in applications should improve what comes in the door. This leads to less “re-work” by both parties and will improve the overall efficiency of the process. • Seeking to have 75% of applications approvable on the initial submittal vs. 35% previously

  12. Future State – Standard of Work • Example in Engineering NEW ENGINEER’S TASKS 1. Document Delivery 2. Completeness Checklist 3. Welcome Call 4. Section Scorecard 5. Final QA/QC 6. Exit Screening Checklist 7. Document Info Requests 8. Construction Permit 1st 9. New Forms 10. A New Main Form 11. Permits Assign Daily 12 “Template” Permits

  13. Issues Mitigation Strategies • Contract Develop job descriptions Begin change process • Typing Re-allocated resources Additional resources Work content / training • Technology Use of electronic deliverables (internal, external) • Outreach Help tools, training

  14. What to watch for • More calls/communication • New forms & instructions Posted on the web in Nov. • Outreach seminars • Web tracking system

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