Patricia Beirne, Manager of Cork Centre for Independent Living (CIL)

1. Efficiencies Achieved through Specialist Diploma Project WorkThe Utilisation of Lean Thinking Tools and Techniques to Implement Process Improvement Activities in a Non Profit Disability Services Organisation Patricia Beirne, Manager of Cork Centre for Independent Living (CIL)

2. Disability Services in Context • €1.7 billion spent on disability services 2011 • >200 non profit specialist disability service providers • 75 providers delivering majority of residential, respite day and personal assistant (PA) services. www.disability-federation.ie

3. . • Cork CIL not for profit organisation • A company limited by guarantee, without share capital • With charitable status • Started 1996 grass roots organisation • Advocating for supports for people with disabilities • Supporting 7 people in Cork www.disability-federation.ie

4. Section 39 Funding for provision PA services on behalf of HSE in south Lee area or Cork city and county. • 64,400 hours pa (2011) • 117 Service Users (primary physical +/- sensory disabilities) • 121 Personal Assistant Staff (PA) DFI and UL Joint Symposium 29th November 2013

5. . Project Objective • Reduce Assisted Living Service cost by 3% through implementation of lean methods to review re-design payroll process www.disability-federation.ie

6. . • Economic climate • Reduction in core funding 11.4% (2010-2013) • Efficiency ‘saving’ - € 43,1033.24 (2012) • Reduce time spent on Payroll – release resources • Eliminate process errors www.disability-federation.ie

7. Lean Tools www.disability-federation.ie

8. . • Culture /Team/Communication • Complex /complicated process: • Staff • Pay • Premia • Paid non worked hours • Calculate leave • Absence monitoring • Service User • Utilisation versus allocation • Cancelled hours • HSE/ SLA • Minimum Data Set • Multiple Process Errors Gemba www.disability-federation.ie

9. . • Reintroduce PQASSO • Plan Project • Specific Outcomes • Payroll Project Value Stream Map • Payroll Process Map • Payroll Process Future State Map • Prioritised short term work plan - payroll process Kaizen www.disability-federation.ie

10. . • Review & Revise Payroll Process • Standardise Payroll process • Reduce Non Added Value • Reduce payroll process cost by 20% • Zero payroll re-run • Zero payroll complaints • Reduce late notice cancellation • Reduce paid non worked hours by 33% • Review information system Project Deliverables www.disability-federation.ie

11. . • Pay roll team - 4 cell unit • New Payroll Process • Process flows - pull and push • Role clarity • Change from • 1/52 to 2/52 pay • Post to e-mail • Focus on the management of cancellations Inputs www.disability-federation.ie

12. . Results www.disability-federation.ie

13. . • Short notice cancellation 34% • Payroll process errors 94% • Saturday premia • Sick Leave  • Staff errors in timesheet  Results 2 . www.disability-federation.ie

14. . The utilisation of Lean tools and techniques to implement process improvements to promote efficiency, identify and eliminate waste and improve customer satisfaction is a focussed way to embark on and sustain continuous improvement. www.disability-federation.ie