Department of Toxic Substances Control Enforcement and Emergency - PowerPoint PPT Presentation

Department of Toxic Substances Control Enforcement and Emergency Response Division Lean Six Sigma Inspection Report Project Shawn Cox Adam Palmer Keith Kihara ( Project Greenbelt) (Project Champion) (Executive Sponsor)

Enforcement and Emergency Response Division (EERD) We perform inspections and enforcement on the following:  Universal Waste Facilities (E-Waste)  Hazardous Waste Transporters  Generators  Treatment, Storage, and Disposal Facilities

Inspection Report Lean Six Sigma  Problem Statement: From 2014-2016 DTSC completed about 84% of inspections within 65 days, as required by statute.  Objective: Complete and submit 95% of inspection reports within 30 days.  Primary Metric: Days from the first day of the inspection until submission to the operator.  Project Team: Over 100 years of experience combined.  Van-Anh Le  Christie Bautista  Josilynn Spray  Abdalin Asinas  Leah White  Bailey Franklin  Danny Demarco  Ellen Pates

Initial Process Map insert process map = Legally Required = Value Added = Data Collection = Non Value Added  Most Non Value Added steps are in the review phase

Baseline Capability Process Capability Report for All inspections Calculations Based on Weibull Distribution Model UB Inspection Reports Completed insert capability analysis graph 0 40 80 1 20 1 60 200 240 Days to Completion of Inspection Report  35 day Inspection Report average  49% completed in 30 days

Analysis Tools  Baseline Capability Analysis  Capability Six Pack  Interval Plot  FMEA  Scatterplot  One-Way ANOVA  Fishbone Diagram  High Level Process Map  Mood’s Median Test  2-Sample T Test  Regression Analysis

Findings  Time to Complete Report:  Treatment, Storage, and Disposal (TSD), Generator Inspections – 65 Days  Transporter Inspections - 44 days  Electronic Waste (E-waste) Inspections - 7 days

Findings (Cont’d)  Class 1 Violations – Increase time by 30 days  Sampling – Increase time by 40 days  Class 2, Minor, or No Violations - No effect  Violations Vs. Days to Completion of the Inspection Report – No Difference

Critical X’s (root causes of problems)  Inspection Report Template  Consultation and Research  Sampling  Multiple Review Phases

New Process Map  52 Steps initially  28 Steps after = Value Added = Legally Required = Data Collection = Non Value Added

Improvement Techniques  Checklist for Transporter Inspections  Inspection Report Template  Sampling Kit  Health and Safety Code / California Code of Regulations Database

Improvement Techniques (Cont’d)  Inspection Report/Penalty Determination Team  Standard Cover Letter  Eliminate Review Phases

Control Plan  Monitor days to complete inspection report  Ensure Report quality through audits  Use sampling kits  Template Control

Green Belt Contact Information  Name: Shawn Cox  Phone: (916) 322-7527  Email: shawn.cox@dtsc.ca.gov

Lean 6-Sigma Program Department of Toxic Substances Control Enforcement and Emergency Response Division Penalty Assessment Project Swai Bruce Ratsamythong Maria Salomon Keith Kihara ( Project Greenbelt) (Project Champion) (Executive Sponsor)

Penalty Assessment Project  Problem Statement: It takes an average of 259 days to assess a penalty which delays enforcement.  Objective: Approve 95% of administrative penalties within 14 days of completing sending the inspection report  Primary Metric: Time it takes to assess and approve penalties  Project Team:  Tolu Awosika – Senior Environmental Scientist Specialist  Alex Baillie – Senior Environmental Scientist Supervisor  Rita Hypnarowski - Senior Environmental Scientist Specialist  Julianne Kay – Attorney III  Hee Kyung Lim – Environmental Scientist  April Ranney - Senior Environmental Scientist Specialist  Carlo Rodriguez - Senior Environmental Scientist Supervisor

Baseline Capability USL 0 1 60 320 480 640 Days  Current Average: 259 days  Current Maximum: 640+ days  Percent within 14 day limit: 0%

Initial Process Map  Non-Value Added steps:  How DTSC currently drafts penalties  Multilevel reviews  Workgroup review

Analysis Tools  Fishbone diagram  Failure Modes and Effects Analysis  Interval Plot  Fitted Line Plot  Boxplot  Time Series Plot  Correlation/Regression  Process Map Time Analysis  Capability Analysis  I-Chart

Process Map Time Analysis Decide if there Draft Penalty will be Matrix Enforcement 100 days 16 hours 48 days Multilevel Review 42 hours 114 days Penalty Work Proposed Penalty Group Approved 18 hours Total Process Time = 259 days

Critical X’s (root causes of problems)  How DTSC currently drafts penalties  Multilevel review and revisions  Penalty approval

Improvement Techniques  Templates/tools  Minimize reviews/revisions  Involve necessary people at the start Lean 6-Sigma Program

New Process Map p Pursue Determine enforcement penalty Lead Inspector Penalty Specialist Supervisor Legal Counsel Other specialist as needed

New Capability Analysis Before test 700 1 600 500 400 Days 300 200 100 _ X=10 0 1/23/2014 8/27/2014 12/5/2014 2/26/2015 5/19/2015 6/18/2015 9/16/2015 1 0/26/2015 1/27/2016 7/1/2017 Inspection Date  Baseline average: 259 days  New average: 10 days

Additional Benefits  Efficient use of staff time  Boost morale/pride in work  Breakdown silos  Cross training

Control Plan  Monitor the new process  Monthly audits  Make adjustments

Green Belt Contact Information  Name: Swai Bruce Ratsamythong  Phone: 916.323.3511  Email: swai.ratsamythong@dtsc.ca.gov

Lean 6-Sigma Program Streamlining the Environmental Review Document Identification Process for Cleanup Program Sites IRP Presentation October 25, 2017 Julie Pettijohn Janet Naito Mohsen Nazemi & Amilia Glikman (Executive Sponsors) (Project Greenbelt) (Project Champion) Dot Lofstrom & Kathie Schievelbein (Process Owners)

Lean Six Sigma (LSS) Team Members  Cheryl Mahoney, OPEA, Sacramento  Jonathan Sampson, OPEA, Sacramento  Jennifer Holman, Office of Legal Counsel, Sacramento  Eileen Mananian, Cleanup Program, Cypress  Lori Hare, Cleanup Program, Cypress  Lynn Nakashima, Cleanup Program, Berkeley

New LSS Team Members to Assist with Expanded Pilot Testing  Julie Propes, Cleanup Program, Chatsworth  Shahir Haddad, Cleanup Program, Cypress

When Does the California Environmental Quality Act (CEQA) Apply? Excavation in tent; odor suppressant Truck wash & tarping Vibration monitoring Air monitoring CEQA evaluation is required for DTSC site mitigation activities Measures are implemented to minimize potential impacts to the environment & community

Streamlining the Environmental Review Document Identification Process  Problem Statement: The timing, method, and content of CEQA consultation between the Cleanup Program & Office of Planning & Environmental Analysis (OPEA) needs to be better defined to help expedite projects  Objective: Streamline & define the CEQA process from the end of site characterization to identification of appropriate CEQA document

Lean Six Sigma Baseline & Goal Baseline Goal • 101 day average from site • For 95% of projects, characterization to decision on the decision on what CEQA document type; maximum CEQA document is 881 days needed will be within 30 days from the end of site characterization • 52% of time, we don’t meet our goal

What Lean & Quality Tools Did the Team Use?  Stakeholder analysis  Failure Modes & Effects Analysis  Fishbone diagram/Ishikawa  5 Whys and a How  Process mapping  Box plots  Capability analysis  Dot Plots  Time value chart analysis  Multi-variate Analysis  Work in progress analysis  Mood’s Median Test  Process time analysis  Levine’s Variance Test  Pareto charts A Lot!

Improvement Techniques 1. Earlier consultation between OPEA and Cleanup Program 2. New Envirostor activity to request & track OPEA consultation 3. Created Agenda for OPEA consultation meeting 4. Produced Supervisors Checklist to reinforce earlier consultation with OPEA Initial Pilot testing of improvements: 6/20-7/10/2017 New baseline: 30 days, max 102 days (5 projects)

Improved Process Map Consultation Adds value down stream with OPEA during OPEA CEQA approval added early in the process

New Activity for Requesting OPEA Consultation New Envirostor activity called OPEA Consultation

What’s on the OPEA Consultation Agenda? • Regional & local site map • Historical & current land use • Project intent • Prior local land use approvals • Site characterization • Cleanup remedy proposed & project controls • Any special project or site conditions?