GETTING RESTARTED LEAN GOVERNMENT EXCHANGE JUNE 2020 JENNIFER - PDF document

6/1/2020 GETTING RESTARTED LEAN GOVERNMENT EXCHANGE – JUNE 2020 – JENNIFER PETERSON 1 A LITTLE ABOUT ME 2 1

6/1/2020 A LITTLE ABOUT MP&W Municipal Utility with over 120 years of history  Electric, Water, & Communications (plus generation)  275 employees  3 TIMELINE 2006 2010 2017 2020 Business Improvement Utility-wide 6S training Mgr, CI retired Directed focus Program Kicked Off Training (ILC & LLC) Program revamped Planning for sustainability New focus on program Discovery phase Attended Lean Government 4 th quarter changes! Exchange Hired Mgr, CI 2009 2012 2019 4 2

6/1/2020 A SMALL PROJECT 5 THIS IS THE STORY…. 6 3

6/1/2020 2019 – THE YEAR OF SPAGHETTI & ASKING FOR HELP 7 PROJECT DEFINITION Scope – document reviews  Problem – over 600 days on average! Some since  2014!! Participants – targeted  Who has been positive about CI in the past?  Who do we want to get on board for document  reviews? Who do we want to get on board with CI?  Timeline – let them decide  8 4

6/1/2020 PROJECT MANAGEMENT 9 EVENT ACTIVITIES 10 5

6/1/2020 WINDING DOWN THE EVENT 11 FINISH THE EVENT 12 6

6/1/2020 CHANGES IMPLEMENTED Weekly reminder emails 1. Monthly emails to 2. management 13 Open Documents by Review Date 250 Projects 200 150 DATA CAPTURES 100 (PART 1) 50 0 2014 2015 2016 2017 2018 2019 2020 (Top) – progress over time 1Q2019 2Q2019 3Q2019 4Q2019 1Q2020 2Q2020 (Bottom) – progress toward goal Age & Number of Documents by Quarter 800 700 Event Escalated 600 Emails Improvements 500 Implemented 400 300 200 100 0 1Q2019 2Q2019 3Q2019 4Q2019 1Q2020 2Q2020 # of Documents Avg Age Goal 14 7

6/1/2020 DATA CAPTURES (PART 2) 15 TAKEAWAYS FROM THE EVENT Event Impact Utility Impact Having a cross-functional team helps to improve Increased awareness of documents out for review   processes & the impact of NOT completing reviews timely Knowledge of CI tools  How your work can impact someone else’s work  Use of the email reminders from M-Files via the  Use of PowerBI as a reporting tool  reporting module Even smaller changes can save time – we saved  2.5 hours per month with this event, PLUS the info is much easier to gather if someone wants it outside of the regular reporting cycle 16 8

6/1/2020 WHERE ARE WE IN THE STORY? 17 THE WIDER IMPACT (OR, HOW DO I APPLY THIS TO MY AGENCY OR COMPANY?) 18 9

6/1/2020 Starting over Strategic Plan for (again) CI CI STATUS TODAY Standard Single Point templates & Lessons practices Communication Training (so methods much training!) 19 EVERY lean implementation goes through cycles of momentum and stagnation; Don’t give up! MY TIPS AND FEEDBACK If you have top level ACTIVE support, that’s the best – make the most of it If you don’t have top level ACTIVE support, don’t give up – find a project that supports one of their goals Start small with something you can control Communicate, communicate, communicate 20 10

6/1/2020 Q&A Jennifer Peterson Lean Coordinator/Technical Writer Muscatine Power & Water jpeterson@mpw.org 21 11