STANDARDIZING OHIO EPAS PUBLIC RECORDS RETRIEVAL -- DSW 1 OHIO EPA - PowerPoint PPT Presentation

Green Belt Six Sigma Project Report Out Heather Lauer Ohio EPA July 21, 2016 STANDARDIZING OHIO EPA’S PUBLIC RECORDS RETRIEVAL -- DSW 1

OHIO EPA PUBLIC RECORDS LEAN EVENT Kevin Fowler - Admin. Officer John Crist, Legal - Sponso sor   Jeff Boyles, Jeff DeShon,  Rich Bouder, Director’s Office  Jason Fyffe and Erin Sherer - - Sponsor r Managers Brian Hall, Division of Surface  Kim Lee - Admin. Assistant  Water - Sponso sor Katrina Peterson - Admin.  Professional 2

BACKGROUND- SCOPE  Variation results in delays fulfilling requests and affects accuracy  Time, quality, cost and process complexity  Scope: First Step: Records request received Last Step: Records return to the division 3

PROJECT GOALS Ohio EPA will reduce response time and improve accuracy for public records request retrieval for the Central Office Division of Surface Water. Reducing steps, shortening response time, improving quality. 4

BASELINE DATA 5

DATA COLLECTION PLAN  72 percent of data could not be verified  Focused on one division  Improve SharePoint 6

HIGH LEVEL PROCESS - SIPOC 7

DETAILED PROCESS MAPS 8

PROJECT METRICS Measure Result Waste Labor savings 1.75-3.75 hours per request Redirected Hours $68,601.38 Cost Avoidance Before After Difference Measure 120 54 66 [Process Steps] 80 27 53 [Handoffs] 198 15 193 [Decisions] 9

PROJECT BENEFITS - INTANGIBLE  More satisfied requestors  More tailored responses  Complete requests delivered together  Less work pressure/backlog other work  Happier staff  Less time devoted to conducting searches only to say no 10

IMPROVEMENT SUMMARY 11

IMPLEMENTATION PLAN Task Who When Status atus Checklis klist Brian 4/29 Complete ShareP rePoint oint John 4/15 Complete Document ment SOP John 4/29 Complete Alert t Staf aff Brian 4/8 Complete 12

SPECIAL THANKS TO… Direct ector or Craig aig Butler tler Black k Belt lt Cindy dy Money Sponsor nsors: s: John Crist ist Recor ords ds Officer er Rich h Bouder er Assistant istant Chief ef Bria ian n Hall ll Team m Leader: der: Kevin n Fowler er 13

QUESTIONS/COMMENTS 14