air permitting process improvement kaizen event june 4 8 2007 l.
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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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Presentation Transcript
overview
Overview
  • Team
  • Purpose and Scope
  • Process
  • Potential Improvements
    • For the Agency
    • For Applicants
  • Implementation Plan
  • Ongoing Improvement
slide3
Team
  • Cross Functional – Client and Agency
purpose and scope
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
team approach and activities
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
current state process
Current State - Process

Documented current application process

slide7

State of Lead time

  • Before
  • After
  • Conservative Estimate 40% Improvement– Expect greater improvement as data collected over the next few weeks
impact difficulty matrix
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

major themes improvements
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
goals for the agency
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
goal for applicants
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
future state standard of work
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

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