Transforming Government- the challenge and opportunity of the 21st century

Presentation Transcript

Air Permitting : Process Improvement Kaizen Event

June 4 – 8, 2007

Overview

Team
Purpose and Scope
Process
Potential Improvements

For the Agency
For Applicants

Implementation Plan
Ongoing Improvement

Team

Cross Functional – Client and Agency

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

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

Documented current application process

State of Lead time

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

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

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

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

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