Public Affairs Project Toll Gate

1. Public Affairs Project Toll Gate

2. Agenda • Business Needs • Tools • Accomplishments • Next Steps Recommended

3. Business Needs Document Current Processes • Proactive & Reactive Processes • Each team member considered their processes to be unique • Little documentation existed for new team members to follow. • Reactive response resembled “fire fight” relying solely on Sr. Mgmt. for direction • Uniform Data Storage • Files were stored as needed without overall communicated plan. • No Event Calendar exists in the Dept historically which prevented pre-planning. • Identify Pain Points for Improvement • Without documentation of current processes, improving processes was not possible.

4. Tools • SIPOC • Used to document “as is” processes to insure all suppliers and customers were considered in the various workflows. • FMEA • Used to uncover pain and mitigate Risk. • Naming Convention • Standardized for the department to insure files would be easily found by anyone needing access.

5. Accomplishments • Documented Current Processes • Used a SIPOC to create a work breakdown structure • Identify Roles, Responsibilities and Dependencies • Establish consistency in like processes and variance between business units • Learned Tools for Continuous Process Improvement • Used FMEA to identify and mitigate risk in a “reactive” process. • Learned how to use this tool to evaluate and look for ways to mitigate risk in other group process. • Established Naming Convention & File Structure • Established 4 part naming convention to simplify data searches and establish structure to the filing system

6. Next Steps Recommended • Establish Control Plan for Processes. • Establish ownership for each of the processes documented and both a timeline for review and trigger criteria for updates to the processes. • Use FMEA to review / reduce risk in most painful processes. • Establish a plan for reviewing each processes for steps with high risk and brainstorming how to modify the process to mitigate that risk. • Use Incentives to promote compliance. • The new file structure and naming convention will only work if the entire group uses it 100% of the time. • Recommend the use of temp to reorganize existing files into new convention, at minimum back to the start of 2007 • Cards will be created for each team member to insure the structure is followed. • Date to be established for the start of the new process to start.