Division of Mineral Resources Mgt. Kaizen Event

1
Division of Mineral Resources Mgt. Kaizen Event
ARP EXPRESS
2
Kaizen Team Members

• Jeff Rowley
• Wayne Light
• Marcie Moore
• Roger Osborne
• Gary Alkire
• David Longfellow
• Shawn Bennett
• Sherry Smith
• Dee Hammel

• Bill Demidovich
• Brent Heavilin
• Treva Knasel
• Scott Stiteler
• Mike Dillman
• Randy Keitz
• Sue Grant
• Lanny Erdos
• John Husted

3

• Why Kaizen?
• Governor Strickland provided the opportunity to
  the Ohio Department of Natural Resources (ODNR)
  to host a Kaizen event. The ODNR selected the
  Division of Mineral Resources Management (DMRM)
  permitting program for the event because it is
  understood that these types of processes have
  many handoffs, loopbacks and delays.
• The DMRM selected the Application to Revise a
  Permit (ARP) process, which is not as large and
  complex as the original application process.
• In turn, the DMRM selected a diverse group of
  internal and external customers to participate in
  the event. The commitments of the Governor, ODNR
  and DMRM will help to assure the success of the
  efforts of all the participants.

4
What is the scope of our Kaizen event?

• To review and improve ARP process by reducing
  process times, streamline process flow, and
  increase overall ARP quality.
• The ARP process needed a clear tracking method
  available to both internal and external customers.

5
What is out of scope of our Kaizen event?

• Changing laws and rules
• Changing the original application process
• Changing other agency processes
• Authorizing large expenditures or hiring
  personnel

6
Objectives

• Reduce ARP processing time by 50
• Identify the beginning and end of process
• Develop tracking mechanism that is available to
  industry and DMRM staff
• Reduce the number of ARPs
• Improve the quality of the ARPs
• Improve the communication between all parties

7
Kaizen ??? Kai To Break? Zen For the Better
8
Approach
Celebration and Results
Schedule implementation
Presentation
TEAM people who do the work customers outsider
s with no knowledge but fresh perspective
At the end of the event, each Kaizen team has
achieved dramatic operational improvements and
results that are implemented immediately.
9
Identify and eliminate waste

• Waiting
• Loop-backs
• Defects
• Hand-offs
• Unnecessary processing
• Decisions in process
• Excess transportation

10
Current State Flow Map
61 Steps and 29 Hand Offs
11
Working Current and Future State
12
Current State Flow Map
13
Brainstormed Ideas for Improvement

• Electronic submittal of ARPs instead of current
  process of submitting by mail.
• Reduce mail time delays at several process
  stages submittals, handoffs, and loopbacks
• Reduce number of ARPs submitted
• Standardized responses to assist industry in
  submitting better quality ARP package
• Improve guidance documents for industry in
  preparing quality ARP

14
Brainstormed Ideas for Improvement

• Training for applicant in preparing a quality ARP
  and training for DMRM personnel in processing of
  ARPs
• Better tracking of ARPs and allowing industry
  access to tracking
• Better communication between DMRM and industry
• Prioritization of ARPs to allow for fast
  tracking of critical ARPs
• Reduce delay in obtaining approval signature for
  issuance

15
What are the main changes to the process

• Submit ARPs via e-mail or upload to ftp site will
  reduce handoffs and loopbacks.
• Submit Coal Permit Update letter for certain
  items that were previously submitted via ARP.
• Submit certain ARPs directly to field inspector
  to reduce time delays
• Track ARPs on a web-based tracking system, and
  allow access to the tracking system by all
  parties to check status of ARPs.
• Created standard ARP cover letter to be submitted
  with all ARPs containing contact information for
  applicant/consultant.

16
What are the main changes to the process (cont)

• To improve communications, the Application
  Manager will send status e-mails to those people
  listed on the cover letter at various stages in
  the process.
• Established priority ARP request letter for ARPs
  that need to be fast tracked.
• Will update the ARP guidance document to current
  process. Update will include instructions,
  needed documents, templates, example ARPs, etc.
  to help the applicant/consultant prepare a better
  ARP and reduce loopbacks.
• Set up training for the new process and guidance
  documents.
• Chief will authorize others to sign ARPs.
• The new process will reduce paper waste.

17
Future State Flow Map
29 Steps and 10 Hand Offs
18
Future State Flow Map
19
Results
20
Implementation Schedule

• Coal Permit Update Letters
• Priority ARP Form
• FTP Site/E-mail Notification
• ARP Technical Requirement Guidelines
• Implementation November 10, 2008

21
Lessons Learned

• Continual Review of Process
• Knowledge of Others Duties brings clarity to
  entire ARP Process
• Cross Training is essential to keep Process Flow
• Problems are a two-way street
• Teamwork
• Empathy for Others
• Bring necessary Equipment/Supplies for required
  tasks i.e. laptop, camera, portable drives
• Embracing electronic age will improve lead time
• Stimulate Creativity
• Good Diversity
• Process is Exhausting
• Ability to come to Resolution
• Need Energizers
• Small Groups may have caused disconnect
  multiple debriefs
• Focused on Process, not Person
• Facilitators available, open, interactive, helpful

22
Special Thanks

• Governor Ted Strickland
• Jan Allen Cabinet Secretary
• Sean Logan ODNR Director
• Rich Milleson ODNR Assistant Director
• John Husted DMRM Chief
• Lanny Erdos DMRM Deputy Chief
• Jeff Rowley - Information Technology Chief
• Division of Mineral Resources Management Staff
• BN Coal Co., Oxford Mining Co., Buckeye
  Industrial Mining Co., Buckeye Mineral Services,
  Ohio Coal Assoc.
• Facilitators Rob, Jim, Mark

23
What questions do you have?