6/1/2020 GETTING RESTARTED LEAN GOVERNMENT EXCHANGE – JUNE 2020 – JENNIFER PETERSON 1 A LITTLE ABOUT ME 2 1
6/1/2020 A LITTLE ABOUT MP&W Municipal Utility with over 120 years of history Electric, Water, & Communications (plus generation) 275 employees 3 TIMELINE 2006 2010 2017 2020 Business Improvement Utility-wide 6S training Mgr, CI retired Directed focus Program Kicked Off Training (ILC & LLC) Program revamped Planning for sustainability New focus on program Discovery phase Attended Lean Government 4 th quarter changes! Exchange Hired Mgr, CI 2009 2012 2019 4 2
6/1/2020 A SMALL PROJECT 5 THIS IS THE STORY…. 6 3
6/1/2020 2019 – THE YEAR OF SPAGHETTI & ASKING FOR HELP 7 PROJECT DEFINITION Scope – document reviews Problem – over 600 days on average! Some since 2014!! Participants – targeted Who has been positive about CI in the past? Who do we want to get on board for document reviews? Who do we want to get on board with CI? Timeline – let them decide 8 4
6/1/2020 PROJECT MANAGEMENT 9 EVENT ACTIVITIES 10 5
6/1/2020 WINDING DOWN THE EVENT 11 FINISH THE EVENT 12 6
6/1/2020 CHANGES IMPLEMENTED Weekly reminder emails 1. Monthly emails to 2. management 13 Open Documents by Review Date 250 Projects 200 150 DATA CAPTURES 100 (PART 1) 50 0 2014 2015 2016 2017 2018 2019 2020 (Top) – progress over time 1Q2019 2Q2019 3Q2019 4Q2019 1Q2020 2Q2020 (Bottom) – progress toward goal Age & Number of Documents by Quarter 800 700 Event Escalated 600 Emails Improvements 500 Implemented 400 300 200 100 0 1Q2019 2Q2019 3Q2019 4Q2019 1Q2020 2Q2020 # of Documents Avg Age Goal 14 7
6/1/2020 DATA CAPTURES (PART 2) 15 TAKEAWAYS FROM THE EVENT Event Impact Utility Impact Having a cross-functional team helps to improve Increased awareness of documents out for review processes & the impact of NOT completing reviews timely Knowledge of CI tools How your work can impact someone else’s work Use of the email reminders from M-Files via the Use of PowerBI as a reporting tool reporting module Even smaller changes can save time – we saved 2.5 hours per month with this event, PLUS the info is much easier to gather if someone wants it outside of the regular reporting cycle 16 8
6/1/2020 WHERE ARE WE IN THE STORY? 17 THE WIDER IMPACT (OR, HOW DO I APPLY THIS TO MY AGENCY OR COMPANY?) 18 9
6/1/2020 Starting over Strategic Plan for (again) CI CI STATUS TODAY Standard Single Point templates & Lessons practices Communication Training (so methods much training!) 19 EVERY lean implementation goes through cycles of momentum and stagnation; Don’t give up! MY TIPS AND FEEDBACK If you have top level ACTIVE support, that’s the best – make the most of it If you don’t have top level ACTIVE support, don’t give up – find a project that supports one of their goals Start small with something you can control Communicate, communicate, communicate 20 10
6/1/2020 Q&A Jennifer Peterson Lean Coordinator/Technical Writer Muscatine Power & Water jpeterson@mpw.org 21 11
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