Presenters: Laurie Klupacs, Deputy Director & Toni Smith, - PowerPoint PPT Presentation

Presenters: Laurie Klupacs, Deputy Director & Toni Smith, Education Director Association of Minnesota Counties

Thi his s wo work rksh shop op wi will l cov over er: How and Why AMC started a LEAN education effort in Minnesota. Portions of AMC’s training program we use in Minnesota so you understand basic components of LEAN. Examples of how counties are approaching LEAN in Minnesota. Examples of how Kaizen events have saved Minnesota counties time and money. "LEAN in Minnesota" presented by the Association of Minnesota Counties

This workshop will introduce you to LEAN’s basic concepts to see if it’s a good fit for your ur coun unty, y, bu but wi will ll not tea each h you u ho how w to cond nduct uct an actua ual l LEA EAN even ent. 1. Welcome – Who is Audience? 2. What is LEAN? 3. Why LEAN now in county government? 4. How is LEAN used in Minnesota Counties? 5. Question and Answer "LEAN in Minnesota" presented by the Association of Minnesota Counties

Why hy Sho houl uld d You ou Care e Ab Abou out LE LEAN AN? Declining budget dollars and a shrinking workforce mean that many counties are being asked to do more with less . How do counties continue to How often do you believe your provide quality services to county staff have done serious citizens as demand grows and examination as to why county resources become more scarce? processes are designed the way they are? In many counties the Baby-Boomers are retiring and response is, “we don’t have time to do that means institutional that kind of analysis.” memory is walking out the We say: “You don’t have time to door. How much of their work is NOT do that analysis and LEAN standardized and ready for new staff can help.” to step right in and keep things moving efficiently? "LEAN in Minnesota" presented by the Association of Minnesota Counties

What’s Using “person -on-the- street” interviews, we You our introduce county Per erspec pective ive employees to a cast of characters that not on on only share how we Ch Chan ange? ge? should deal with change, but encourage them to put their thoughts into action . "LEAN in Minnesota" presented by the Association of Minnesota Counties

What at is LE LEAN? AN? LEAN is a time-tested set of tools, and an organizational desire to improve its operations by engaging employees to reduce waste and defects within processes to increase productivity, reliability, staff morale, and customer service. LEAN characterizes activities as value-added or non value-added from the customer’s view. What are the value-creating elements of your process? Define the Value Stream. LE LEAN N Emp mphasiz hasizes Efficiency Reducing Cost and Time Action "LEAN in Minnesota" presented by the Association of Minnesota Counties

LEAN is NOT… An Acronym The Newest “Fix All The County Problems” Program A Quick Fix An Org Chart Shuffle Changing Lines On The Org Chart Does Not Improve Process! Easy It’s Simple, But Easy Does Not Exist! About Laying Off Staff Staff may need to do different work . "LEAN in Minnesota" presented by the Association of Minnesota Counties

Wher ere e Di Did d LE LEAN AN Co Come e Fr From om? Most closely associated with Toyota; sometimes referred to as the Toyota Production System (TPS). Now being applied in office and manufacturing environments; private and public sectors. "LEAN in Minnesota" presented by the Association of Minnesota Counties

“ If I were given one hour to save the world, I would spend 59 minutes defining the problem and one minute solving it.” - Albert Einstein "LEAN in Minnesota" presented by the Association of Minnesota Counties

Wh Why y Foc ocus On E On Exam amining ining Proc ocesse ses In In You our Co Count nty? y? Nearly every tangible output; service or product, is created as the result of a process or series of processes (a system). It’s been shown that over 85% of the opportunity to improve those outputs, while reducing time and cost lie within the process itself . "LEAN in Minnesota" presented by the Association of Minnesota Counties

Proc ocess for orms ms the e bas ase of e of the e ma majo jority y of of yo your cou ounty y ser ervic ices. s. County Department Program within that department Processes that make that program work "LEAN in Minnesota" presented by the Association of Minnesota Counties

“A bad process will beat a good person every time .” -W. Edwards Deming "LEAN in Minnesota" presented by the Association of Minnesota Counties

“The work of government is noble. Government employees are amazing. The systems of government are a mess.” - Ken Miller, “Extreme Government Makeover” "LEAN in Minnesota" presented by the Association of Minnesota Counties

St Strai aighte ten n th the Pipe e Pipes! s! Ken Miller’s Ideas Are the pipes crooked in your county? How did they get that way? What can you do to straighten them? "LEAN in Minnesota" presented by the Association of Minnesota Counties

Cu Cust stom omer ers s Ju Judge dge Se Serv rvic ices s By: By: SPEED – How quickly do I receive it once I request it? ACCURACY – The information is correct, and relevant to my request. UNDERSTANDABLE – The information is easy to read and understand. CONVENIENT – I can get it when I want it, not when you are willing to give it to me. "LEAN in Minnesota" presented by the Association of Minnesota Counties

We W e Wor ork k To o Ide Identif ify WASTE In Our Systems….. Waste is: Any action, task, process or product that adds time and cost, without adding value as perceived by the customer. "LEAN in Minnesota" presented by the Association of Minnesota Counties

Non on-Value alue Add Added = ed = W Was aste e "LEAN in Minnesota" presented by the Association of Minnesota Counties

Typ ypic ical al Sy Symp mptom oms of W s of Was aste: e: Excessive Cycle, Lead or Flow Time Excessive costs Poor quality Excessive inventories Dependency on work-around methods Reactive fire-fighting Daily management by exception "LEAN in Minnesota" presented by the Association of Minnesota Counties

Val alue ue-Add Added ed Act ctiv ivitie ies Transform materials and information into products or services per the needs of the customer. Operations that consume resources (labor and materials), but don’t create value for the customer. "LEAN in Minnesota" presented by the Association of Minnesota Counties

8 Wastes We Focus On… 1. Overproduction 2. Transportation 3. Motion 4. Defects 5. Waiting 6. Inventory 7. Extra processing 8. Underutilized creativity "LEAN in Minnesota" presented by the Association of Minnesota Counties

WASTES DEFINITION WORK AREA APPLICATIONS Overproduction Generating more Creating reports no one reads • Batch production information and • Unnecessary meetings • products than needed Transportation Movement of products Retrieving or storing files • Carrying documents to and from and • shared equipment information that does not add value Movement of people Motion Searching for files • Clearing away files on the desk that • Gathering information • does not add value Looking for tools, parts, and • equipment to perform a job Waiting Idle time created when Waiting for the system to come back • up material, information, Waiting for inspection • people or equipment is Waiting for paint or seal to dry • not ready Copy machine • A handed-off file to come back • "LEAN in Minnesota" presented by the Association of Minnesota Counties

WASTES DEFINITION WORK AREA APPLICATIONS Efforts that create no Processing Creating reports • value Use of inappropriate software • from the end-users viewpoint More information and/or Inventory Files waiting to be worked on • material on hand than Open projects • the Just-in-Case inventory anticipated • end-user needs right E-mails waiting to be read • now Unused records in the database • Work that contains Defects Missing information • errors, Lost records • rework, mistakes or lacks something necessary "LEAN in Minnesota" presented by the Association of Minnesota Counties

Follow the Bouncing P aperwork… "LEAN in Minnesota" presented by the Association of Minnesota Counties

Ka Kaiz izen en Toa oast st Vi Video deo 1. Watch for examples of the seven wastes in the following video. 2. Make a note of what you would do differently if you were making the toast. "LEAN in Minnesota" presented by the Association of Minnesota Counties

Wh What at Methodology for creating a clean, is is safe, orderly, high performance work environment 5S 5S ? "LEAN in Minnesota" presented by the Association of Minnesota Counties

The 5 “ Ss Ss ” Sort Set In Order Shine Standardize Sustain "LEAN in Minnesota" presented by the Association of Minnesota Counties

Before… "LEAN in Minnesota" presented by the Association of Minnesota Counties

After… "LEAN in Minnesota" presented by the Association of Minnesota Counties