Streamlining the Development of Priority Product Profiles Green Belt: Simona Balan Project Champion: André Algazi Executive Sponsor: Meredith Williams Team: Daphne Molin, Christine Papagni, Diana Phelps, Minoo Safai- Amini, Vivek Mathrani, Lynn Goldman Cal/EPA Department of Toxic Substances Control August 9, 2017
SCP Program Pillars Build Capacity Lead the Way Execute 2
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Steelhead behaviors SharePoint • Internal communication • Don’t reinvent the wheel Public meetings best practices Documenting processes • Project management roadmap • Chemical Product Evaluation Team (CPET) toolkit • Workflow analyses for CalSAFER • Petition process workflow analysis & checklist Lessons learned meetings after major milestones 5
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The SCP process 8
2015 – 2017 Priority Product Work Plan Household/ Cleaning Office Products Furniture & Furnishings Building Products Office Machinery Fishing (Consumable Beauty, and Products) Personal Angling Care, and Equipment Hygiene Products Clothing 9
Chemical – Product Evaluation Team (CPET) ~15 technical staff who: • Research chemicals and products • Identify potential Priority Products • Engage with the public • Develop Priority Product Profiles Led by André Algazi 10
A continuous improvement culture “Lessons Learned” meetings Lean Six Sigma Green Belt project via GO-Biz • Objective : complete 95% of Priority Product Profiles in 1 yr • Baseline : unknown, likely 3 to 3.5 yr • Primary metric : time to finalize Priority Product Profiles • Secondary metrics : quality and cost 11
Key Lean Six Sigma principles Eliminate waste Break down siloes Simplify and mistake proof the process Build decision-making into the process Standardize the work Develop a flexible workforce Use single-piece flow (vs. batches) Strive for good communication Use feedback from data to continue improving 12
Initial process map Write up chemical Update scoping approach management summary Present to CPET and management Identify which 4 phases Compile and Divide staff into Develop a chemicals relate Create matrix of evaluate tools Phase 1 (Chemical teams by Work research to each policy Management options for Phase Management with information Scope chemicals Scoping) Plan product approach / priority within deliberates 2 ("Mardi Gras" deliberates towards each Create chemical category workplan each product Matrix) Policy Priority Scoping Team category Findings Matrix Phase 1 83 steps Create one Assess staff's pagers for each time availability Scope products proposed and expertize Create Product workshop topic Develop team Generate and Phase 2 (Product Scoping Team Present to CPET Management assignments for develop topics for Scoping) Findings Matrix and management deliberates Phase 2 Phase 3 Fill out Other Project managers for Phase 2 Regulatory Create matrix of prepare project Programs topics for Phase 3 management docs 14 VA steps Template for Phase 3 Perform final Format document management Shorten and Create ISR finalize ISR review 2 regulatory Phase 3 Create Public Revise Public Brief management Perform internal Perform peer Perform language Perform legal Perform final (Stakeholder Background Background on draft docs team review review review review language review Engagement) Documents Document Create Organize Risk Assemble stakeholders Communication Create workshop stakeholders list surveys Class to train format options staff (August) requirements Create Create communications presentation for Edit graphics Do ~ 4 dry runs materials megawebinar 14 decision- Write short issue Prepare all memo to get documents in stakeholder CalSAFER engagement Update the stakeholders list Start workshop advertizing making steps Hold workshop Address Develep Review and Develop workshop logists recommendations analyze Do 3-4 dry runs workshop (room, AV, food, for Phase 4 stakeholder input presentation Hold smaller survey, etc.) meetings requested post- workshop Phase 4/5 (Deeper Research and Profile Writing) 13
Which work phase took longest? Process Map Time Analysis (Pareto Chart) 700 100 600 80 500 Duration [days] 400 60 Percent 300 40 200 20 100 0 0 Phase Product Scoping Public Engagement Chemical Scoping # of days 304 212 149 14
Which work step(s) took longest? 15
Which decisions took longest? 4 work days remain out of one year 16
Our challenges in decision-making Uniqueness and complexity of our regs Diversity of factors to be considered Regulatory framework vs. traditional expertise Varied understanding of the regs Misalignment of priorities Balance of science and policy 17
Critical x’s (root causes of problems) Internal communication and decision-making External communication Research approach Toolkit 18
Improvements to internal communication and decision-making • Align management-staff expectations and set boundaries for research at process start • Be transparent about executive decisions • Track decision-making time 19
Improvements to external communication • Solicit chemical-product nominations prior to scoping • Reach out to trade associations upfront • Draft stakeholders list and engage stakeholders early 20
Improvements to research approach • Ensure chemicals of emerging concern are included • Combine chemical and product scoping phases • Update scoping guidance • Develop guidance for dealing with data gaps • Schedule workshops at process start • Perform peer review sooner and streamline QA/QC 21
Improvements to toolkit • Update and expand the “CPET Manual” • Streamline the scoping templates • Eliminate the Internal Summary Report • Improve reference and document organizing • Hold regular trainings 22
Initial process map – Scoping Write up chemical Update scoping approach management summary Present to CPET and management Identify which Compile and Divide staff into Develop a chemicals relate Create matrix of evaluate tools Phase 1 (Chemical teams by Work research to each policy Management options for Phase Management with information Scope chemicals Scoping) Plan product approach / priority within deliberates 2 ("Mardi Gras" deliberates towards each Create chemical category workplan each product Matrix) Policy Priority Scoping Team category Findings Matrix Phase 1 Create one Assess staff's pagers for each time availability Scope products proposed and expertize Create Product workshop topic Develop team Generate and Phase 2 (Product Scoping Team Present to CPET Management Management assignments for develop topics for Scoping) Findings Matrix and management deliberates approves Phase 2 Phase 3 Fill out Other Project managers for Phase 2 Regulatory Create matrix of prepare project Programs topics for Phase 3 management docs Template for Phase 3 23
New process map - Scoping 24
Initial process map – Public engagement Create graphics Perform final Shorten and for Public Format document management Create ISR finalize ISR Background Doc review Phase 3 Create Public Revise Public Kick off Meeting Brief management Perform internal Perform peer Perform language Perform legal Perform final (Stakeholder Background Background for Phase 3 on draft docs team review review review review language review Engagement) Documents Document Create Organize Risk Assemble stakeholders Communication Create workshop stakeholders list surveys Class to train format options staff (August) Create Create communications presentation for Edit graphics Do ~ 4 dry runs materials megawebinar Write short issue Prepare all memo to get documents in stakeholder CalSAFER engagement Update the stakeholders list Start workshop advertizing Hold workshop Address Give webinar and Develep Review and Develop Get management workshop logists start info Brief management recommendations analyze Do 3-4 dry runs workshop approval (room, AV, food, gathering via for Phase 4 stakeholder input presentation Hold smaller survey, etc.) CalSAFER meetings requested post- workshop Develop workshop agenda and get speakers 25
New process map – Public engagement 26
Initial process map – Profile writing Prepare for Public Workshop (see Public Workshop steps in Phase 3) Phase 4/5 Develep briefing Review and Create briefing (Deeper Research Start Phase 4 Management Write Priority Get management Management documents for analyze documents and and Profile Reseearch deliberates Product Profile approval deliberates Phase 4 stakeholder input recommendations Writing) Do internal Do QA/QC of Post Profile on Review of PP Priority Product CalSAFER for Profile (see steps Profile Public review in Phase 3) Do QA/QC of Create briefing Do QA/QC of Get management Management Analyze ESPR Send Profile for Get management Priority Product documents and Priority Product Revise Profile approval deliberates feedback ESPR approval Profile recommendations Profile 27
New process map – Profile writing 28
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