Ryan Hess Athletics Assistant Athletic Director Athletics Compliance Training

All slides originally developed and supported by William Peterson, LeanBP.com

Mission The Berea College intercollegiate athletic department seeks to carry forth the mission of the institution through athletic participation.  The mission of our institution is grounded in a challenging set of Great Commitments built upon the college’s scriptural foundation, “God has made of one blood all peoples of the earth.”  Berea College recognizes this mission can be manifested through intercollegiate athletics and seeks to develop athletic abilities within our student-athletes that model the high standards of our institution and the established foundational principles.  To achieve this purpose, the Berea College athletic department commits itself:   To develop student-athletes who gain an understanding and respect for individuals from other backgrounds and cultures, both teammates and opponents, while recognizing their competitors as worthy adversaries.  To field disciplined teams who find value in the competitive experience and appreciation for physical performance; thus, compete out of love for the sport, the thrill of competition and the fulfillment of personal and team goals. To promote pride in the campus community among students, alumni, faculty, staff and larger Berea community by providing a forum for social gatherings and the development of athletic traditions. To encourage student-athletes to become servant leaders through involvement in community service activities, initiatives and projects. To provide superior facilities for competition, teaching and training. To offer personal enrichment programs designed to develop an understanding of teamwork, character, ethics, maturity and fair play for student-athletes. To teach student-athletes how to focus energies and live balanced lives through incorporating healthy habits of wellness in both exercise and study. To have our department recognized as an example of excellence in both academic scholarship and conduct. Vision The goal of this project is to revise the annual compliance and medical training process required for student-athletes. The goal would be to reduce the amount of time and paperwork required for completion by student-athletes and staff by 50% from 2016-17, with the target date for implementation being August 2017.

SIPOC Suppliers Inputs Policies Outputs Customers NCAA Training Staff Compliance Office Outside Medical Professionals Forms Videos Educational components Physical exams Concussion protocols Sickle cell Educational sessions Medical expertise Governing policies FERPA NATA, etc. Other professional organizations that govern Berea College NCAA policies USA South? Sandy? Eligibility to compete Safety/Welfare Increased awareness for SA’s Reliable diagnosis Student-Athletes

Hi-Level Process Map Volume = 391 Student Athletes. 38 training sessions. WIP = 1 to 125 students Lead Time = up to 12 weeks. Rework = approx. 95% Constraint = Extreme variability in processing of compliance and medical forms. Contact Athletes Compliance Training Compliance Forms Processing Compliance Forms Medical Training Medical Forms Processing Medical Forms

SWOT Analysis Internal External Strengths Weaknesses Threats Opportunities SWOT Analysis Internal External Institutional knowledge Cohesive staff Willingness to be flexible Open communication with administration Great volunteers/relationships Labor program Academic commitments Residence Life policies Lack of coordination with other Berea College groups/activities Technology programs/software Identify designated training space Collaboration with other institutions to identify best practices (NADIIIA) Coaches identifying rosters in advance Lack of staff Part-time coaches Willingness to be flexible/accommodating Staff pressured to multi-task New to NCAA/policies/procedures Lack of designated training space

Gap Analysis Opportunities and Priorities Scheduling challenges, delayed student athlete participation and placed unsustainable demands on staff. Extreme variability in lead/cycle time due to enormous variation in input from student athletes. All athletes follow same “track” regardless of vastly different starting point.

Charter Mission –The Berea College intercollegiate athletic department seeks to carry forth the mission of the institution through athletic participation.  The mission of our institution is grounded in a challenging set of Great Commitments built upon the college’s scriptural foundation, “God has made of one blood all peoples of the earth.”  Berea College recognizes this mission can be manifested through intercollegiate athletics and seeks to develop athletic abilities within our student-athletes that model the high standards of our institution and the established foundational principles.  Burning platform – Student-athletes and staff express a frustration towards the repetitive and time-consuming nature of the compliance and medical clearance process. Process Description – From identification of student as athlete through completion of all compliance and medical processing. Problem Statement – Scheduling challenges, delayed student athlete participation, unsustainable demands on staff. Sponsor – Mark Cartmill, Director of Athletics Process Owners – Sandy Williams and Ryan Hess Team Lead – Ryan Hess Facilitator –Ryan Hess Team –Sandy Williams, Brad Smith, Ryan Hess, Sean Jakobowski, Brandon Noble, Aaron Beale

Current State (step #1 mailed forms)

Current State (step #2 Training Day)

Current State (step #3 Filing)

Cause and Effect Diagram Lack Of Org. Focus Inventory Transportation Motion Waiting Defects Overproduction Undesirable Effect Over-processing Movement of materials/equipment to the Science building Trainers trapped in admin roles instead of training athletes. Managing inventory of  incomplete forms.  Trainers moving from practice to practice to fill in incomplete forms. Athletes waiting in line for pictures/physicals. Running compliance training for those who miss the scheduled one Forms  are filled out wrong by student athletes or are missing Asking for the same information multiple times on the forms Athletes waiting for pertinent parts of training while completed material reviewed for others at different stages. 38 training sessions!!

Action Plan Forms modified allowing 33-40% of forms distributed in 2017 to be valid for athletes entire career. Medical Compliance forms MUST be submitted 48 hours prior to training in order to receive invite to training. Trainings divided into First Year’s and Returnees to minimize “non-value” added time at portions of training not applicable to Returnees and improve focus by creating optimal batch of trainees.

Future State (step #1 mailed forms)

Future State (step #2 Training Day)

Future State (step #3 filing forms) Medical Forms NCAA Compliance Forms

Examples of Lean Countermeasures Used Standard Work. Clear communication of athlete responsibilities for submission of forms. Staff “say what they mean, and mean what they say”. Error Proofing. Errors reduced/focus increased by requiring submission of forms 48 hours before training. Cells created by having all materials on hand to complete training in single location. Optimal Batches achieved by minimizing variation caused by First Years and Returnees attending the same training.

Results Total time saved for Athletics Compliance is 184 hours! Compliance training sessions cut from 38 sessions to 9. Time spent conducting these sessions reduced from 2850 minutes to 990 minutes. A 31 hour savings!! In 2017 we had 2,535 forms distributed with only 12 returned in error. In 2016 552 errors were recorded!! Average recorded time for error correction is 17 minutes. This translates to a time savings of 153 hours!!! Total time saved for Athletics Compliance is 184 hours! 184 x $30 = $5520 in soft savings. Time available to serve the mission not spent serving the process!! 33-40% decrease in forms to be distributed starting in 2018.

More quotes…. “LEANing out the compliance and medical process for our athletic department produced immediate benefits for our staff and student-athletes. The tremendous reduction in the overall number of sessions and how those sessions were designed and conducted allowed for more productive trainings and had a direct effect on the quality of information provided, as well as a significant reduction in the number of errors.” -Ryan Hess, Assistant Athletics Director

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