Air Permitting : Process Improvement Kaizen Event June 4 – 8, 2007 Transforming Government- the challenge and opportunity of the 21st century

2 Overview Team Purpose and Scope Process Potential Improvements For the Agency For Applicants Implementation Plan Ongoing Improvement

3 Team Cross Functional – Client and Agency

4 Purpose and Scope Scope: This event will address the Air Permitting process from point of receipt application by IEPA to permit complete: Minor Construction Permits* at any source (900 Annually-60%) Lifetime CAAPP (or title five) FESOP *Minor is defined as not a major project under NSR, not relying on netting to avoid NSR, not subject to Public comment period Objectives and Goals Processing time: Improve processing time (Lead time) of air permits within scope - receipt to issue in calendar days Reduce processing time by 75% Quality : Permits with no missing information Reduce applications that are incomplete/inaccurate/admin requiring a call back or NOI by 75% Reduce issued permits that need to be corrected (re-issued) by IEPA by 90% Cost : Maintain or reduce, increase output with same cost input

5 Team Approach and Activities Training on Key Concepts of Time-Based Strategy and LeanSigma® Waste, Value add, hand-off Variability Straight through, one touch disposition, quality at the source Define the Current State Flow Performance Metrics Volume and Capacity Develop and Evaluate Alternatives Simulate/Pilot or Implement Alternatives Develop Standard Work Define Implementation and Deployment Plan Report-Out to Sponsors

6 Current State - Process Documented current application process

7 State of Lead time Before After Conservative Estimate 40% Improvement– Expect greater improvement as data collected over the next few weeks

8 Impact / Difficulty Matrix High Impact Low Impact Low Difficulty High Difficulty Sample only: complete list and quick hits in appendix Ranked and prioritized 56 improvement ideas

9 Major Themes - Improvements Improved / fewer application forms Reduced process steps Reduced movement, hand-offs Combined administration steps Extra resource for typing Early completeness review Workspace organization Outreach and Communications Internal Scorecard with Process Metrics External Scorecard for public review

10 Goals for the Agency Speed up internal processing, fixed dating documents, developing new forms & instructions, More uniform review guidance, outreach, improved permits, tracking data Timeline – Some items initiated immediately, others ongoing. -Day 1 - eliminated some dead time, fixed dates & Admin steps. -Week 3 – Earlier Completeness review, Welcome Call/more communication, added Typing resources -Ongoing – Revised forms with clearer instructions, Tracking System Seeking to reduce average processing time from 66 days to 38 days

11 Goal for Applicants By improving forms and describing what we need in applications should improve what comes in the door. This leads to less re-work by both parties and will improve the overall efficiency of the process. Seeking to have 75% of applications approvable on the initial submittal vs. 35% previously

12 Future State – Standard of Work Example in Engineering NEW ENGINEERS TASKS 1.Document Delivery 2.Completeness Checklist 3.Welcome Call 4.Section Scorecard 5.Final QA/QC 6.Exit Screening Checklist 7.Document Info Requests 8.Construction Permit 1st 9.New Forms 10.A New Main Form 11.Permits Assign Daily 12Template Permits

13 IssuesMitigation Strategies Contract Develop job descriptions Begin change process Typing Re-allocated resources Additional resources Work content / training Technology Use of electronic deliverables (internal, external) Outreach Help tools, training

14 What to watch for More calls/communication New forms & instructions Posted on the web in Nov. Outreach seminars Web tracking system