1. Travel Miles Expense Form
Annette Dangerfield Office of Sustainability Sustainable Purchasing Coordinator
Travel Miles Expense Form

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

5. Mission
Our mission is to simplify the process of recording travel miles from Berea College Travel Expense Forms in order to make them more readily available for the annual Greenhouse Gas Inventory done by the Office of Sustainability.
Vision
Our vision is to ensure that current and accessible data is being collected through the Accounting Department for reporting by the Berea College Office of Sustainability.

6. SIPOC Suppliers Inputs Policies Outputs Customers Berea College:
Faculty
Students
Staff
Travel Expense Form: Fields for type of travel, length of travel (miles) and/or departure/ destination of travel
Travel and Business Expense Policy
STARS Reporting Guidelines
Annual Report of miles travelled for Greenhouse Gas Inventory
Berea College Office of Sustainability
Berea College Office of Informational Services
Berea College

7. SWOT Analysis Internal External Strengths Weaknesses Threats
Opportunities
SWOT Analysis
Internal
External
Willingness to collaborate between groups (Accounting-Continuous Improvement-Office of Sustainability)
High-level Administrative Support
Definable Steps (manageable and concrete goal
Potential for reversion to old batching method if new method is surrounded by batching processes
GHG reporting imbedded with other reporting on Travel Expense Forms (may lead to overlooked data
Data could be ready upon request (continuously updated)
Converting to one-piece flow could increase efficiency for accounting and reduce time spent on process
Standardization of “Request Form” can create ease of access to data and input into GHG calculator
Processes are inter-departmental
History of batching vs. one-piece flow

8. Charter
Mission – To simplify the process of recording and receiving travel miles
Burning platform – The deadline for GHG reporting
Process Description – Travel Expense Form is turned in by Berea College associate to the request of data for GHG reporting
Problem Statement – Mileage data as recorded by Accounting does not match data request from OS Data Manager
Sponsor – Derrick Singleton
Process Owner – Joan Pauly
Team Lead – Annette Dangerfield
Facilitator – Annette Dangerfield
Team – Ashley Creekmore, Aaron Beale, Joan Pauly, Sara Clements

10. Seeing the Process Value-Add vs. Non-Value-Add: 8:2 (80%% Value-Added)
Hand-offs: 4
Cycle Time:
For Low wait/Correct Form: 147,129 minutes (2, hours)
For High wait/Incorrect Form: 672,011 minutes (11, hours)
Average: 409,570 minutes (6, hours)
Touch Time (time taken from relatively simple sample) = 4 min 2 sec
# of Steps (VA vs. NVA): 10 total, 2 non-value added 
Estimate WIP –

11. Current State VSM

12. Intermediate State VSM

13. Action Plan Pics or Action Plan Document
Anecdotes of Success / Obstacles
Pics

14. Rapid Improvement Event # 1: Matching Spresdsheets
The “Request Form” sent by the Office of Sustainability to Accounting included superfluous data fields
Fields were reduced to only what was required for GHG Inventory
This was used as the model for Accounting to alter their spreadsheet to match necessary fields of data

15. Rapid Improvement Event # 2: Batching
Accounting tallied mileage in an
“End-of-Year” report (Batching)
Departure and Destination locations were recorded, but, if mileage was not readily available it was left blank until the end of the FY
In the new spreadsheet, mileage calculating websites were linked and mileage is calculated at the same time the rest of the info is recorded (One-Piece Flow)

16. Old “Data Collection Form” – Owned by Office of Sustainability

17. Old “Data Collection Form” – Owned by Office of Sustainability
(Continued)

18. New “Data Collection Form” – Owned by Office of Sustainability

19. Old “Travel Reports Sheet– Owned by Accounting

20. New “Travel Reports Sheet– Owned by Accounting

21. New “Travel Reports Sheet– Owned by Accounting
(Continued)

22. Examples of Lean Countermeasures Used
Visual Management – restructured spreadsheet used by Accounting
Standard of Work – Data Request Form from Office of Sustainability
Eliminated Over-processing – Data fields reduced to only request the data exactly as it was needed
Reduce Batch Size – Mileage calculated for air, bus, train at time of form processing, instead of during one event at the end of the FY

23. Current State Touch Time
Total time for entire process (for relatively simply sheet): 4 min 2 sec
Checking data and verifying mileage for car (non- rental): 2 min 24 sec
Recording mileage in spreadsheet: 46 sec
Recording air travel (not calculating mileage immediately: end-of-year report/batching): 29 sec
Verifying mileage for rental car (website): 31 sec

24. Intermediate State Touch Time
Total time after RIE event (for comparable sheet to previous time breakdown): 1 min 42 sec
Checking data and verifying Travel Expense form documents (air travel): 39.4 sec
Verifying air travel information (departure, destination, and calculating mileage through linked sites -- one- piece flow): 49.0 sec
Recording mileage for air travel: 13.9 sec

25. Total Time Savings Estimated time savings based on process times
Original method – hours spent
New method – hours spent
Total time saved – hours
Estimated money saved based on hourly salary rate:
Original method – $2,097.22
New method – $888.88
Soft money savings – $1,208.34

26. Extrapolated Time Savings
Comparing July through Mid-September between old and new Travel Reports spreadsheets
Number of forms processed:
FY : 253
FY : 137
Average number of forms: 195
Time spent processing forms (based on average # of forms and previous process time figures):
Old method: 13.1 hours
New: 5.5 hours
Time saved: 7.6 hours for 2.5 month period

27. Final Remarks Statements from process expert, Ashley Creekmore:
“It was a simple change to save a lot of time.”
“It’ll save a lot of time on forms that don’t have any errors.”
“The end of year report will take much less time since the information is already there.”
“I’ll be recording and tracking information from other sections of the TEF for other projects, so this has helped me think about how I might do that more efficiently.”

28. Call or email anytime, but send what you have so far
Progress Check
Call or anytime, but send what you have so far