1. Amanda Tudor Career Development Director of Career Development
Student Development Funding

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

5. Mission
The Office of Career Development strives to open doors for Berea’s students by offering
education and support as our students look beyond graduation. Career Development offers
resources to help our students pursue both academic and professional opportunities as they
forward from Berea.
Vision
Reduce the time spent on administrative duties by 50% to allow Career Development Staff
the opportunity to better serve their stated mission with a target date for implementation
on September 2017.

6. SIPOC Suppliers Inputs Policies Outputs Customers ARF
Student Applicants
Faculty/Advisors
Professional shoppers
GRE testing instructors
Funding, goals, milestones
Student applications
Recommendations
Training for prof. clothing fund
Testing skills and guidance
Financial Affairs
International student tax
Financial Aid
Funding for Students
Reporting to ARF, upper administration
Career (next steps) Counseling
Students

7. SWOT Analysis Internal External Strengths Weaknesses Threats
Opportunities
SWOT Analysis
Internal
External
Dedicated, knowledgeable staff
Generous funding
Support from administration
Applications submitted in large batch
Managing student labor contributions
Maximize data captured at card swipe
Maximize “Handshake” software
Capture data for reporting “in process flow”
Balance of counseling/admin time
21 day cycle time to process forms at Career Development
Lack of ability to enforce student reporting

8. Gap Analysis Opportunities and Priorities
Need to reallocate time spent managing administrative processes
to maximize opportunities to counsel students about career and
career development opportunities.

9. Charter Mission – higher mission for alignment
Burning platform – Counselors serving process not students!
Process Description – From submission of application to distribution of funds.
Problem Statement – Counselors/staff working overtime to process forms. Administrative demands negatively effecting student interaction.
Sponsor – Amanda Tudor
Process Owner – Amanda Tudor
Team Lead – Shahwar Ali, Amanda Tudor
Facilitator – Brandon Noble, Aaron Beale
Team – Amanda Tudor, Shahwar Ali, Brandon Noble, Aaron Beale

11. Current State

12. Current State Data Sample

13. Current State Data Sample

14. Cause and Effect Diagram
Lack Of Org. Focus
Inventory
Transportation
Motion
Waiting
Defects
Overproduction
Undesirable Effect
Over-processing
Filing and re-filing
of student folders
Excessive WIP caused
by 21 day in office
processing time.
Pulling and re-pulling
student folders
Funds released
without counseling
Multiple interactions
with applications/student file
8 different
application types
Students waiting
for funds to be released
Failure to capture
reporting info during
process flow
Sorting different
application types

15. Action Plan
Explore new “Handshake” Software to determine if capable of replacing existing application process.
Determine exact reporting requirements of both ARF and the Office of the Academic Dean.
Determine requirements for receipts from Finance.
Design 1 hour meeting for intake and counseling.

16. Examples of Lean Countermeasures Used
Standard Work: By utilizing the “Handshake” survey function we were able to create a standard method for both applying for and keeping records of dispersed funding.
Standard Work 2: Standardized Spreadsheet for all data created and used recording only the necessary data required for reporting and compliance.
Cutting Batches: By entering data directly into Handshake during the initial counseling session batches have been eliminated and “one-piece flow” achieved.

17. Future State

18. Results
Same day approval of funds for students. (Reduced from 21 day average wait!)
Standardized electronic database for record keeping.
$37,419 Soft savings realized annually by replacing administrative position with additional counselor!

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