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Michigan Association of County Drain Commissioners
Intercounty Drain Lean Process Improvement Mike Gregg MDARD Tim Inman Spicer Group Thursday July 18, 2019 macdc.us
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MDARD’s Intercounty Drain Staff
Environmental Stewardship Division Director, Jim Johnson Deputy Division Director Mark Swartz Intercounty Drain Program Mike Gregg, Program & project manager Brady Harrington, P.E. – project manager Christine Kosmowski – project manager Peggy Snyder – drain database/map & file manager Jessica Tripp – program secretary macdc.us
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LPI for Intercounty Drain Maintenance
The Problem Over 1,000 intercounty drains in 65 counties Estimated 6,000+ miles of drain 525 meetings in 2018 – over 400 for maintenance/197 Goals Improved internal efficiencies Improved response time Process Consistency Better customer service! macdc.us
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What Is Lean Process Improvement (LPI)
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The “Process”
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How We Did LPI Mandatory attendance for 5 days, 8 – 5
Off site dedicated room Trained professional facilitators and scribe Division management supported & participated macdc.us
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Intercounty Drain LPI Outcomes
Improvements to the process for performing maintenance could result in a 58% reduction in MDARD time from 10.6 hours to 4.5 hours per meeting when all recommendations are implemented We need your help! Timely response to meeting dates What is your preferred contact method Who else can commit for your availability Whenever possible provide written request for meeting with purpose, location and level of urgency macdc.us
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Some Key Process Changes
Enhanced/consolidated database Meeting request template/calendar invitation Meeting resolution capacity Shifting some duties to board chair Software response reminder for affidavits, minutes Greater consistency between board chairs macdc.us
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Intercounty Drain LPI Outcomes
Quick “Wins” identified Uniform contact list Scheduling template for agendas/notice/invitees Adopt uniform digital file naming convention Calendaring software – Doodle Poll Internal recommendations Consolidated database for document generation and outcome reporting Outreach plan for drain commissioner by-in Clarify record retention policies Procure necessary tools & vehicle access Supplemental funding for review of drain assets macdc.us
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LPI Implementation On going monthly implementation progress meetings
Assignment of tasks for follow up & reporting Review medium/long term recommendations Communication with program clientele Use improved metrics to tell our story Pursue removal of barriers and seek enhancements to improve drain asset maintenance macdc.us
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Michigan Department of Agriculture
Questions & Comments Michael R. Gregg Michigan Department of Agriculture And Rural Development
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Intercounty Drain Records Modernization Project
Background 1,100 Intercounty Drains across the State Most drains have connections to other drains There is a large volume of spatial information associated with intercounty drains Data management solution could be shared between State and Counties macdc.us
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Intercounty Drain Records Modernization Project
Scope of Work Work with the State Archivist to scan paper copies of the establishment documents, project records, and maps. Request information from County Drain Offices Obtain the best available drainage network map or boundary description available Load it into a GIS System that can be shared between MDARD and local drain offices. macdc.us
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Intercounty Drain Records Modernization Project
Document Scanning 270 boxes of records and over 1,000 large map documents State Archivists have been scanning documents for almost 2 years Documents are being reviewed and properly archived for easy access in the future Documents will be used to map drainage districts and routes Linked into GIS system macdc.us
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Intercounty Drain Records Modernization Project
Web-based GIS System Mapping the drainage districts based on best available data, scanned establishment documents, project files, and maps. Electronic Document GIS Integration Designed for County Drain Office access and collaboration macdc.us
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Intercounty Drain Records Modernization Project
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Intercounty Drain Records Modernization Project
Outcomes and Potential Expansion MDARD and county drain offices will have full access to a web-based GIS supported by Spicer. Access / licensing will be provided under Spicer’s ESRI AEC Project Delivery Subscription. This will not initially be on the State network. The system will be open to future inclusion of intra-county drainage networks. macdc.us
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Tim A. Inman Spicer Group, Inc. timi@spicergroup.com
Questions & Comments Tim A. Inman Spicer Group, Inc.
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