WABASHA COUNTY GOVERNMENT

“CAR POOL RESERVATION PROCESS”

KAIZEN EVENT

March 3-4, 2016March 3-4, 2016

Facilitators: Toni Smith, AMC Education Director

And Wabasha County Kaizen Facilitator Class

FACILITATOR TRAINING TEAM

Facilitator Trainees:Front Row: Lisa McNally, LoriAnna Young, Lisa Koehler

Back Row: Nate Pelz, Jason Timm, Larry Howe, Judy Charpentier

KAIZEN TEAMSponsor: Michael Plante, Administrator

Champion: Lisa McNally, LEAN Coordinator

Shawn Gertken, Sylvia Tolzin, Lori Glomski, Jim Glimpse, Deb Koenig, Deb

Stegemann, Katie Streveler, Jaimi Smiley, Martha Wunderlich

BUSINESS CASE

This Kaizen Event was sponsored because of the

following:

� Time it takes to find and book a County car.

�� Duplication of bookings on County cars.

� Staff unaware of what cars are available for employee

use.

� Poor maintenance and cleanliness of shared vehicles.

� Inconsistency in scheduling across departments that

have cars available for employee use.

GOALS FOR THE FUTURE STATE

� Explore county-wide car pool, excluding Sheriff and

Highway Department.

� Create consistency across departments for

scheduling of County cars.scheduling of County cars.

� Increase employee awareness of available cars.

� Decrease scheduling errors.

� Improve schedule for

maintenance/cleanliness.

WABASHA COUNTY POOL CAR

S C O P E

�First Step:

Begin where the employee identifies the need

for a County car.for a County car.

�Last Step:

End where the final paperwork is processed for

Finance Department.

CURRENT STATE

Video of Current State Swim Lane Mapping

can be found at:

http://www.co.wabasha.mn.us/LEAN/Pool%20

Car%20Kaizen/pictures/IMG_0423.MOV

OBSERVATIONS OF CURRENT STATE

�Two processes look similar for checkout.

�Faro too many handoffs.

�Too many steps.�Too many steps.

�10 Cars service almost all county departments.

�7 Swim lanes in Social Services.

�Lots of waits.

FUTURE SWIM LANE MAP

FUTURE PROCESS

GENERAL METRICS

Current Future

Tasks 37 17

Handoffs 12 3

Decisions 3 0

Storage 1 2

Waits 5 1

ACTION PLANTask (What) Lead Timeline

Create a .pdf standard inspection

sheet to be used by all departments

Shawn Gertken

with review by

Lori Glomski

and Nate Pelz

30 days

Store pdf on intranet Kyle Jerviss 30 days

Research possibility of embedding

inspection form into Outlook

Kyle Jerviss 30 days

Set up Outlook Calendars for cars

and train employees

Larry Howe

(technology)

Training help

by dept admin

30 days

Research fleet mgmt software Deb Koenig 60 days

Consult with County Attorney and

create contract for Veteran

maintenance person and how

supplies will be purchased/provided

Michael Plante 30 days

Veteran maintenance person on

board, and trained

Michael Plante 60 days

ACTION PLAN

Task (What) Lead Timeline

Make maintenance checklist. Katie Streveler,

Martha

Wunderlich

30 days

Create Standard Operating Procedure

draft for entire process

Lisa McNally,

Jaimi Smiley,

Judy

Charpentier

30 days

Move SOP forward to get in policy Deb Koenig 60 daysMove SOP forward to get in policy Deb Koenig 60 days

Get bids for car maintenance (oil

changes, etc)

Michael Plante,

Deb Koenig

60 days

Training on entire process, and

personal liability vehicle insurance

Lisa McNally,

Larry Howe,

Nate Pelz

90 days

Emergency Pool Car key will be kept at

dispatch for emergency use (after

hours) (Vet’s van)

Nate Pelz 30 days

TEAM LESSONS LEARNED• Gained an understanding of the entire process.

• Identified need for Standard Operating Process.

• Beneficial to have all dept’s together to get different perspectives.

• Not so one dimensional, learned how to work together.

• Paper trail, we’ve eliminated a lot of paper trail, and cleaned up the • Paper trail, we’ve eliminated a lot of paper trail, and cleaned up the

procedures for the pool.

• I liked that we looked at and understood the whole system before

making changes.

• Liked that we learned how many vehicles are out there, throughout

the county.

• Appreciated what each had to give.

PARKING LOT

�Review current policy surrounding personal vehicle use vs. county car

use.

�Research AAA or similar policy to cover employees if a county car breaks

down on the road with no cost to employee.

� Budgeting for replacement of older vehicles.

� Explore the possibility of putting all pool cars under admin finance.

Questions?

Thank you for your participation!