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LEAN Activities CO Office of Vital Statistics

LEAN Activities CO Office of Vital Statistics. Ron Hyman State Registrar. Project Title. Past  Pre-LEAN process (issue) Volume (provides scope) Now Post-LEAN process Category Metric type Outcome Past versus current metric. VR Receipt/Insert.

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LEAN Activities CO Office of Vital Statistics

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  1. LEAN ActivitiesCO Office of Vital Statistics Ron Hyman State Registrar

  2. Project Title • Past Pre-LEAN process (issue) • Volume (provides scope) • Now Post-LEAN process • Category • Metric type • Outcome Past versus current metric

  3. VR Receipt/Insert • Past All transactions received a receipt as well as an informational insert (8.5 x 11 each). • 56,000 transactions /year • Now Informational insert is preprinted on back of receipt • Increased efficiency • Metric Paper sheets per transaction • Outcome Reduced from 2 to 1

  4. Birth Application Revision • Past 4,938 (4.4%) of birth applications were returned to customers in 2011. Most rejected due to missing signature and/or ID • 5,000/year • Now Signature box highlighted and instructions moved to top of the form • Increased Communication • Metric Percent of rejections • Outcome Reduced rejections to 3% (1,566 fewer rejections

  5. Internal Broadcast • Past Information shared at individual unit staff meetings • 4 meetings/week • Now Established internal broadcast notification for sharing information to all staff in one central format • Increased communication • Metric Number of consolidated communications • Outcome One communication per week

  6. Form Consolidation • Past Four forms plus individual instructions needed when deputizing a new local registrar • Now Forms consolidated into one PDF, including instructions and FAQ’s • Increased communication • Metric Forms per new deputization • Outcome One form per deputization

  7. Laptop Replacement by iPad • Past A laptop computer used for trainings, paper forms used for site visits • 10 formal site visits/year • Now iPad used for trainings, questionnaire entered in iPad and local registrar reviews and signs in real time • Cost avoidance • Metric  Cycle time to complete site visit documentation • Outcome Reduce from 2 months to 1 day

  8. Summary • Pick issues that provide measurable improvements • Doesn’t have to be huge to have an impact • Small improvements add up in cost savings and reduced staff time • Documents improvements for decision makers

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