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State of Michigan Civil Service COMMISSION

Lean Journey March 16, 2012. State of Michigan Civil Service COMMISSION. Civil Service Commission Lean Journey. What is Civil Service HR Consolidation Strategic Plan. Civil Service Commission Lean Journey. Strategic Objectives (Action Plans). Current Year Targets 2012. Deliverables

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State of Michigan Civil Service COMMISSION

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  1. Lean Journey March 16, 2012 State of MichiganCivil Service COMMISSION

  2. Civil Service Commission Lean Journey • What is Civil Service • HR Consolidation • Strategic Plan

  3. Civil Service Commission Lean Journey Strategic Objectives (Action Plans) Current Year Targets 2012 Deliverables Metrics 5 Year Targets 2016

  4. Civil Service Commission Lean Journey • Beginning • Work with Michigan State University • Re-Engineering • Work with University of Michigan • Lean Office

  5. Civil Service Commission Lean Journey • Lean Culture • Measuring • Strategic Planning • Developing Others • Supplementing Current Staff

  6. Civil Service CommissionLean Journey • Current Lean Projects • ROCCS • JESSI • PARIS • Orientation • Disability Management

  7. Civil Service Commission Lean Journey • Results • Headcount from 537 to 408 • Savings of Several Million Dollars • Increased Efficiencies • NEOGOV • Client Satisfaction

  8. Civil Service Commission Lean Journey • John Gnodtke– Office of General Counsel

  9. Leaning of Appeal Processes Providing due process in complaint procedures while being aware of efficiency: • Number of Appeals (return on time expended) • Process Steps (efficient internal procedures) • Efficient Resource Use (examining every task)

  10. 3 to 6 decisions, depending on process Several candidates for fewer appeal steps Qualification reviews determine whether a candidate is qualified Old process: 4 steps, 4-8 months Last two appeal steps modified 4 of 7,116 decisions in 3 years Most “errors” were because candidate did not provide info Positions long filled when done New process: 2 steps, 2-4 weeks Have streamlined some benefits appeals Other process are under review too Reviewing the Number of Appellate Steps

  11. Grievance Processing • After: 29 decision or action points; up to 19 handoffs Re-examining how two professional staff and two support staff track and process grievances from receipt to issuing a decision Before: 41 decision or action points; up to 28 handoffs

  12. Operational Efficiencies • Ongoing Review of Processes • Examination of Printer Output : • Is electronic distribution or archiving possible? • Does this person need this copy? • Are reports even necessary? • Simplify Filing for Our Customers

  13. Civil Service Commission Lean Journey • Challenges • Changing Culture • Speaking Common Language • Showing Our Success • Finding Suitable Lean Training

  14. Civil Service Commission Lean Journey • Differences between State Government and Private Sector

  15. Thank You!

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