Records Management/Supplies Kaizen

(AKA “Files and Supplies”)

Type of Kaizen: 5 S – Kaizen (Sort, Set in order, Shine, Standardize, Sustain)
Sponsor: Arthur Davis
VSM Manager: Annette McLaggan
Data Manager:
Team Members: Rob Berube, Nancy Curran, Cindy Gray, Nancy Labbe, Leah MacDonald, Jim McManus (CIP), Dave Poulin, John Rioux (Process consultant), Linda Roy, Suzanne Thivierge, Sheryl Smith (CI-P), Peter Diplock (CI-P), Steve Crate (CI-P), Jon Kirsch (MEP), Merle Davis (CIP), and Susan Gallant (Lapis)
Caucus Members: Andy Drouin and Dennis Bailey

Problem Description:

(1) Members of MDOL’s Leadership Team believe MDOL currently has more files than should be relocated when MDOL moves in December 2006; and

(2) supplies (pens, paper, notebooks, pads, staples, markers, envelopes, etc, etc), the space in which they are stored, the time required to order, distribute/maintain storage, etc., is more costly and less effective than they (the supply process) could be.

NOTE: Files and Supplies will be treated as discrete Kaizens;

• The Files’ Kaizen July 17th, 18th and 19th.
• The Supplies’ Kaizen July 26th, 27th and 28th.

Description: Three administrative units moving into a single location while facing a reduction of funding for these vital activities.

Problem Statement: The Department has more files than it would like to have to move, continue to provide space for, and to pay for square footage.

Boundaries:

1. The MDOL Administrative functions (AKA BRS/DAH at 2 Anthony Avenue, BLS & BES at Hallowell, 19 Union Street, OIT at North Park, and the UI Commission at State Street)
2. All of the Department’s file cabinets; files = floor files, handling files, cases with publications, letters, pamphlets, folders, books, instructions, etc.

*Note: boundaries do not include computer memory devices and/or media.

Measures:
Expected Deliverables: reduce number of files
Specific Measurements: by 50%
Timeframe: by the start of the move (Dec, 2006)

Resources Available:

1. MEP Lean Practitioner (Jon Kirsch)
2. Each Focus Team Member will need to (a) be assisted by an Agency Core Group (for example, in BES Larinda (Cindy Gray) has a team of 4 people working with her on the move). On (b) July 17th 18th and 19th, the Focus Team member and the Core Group members will need Agency Staff members to participate in the “5S Process”…THIS WILL BE PARTICULARLY TRUE ON JULY 18TH AND 19TH.

Customer/Clients:  BRS, BUC, BLS, OIT, Service Center “B” (finance and human resources), LMIS, BES, the Commissioner’s Office, DAH and UIC

Supplier:
N/A