1 value stream mapping: future state (current permitting process) joanna french october 26, 2006
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Value Stream Mapping:Value Stream Mapping:Future State Future State
(Current Permitting Process)(Current Permitting Process)
Joanna FrenchJoanna FrenchOctober 26, 2006October 26, 2006
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Creating the Future StateCreating the Future State
Defined our future state – where we wanted to Defined our future state – where we wanted to be in one year:be in one year:
Internal first pass quality yield - 80%Internal first pass quality yield - 80%
Customer information quality - 80%Customer information quality - 80%
Administrative completeness - 100%Administrative completeness - 100%
Technical completeness - 80%Technical completeness - 80%
Construction permit issued within 90 daysConstruction permit issued within 90 days
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Achieving Our Future StateAchieving Our Future State
Identified and scheduled specific tasks to Identified and scheduled specific tasks to accomplish. These tasks included the accomplish. These tasks included the following:following:
Visual tracking boardsVisual tracking boards
A First-In-First-Out systemA First-In-First-Out system
Subject Matter ExpertsSubject Matter Experts
Application Review MeetingsApplication Review Meetings
Permitting checklists and gatesPermitting checklists and gates
Performance metrics (Everett)Performance metrics (Everett)
More user friendly applications (Amy)More user friendly applications (Amy)
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Visual Tracking BoardVisual Tracking Board
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FIFO SystemFIFO System
FIFO – First-In-First-OutFIFO – First-In-First-Out Always had an unofficial first-in-Always had an unofficial first-in-
first-out policyfirst-out policy August 24, 2005 memo from Paul August 24, 2005 memo from Paul
Foster officially stated that Foster officially stated that applications would be processed applications would be processed in the order receivedin the order received
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Subject Matter Experts (SMEs)Subject Matter Experts (SMEs)
Formally identified internal Formally identified internal Subject Matter Experts (SMEs)Subject Matter Experts (SMEs)
All Engineers and Scientists All Engineers and Scientists have been assigned to an have been assigned to an area(s) of expertisearea(s) of expertise
SMEs are used to answer SMEs are used to answer internal permitting and technical internal permitting and technical questionsquestions
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Important Process Important Process ImprovementsImprovements
Future State includes three Future State includes three important changes to the permitting important changes to the permitting process:process:
Application Review Meeting Application Review Meeting
Administrative Completeness GateAdministrative Completeness Gate
Technical Completeness GateTechnical Completeness Gate
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Application Review MeetingApplication Review Meeting
Receive Permit Request/Assign EE/
ES
Pre-Meeting Prep Hold Meeting Receive Application
CustomerMeeting Request Application
Incomplete Application
Approximately 20 Days
To Be Defined
7-14 Days
2 Mins
1 Days
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Application Review MeetingApplication Review Meeting
Establish meeting date/time/locationEstablish meeting date/time/location Draft application must be received Draft application must be received 77
calendar days prior to meetingcalendar days prior to meeting Purpose of MeetingPurpose of Meeting
Evaluate draft applicationEvaluate draft application Determine if administratively/technically Determine if administratively/technically
completecomplete Establish timelinesEstablish timelines
Submission of required informationSubmission of required information To process permitTo process permit
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Administrative Completeness Administrative Completeness GateGate
Review, Sort, Copy, Distribute
Administrative Completeness Gate
FIFO
Incomplete Application
1 Days
20 Mins
16.5 Days
Includes Lead & Travel Time
Customer
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Administrative Completeness Administrative Completeness GateGate Administrative Specialist reviews Administrative Specialist reviews
applications per administrative applications per administrative checklistchecklist All boxes filled inAll boxes filled in Application signedApplication signed EmissionsEmissions Application and advertisement feesApplication and advertisement fees Proof of local zoningProof of local zoning Coastal Zone Approval, if requiredCoastal Zone Approval, if required Applicant Background Questionnaire, if Applicant Background Questionnaire, if
new facilitynew facility
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Administrative Completeness Administrative Completeness GateGate Complete applicationComplete application
Administrative Specialist will send Administrative Specialist will send a letter stating the application is a letter stating the application is administratively completeadministratively complete Letter will include your assigned Letter will include your assigned
Engineer or Environmental Scientist Engineer or Environmental Scientist with their phone number and office with their phone number and office locationlocation
Letter will include where to track your Letter will include where to track your permit application’s progresspermit application’s progress
http://www.dnrec.state.de.us/DNRECeis/http://www.dnrec.state.de.us/DNRECeis/
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Administrative Completeness Administrative Completeness GateGate Incomplete applicationIncomplete application
Administrative Specialist will call to request the Administrative Specialist will call to request the missing informationmissing information
14 calendar days to submit missing information14 calendar days to submit missing information If information is not received by the If information is not received by the
deadlinedeadline A certified letter is sent requesting the missing A certified letter is sent requesting the missing
information within 14 calendar daysinformation within 14 calendar days If information is not received by the If information is not received by the
deadlinedeadline The application and fees will be returned by The application and fees will be returned by
certified lettercertified letter
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Technical Completeness GateTechnical Completeness Gate
Customer
Technical ReviewEngineering Review
Technical Completeness Gate
FIFO
Incomplete Application
Dover/New Castle
Processing Time Hrs4
Processing Time Days7
Processing Time Hrs24
Production Lead Time Days1
Production Lead Time Days30
Production Lead Time Days15
Travel Time Days1.5
% Complete & Accurage %90
16.5 Days
Includes Lead & Travel Time
24 Hrs
30 Mins
Min
Max
Avg
Min
Max
Avg
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Technical Completeness GateTechnical Completeness Gate
Assigned Engineer/Environmental Assigned Engineer/Environmental Scientist reviews the application Scientist reviews the application for technical completeness using for technical completeness using technical checklist (see handouts)technical checklist (see handouts)
If application is complete, If application is complete, Engineer/Environmental Scientist Engineer/Environmental Scientist prepares public noticeprepares public notice
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Technical Completeness GateTechnical Completeness Gate
Application not completeApplication not complete Engineer/Scientist will call to discuss missing Engineer/Scientist will call to discuss missing
information and will follow up with a summary information and will follow up with a summary emailemail
14 calendar days to correct deficiency14 calendar days to correct deficiency Information not received by deadlineInformation not received by deadline
Engineer/Environmental Scientist will send a Engineer/Environmental Scientist will send a certified letter requesting missing informationcertified letter requesting missing information
Letter states application will be returned if Letter states application will be returned if information is not received within 14 calendar information is not received within 14 calendar daysdays
Information not received by deadlineInformation not received by deadline Application will be returned without the fees by Application will be returned without the fees by
certified lettercertified letter
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Prepare Legal Notice/Draft Prepare Legal Notice/Draft PermitPermit
Draft Legal Notice Place Public Notice Develop Permit and Technical Memo
Obtain Information from Customer
% Complete & Accurate %90
30 Mins
30 Mins
7 Days
30 Mins
30 Days
40 Hrs
2 Days
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Permit Review and IssuancePermit Review and Issuance
PMI Review
% Complete & Accurate %80
PMII Sign Copy, Log, and Distribute
Customer
Construction Permit
2 Days
4 Hrs
2 Days
30 Mins
1 Days
30 Mins
2020
SummarySummary
Lead Time to issue a construction Lead Time to issue a construction permit is 58.5 days (compared to permit is 58.5 days (compared to 104.5 days)104.5 days)
Process Time to issue a construction Process Time to issue a construction permit is 70 hours (compared to 74.4 permit is 70 hours (compared to 74.4 hours)hours)
We can now guarantee permit We can now guarantee permit issuance with 90 calendar days of an issuance with 90 calendar days of an administratively complete administratively complete application!application!