department of toxic substances control · 25/10/2017 · department of toxic substances control....
TRANSCRIPT
Shawn Cox(Project Greenbelt)
Adam Palmer(Project Champion)
Keith Kihara(Executive Sponsor)
Lean Six Sigma Inspection Report Project
Department of Toxic Substances Control
Enforcement and Emergency Response Division
We perform inspections and enforcement on the following:
Universal Waste Facilities (E-Waste)Hazardous Waste TransportersGeneratorsTreatment, Storage, and Disposal Facilities
Enforcement and Emergency Response Division (EERD)
Problem Statement: From 2014-2016 DTSC completed about 84% of inspections within 65 days, as required by statute.
Objective: Complete and submit 95% of inspection reports within 30 days.
Primary Metric: Days from the first day of the inspection until submission to the operator.
Project Team: Over 100 years of experience combined.
Christie BautistaAbdalin AsinasBailey FranklinEllen Pates
Inspection Report Lean Six Sigma
Van-Anh LeJosilynn SprayLeah WhiteDanny Demarco
Most Non Value Added steps are in the review phase
Initial Process Map
insert process map
= Value Added = Non Value Added = Legally Required = Data Collection
35 day Inspection Report average 49% completed in 30 days
Baseline Capability
insert capability analysis graph
2402001 601 2080400
UB
Process Capability Report for All inspectionsCalculations Based on Weibull Distribution Model
Insp
ectio
n Re
port
s Com
plet
ed
Days to Completion of Inspection Report
Baseline Capability AnalysisCapability Six PackInterval PlotFMEAScatterplotOne-Way ANOVAFishbone DiagramHigh Level Process MapMood’s Median Test2-Sample T TestRegression Analysis
Analysis Tools
Findings
Time to Complete Report:
Treatment, Storage, and Disposal (TSD), Generator Inspections – 65 Days
Transporter Inspections - 44 days
Electronic Waste (E-waste) Inspections - 7 days
Findings (Cont’d)
Class 1 Violations – Increase time by 30 days
Sampling – Increase time by 40 days
Class 2, Minor, or No Violations - No effect
Violations Vs. Days to Completion of the Inspection Report – No Difference
Inspection Report Template
Consultation and Research
Sampling
Multiple Review Phases
Critical X’s (root causes of problems)
52 Steps initially
New Process Map
28 Steps after
= Value Added = Non Value Added = Legally Required = Data Collection
Checklist for Transporter Inspections
Inspection Report Template
Sampling Kit
Health and Safety Code / California Code of Regulations Database
Improvement Techniques
Inspection Report/Penalty Determination Team
Standard Cover Letter
Eliminate Review Phases
Improvement Techniques (Cont’d)
Monitor days to complete inspection report
Ensure Report quality through audits
Use sampling kits
Template Control
Control Plan
Lean 6-Sigma Program
Swai Bruce Ratsamythong(Project Greenbelt)
Department of Toxic Substances ControlEnforcement and Emergency
Response Division
Maria Salomon(Project Champion)
Keith Kihara(Executive Sponsor)
Penalty Assessment Project
Problem Statement: It takes an average of 259 days to assess a penalty which delays enforcement.
Objective: Approve 95% of administrative penalties within 14 days of completing sending the inspection report
Primary Metric: Time it takes to assess and approve penalties Project Team:
Tolu Awosika – Senior Environmental Scientist Specialist Alex Baillie – Senior Environmental Scientist Supervisor Rita Hypnarowski - Senior Environmental Scientist Specialist Julianne Kay – Attorney III Hee Kyung Lim – Environmental Scientist April Ranney - Senior Environmental Scientist Specialist Carlo Rodriguez - Senior Environmental Scientist Supervisor
Penalty Assessment Project
Current Average: 259 days Current Maximum: 640+ days Percent within 14 day limit: 0%
Baseline Capability
6404803201 600
USL
Days
Non-Value Added steps: How DTSC currently drafts penalties Multilevel reviews Workgroup review
Initial Process Map
Fishbone diagram Failure Modes and Effects Analysis Interval Plot Fitted Line Plot Boxplot Time Series Plot Correlation/Regression Process Map Time Analysis Capability Analysis I-Chart
Analysis Tools
Decide if there will be
Enforcement
Draft Penalty Matrix
Multilevel Review
Penalty Work Group
Proposed Penalty Approved
Process Map Time Analysis
100 days
48 days
114 days
Total Process Time = 259 days
16 hours
18 hours
42 hours
How DTSC currently drafts penalties
Multilevel review and revisions
Penalty approval
Critical X’s (root causes of problems)
Templates/tools
Minimize reviews/revisions
Involve necessary people at the start
Lean 6-Sigma Program
Improvement Techniques
New Process Map
Lead InspectorPenalty SpecialistSupervisorLegal CounselOther specialist as needed
Pursue enforcement
Determine penalty
p
New Capability Analysis
7/1/20
17
1/27/2
016
10/26
/2015
9/16/2
015
6/18/2
015
5/19/201
5
2/26/201
5
12/5/201
4
8/27/20
14
1/23/2
014
700
600
500
400
300
200
1 00
0
Inspection Date
Day
s
_X=10
Before test
1
Baseline average: 259 days New average: 10 days
Efficient use of staff time
Boost morale/pride in work
Breakdown silos
Cross training
Additional Benefits
Monitor the new process
Monthly audits
Make adjustments
Control Plan
Name: Swai Bruce Ratsamythong
Phone: 916.323.3511
Email: [email protected]
Green Belt Contact Information
Lean 6-Sigma Program
Julie Pettijohn(Project Greenbelt)
Streamlining the Environmental Review Document
Identification Process for Cleanup Program Sites
IRP Presentation October 25, 2017
Janet Naito(Project Champion)
Mohsen Nazemi & Amilia Glikman(Executive Sponsors)
Dot Lofstrom & Kathie Schievelbein(Process Owners)
Lean Six Sigma (LSS) Team Members
Cheryl Mahoney, OPEA, Sacramento
Jonathan Sampson, OPEA, Sacramento
Jennifer Holman, Office of Legal Counsel, Sacramento
Eileen Mananian, Cleanup Program, Cypress
Lori Hare, Cleanup Program, Cypress
Lynn Nakashima, Cleanup Program, Berkeley
New LSS Team Members to Assist with Expanded Pilot Testing
Julie Propes, Cleanup Program, Chatsworth
Shahir Haddad, Cleanup Program, Cypress
When Does the California Environmental Quality Act (CEQA) Apply?
CEQA evaluation is required for DTSC site mitigation activitiesMeasures are implemented to minimize potential impacts to the environment & community
Truck wash & tarping
Vibration monitoringAir monitoring
Excavation in tent; odor suppressant
Problem Statement: The timing, method, and content of CEQA consultation between the Cleanup Program & Office of Planning & Environmental Analysis (OPEA) needs to be better defined to help expedite projects
Objective: Streamline & define the CEQA process from the end of site characterization to identification of appropriate CEQA document
Streamlining the Environmental Review Document Identification Process
Lean Six Sigma Baseline & Goal
Baseline
• 101 day average from site characterization to decision on CEQA document type; maximum 881 days
• 52% of time, we don’t meet our goal
Goal
• For 95% of projects, the decision on what CEQA document is needed will be within 30 days from the end of site characterization
What Lean & Quality Tools Did the Team Use?
Stakeholder analysis Fishbone diagram/IshikawaProcess mappingCapability analysisTime value chart analysisWork in progress analysisProcess time analysis Pareto charts
Failure Modes & Effects Analysis5 Whys and a HowBox plotsDot PlotsMulti-variate AnalysisMood’s Median Test Levine’s Variance Test
A Lot!
1. Earlier consultation between OPEA and Cleanup Program
2. New Envirostor activity to request & track OPEA consultation
3. Created Agenda for OPEA consultation meeting 4. Produced Supervisors Checklist to reinforce earlier
consultation with OPEA
Initial Pilot testing of improvements: 6/20-7/10/2017New baseline: 30 days, max 102 days (5 projects)
Improvement Techniques
Improved Process Map
Consultation with OPEA added early in the process
Adds value down stream during OPEA CEQA approval
New Activity for Requesting OPEA Consultation
New Envirostor activity called OPEA Consultation
What’s on the OPEA Consultation Agenda?• Regional & local site map• Historical & current land use• Project intent• Prior local land use approvals • Site characterization• Cleanup remedy proposed & project
controls• Any special project or site conditions?
Direct: Improved communication/collaboration between Cleanup & OPEA
– Earlier preparation/planning for CEQA work – Earlier identification of potential CEQA issues– Earlier communication with project proponents about likely remedy
Increased Supervisor engagement Fewer ‘surprises’ impacting project schedules Reduce rework loops (saving time & $)
Indirect: Increased external stakeholder satisfaction more expeditious cleanup
& site redevelopment Applicable to all Cleanup Projects leading to organizational efficiencies
Benefits
Next Steps
Phased roll-outExpanded pilot: September 2017 to March
2018 Full roll-out: April/May 2018
Prepare 1 page CEQA ‘quick sheet’ (November 2017)Quarterly Reports to Governor’s office (first due
November 2017)
Julie Pettijohn Berkeley Cleanup Program Department of Toxic Substances Control 510-540-3843 [email protected]
Green Belt Contact Information
Lean 6-Sigma Program
Maryam Tasnif-Abbasi(Project Green Belt)
Department of Toxic Substances Control
Peter Garcia(Project Champion)
Dot Lofstrom(Executive Sponsor)
Voluntary ProgramReducing Document Approval Time
Project TeamDot Lofstrom – Division Chief, Executive SponsorPeter Garcia – Branch Chief, ChampionMaryam Tasnif-Abbasi – Project Green BeltTriss Chesney – Brownfields Grant QA Manager, Cypress Janet Naito - Branch Chief, BerkeleyTedd Yargeau – Brownfields Coordinator & Project Manager,
ChatsworthSteve Becker – Brownfields Coordinator & Unit Supervisor, Cal
Center Jane Numazu – Technical Advisor, Strategic Program
Development, HQ
DTSC’s Voluntary Program
Problem Statement: There is an opportunity to address inconsistent and delayed schedules for approval of documents received through the voluntary program.
Objective: To aim for consistent and timely approvals of incoming work plans, reports, and cleanup plans.
Voluntary Program Document Approval Time Reduction
Process Map - Baseline
PP submits document to
DTSC
Review and Draft comments (PM,
GSU, ESPO, HERO, OLC, OPEA, PPS)
PM Uploads Document into
EnviroStor
PM Reviews document
Review Tech Support
Comments (PM)
Project team meets, if needed,
to resolve any conflicts/confusion
Send draft comments to PP
for discussion
Discuss comments with PP. Revise, if
necessary, for clarity
Upload comments to EnviroStor.
Enter in submittal date for revised
document.
Revised document submitted to DTSC
for review
PM Reviews document
Review document (PM, GSU, ESPO,
HERO, OLC, OPEA, PPS)
Final Document submitted to DTSC
for approval
Approve document (PM, Unit Supervisor, Branch
Chief)
Upload comments to EnviroStor.
Enter in submittal date for revised
document.PM Uploads
Document into EnviroStor
PM Submits Tech Support EnviroStor
Work Requests (GSU, ESPO,
HERO)
PM drafts transmittal letter,
supervisor reviews, and PM
issues comments.
PM Submits Tech Support EnviroStor
Work Requests (GSU, ESPO,
HERO)
PM drafts transmittal letter
and forwards comments
Review Tech Support
Comments
Project team meets, if needed,
to resolve any conflicts/confusion
Send draft comments to PP
for discussion
Discuss comments with PP. Revise, if
necessary, for clarity
Comments addressed.
No
Yes
Upload final document and
approval letter into EnviroStor (PM)
Process Map - Focused
Meeting with Proponent & Support
Staff
DTSC Receives Document
DTSC Internal Review Process
Comment Resolution with Proponent
Document Approved
• Work Plans• Cleanup Plans• Reports• CEQA• Public Participation
220 days
320 days
540 days
0
5
10
15
20
25
30
35
40
45
50
Schools (n = 570) Voluntary Cleanup Program (n= 356) Non-Voluntary (n= 87)
Mon
ths
Site Type
Baseline data:Comparison of Average Time for DTSC to Approve a Document for
School, Voluntary, and Non-Voluntary Site Types*
*Analysis of projects initiated after January 2005 and completed before December 2016
Data Evaluation!
We did a lot!!
Lean Six Sigma Baseline and Goals
Baseline• Work plans –58%
approved within 75 days
• Reports – 41% approved within 100 days
• Cleanup plans –37% approved within 150 days
Goals• Work plans – 95%
approved within 75 days
• Reports – 95% approved within 100 days
• Cleanup plans – 95% approved within 150 days
Improvement Techniques• Usable, relevant, concise guidance & tools
– Updated Policy– Quick Sheets– Checklists– Portfolio of sample documents
• Increased communication and collaboration– Mandatory scoping meetings– Management engagement tools
• Increased Controls– EnviroStor modifications– Performance measures and program strategic plan– Increased supervisor engagement on schedules– Implementation & tracking team
Solution 8 – PEA Process Quick Sheet
Solution 8 – Voluntary Oversight Services Quick Sheet
BenefitsDirect• Document meet DTSC expectations• Faster and consistent DTSC reviews• Ease of access to information on DTSC processes
and projectsIndirect• Greater public confidence in DTSC’s process• Stakeholders more likely to request DTSC’s
oversight to address contamination• Applicable to ALL DTSC projects, leading to
organizational efficiencies
Schedule of Implementation
• June: Initiated development of solutions• July: Branch Chief input on solutions• August/September: VCP Policy Update in progress• September-November: Regional implementation
meetings & EnviroStor modifications• December: First phase solutions completed• January 2018: Solution roll-out & data collection• January 2019: Post-implementation data analysis
Green Belt Contact Information
Maryam Tasnif-AbbasiDepartment of Toxic Substances Control5796 Corporate AvenueCypress California 90630