LEAN Online

2010-2013 Results




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Agency

Division/
Unit or Process

Fiscal
Year

Tools
Used

Results Achieved

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Department of Administration Commissioner's Office 2012 Kaizen
event

Standardized and streamlined the Quarterly Operational Review process. Reduced the elapsed time needed to prepare quarterly reports by 55%, reduced the amount of staff required by 50%

  Real Estate and Construction Services 2010 Kaizen
event

Improved real estate leasing process time by 67 percent. 

  Fleet and Surplus Services (FSS) 2010 Kaizen
event

Reduced time to enroll fleet vehicles in M5 be 69 percent.

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Department of Agriculture Dairy and Food
Licensing Division
2011 Kaizen
event
Improved customer service through an 80 percent reduction in the amount of time necessary for reviewing and issuing license documentation to customers.

  Lab Services Division 2010 Kaizen
event
Improved operations through a 33 percent reduction in elapsed time and a 25 percent reduction in task time for the “short path” lab results reporting, and a 68 percent reduction in elapsed time and task time for “long path” lab results reporting, with potential staff time-savings of 2.2 FTE per year.

  Dairy and Food
Licensing Division
2010 Kaizen
event

Reduced the time for an establishment to get a license by 99.8 percent.

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Board of Psychology   2012 Kaizen
event

Implement electronic file and communication management. Reduce process times from 31 to 97 percent, depending upon the type of complaint.

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Board of Teaching Teacher Conduct Review 2013 Kaizen
event

Standardized and streamlined the teacher licensing conduct review process to reduce the elapsed time by 60%, and the task time by 35%.

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Department of Commerce Consumer and Industry Services 2010 Kaizen
event

Reduced average time to process an insurance product file by 65 percent.

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Department of Corrections Offender housing by work assignment 2013 Kaizen
event
Changes in assignment and scheduling with allow the redeployment of security staff to other key areas

  Safety Summit 2012 World Cafe 106 staff participated in a World Café brainstorming event to share safety best practices in the community and prison settings to promote the importance of personal safety

  MCF - Moose Lake 2012 Kaizen
event
Determined the best use of space within the facility to meet programming needs for offenders while addressing safety, security and hazardous conditions

  MCF - Moose Lake 2012 Kaizen
event
Examined efficiencies gained by housing offenders by work assignment thereby affecting controlled movements and transfers between living units

  Electronic Health Records 2012 Kaizen
event
Identified the current process steps to ensure functionality with a new electronic health record system.

  MCF-Red Wing
2012 Kaizen
event
More uniform juvenile case management, better resident services, increased teamwork, individualized programming, greater efficiency.

  Visiting Application
2012 Kaizen
event
Standardized visiting application process to identify potential centralized process. Made the process more visitor friendly while maintaining safety and security.

  MCF-St. Cloud Offender Movement 2012 Kaizen
event
Examined movement process for offenders to enhance security, efficiency and accountability.

  Shared Supervision
2012 World Cafe Brainstorming event for units that share supervision of staff with other units or facilities.

  Transitional Housing for Offenders 2012 World Cafe Cross-agency event to determine appropriate housing for offenders being released.

  Offender Record Keeping 2011 World Cafe Discussion of accurate and standardized offender records to ensure efficiency and comprehensive work between facilities.

  MCF-Togo Wilderness Endeavors program 2011 Kaizen
event
Increased efficiency in delivering programs, added Saturday programming.

  Shakopee Facility 2011 Kaizen
event
Used evidence based practices to prioritize and balance offender work assignments and self-development opportunities while maintaining offender programming schedule.

  Information Technology
2011 Kaizen
event
Improved customer service processes with FootPrints service ticket system for internal and external staff.

  Willow River/Moose Lake facilities 2011 Kaizen
event
Reduced and leveled out inmake movement to reduce congestion, reduce staffing costs, and improve safety.

  Faribault Facility
2011 Kaizen
event
Increased staff productivity, reduced traffic through truck gate, and reduced offender pull-outs and down time.

  Stillwater Facility 2011 Kaizen
event

Improved the efficiency of the facility movement schedule resulting in increased facility security, increased offender production hours, and maintained facility programming.

  Shakopee Women's Facility 2011 Kaizen
event
Reduced the amount of staff overtime, refined current overtime monitoring process, and identified potential cost reductions in the future.

  Red Wing facility 2011 Kaizen
event
Improved business operations by developing a staff schedule that maximizes staff resources, increases programming time and maintains staff safety.

  Togo Facility
2011 Kaizen
event
Improved operations by developing a staff schedule that maximizes programming time, coordinates schedule among units and defines core schedule requirements.

  Shakopee Facility 2011 Kaizen
event
Improved operations by streamlining intake and transportation processes, resulting in more effective use of staff and other resources.

  Shakopee Facility –
Work Release Program
2011 Kaizen
event
Improved operations by streamlining work release processes to maximize the length of eligible offenders’ stay in the program.

  Willow River and
Moose Lake Facilities
2011 Kaizen
event
Improved internal operations by completing 100 percent of mandatory staff trainings with the fewest scheduling tasks and by reducing instances requiring excessive communication.

  Lino Lakes facility
2011 Kaizen
event
Improved service by ensuring that 100 percent of offender releases occur on the correct date through the creation of a one-cycle work flow that eliminates duplication of effort and ensures the appropriate use of staff resources on priority tasks.

  Offender Classification
2011 Kaizen
event
Improved service by refining the process that ensures consistent application of the offender classification system.

  Faribault Facility
2011 Kaizen
event
Improved service by increasing the number of mandated offenders enrolled in the literacy program; reduce the number of offenders called out from literacy classes and align literacy program schedule with that of other DOC facilities.

  Togo Facility
2010 Kaizen
event
Improved operations by developing a staff schedule that maximizes programming time, coordinates schedule among units and defines core schedule requirements.

  St. Cloud Correctional Facility 2010 Kaizen
event

Simplified staffing schedule by reducing the number of officer start times from 17 to eight in order to balance the needs of both the institution and the staff.

  Willow River/Moose Lake Correctional Facility 2010 Kaizen
event

Created new staffing and training schedules that more adequately balance training requirements and coverage of officer posts.

  Lino Lakes 2010 Kaizen
event

Improved workplace safety. 

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Crow Wing County Information Technology 2012 Kaizen
event

Reduce the amount of time to process IT purchases by 55%

  Public Safety 2012 Kaizen
event

Reduce the amount of time to provide E911 addressing to new residents by 95%

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Department of Education School nutrition food service application 2013 Kaizen
event
Up to a a 70% reduction in elapsed time, and 55% reduction in task time to process and authorize applications

  School nutrition
review
2012 Kaizen
event
An average of 50% reduction in task time necessary to do compliance reviews of federally funded nutrition programs

  Minnesota Braille and Talking Book Library 2012 Kaizen
event
Consolidated braille and talking book library services with DEED, reduced task times from 33 to 62 percent, wait times from 18 to 44 percent.

  Workshop Planning Process 2012 Kaizen
event

Streamlined the workshop planning and implementation process that will reduce the amount of staff time to develop by 1500 hours per year, and save an estimated $20,000. in printing costs

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Department of Employment and Economic Development Communications Center 2012 Kaizen
event
Consolidated braille and talking book library services with Dept. of Education, reduced task times from 33 to 62 percent, wait times from 18 to 44 percent.

  Trade Adjustment Assistance 2011 Kaizen
event
Redesigned financial process in preparation for new statewide financial software. Reduced tasks by 41 percent, waits by 55 percent, handoffs by 71 percent, and total process time by 47 percent.

  Minneapolis WorkForce Center/Dislocated Worker 2011 Kaizen
event
Reduced time for determining eligibility, standardized forms, client folders and process steps for a 77 percent reduction in process time and 29 percent reduction in task time.

  Unemployment
Insurance Division
2011 Kaizen
event
Improved customer service by creating a standard process for applicants to follow; reduced the amount of time applicants need to access specialized employ-ment services.

  Unemployment
Insurance Division
2011 Kaizen
event
Improved customer service through a 50 percent reduction in phone inquiry response time.

  Unemployment
Insurance Division
2011 Kaizen
event
Improved customer service by reducing the amount of time needed to resolve an extended unemployment coverage request to an average of one day from the previous 14-25 days.

  Workforce Centers
2011 Kaizen
event
Improved workflow and customer service by redesigning customer service areas, improving signage and improving the allocation of technical resources.

  State Services for the Blind 2011 Kaizen
event

Reduced the elapsed time by 71%, and the  task time by  42% to provide an assessment  audio technology requirements for clients seeking employment services

  Financial Management 2011 2P – Process Preparation

Developed a new process that will allow for the efficient interface between the DEED Workforce 1 work tracking software, and the State’s new financial tracking system, SWIFT

  Workforce Development/Trade Adjustment Assistance 2010 Kaizen
event

Developed a standard process for Trade Adjustment Assistance (TAA) requests and will create TAA program policies for consistent and accurate responses. The new process reduces total process time by 53 percent and task time by 70 percent.

  Unemployment
Insurance & Workforce Development
2010 Kaizen
event

Established standard process for referrals from Re-employment & Eligibility Assessment (REA) to Re-employment & Eligibility Services (RES).


  Minnesota Investment Fund 2010 Kaizen
event

Reduced process time for disbursing community development grants by 93 percent.

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Department of Health

Indoor Environments and Radiation 2012 Kaizen
event

Increase inspections by 30 percent per year, decrease time from inspection to report by 65 percent. Save an estimated 4000 staff hours per year.

  Indoor Environments and Radiation 2012 5S
event

Removed 1500 pounds of trash, paper and surplus items from work area.

  User Support Services 2011 Kaizen
event

Standardized video conference scheduling tools and processes to meet increasing demand, save time and maintain high quality of work for a 22 percent reduction in tasks and 25 percent reduction in handoffs.

 

 

Commissioner's Office 2011 Kaizen
event
Created a standardized emergency communication response process to be utilized within the agency and with partner agencies/stakeholders.

 

Licensing and Certification Division 2011 Kaizen
event

Reduced the elapsed time to schedule and capture nursing home surveys by 34% and save approximately 3 FTEs of staff time.

 

 

 

Commissioner's Office 2010 Kaizen
event

Utilize a standard electronic system to process and track inquiries and empower key staff to make response decisions. The new process will lead to savings in paper, supplies and staff time and be 67 percent faster than the old process.

 

Licensed Home Care 2010 Kaizen
event

Reduced time for home care license pre and post survey process by 62 percent.

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Department of Human Services Appeals - DSD
2012 Kaizen
event
Reduce the elapsed time to process appeal requests by 59%, reduce staff needed to handle appeals by 40%, create budget savings from reducing time for continuation of benefits

  Social Service Information System Training Unit
2012 Kaizen
event
Standardized, and simplified the development and posting of training materials on the training website

  State Operated Services
2012 Kaizen
event
Triaged and streamlined the incident reporting process at DHS operated facilities. Should result in staff time savings of 24, 000 hours  per year when fully implemented

  PQMI Data Analysis Unit
2012 Kaizen
event
Triaged and streamlined the incident reporting process at DHS operated facilities. Should result in staff time savings of 24, 000 hours  per year when fully implemented

  Contracts Division
2011 Kaizen
event
Improved business operations by reducing the elapsed time for processing a professional/technical contract by 40 percent and reducing the amount of staff time necessary for processing a contract by 30 percent.

  TSS Testing 2011 Kaizen
event
Documented the testing process, eliminated unnecessary duplication and testing, and detected quality issues earlier in the process while mainting high quality standards. Reduced process time by 46 percent and wait time by 50 percent.

  Central Imaging Unit 2011 Kaizen
event
Improved business operations and availability of information through a 58 percent reduction in the time required for preparing and imaging health care enrollment documents.

  Medical Assistance Program 2011 Kaizen
event
Improved customer service through a 37 percent reduction in the time needed for determining eligibility on requests for medical assistance (MA) payment of long-term care (LTC), from an average of 87 days to 55 days.

  Adoptions Record Unit 2011 Kaizen
event
Reduced the elapsed time to process a scanned adoption record file by 30%. Reduced the amount of task time required by 3 FTE per year. Will save thousands of dollars in paper and printing costs.

  Human Resources 2010 Kaizen
event

Developed a consistent hiring process for central office, SOS, and MSOP. The new process will reduce the elapsed time of the bidder fill process by 57 percent and no bidder fill process by 40 percent.

  Health Care Administration 2010 Kaizen
event

Improved process time for gathering MMIS estimates by 78.5 percent. 

  Health Care Administration 2010 Kaizen
event

Streamlined the bill analysis and fiscal note processes, created a bill prioritization system, updated forms to match the new process, created standard work and a central repository for all bill analyses and fiscal notes.

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Department of Labor and Industry Business licensing 2013 Kaizen
event
Reduce the number of applications with deficiencies by 35%, Issue 95% of business licenses within 5 days

  Certification of disputes and medical rehab requests 2013 Kaizen
event
Standardized documentation and templates; all investigations to start within 24 hours of receipt of the claim, 18 % reduction in task time to complete investigation

  Special compensation fund investigation process 2013 Kaizen
event
Reduce the amount of work/task time necessary to review and process these requests by an average of 66%

  Construction Codes and Licensing 2012 Kaizen
event
Reduce time to issue licenses, reduce paper and electronic file storage, create more user-friendly website.

 
2012 Kaizen
event
Increased security of mailed payments, better tracking of hand-delivered mail, mail delivered sooner, better compliance with legal requirements, easier to cross-train and train new staff assisting in mail handling.

  Financial Services
2012 Kaizen
event
Reduce turn-around time for routine purchases, less paper, better utilize SWIFT for file storage and communication.

 
2012 Kaizen
event
Utilize already available software to electronically report and approve employee expenses; reduce paper, postage and waste; more consistent reporting of expenses; less staff time on data entry; increased accountability.
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Department of Military Affairs MN Army National Guard 2012 Kaizen
event

Reduce the amount of time needed to complete a Loss of Duty Investigation, from a current average of 269 days down to an average of 50-75 days

  MN Army National Guard 2010 Kaizen
event

Reduced the time it takes to capture vehicle usage and distribute vehicles by 80 percent.

  MN Army National Guard 2010 Kaizen
event

Reduced Enlisted Personnel System (EPS) packet process time by 64 percent.

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Department of Natural
Resources
ALP Procurement
2013 Kaizen
event
Reduce the number of process steps by 55%, the elapsed time to process purchases of less than $3500 by 60%, and task time by 30%.

  Land Acquisition Fact Sheets
2013 Kaizen
event
Number of tasks to develop and process facts sheets reduced from 25 to 13, anticipated approval time reduced from 59 days to 14 days.

  Water appropriations permitting
2012 Kaizen
event
By July 1, 2013, 85% of permits will be applied for, and provided electronically.

  Office of Management and Budget
2011 Kaizen
event
Improved internal operations through a 75 percent reduction in the amount of time needed to request and receive legislative authorization, from an average of 12 weeks to an average of three weeks.

  Forest Planning Unit
2010 Kaizen
event
Improved business operations and resource management through an 80 percent reduction in the amount of time needed to develop and adopt forest management plans, from an average of three years to eight months.

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Department of Public Safety Real estate leasing
2013 Kaizen
event
Reduce elapsed time to process a real estate lease by 40%

  Alcohol and Gambling Enforcement
2012 Kaizen
and
5S event
Reduce process steps by 90 percent and hand-offs by 100 percent. Created standard work for process, used 5S to improve work area, better understanding of process by staff.

  Driver and Vehicle Services
2011 Kaizen
event
Improved customer service through a 70 percent reduction in processing time for expedited title transfers.

  Human Resources 2010 Kaizen
event

Reduced hiring process time by over 50 percent.

  Bureau of Criminal Apprehension 2010 Process
redesign

Redesigned process for providing customers with permission and connectivity to BCA services.

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Department of Revenue Business tax returns processing 2013 Kaizen
event
Reduce the elapsed and task time to process and eliminate paper business tax returns by 95%

    2012 Kaizen
event
More predictable timeline for annual tax form changes, improved customer service to vendors, reduce errors, reduce costs for seasonal staffing and late refunds.

  Return Mail
Processing Unit
2011 Kaizen
event
Reduced the amount of re-sent mail by 60 percent, reduce the elapsed time to re-send mail by 75 percent, and reduce costs of re-sending mail estimated at $80,000 per year.

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Department of Transportation Transit grant agreement process
2013 Kaizen
event
Reduced the amount of time to process grants from approximately 30 days to 2-3 days. Reduction in task time of 70%, cost savings in paper of $24,000 per year

  ADA Airport Inspections
2012 2P Developed an ADA inspection component to regular MnDOT inspections saving $133,000 to $222,000 annually

  Traffic Forecasting and Analysis
2012 Kaizen
event
Reduce process time by 37 percent, make average annual daily traffic data available sooner, better data quality and consistency, increase cost-effectiveness, increase staff morale, increase communication with stakeholders.

 
2012 Kaizen
event
Reduced prevailing wage process steps by 17 percent and waits by 42 percent. Less staff time needed to resolve prevailing wage issues, resolve prevailing wage labor holds sooner, better communication with contractors.

  Historic Bridge Project Development Process
2012 Kaizen
event
Streamlined and standardized the process for reviewing, deciding and rehabilitating bridges that qualify for Historic Bridge Development funding.

  Emergency Response Team
2012 Kaizen
event
Reduced Emergency Repair process time by 81 percent, Permanent Repair time by 50 percent, handoffs by 20 percent and file storage by 50 percent.

  Training Unit
2011 Kaizen
event
Standardized training announcement process, created announcement template, developed training calendar for a 57 percent reduction in task time, a 33 percent reduction in wait time, and a 38 percent reduction in total time for the training announcement process.

  Office of Civil Rights
2011 Kaizen
event
Improved service through an 80 percent reduction in the amount of time needed to review and clear Disadvantaged Business Enterprise contract applications, from an average of 63 days to an average of 12 days.


Materials Management 2011 Kaizen
event
Improved business operations by standardizing the materials acquisition process and reducing the cycle time from an average of 18 days to 15 days for each contract.

  Financial Management
2011 Kaizen
event
Improved business information by ensuring that accurate, clear and consis-tent financial data is avail-able to agency managers and leaders as quickly as possible.

  IT Development
2011 Kaizen
event
Improved service by streamlining the IT development process, reducing lead time by 45 percent and leading to quicker project assessment, improved customer satisfaction and reduced staff time commitment.

  Operations Division 2010 Kaizen
event

A 68% reduction in elapsed time for vacancies filled by bid and 69% reduction in elapsed time for vacancies filled competitively. The new process also includes a one-stop shop for vacancy related information and enhancements to the Strategic Staffing Plan.

  Platting Process 2010 Kaizen
event

Reduced time spent devel-oping plats by 36 percent. Elminated handoffs and reduced total wait time by four weeks.

  Geometric Design
Support Unit
2010 Kaizen
event

Reduced the time it takes to process design exceptions by 85 percent by estab-lishing response timelines and enhancing training.

  EDMS unit 2010 Kaizen
event

Reduced the Electronic Document Management System process time by 56 percent.

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Department of Veterans Affairs Medication Administration process
2013 Kaizen
event
Insured proper medication was dispensed, and reduced the percentage of extra, unused medication

  Hastings Veterans Home
2011 Kaizen event/
root cause analysis

Developed a more efficient morning routine for meeting patient needs at the Hastings facility.

  State Soldiers
Assistance program
2010 Kaizen
event
Improved customer service through a 70 percent reduction in task time and a 58 percent reduction in wait time in the process for reviewing and approving financial benefits for qualified veterans seeking assistance.

 

 

 

Minneapolis Veterans Homes 2010 Kaizen
event

Created standard of work for resident mealtimes and staff break times to make process more resident centered with an emphasis on teamwork and enhanced communication.

  Minneapolis Veterans Homes 2010 Kaizen
event

Created a streamlined admissions process that is easier, faster and more understandable for families, residents and staff.

  Hastings Veterans
Homes
2010 Kaizen
event

Created a more efficient referral and lab process.

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Minnesota State Colleges and Universities Human Resources 2012 Kaizen
event

Streamlined the hiring process. Reduce the elapsed time to fill vacant position by 50%. Utilized more electronic filing and storing of data.

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Metropolitan State University Student Admissions 2011 Kaizen
event


Reduced the elapsed time to evaluate transfer credits and determine eligibility for admissions by 75 percent.

  Registrar's office 2010 Kaizen
event


Improved class scheduling process time by 61 percent.

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Minneapolis Community and Technical College Transfer Student Enrollment 2012 Kaizen
event

Improvements resulted in a standard process for early transcript evaluation such that approximately ten times as many new transcripts were evaluated in fall 2012 compared to the same period in previous years. Additionally, the reduction in time needed for students to receive a communication about evaluation results fell from a maximum of about one month in previous years to a maximum of 3 business days in fall 2012.

  New employee onboarding 2012 Kaizen
event

In 2011, 84% of new employees surveyed did not have access to their online accounts on their first day of employment. That number fell to 36%in 2012 after implementing onboarding improvements

  Student Guide and Course Catalog 2012 Kaizen
event

Prior to 2012, the annual printed catalog was printed and distributed in June/July; and students registering for Fall semester did not have an accurate listing of courses or programs offered. After streamlining the catalog creation process, the catalog was delivered in May, about six weeks earlier than in previous years.

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Pollution Control Agency P2 Administrative Billing 2011 Kaizen
event

Streamlined P2 mailing, printing, receipting and tracking process, reduced wait time, separation of roles, reduced paper use.

  Communications Unit 2011 Kaizen
event

Developed a streamlined, standard process for making updates to the PCA website.

  Surface Waters 2010 Kaizen
event


Redesigned the water quality assessment process.

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For additional information on many of these improvements, email a request to the Enterprise Lean Office.

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