1

Air Quality Bureau Kaizen Event Report Out

By: Modeling Meddlers

October 6, 2006

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AQB Kaizen Event – Modeling Meddlers

October 2 thru 6, 2006

3

Background

Revisit the original core process

Simplify and improve efficiency of review

4

Objectives

Evaluate permitting errors. Evaluate how modifications are completed. Evaluate the delivered services for modeling. Evaluate how to establish emission limits and the

amount of lack of information in applications. Evaluate the cause for a backlog of projects in the

section. Evaluate tracking forms.

5

Goals

Reduce the errors coming in from applicants by 50%. Reduce the workload of permit modifications by 50%. Clarify / reduce the amount of time it takes to do modeling by

50%. Reduce the number of non-standard projects by 75% and

1) Issue all standard projects within 30 days of date stamp Reduce the assignment time (time from date stamp to initial

engineer review) by 75%. Reduce internal tracking forms by 80%.

6

Kaizen Methodology

Clear objectives Team process Tight focus on time Quick & simple Necessary resources immediately available Immediate results (new process functioning by

end of week) 5S “mindset”, use the steps to support the event

activities

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Old Process

Construction Permit Process

Air Construction Permit Old Process

Sen

ior

Eng

ine

er

Sen

ior

Eng

ine

er

Mo

dele

rM

odele

rLe

ad M

ode

ler

Le

ad M

ode

ler

Le

vel II

Eng

ine

er

Le

vel II

Eng

ine

er

DN

R S

uppo

rt

Sta

ff #

1

DN

R S

uppo

rt

Sta

ff #

1D

NR

Su

ppo

rt

Sta

ff #

2

DN

R S

uppo

rt

Sta

ff #

2R

ecord

s S

taff

Record

s S

taff

Dave

Dave

App

licant

App

licant

Review Permit Requirements

Permit Needed? Prepare

ApplicationSubmit

Application

Receives Application

Open, Date Stamp, Sort

Deliver Application

Receive/Log Application

Info

Check if facility is in Spars

New Facility?

Validate Info Against

Application

Does Info Match Spars?

Access Online Records System

Two Copies?

Does Facility Have Plant #?

Make Copy of Application

NO

Complete Facility # Form

NO

Determine Facility #

Submit Form to Records

Receive Email 24 hoursAssign Facility # and Sent to Support Staff

Receive Facility #

Enter Facility # into Spars

YES

Deliver Application to

Dave

Receive Application

Goes into Que 6 DaysAssign to Level

II Engineer

Receive Assignment

Welcome Call1 to 2 Days

Application Complete?

Ask Application for

Additional Information

N O

Receive Additional

Information

3 Days

Review Application

Modeling?

YES

Complete Modeling

Determination Form

YE

S

Send Info to Modeling

Receive Information

Log Info into SPARS /

project and priority

databases

5 days

Update Modeling

Assignment / SPARS data

Assign to Modeler

Receives Assignment

Log Info Into SPARS and

Tracker2 to 3 Days

Review Build Model

Run Model 1 to 3 DaysPASS

Mitigate

Write Report & Update

Database

Archive Modeling Files

Send to Level II Engineer

1 to 2 DaysDraft Final

Permit

NOWrite

Engineering Evaluation

AIRS

Receive Final Permit

PackageReview QA/QC Changes?

Communicate Until Resolved

Sign/Date Permit & Send

Back

Receive Permit Back with Approval

Log Info into SPARS

Log Info into Project

Tracking List

Send Email to Permit Notify

Send Waiver Form

Send Package to Barb

Receive Waiver Form

Receive Package

Receives request for additional

information

Submits additional

informaiton

YES

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New Process

Construction Permit Process

Air Construction Permit Old Process

Se

nio

r E

ngin

ee

r

Se

nio

r E

ngin

ee

rA

pplic

ant

Ap

plic

ant

Dave

Dave

Mod

elin

gM

od

elin

gE

ngin

ee

rin

gE

ngin

ee

rin

gLo

g I

n D

esk

Lo

g I

n D

esk

Review permit/modeling

requirements

Permit needed?

Modeling needed?

Prepare modeling

Ye

s Prepare application and

draft permit

Submit document

Receive application

Open & date stamp

Log into Spars & validate

New facility Assign facility number

Deliver application

Receive application

Modeling submitted

NO

Send model to modeling

Ye

s Goes into Queue

Receives model

6 DaysAssign to engineer

2 Days

Receive/review application Application

complete

Welcome Call

Welcome Call

N O

Yes

Ask Applicant for additional information

Receive additional

information

Receives request for additional

information

Submits additional

information

Do you want a draft permit?

Modeling Required?

Submit to modeling

Ye

s

Receives modeling

5 daysBuild model /

review

Pass

Mitigate

Run Model

No

Write report & submit to engineer

Receive modeling

reportDraft Permit

NO

3 DaysReceive

comments

Mitigate Receive draft permit

Send comments

back to DNR

Draft final permit

Send draft final permit

Receive draft final permit

Review draft ApproveSign final

permit & send to engineer

Revise

NO

Receives permit

YES

Clerical (data entry)

Sends permit Store

Receives permit

Post on web

Review Store

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Results Construction Permit Process

Old New % Change

Steps 54 44 19 %

Value Added 1 1 0

Decisions 9 9 0

Loop Backs * 2 1 50 %

Hand Offs 9 6 33 %

Delays 8 (22 Days) 4 (6 Days) 50 % (73 %)

Maximum Lead Time from Mapping

47 days 20 days 58 %

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Implemented Start permit application review and modeling concurrently Made navigation changes to AQB website and links to the

CFR regarding modeling determination Developed a table of contents (outline) for proposed internal

SOP/construction permit manual Initiated development of guidance manual for applicant Updated seven construction permit forms and created one

modeling determination form Changed link on website to better locate modeling

information Created welcome call checklist for engineers Developed one process and four specific control equipment

forms Created a document listing application review priorities Consolidated internal tracking databases

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Homework What Who When

Prepare guidance manual for applicant

Sean/Dan Nov 6, 2006

Enhance FAQ Site Aaron Oct. 13, 2006

Submit draft permit (Items 1 & 3) Dave Phelps Nov 6, 2006

Internal review of forms created and begin implementation

Chuck Nov 6, 2006

Review AQB website layout to better identify training, permitting and modeling document to email hotline to contact engineers with questions

Chuck Nov 6 2006

Encourage use of Spars and review online application

Rite, Robin, Dan, Dave

Oct 6, 2007

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Parking Lot C.P. Applications sent to Field Office by Central Office get thrown

away (not needed or wanted by F.O. Fees

If more/ additional information needed must pay for a complete review

Engineer Review: NSPS, NESHAP, Stack Testing, Modeling, Record Keeping, most what goes into Permit

Draft Permits / Public Input Modeling guidelines policy group (Item 21 from brainstorming) Should DNR modelers build models / provide service / mitigate? Should customer response impact be included in lead time

measurement.

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Team Member’s Experience

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We welcome your questions and comments!