Webinar on eliminating waste in government for effective delivery

ELIMINATING WASTE IN GOVERNMENT FOR

EFFECTIVE DELIVERYPRESENTED BY

PATRICK U. AJUNWA, MFE, CLSSBB

RITETRAC CONSULTING NIGERIA LIMITED

INTRODUCTIONS

• My name is Patrick Ajunwa MFE,CLSSBB,CRIS

• Am a Process Improvement Consultant/Trainer for the past 15 years+. My roles has been in Training and Consulting.

• I like assisting businesses to improve their processes for sustainable growth.

• At Ritetrac Consulting we help organizations deliver operational excellence, process management, diagnostics and Analytics.

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• Please introduce yourself

• What is your Job Role?

• What’s the duration of your work experience?

Ritetrac Consulting Nigeria Ltd.::www.ritetracconsult.com.ng:: 3

SOME OF OUR SERVICES AT RITETRAC CONSULTING

Lean Six Sigma Consulting & Training Process Management Operational Excellence Diagnostics and Analytics using MINITAB.ENGAGE ON SOCIAL MEDIA Website: www.ritetracconsult.com.ng Facebook: www.facebook.com/ritetrac Twitter: @ritetracconsult Blog: http://ritetracpm.blogspot.com Instagram:@ritetracconsulting Linkedin: http://bit.ly/RitetracLinkedin Phone: +234-8038769323,+234-8037090474


http://bit.ly/RitetracLinkedin

INTRODUCTION

With shrinking budgets and a slow economy, it is becoming increasingly important for all governmentagencies to become more efficient. Citizens expect and deserve efficient and effective services fromfederal, state and local government agencies.

Waste at all level of government can no longer be tolerated in any way.

Copyright @Ritetrac Consulting Nigeria Ltd::.www.ritetracconsult.com.ng::.. 5

WHAT ARE GOVERNMENT PROCESSES

• Government agencies provide a wide range of services: security and law enforcement, education,scientific research, defense, processing benefit claims and tax returns, space exploration, foodinspection, disaster relief, medical services, safety, diplomacy, parks and recreation, public works, andthe list goes on. Yet, each type of service is provided through various types of processes.


THE BIG QUESTION IS…

How often do our government at all levels conduct a serious examination as to why government processes are designed the way they are? The usual response is, “we don’t have time to do that kind of analysis.”

We Say:

“You don’t have time to NOT do that analysis and LEAN can help.”


LEAN GOVERNMENT

This refers to the application of lean production (also known as "Lean") principles and methods to bothidentify and then implement the most efficient, value added way to provide government services.Government agencies have found that when Lean is implemented, they see an improved understandingof how their own processes work, that it facilitates the quick identification and implementation ofimprovements and that it builds a culture of continuous improvement.


CONT’D

Lean for government focuses on governing and serving citizens with respect and continuously improving service delivery by cutting out "waste" and "inefficiency" in processes; this in turn will result in better services overall, engaged civil servants as well as more value for tax-supported programs and services. Generally, proponents also see that a Lean government is a means to expand the capacity of government to provide more services per unit of investment


LEAN IS NOT

An Acronym

A Quick Fix

Easy : It’s Simple, But Easy Does Not Exist!

About Laying Off Staff

Staff may need to do different work


-ALBERT EINSTEIN’S (QUOTE)

“If I were given one hour to save the world, I would spend 59 minutes defining the problem and one minute solving it.”


WHY FOCUS ON EXAMINING THE PROCESS

Nearly every tangible output; service or

product, is created as a result of a process or series of processes (a system).

It’s been shown that over 85% of the opportunity to improve those outputs, while reducing time and cost lie within the process itself.


SOME QUOTE’S

W. Edwards Deming (Quote)

“A bad process will beat a good person every time.”

Ken Miller,

“Extreme Government Makeover”

“The work of government is noble.

Government employees are amazing.

The systems of government are a mess.”


STRAIGHTEN THE PIPES!KEN MILLER’S IDEAS

Are the pipes crooked in your government?

How did they get that way?

What can you do to straighten them?


WHAT IS A WASTE?

Waste makes organizations less able to achieve their objectives; ituses limited resources in ways that do not contribute to theorganization’s overall goals.


NOT EASY, BUT NECESSARY

Reducing wasteful spending is not easy. Even the most useless programs are passionately supported bythe armies of recipients, administrators, and lobbyists that benefit from their existence. Identifyinginefficiencies and abuses is much easier than devising a system to fix them.


CATEGORIES OF WASTEFUL AND UNNECESSARY SPENDING IN GOVERNMENT ARE:

I. Programs that should be devolved to state and local governments;

II. Programs that could be better performed by the private sector;

III. Mistargeted programs whose recipients should not be entitled to government benefits;

IV. Outdated and unnecessary programs;

V. Duplicative programs;

VI. And Inefficiency, mismanagement, and fraud.


COMMON METHODS AND APPROACHES

Many Lean manufacturing methods have been successfully adapted to identify non-value addedactivities (waste) in administrative, transactional, and office processes that are common in governmentagencies. Common Lean methods include:


CONT’D

Value Stream Mapping (VSM) – Value stream mapping refers to the development of a high‐level visualrepresentation of a process flow that is involved in delivering a product or service (called a “valuestream”) to customers. VSM events, which are typically 3–4 days, focus on identifying the sources ofnon‐value added activity and prioritizing possible improvement activities.

Kaizen – Kaizen means to change for the good of all and is based on the philosophy of improvement,without regard to its size, type or duration. Kaizen activity is often focused on rapid processimprovement events (called kaizen events) that bring together a cross‐functional team for 3‐5 days tostudy a specific process followed by implementing process


TYPICAL GOVERNMENT SETTING

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CONT’D

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UNTIDY OFFICE

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5S

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AFTER 5S

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LEAN GOVERNMENT APPROACHES TYPICALLY HAVE THE FOLLOWING CHARACTERISTICS

Take a customer service perspective that seeks to optimize value delivered to the public, the regulatedcommunity, and/or other stakeholders; Involve employees and external stakeholders in continualimprovements and problem-solving activities ; Deploy a rapid continuous improvement framework thatemphasizes implementation over prolonged planning ; Seek to reduce the complexity of processes andthe variation in process outputs ; Use performance metrics and visual controls to provide rapidfeedback to improve real-time decision-making and problem-solving; and Approach improvementactivities using systems thinking.


CONT’D

Lean government does not necessarily promote low taxes, only efficient use of those taxes levied. Taxpolicy is discerned by the legislative and executive branches of government with oversight ofthe judicial branch of government. Lean government is implemented by the administrative function ofgovernment through executive order, legislative mandate, or departmental administrative decisions.Lean government can be applied in legislative, executive, and judicial branches of government.


THE EIGHT WASTE

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CONT’D

Several types of non-value added activity, or waste (muda in Japanese), are common in governmentadministrative and service processes. Lean methods focus on identifying and eliminating these wastes.The list below identifies common administrative process wastes


ADMINISTRATIVE PROCESS WASTES WITH EXAMPLES

Inventory = Backlog of Work, Excess Materials or Information

Defects = Data Errors, Missing Info

Overproduction = Unneeded Reports, Doing Work Not Requested

Extra Processing (Complexity) = Unnecessary Process Steps

Waiting = Unnecessary Approval Cycles

Motion = Trips to Remote Printer or Files

Transportation = Moving Items ,Report Routing, File Storage


WASTES IN ADMINISTRATIVE AND SERVICE PROCESSES CAN RELATE TO:

1. collection, use, and management of information

2. design and implementation of work processes

3. the efficiency and effectiveness with which individuals work


LEAN GOVERNMENT ACTIVITY

Numerous government agencies, such as the U.S. Environmental Protection Agency and the Statesof Iowa, Minnesota and Washington, are using Lean to improve the quality, transparency and speed ofgovernment processes. As in the manufacturing and service sectors, some government agencies areimplementing Lean methods in conjunction with Six Sigma process improvement approaches.


U.S. FEDERAL GOVERNMENT

Some examples of federal government organizations with active Lean Government initiatives include:

U.S. Environmental Protection Agency

U.S. Department of Defense

U.S. Army

U.S. Department of Agriculture

U.S. Department of Housing and Urban Development

U.S. Nuclear Regulatory Commission

U.S. state government


LEAN GOVERNMENT FOR SOUTH AFRICA

The prospect of lean government had become a reality with Cyril Ramaphosa’s appointment as partydeputy to President Jacob Zuma. The appointment positioned the tycoon to join government as aleader and mobilize a lean movement in government that will march the nation to prosperity.

The ANC government had set itself the strategic task of ensuring that South Africa will attain fullemployment by 2030.


NIGERIAN GOVERNMENT

No record of that yet, that’s the reason for this webinar


THE LEAN PHILOSOPHY IS BASEDON 3 SIMPLE TENETS:

1. Be humble enough to see the need to improve.

2. Be courageous enough to improve.

3. Be disciplined enough to never stop improving.


SOME OF OUR SERVICES AT RITETRAC CONSULTING

Lean Six Sigma Consulting & Training Process Management Operational Excellence Diagnostics and Analytics using MINITAB.ENGAGE ON SOCIAL MEDIA Website: www.ritetracconsult.com.ng Facebook: www.facebook.com/ritetrac Twitter: @ritetracconsult Blog: http://ritetracpm.blogspot.com Instagram:@ritetracconsulting Linkedin: http://bit.ly/RitetracLinkedin


CONCLUSION


Webinar on eliminating waste in government for effective delivery

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Transcript of Webinar on eliminating waste in government for effective delivery