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Department of Administrative
Services QStP Teams
QStP Teams launched
from ASD
(all participants are from ASD except as otherwise noted)
The NEON (New Employee Orientation Network) Team reviewed
and revised the DAS New Employee Orientation so the new employee
will know how to find answers to questions concerning employment
through the employee handbook before contacting Employee Services.
The revised orientation assures that the new employee is made
aware of rules, regulations, benefits, responsibilities and
deadlines when hired. Team Leader: Allison Shaeffer, OIT.
Team members: Kim Bowyer; Kim Murray, EOD; Vickie Robinson;
Dan Willis, OIT. Team Facilitator: Barcy McNeal. Team
Sponsor: Jackie Leisenheimer.
The Special Events Team developed a comprehensive process
for all aspects of special events planning. Suggestor: Gretchen
Hull. Team Leader: Nikki Guilford, assistant director of Administrative
Services. Team members: Eileen Dunn-Corson; Sherry
Layton; Scott Seilhamer, GSD; Joyce Tyler, EOD; Mary Upton,
HRD; Dan Willis, OIT. Team Facilitator: Racquel Graham,
Ohio Office of Quality. Team Sponsor: Sandra A. Drabik, director
of Administrative Services.
QStP Teams launched
from EOD
(all participants are from EOD except as otherwise noted)
The Stepsavers Team has members from both the DAS General
Services Division's State Architect's Office and the DAS Equal
Opportunity Division's Office of Minority Business Enterprise.
The team reviewed and suggested procedures to expedite the
processing of MBE subcontractor and material suppliers, and
certificate of compliance applications. The team also worked
on a timeline for implementation. Suggestor: Kathy Stewart,
GSD. Team Leader: Pam Osborne. Team members: Becky Bessell,
GSD; Cathy Carey; Liz Foster, GSD; Rick Williams. Team Facilitator: Barcy McNeal, ASD. Team Sponsors: Merelyn Bates-Mims and Sharon
Hudson; Steve Lutz, GSD.
QStP Teams launched
from GSD
(all participants are from GSD except as otherwise noted)
The CB (Controlling Board) Lease Police Team worked
to increase the accuracy of Controlling Board requests by
using internal and external solutions that improve communication
and interaction. Suggestor: George Kaitsa. Team Leader:
Paul Lehman. Team members: Vicki Cox, Office of Budget
and Management; Marcey Earley; Amanda Martinelli, ASD. Team
Facilitator: Shelley Iulianelli. Team Sponsor:
Tom Andres.
The Threads-n-Stuff Team's mission was to improve the
uniform needs of the Skilled Trades and Facilities Management
Personnel of the General Service Division to fit within budget
and contract requirements. Cost Savings: $121,954.70/three
year contract period. Team Leader: Jim Carpenter. Team
members: Scott Delay, Mike Elder, Jim Mason, Doug McClure,
George Murdoch, David Purdie, Harold Rausch, Donnie Rausch.
Team Facilitator: Vickie Robinson, ASD. Team Sponsor:
Les Hughes.
QStP Teams launched
from State Printing
(all participants are from GSD State Printing except as otherwise
noted)
The Pacesetters Team worked to analyze and improve
the paperflow process from the initial Printing Project Order
(PPO) to filing the job, through State Printing Customer Service.
Team Leader: Cea Turbett. Team members: Pamela
Brum, Mike Frazier, Pamela Jones, Danielle Braden. Team
Facilitators: Shelley Iulianelli and Marc Half, GSD. Team
Sponsors: Diane Ford and Joe Tucker.
The Two Men in a Truck Team reviewed the State Printing
delivery process and made recommendations for improvements
to accomodate increased business. Team Leader: Tonya
Ogden. Team members: Bobby Ginn, John Hemphill, Nancy
Patete. Team Facilitator: Barcy McNeal, ASD. Team
Sponsors: Bob Schleppi and Joe Tucker.
QStP Teams launched
from State Purchasing
(all participants are from GSD State Purchasing except as
otherwise noted)
Team Better-Way reviewed procedures for, and developed
a policy and a standardized fax form for all State Purchasing
employees. The team completed the entire process improvement
in one day. Team Leader: David Hoodin. Team members:
Louie Harris, Joyce Nawrocki, Carmen Thompson, Mark Young.
Team Facilitator: Barcy McNeal, ASD. Suggestor and
Team Sponsor: Mark Hutchison.
The Electro-Cats Team worked to develop a process
to improve the bid documents for Competitive Sealed Bids.
Team Leader: Gary Watson. Team members: Yolanda
Cooks, Harry Graham, Deborah Martin, Mike Poliseno, Angie
Stasiak. Team Facilitator: Vickie Robinson. Team
Sponsor: Steve Hunter.
The SPOT (State Purchasing One-Timers) Team worked
to reduce the purchasing process from 14 to nine steps, make
bid requests readily available to vendors, and make the process
fit comfortably within the 15 calendar days a bid is advertised.
Team Leader: Jack Hill. Team members: Ernie
Duncan, Sandy Herrell, Mark Hutchison, Don McClure, Tina Thiel,
Elizabeth Lind. Team Facilitator: Amanda Sweeney. Team
Sponsor: Steve Hunter.
QStP Teams launched
from State Architect's Office
(all participants are from GSD State Architect's Office except
as otherwise noted)
The Stepsavers Team has members from both the DAS General
Services Division's State Architect's Office and the DAS Equal
Opportunity Division's Office of Minority Business Enterprise.
The team reviewed and suggested procedures to expedite the
processing of MBE subcontractor and material suppliers, and
certificate of compliance applications. The team also worked
on a timeline for implementation. Suggestor: Kathy
Stewart. Team Leader: Pam Osborne, EOD. Team members:
Becky Bessell; Cathy Carey, EOD; Liz Foster; Rick Williams,
EOD. Team Facilitator: Barcy McNeal, ASD. Team Sponsors:
Merelyn Bates-Mims and Sharon Hudson, EOD; and Steve Lutz.
The Criteria of Board Requests for Architects (COBRA) Team
worked to develop and improve the processes of preparing Criteria
for Controlling Board requests for the State Architect's Office
in an efficient and consistent manner. The team reduced the
time it takes to complete the criteria from one-half day to
one half hour. Suggestor and Team Leader: Kathy Stewart.
Team members: Helen Beuchner, Tom Poulton. Team
Facilitator: Danielle Braden, State Printing. Team
Sponsor: Steve Lutz.
QStP Teams launched
from HRD
(all participants are from HRD except as otherwise noted)
The Workers' Comp Team identified
and eliminated unnecessary work steps, duplication of action
by staff members and excessive cross-checking of work. Claim
processing time was reduced by 40 percent, and employees involved
specifically in the process were reduced by 50 percent. Team
Leader: Michael Scholl. Team members: Haven Carskadon,
Monica Durroh, Nellie Haynes, Joyce Kimbell, Catherine Miller,
Nan Neff, Ruth Starr, Sara Summers. Team Facilitator:
Andrew Rice.
The Wiretappers Team reduced long
distance telephone logging process time from two hours to
less than one minute per month. This time savings is generating
big dollar savings: $116,000 annually. Team Leader:
Faith Simmons. Team members: Vickie Fox, Jacqui Howell,
Greg Pawlack, Carol Starner. Team Facilitator: Carol
Poliseno.
The Payroll Paper Cutters Team changed
the payroll process so agencies now can post their payroll
changes directly on-line. State payroll was generated from
paper journals with changes handwritten by agency payroll
officers and keyed twice by data entry for verification. The
combination of computer paper, no overtime, fewer errors,
and efficient process adds up to annual savings of $440,000.
Team Leader: Sybil Griffin. Team members: Diana
Cline, Chineta Cousar, Bob Cruse, Aurelia Dixon, Marclla Harper,
Dean Hickman, Elisabeth Horn, Justin Hubbard, Christina Joos,
Sherry Manning, Rose McGruber, Dolores Quinn, Dan Santry,
Craig Sarver, Todd Warner. Team Facilitator: Lee Williams.
The HRD-CATS Team analyzed and reengineered
the hiring process, relying heavily on focus groups and interviews
with customers. The efforts resulted in a 40 percent decrease
in the amount of manual paperwork, a 70 percent decrease in
processing time for filling requests for applicant lists,
and a 70 percent decrease in customer complaints. Cost savings:
$222,000 annually. Team members: Shelley Canello, Steven
Gray, Ikie' Lively, Kathy Morris. Team Facilitator:
Victoria Gatien.
The Clerical and Administrative Project
Services (CAPS ) Team developed a method wherein a cross-departmental
group is assembled each time a project nears completion, and
reduced disruptions to regular work schedules. Additional
requests for payroll inserts are less overwhelming and conference
support is made easy with these cross-departmental groups.
Team Leader and Facilitator: Jacqui Howell. Team
members: Jane Anderson, Linda Battle, Dan Batts, Sara
Black, Tom Cruse, Janice Kurtz, Jacintha Long, Ella Sayre,
Marcia Sheppard, Robin Shipp, Faith Simmons, Sandra Travis.
The Disability Revitalization Team
reviewed the HRD Benefits Administration Disability Unit process,
and revamped many aspects of its office work. Team recommendations
are still being implemented. Team Leader: Dottie Kleinline,
GSD. Team members: Sharon Allen, ASD; Sharon Foe; Joyce
Guice, Ohio Bureau of Employment Services; Elissa Nagy, Ohio
Department of Taxation; Lorrine Pierson, Liquor Control Commission;
Gretchen White. Team Facilitator: Leo Zandieh. Team
Sponsor: Nan Neff.
The STARRS (System to Record and Retain
Stuff) Team worked to improve service to internal
and external customers of Benefits Administration Services,
researching measures to develop an information system that
reduces time and effort in delivering accurate and consistant
information. Team Leader: Molly Mickle. Team members:
Myron Bell, Monica Burke, Lori Cline, Barbara MacIvor, Greg
Pawlack. Team Facilitator: Barcy McNeal, ASD. Team
Sponsor: Jan Roederer.
The Invisible Payroll Posse Team
worked to improve the recording and processing of bi-weekly
payroll. The current process necessitates numerous corrections
and revisions to meet the bi-weekly deadline. Team Leader:
Ella Sayre. Team members: Justin Hubbard; Carmen Latham;
Larry Morrell, ASD; Carol Poliseno; Marcia Sheppard; Faith
Simmons; Aaron Stonerock; Lee Williams. Team Facilitator:
Jacintha Long. Team Sponsor: Kris Frost.
The FLOSS (Fixing a Lost Opportunity to Secure Savings)
Team worked to minimize the state funds for exempt
employee dental claims payments held at MetLife's bank in
a non-interest earning account. The team will look for ways
to maximize state funds retained by the state in its interest
earning accounts. MetLife estimates the appropriate balance
at $75,000. Team Leader: Scott Solsman. Team members:
David Breckenridge; Peter Coccia, ASD; Loretta Herron, Office
of Budget and Management; Karen Jennings; Dave White, State
Treasurer's Office. Team Facilitator: Barcy McNeal,
ASD. Team Sponsor: Steve Gulyassy.
QStP Teams launched
from the Office of Information Technology
(all participants are from OIT except as otherwise noted)
The 3807 Order Process Team worked on a new system
to simplify and expedite the ordering process for Telecommunications
services. The current system is awkward, difficult to access,
and has limited capabilities. Team Leader: Pat Whyte. Team members: Donald Church, Larry Hellmer, Jim MacKenzie,
Tim Perdue, Lou Pieper, Steve Polinsky, Colleen Priest. Team
Sponsor: Tim Steiner.
The Aesthetics Team worked on improving the environment
shared by several work groups so OIT's Telecom unit may better
serve its customers' needs. Team Leader: R. Denise
Freshly. Team members: Linda Arbuiso, Scott Gaughan,
Sandy Posey, Roger Smith, Pat Whyte. Team Sponsor: Tim Steiner.
The All Packed Up & Nowhere to Go Team worked
to improve the interoffice and inter-city mail flow. The entire
process includes two agencies and two divisions within one
of those agencies. Team Leader: Dave Hayman. Team
members: Jim Smith, Ohio Department of Mental Health;
Adrian Fitch; Bodan Burdiak; Harry Ivory, GSD; Suzanne Wright. Team Facilitator: Barcy McNeal, ASD. Team Sponsors: Haven Carskadden, Ohio Department of Mental Health; Paul Hahn,
ODN; Mike Trackler, GSD.
The CON-TEST Winners Team reviewed sites and proposed
a new location for the main console/test system equipment
at the SOCC. Team Leader: Christy Felice. Team members: Sandy Fletcher Taylor, Sharon Roche. Team Sponsor: Debbie Howell.
The Duplicate Tasks Team was an interdepartmental team
that worked to relocate Ohio Department of Human Services (ODHS)
personnel so tasks that were currently duplicated could be shared
with ODN personnel to process ODHS tapes. Team members:
Sue Douglas; Bob Forest, ODHS; Joanna Gorsuch; Dave Hayman;
Gene Kyles, ODHS; Fran Logan; Mike Price; Sandy Russell, ODHS;
Don Smith; Tillie Sroka, ODHS. Team Sponsor: Debbie
Howell.
The Helpdesk QStP Project Team worked to improve the
reliability of software so personal computer users could help
customers more quickly. The effects boosted morale when employees
found they could make minor changes without taking up the
Network Administrator's time. Team Leader: Michael
Phillips. Team members: Richard Holycross, Greg Keith,
Sharon Roche.
The Inventory Team worked to improve the OIT inventory
process by researching industry standards and recommending
improvements to processes, systems, software, and any other
aspects of the inventory process that would be beneficial. Team Leader: Robin Amos. Team members: George
Holliman, Scott Hudson, Tony Mans, George Padavick, Gordon
Price, Dorothy Quappe, Hemen Srivastava, Jim Sutton. Team
Facilitator: Jacintha Long. Team Sponsor: Linda Marshall.
The Movers & Shakers Team worked to move Tape Display
System boards for maximum utilization. Improved efficiency
of production staff's tape retrieval process. Cost savings:
$6,205 annually. Team Leader: Bob Ladin. Team members: Mike Bookman, Sue Douglas, Greg Keith, Prem Srivastava. Team
Facilitator: Barcy McNeal, ASD. Team Sponsor: Debbie Howell.
The Operation Busy Signal Team worked to resolve
issues of overflow calls to state operators and the Governor's
Office when boards and commissions do not respond to customer
calls. Team Leader: Ron Johnson. Team members: Susan Boone, Board of Nursing; Sue Chrysler; Christina Green,
Governor's Office; Bob Newsom, ASD; Bev Thurman. Team Facilitator:
Shelley Canello, HRD. Team Sponsor: Tim Steiner.
The Operator Work Stations Team worked to transition
the state telephone operator work stations from a paper environment
to on-line work stations. The team's goal is to reduce the
time needed to answer customer calls. Team members: Bev Thurman, Jim Mackenzie, Sue Chrysler, Loretta Barrett. Team Sponsor: Roger Smith.
The Post Its Team worked to research bulletin board
locations in work areas to fulfill employees needs. Team
Leader: Jeff Hodges. Team members: Linda Adkins,
Aurelia Edwards. Team Sponsor: Debbie Howell.
The Rackers Team condensed work areas and floor space
by relocating tape drives, storage racks and other equipment
to make them easily accessible to operators. Now tapes are
mounted, retrieved and filed more quickly because of the centralized
location of personnel and equipment. Team Leader: Joe
Kruithoff. Team members: Tracy Ayers, Cheryl Brooks,
Richard Holycross, Prem Srivastava. Team Sponsor: Debbie
Howell.
The Software Licensing Team worked to identify,
evaluate, and improve the acquisition process for software
upgrades and renewals. Suggestor: Pat Kelly. Team Leader:
Leonard Iannarino. Team members: Stacey Batesole, Debbie
Farmer, Anna Jacobs, Don Kelley, Pat Kelly, Margaret Owens,
Sonni Peterson, Dorothy Quappe, Diane Van Schoyck. Team
Facilitator: Barcy McNeal, ASD. Team Sponsors: Linda Marshall
and Mike Quick.
The Space Cadets Team surveyed employees in the OIT
Telecommunications area to devise improved workflow processes
for all personnel. The team designed a new floor plan and
recommended adding signs to make specific Telecommunications
areas easier to find. The Aesthetics Team was formed
to carry out implementation. Team Leader: Cassi Yancey. Team members: Gary Bray, Jim MacKenzie, Dan Merrick,
Lou Pieper. Team Sponsor: Roger Smith.
The State Directory Team reduced order interval from
3.5 months (12-16 weeks) to two weeks via on-line processing.
The new process has increased accuracy from about 75 percent
to nearly 100 percent. Print on demand cost savings: $100,000
annually. Suggestor and Team Leader: Roger Smith. Team
members: Sue Chrysler; Diane Ford, GSD; Annette Herr,
ASD; Betsey Lane, ASD; Bob Myers, HRD; Dave Settlemire, GSD;
Bev Thurman; Gary Watson, GSD; Ron Worthen. Team Facilitator:
Barcy McNeal, ASD. Team Sponsor: Sandra A. Drabik,
director of Administrative Services.
The Toll Keepers Team simplified the OIT telephone
call logging process by recommending changes that saved paper
costs and 180 hours of employee time per year. Cost savings:
$50,205 annually. Team Leader: Amy Rae Bashforth. Team
members: Denise Freshly, Judy Gilligan, Sarah Johnson,
Randy King, Valerie Lazo, Chris Murdock, Margaret Owens, Allison
Shaeffer.
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