LEAN ActivitiesCO Office of Vital Statistics

Ron HymanState Registrar

Past Pre-LEAN process (issue) Volume (provides scope) Now Post-LEAN process Category Metric type Outcome Past versus current metric

Project Title

Past All transactions received a receipt as well as an informational insert (8.5 x 11 each).

56,000 transactions /year Now Informational insert is preprinted on

back of receipt Increased efficiency Metric Paper sheets per transaction Outcome Reduced from 2 to 1

VR Receipt/Insert

Past 4,938 (4.4%) of birth applications were returned to customers in 2011. Most rejected due to missing signature and/or ID

5,000/year Now Signature box highlighted and

instructions moved to top of the form Increased Communication Metric Percent of rejections Outcome Reduced rejections to 3% (1,566

fewer rejections

Birth Application Revision

Past Information shared at individual unit staff meetings

4 meetings/week Now Established internal broadcast

notification for sharing information to all staff in one central format

Increased communication Metric Number of consolidated

communications Outcome One communication per week

Internal Broadcast

Past Four forms plus individual instructions needed when deputizing a new local registrar

Now Forms consolidated into one PDF, including instructions and FAQ’s

Increased communication Metric Forms per new deputization Outcome One form per deputization

Form Consolidation

Past A laptop computer used for trainings, paper forms used for site visits

10 formal site visits/year Now iPad used for trainings, questionnaire

entered in iPad and local registrar reviews and signs in real time

Cost avoidance Metric Cycle time to complete site visit

documentation Outcome Reduce from 2 months to 1 day

Laptop Replacement by iPad

Pick issues that provide measurable improvements

Doesn’t have to be huge to have an impact Small improvements add up in cost savings

and reduced staff time Documents improvements for decision

makers

Summary