1. Department of Public Health Vital Records Kaizen “The Lean, Mean Vital Records Machine” October 6-10, 2008

2. Why we do this? 2 Defined process Produce a “widget” Easily measured

3. Team Members Kim Jones, IDPH - Vital Records Glenda Bernard, IDPH - Vital Records David Brunk, IDPH - Vital Records Janet Collins, IDPH - Vital Records Jill France, IDPH - Vital Records Phyllis Cran, IDPH - Vital Records Ellen Warner, IDPH - IT Jennie Evans, IDPH - IT Jeffrey Dawson, Cultural Affairs Mike Rohlf, Department of Management (Team Leader) Jim Scott, TBM (Facilitator)

4. Team

5. Scope This event addressed the vital records certified copy issuance from the time the request is made to the time the request is ready for delivery (placed in envelope).

6. Goals Reduce the backlog (anything with money still attached to it) Reduce turnaround time to one day Pullers reach 100 records completed per person every day if possible

7. Objectives Reduce processing steps Make my job easier Get rid of paper Improve the communication between all areas Improve the organization of boxes Improve the NA’s (Not Availables) process Improve flow, minimization of re-work Improve the quality of the work that goes out the door

8. 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 8

9. Old Process 9

10. Brainstorming  Improve website  Application re-design  IDX times out  2007 and up Processing Certificates  Have another computer for UPS  All Records same format  Change phone tree  Electronic scanning at archives and send electronic image to IDPH 10

11. De-Selection Impact/Difficulty Matrix

12. New Process 12

13. Results CurrentFuture State% Change # of Steps957125% # of Handoffs211338% # of Decisions272315% Delays25238% # of Value-Adds56+17% # of Loop backs4175% Lead Time106 minutes70 minutes34%

14. Homework 14 ItemItem DescriptionPerson ResponsibleDue Date 1Scanner for DCAJeffrey/Marcia10/17 2Verify statute language (copy of record)Jill/Jeffrey/Gordon/AAG11/1 3Application form for Birth CertificatesJennie10/17 4Application form for Death Certificates Jennie 10/17 5Application form for Marriage Certificates Jennie 10/17 6 Update Script for phone message (request, updating and done) Jill10/22 7Implement new phone messageJill11/30 8Another computer for UPS (VitalChek)-request for itJill10/13

15. Homework 15 9IDX training for GlendaKim10/10 10DCA request for FTP installationJeffrey10/10 11Prepare and Film the records (start)Jill10/13 12Testing on screen template for transcriptionJeffrey10/31 13Train other users on pulling ‘07 and ‘08 births-IVRSKim10/10 14Give access to IVRS to new usersKim10/10 15IDX timeoutJennie10/17

16. Homework 16Go B LettersGlenda10/24 17Changes to web that are easyJill10/17 18Instructions for cropping imagesEllen10/17 19Demonstrating cropping imagesEllen10/24 20Digitizing filmJill/Ellen11/15