Kim Hudak Assistant Director

Water Permitting & Enforcement Division

Presented at NEWMOA Webinar

LEAN Approaches to Help State Environmental Agencies Improve Operations

February 24, 2011

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Team Members: Melissa Blais, Anne Dana, Tess Gutowski, Sarah Ely, Rick Jacobson, Team Members: Melissa Blais, Anne Dana, Tess Gutowski, Sarah Ely, Rick Jacobson, Ni l L li Will O C l tt R d D S i S Z liNi l L li Will O C l tt R d D S i S Z liNicole Lugli, Will Oros, Colette Ready, Donna Seresin, Sue Zampaglione, Nicole Lugli, Will Oros, Colette Ready, Donna Seresin, Sue Zampaglione,

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ea

ch

se

ssio

ns f

or

Sta

ke

ho

lde

rs.

S

tatu

s: N

o ac

tion.

Develo

p r

evis

ed c

rite

ria for

the n

egotiation p

rocess.

Sta

tus:

No

actio

n.

Co

nn

ecti

cut

DE

P L

EA

N C

eleb

rati

on

–Tr

ansf

erab

le K

no

wle

dg

e fo

r E

ffic

ien

t &

Eff

ecti

ve G

ove

rnm

ent

SUM

MAR

Y O

F D

EP L

EAN

PER

MIT

TIN

G P

RO

JECT

S

Lo

ng

Isla

nd

So

un

dP

rog

ram

Per

mit

Lo

ng

Isla

nd

So

un

dP

rog

ram

Per

mit

Lea

n I

–Ju

ne

2008

, B

rian

Th

om

pso

n

Inla

nd

Wat

er R

eso

urc

es P

erm

it

Lea

n II

–O

cto

ber

200

8, D

enis

e R

uzi

cka

NP

DE

S P

erm

it P

roce

ssin

g C

oo

rdin

atio

n

Lea

n IV

-M

ay 2

009,

Kim

Hu

dak

Was

tew

ater

Sst

em R

eai

rs &

Ura

des

yp

pg

Lea

n V

–O

cto

ber

200

9, K

im H

ud

ak

X-R

ay D

evic

es a

nd

Rad

ioac

tive

Mat

eria

ls

Lea

n V

I -Ja

nu

ary

2010

, Ed

Wild

s

So

lid W

aste

Fac

ility

Ind

ivid

ual

Per

mit

sL

ean

VII

-M

ay 2

010,

Dia

ne

Du

va

ND

DB

Sp

ecie

s R

evie

w R

equ

est

Pro

cess

ing

L

ean

VI -

Jan

uar

y 20

10, R

ick

Jaco

bso

n &

Jen

ny

Dic

kso

n

STA

ND

AR

DW

OR

KS

TA

ND

AR

D W

OR

K�

Cre

atin

gchecklis

ts a

nd d

evelo

pin

g S

OP

s for

perm

it e

ngin

eers

, fisheries a

nd o

ther

DE

P D

ivis

ions. S

taff a

ssis

ted in the d

evelo

pm

ent

of

the P

erm

itting D

esk

Refe

rence a

vaila

ble

on t

he D

EP

Intr

anet

site.

The industr

ial N

PD

ES

perm

it

applic

ation

revie

wpro

cess

with

aflow

chart

islin

ked

toth

er

levant

sta

ndard

applic

ation r

evie

w p

rocess, w

ith a

flo

wchart

is lin

ked to t

he r

ele

vant

sta

ndard

opera

ting p

rocedure

s (

SO

Ps)

and a

re a

vaila

ble

for

all

NP

DE

S p

erm

it e

ngin

eers

to

use

.

(NP

DE

S)

�R

ealiz

ing

that

the t

wo s

eara

te R

adia

tion R

eis

tration P

rora

ms

DT

X a

nd R

MI

gp

gg

,,

could

share

sim

ilar

regis

tration p

rocesses, allo

wed for

consis

tency a

nd

pre

dic

tabili

ty for

the r

egula

ted c

om

munity.

T

his

has o

pened t

he d

oor

to f

urt

her

coopera

tion b

etw

een the D

TX

and R

MI re

gis

tration g

roups a

s e

xem

plif

ied b

y a

sharing o

f sta

ff t

ime.

Requirin

g r

egis

tration in a

ltern

ating y

ears

allo

ws the t

wo

rou

s to a

ssis

t each o

ther

in a

sner

istic a

nd m

ore

cost effective

gp

yg

manner.

(Radia

tion)

�S

tan

dar

diz

ing

routine w

ork

by e

sta

blis

hin

g a

tw

o-s

tream

work

flo

w (

Level 1 a

nd

Level 2 r

evie

ws).

Routine r

evie

ws (

L1)

can b

e d

ealt w

ith u

sin

g s

tandard

re

sponses

and

will

nger

co

io

’tim

eor

dela

yth

epro

cessin

gf

responses a

nd w

ill n

o longer

consum

e b

iolo

gis

ts tim

e o

r dela

y the p

rocessin

g o

f m

ore

com

ple

x r

evie

ws (

L2).

(ND

DB

)

�Id

enti

fyin

gcert

ain

applic

ation types for

solid

waste

facili

ty indiv

idual perm

its t

o

tar

et

for

fast

trackin

such a

s r

enew

al a

lications.

Solid

Waste

gg

pp

()

EL

IMIN

AT

E W

AS

TE

�E

limin

atin

gre

dundancy in the n

um

ber

of data

bases c

urr

ently in u

se. E

xpecte

d futu

re

SIM

’s e

nh

an

ce

me

nts

to

en

ab

le f

urt

he

r co

nso

lida

tio

n t

o o

ne

da

tab

ase

. T

his

will

str

eam

line t

he p

rocess,

afford

consid

era

ble

savin

gs in s

taff t

ime,

and c

reate

a c

entr

al

reositor

of

rora

m r

eis

trations.

Radia

tion

py

pg

g(

)

�L

ever

agin

gexis

ting t

echnolo

gy b

y a

dopting S

IMS

as a

pro

cess t

rackin

g a

nd d

ocum

ent

sharing s

yste

m.

Sta

ff fro

m t

hre

e d

iffe

rent

DE

P locations n

ow

have s

hare

d a

ccess t

o

maps, pla

ns a

nd o

ther

mate

rials

subm

itte

d w

ith e

ach r

equest

and c

an c

olla

bora

te o

n a

sin

gle

response

letter

Do

ing

so

red

uce

dco

sts

asso

cia

ted

with

dis

trib

utio

no

fm

ate

ria

lsto

sin

gle

response

letter.

Do

ing

so

reduced

costs

associa

ted

with

dis

trib

utio

n o

f m

ate

rials

to

mu

ltip

le o

ffic

es a

nd

co

nso

lida

ted

mu

ltip

le le

tte

rs t

o t

he

ap

plic

an

t in

to o

ne

co

ord

ina

ted

re

sp

on

se

. (N

DD

B)

�Te

arin

gdow

n s

ilos t

hat w

ere

cre

ate

d o

ver

tim

e t

hro

ugh t

he a

dm

inis

tration o

f th

e v

arious

regula

tory

pro

gra

ms

within

the

Div

isio

dh

gm

sin

toe

yn

regula

tory

pro

gra

ms w

ith

in t

he

Div

isio

n a

nd

brin

gin

g t

he

six

pro

gra

ms into

one

by takin

g

the

six

se

pa

rate

re

gu

lato

ry p

rog

ram

s a

nd

co

nd

en

sin

g it to

tw

o te

ch

nic

al d

iscip

line

s w

ith

o

ne

file

le

ad

. T

he

LE

AN

te

am

ma

pp

ed

ou

t th

e c

urr

en

t S

uffic

ien

cy R

evie

w p

roce

ss b

y

usin

g a

Sw

im L

ane a

ppro

ach w

hic

h c

learly s

how

ed a

lot of w

aste

and d

uplic

ative e

ffort

betw

een t

he p

rogra

ms a

nd s

taff. (I

WR

D)

�S

trea

mlin

ing

maili

ng lis

ts m

eans less m

aili

ngs t

o d

o w

hic

h s

aves t

he d

epart

ment

tim

e

and m

oney.

(O

LIS

P)

PL

AN

& C

OM

MU

NIC

AT

E

�Te

amin

gup w

ith p

rofe

ssio

nal org

aniz

ations D

EP

was a

ble

to levera

ge their w

ebsites

and p

eriodic

meetings to info

rm t

his

targ

ete

d a

udie

nce, bringin

g m

ore

facili

ties that

should

have r

egis

tere

d into

com

plia

nce w

ith S

tate

law

. (

Radia

tion)

Incl

ud

ing

sta

kehold

ers

both

during

the

Ka

ta

ui

ieeps

tsta

kehold

ers

both

during t

he K

aiz

en e

vent

and d

uring im

ple

menta

tion k

eeps the

com

munic

ation c

hannels

open.

(Subsurf

ace)

�C

han

gin

gapplic

ation c

onte

nt

to b

e s

pecific

in r

equirem

ents

such a

s topogra

phic

surv

eys for

OLIS

P;

Cre

ating fact

sheets

and m

inim

um

requirem

ents

for

desig

n,

constr

uction,

and insta

llation,

in the c

ase o

f subsu

rface s

ew

age d

isp

osal syste

ms;

focusin

g o

n o

bta

inin

g h

igher

qualit

y info

rmation f

rom

applic

ants

so that

ND

DB

sta

ff

are

perf

orm

ing r

evie

ws w

ith few

er

dela

ys r

ela

ted t

o insuffic

ient subm

issio

ns; and,

pla

cin

g e

xam

ple

applic

ations for

solid

waste

indiv

idual perm

its o

n the D

EP

website.

�In

stit

uti

ng

pre

-applic

ation c

oord

ination

with local offic

ials

and o

ther

agencie

s to

ensure

OLIS

P is c

onsis

tent w

ith a

wid

e v

ariety

of

sta

ndard

s inclu

din

g H

arb

or

Managem

ent

Com

mis

sio

n, lo

cal S

hellf

ish C

om

mis

sio

n, and C

T D

ept of A

griculture

.

In S

olid

Waste

Perm

itting,

update

d p

erm

it r

enew

al notification letters

offer

the o

ption

of

apre

-applic

ation

meeting

for

Solid

Indiv

idualP

erm

iIn

the

NP

DE

Sof

a p

reapplic

ation m

eeting f

or

Solid

Waste

Indiv

idual P

erm

its.

In t

he N

PD

ES

P

erm

itting P

rogra

m,

an a

pplic

ation is p

re-a

ssig

ned to t

he e

ngin

eer

who m

eets

with

applic

ant at

least 300 d

ays p

rior

to t

he p

erm

it e

xpiration to d

iscuss the s

ubm

itta

l of

the a

pplic

ation a

nd a

ny c

om

plia

nce, fisheries a

nd W

Q issues.

Offic

e o

f L

on

g Isla

nd

So

un

d P

rog

ram

T

hi

hill

hi

if

SD

di

dF

illd

lT

his

gra

ph

illu

str

ate

s th

e a

ve

rag

e p

roce

ssin

g tim

es fo

r S

tru

ctu

res, D

red

gin

g a

nd

Fill

an

d T

ida

l

We

tla

nd

ap

plic

atio

ns. A

s t

he

gra

ph

re

fle

cts

, th

e a

ve

rag

e p

roce

ssin

g tim

e s

ince

LE

AN

imp

lem

en

tatio

n is 1

67

da

ys. O

LIS

P h

as r

ed

uce

d its

to

tal p

erm

it p

roce

ssin

g tim

e b

y 7

2%

.

So

lid W

aste

Pe

rmittin

g P

rog

ram

Th

is g

rap

hic

illu

str

ate

s th

at in

six

sh

ort

mo

nth

s th

e S

olid

Wa

ste

Fa

cili

ty In

div

idu

al P

erm

it T

ea

m h

as

red

uce

d th

e b

acklo

g b

y 1

1%

an

d s

ho

uld

exce

ed

th

eir

go

al o

f a

20

% r

ed

uctio

n in

12

mo

nth

s.

�

ND

DB

Sp

ecie

s R

evie

wT

his

gra

ph

icill

ustr

ate

s th

e s

tatu

s o

f th

e N

DD

B r

evie

ws r

ece

ive

d s

ince

DE

P im

ple

me

nte

d th

e u

se

of

SIM

So

nO

ct1

20

10

an

dsta

rte

du

sin

gth

en

ew

ND

DB

req

ue

stfo

rmP

rio

rto

imp

lem

en

tin

gS

IMS

SIM

S o

n O

ct 1

, 2

01

0 a

nd

sta

rte

d u

sin

g th

e n

ew

ND

DB

re

qu

est fo

rm.

Pri

or

to im

ple

me

ntin

g S

IMS

,

DE

P h

ad

an

in

co

mp

lete

pic

ture

of sta

tus a

nd

tu

rna

rou

nd

tim

es o

f N

DD

B r

evie

w r

eq

ue

sts

.

Co

nn

ecti

cut

DE

P L

EA

N C

eleb

rati

on

–Tr

ansf

erab

leK

no

wle

dg

efo

rE

ffic

ien

t&

Eff

ecti

veG

ove

rnm

ent

SUM

MAR

Y O

F D

EP

Tran

sfer

able

Kn

ow

led

ge

for

Eff

icie

nt

&E

ffec

tive

Go

vern

men

t

COM

PLIA

NCE

/EN

FOR

CEM

ENT

LEAN

PR

OJE

CTS

Wat

er E

nfo

rcem

ent

Pro

gra

mL

ean

I -

Jun

e 20

08, K

im H

ud

ak

So

lid W

aste

En

forc

emen

t P

rog

ram

L

ean

IIO

cto

ber

2008

Dia

ne

Du

vaL

ean

II–

Oct

ob

er20

08,D

ian

eD

uva

Sto

rag

e Ta

nk

Co

mp

lian

ce In

spec

tio

n

Lea

n II

-O

cto

ber

200

8, P

eter

Zac

k

Titl

e V

Maj

or

So

urc

e In

spec

tio

n

Lea

n IV

-M

ay 2

009,

Bo

b G

irar

d

Team

wo

rk�

Co

llab

ora

tin

gw

ith p

art

ners

such a

s local offic

ials

, enlis

ting their a

ssis

tance in

colle

ction o

f fa

cts

. To b

orr

ow

fro

m t

he h

ealth c

are

industr

y t

his

enable

s a

‘c

oord

ination o

f care

’ to o

ptim

ize t

he c

ase a

ssessm

ent and d

evelo

pm

ent

role

s o

f lo

cal and/o

r sta

te o

ffic

ials

investi

atin

ille

al dum

in c

om

pla

ints

S

olid

Waste

gg

gp

gp

()

�C

om

mu

nic

atin

gbetw

een d

ivis

ions h

as b

ecom

e p

art

of

our

daily

routine b

ecause o

f th

e L

EA

N p

rocess.

We n

ow

recogniz

e tw

o g

roups o

f in

tern

al custo

mers

in t

he T

itle

V

perm

it lifecycle

, perm

itting a

nd f

ield

engin

eers

.In

cre

asin

g c

om

munic

ation h

as

resulted

inth

ere

com

mendation

tosta

ndard

ize

the

perm

itin

spection

report

and

resulted in the r

ecom

mendation t

o s

tandard

ize the p

erm

it,

inspection r

eport

, and

sourc

e r

eport

ing t

hat

were

em

bra

ced b

y inte

rnal custo

mers

and e

xte

rnal

custo

mers

.(A

ir I

nspection)

�C

on

stan

tg

entl

e p

ress

ure

thro

uh w

eekl

meetin

s b

etw

een m

ana

ers

and

gg

yg

genfo

rcem

ent

superv

isors

pro

vid

es b

etter

com

munic

ation s

o the f

low

of

enfo

rcem

ent

actions is tim

elie

r. (

WP

ED

)

�Tr

ansf

erri

ng

new

softw

are

technolo

gy a

nd a

share

d u

niv

ers

e o

f sourc

es to t

he

Sta

ge

IIG

asolin

eD

ispensin

acili

tyin

spect

wm

eans

effic

iencie

sin

ed

by

Sta

ge II

Gasolin

e D

ispensin

g F

acili

ty inspecto

rs n

ow

means e

ffic

iencie

s g

ain

ed b

y

one g

roup b

enefits

anoth

er

inspection u

nit w

ithin

the a

gency.

(E

SR

US

T)

Vis

ual

Mea

sure

s &

Sta

nd

ard

Wo

rk

�L

ever

agin

g t

ech

no

log

yby inte

gra

ting t

he u

se o

f ele

ctr

onic

tra

ckin

g f

or

sta

tus o

f each c

ase h

elp

s t

o k

eep t

he s

taff’s

case load o

n t

rack.

Identify

ing n

ext

ste

ps k

eeps

work

flo

win

g a

nd a

ssis

ts the m

anagers

in identify

ing s

tatu

s o

f th

e c

aselo

ad.

(S

olid

W

aste

)W

aste

)

�P

rovi

din

g v

isu

al s

tatu

s b

oar

ds

incl

ud

ing

key

per

form

ance

ind

icat

ors

allo

ws

sta

ff, superv

isors

, and m

anagers

, an o

pport

unity t

o s

ee w

ork

load d

em

ands o

n a

n

on

go

ing

ba

sis

an

d k

ee

p o

n t

op

of

de

ad

line

s.

(WP

ED

, S

olid

Wa

ste

, &

Air I

nsp

ectio

n)

�R

evis

ing

an

d u

pd

atin

g s

tan

dar

d o

per

atin

g p

roce

du

res

an

d p

rovid

ing

tra

inin

g

means s

taff p

erf

orm

tasks,

such a

s inspections a

nd c

old

case c

losure

s,

consis

tently,

ensuring t

hat

regula

tory

requirem

ents

are

bein

g m

et.

(Solid

Waste

& A

ir Inspection)

�L

ever

agin

g in

stit

uti

on

al k

no

wle

dg

e, b

y s

tan

da

rdiz

ing

pe

na

lty c

alc

ula

tio

ns a

nd

enfo

rcem

ent

ord

er

form

ats

makes t

he p

rocess m

ore

consis

tent

and e

ffic

ient

to the

po

int

of

issu

ing

ord

ers

in

th

e f

ield

. (W

PE

D)

�S

tan

dar

diz

ing

the

inspection

tem

pla

teso

thatnotices

ofvio

lation

can

be

�S

tan

dar

diz

ing

the

in

sp

ectio

n t

em

pla

te s

o that notices o

f vio

latio

n c

an

be

auto

matically

genera

ted f

rom

the inspection r

eport

tem

pla

te,

avoid

s d

uplic

ation o

f w

ork

. (U

ST

)

Eff

icie

ncy

/Pre

par

atio

n�

Bu

ildin

gin

sh

ort

er in

tern

alti

mef

ram

esto

meet

the a

gency’s

Enfo

rcem

ent

Response P

olic

y r

equired t

imefr

am

es,

resultin

g in e

nvironm

enta

l benefit

sooner.

(Solid

Waste

& W

PE

D)

�M

anag

ers

wo

rkin

g o

nth

e b

usi

nes

sin

stea

d o

f in

the

bu

sin

ess,

freein

g t

he

managers

for

oth

er

priorities r

esultin

g in e

nvironm

enta

l com

plia

nce s

ooner.

M

anagers

will

be m

ore

involv

ed w

ith n

egotiation o

n a

n a

s n

eeded b

asis

, but

less

involv

ed for

sta

ndard

work

. (W

PE

D)

�In

stit

uti

ng

Pla

n, D

o, C

hec

k, A

ct a

t th

e w

ork

ing

leve

l.T

he facili

ty c

ase file

s a

re

now

bein

g p

repare

d for

by o

ffic

e s

taff s

upport

ing the f

ield

engin

eers

in

advance.

This

allo

ws the f

ield

engin

eers

to b

e m

ore

effective in their f

ull

com

plia

nce

evalu

ation v

erif

in c

om

liance w

ith n

um

ero

us s

tate

and federa

l re

uirem

ents

. A

ir

yg

pq

(in

spection)

�S

trea

mlin

ing

enfo

rcem

ent

thro

ugh a

new

Incentiviz

ed P

enalty n

egotiation,

for

routine types o

f vio

lations c

overe

d u

nder

the a

gency’s

Civ

il P

enalty P

olic

y, the

pro

gra

moffers

the

maxim

um

reductions

the

Penalty

Polic

yallo

ws

iffa

cili

ties

rapid

lypro

gra

m o

ffers

the m

axim

um

reductions the P

enalty P

olic

y a

llow

s if

facili

ties r

apid

ly

retu

rn t

o c

om

plia

nce a

nd m

eet

deadlin

es r

esultin

g in tim

ely

consent ord

er

issuance.

(Solid

Waste

)

�A

uto

mat

ing

the ins

ection r

eort

form

at

so t

hat

reort

s c

an b

e

enera

ted a

nd

gp

pp

gprinte

d o

ut

in t

he f

ield

im

media

tely

follo

win

g the inspection.

By e

nablin

g t

he

technolo

gy to w

ork

for

the f

ield

sta

ff t

he c

usto

mer

receiv

es feedback in a

more

tim

ely

m

anner. (

US

T)

Wat

er E

nfo

rcem

ent

Pro

gra

m

Sta

nd

ard

wo

rkch

ang

esto

the

en

ee

fr

ibed

form

ats

wer

eS

tan

dar

dw

ork

,ch

ang

esto

the

del

egat

ion

,an

dth

eu

seo

fp

resc

rib

edfo

rmat

sw

ere

the

resu

lt o

f L

EA

N a

nd

th

e re

sult

s ar

e am

azin

g, r

edu

cin

g o

rder

issu

ance

tim

e b

y m

ore

th

an 2

00 d

ays

fro

m 3

36 d

ays

to 1

10 d

ays.

# o

f d

ays to

issu

an

ce

# o

f o

rde

rs

So

lid W

aste

En

forc

emen

t P

rog

ram

By

elim

inat

ing

th

e b

ackl

og

an

d r

evis

ing

sta

nd

ard

op

erat

ing

pro

ced

ure

s, t

he

Pro

gra

m n

ow

is

able

to

fo

cus

insp

ecti

on

s o

n a

larg

er p

erce

nt

of

the

per

mit

ted

fac

iliti

es t

o e

nsu

re c

om

plia

nce

.

Th

an

k y

ou