Value Stream Mapping: August 2005 Current State

Value Stream Mapping: Value Stream Mapping: August 2005 Current StateAugust 2005 Current State

Nancy TerranovaNancy Terranova

October 26, 2006October 26, 2006

Regulation 1102 Current StateRegulation 1102 Current State(As of August 2005)(As of August 2005)

Construction permit applicationsConstruction permit applications Processing time – 74.4 hoursProcessing time – 74.4 hours Lead Time – 104.5 daysLead Time – 104.5 days

Construction to Operation Construction to Operation permitspermits Processing time – 15 hoursProcessing time – 15 hours Lead Time – 14 daysLead Time – 14 days

Regulation 1102 Current StateRegulation 1102 Current State(As of August 2005)(As of August 2005)

Less than 1% of incoming Less than 1% of incoming applications issued on first passapplications issued on first pass

18% of applications after being 18% of applications after being determined technically complete determined technically complete issued if first pass set at issued if first pass set at technically completetechnically complete

Construction Permit ProcessConstruction Permit Process

Applications sent to Dover and/or Applications sent to Dover and/or New Castle OfficesNew Castle Offices Applications sent to New Castle Applications sent to New Castle

sometimes didn’t get to Dover in a sometimes didn’t get to Dover in a timely mannertimely manner

About 55% of the applications were About 55% of the applications were administratively complete and accurate administratively complete and accurate (The forms contained information in the (The forms contained information in the blocks, were signed and fees were blocks, were signed and fees were included)included)

Construction Permit ProcessConstruction Permit ProcessCustomer

Receive ApplicationDover

Date Stamped

Processing Time Mins2

Production Lead Time Days0.5

Production Lead Time Days2

Batch Time/Day1

Review, Sort, Copy, Distribute

% Complete & Accurate %55




Batch Times/Day2-3

Process time for rework is 5 to 10 minutes

Information from New Castle does not always get

to Dover

Opportunity for Standardized Work –

sometimes data goes to ASII, sometimes to EE/ES

Data logged into multiple systems

Multiple Tasks

Dover/New Castle

DEN

I-Steps

Other

Dover

10 %

Dover

New Castle

Dover

New Castle

Mail Log

Application

ASII - 1Rec. - 1

1 Days

2 Mins

1 Days

20 Mins

Skip this

only 10%

Engineers/Scientists spend 16% of total time on Reg. 2 Permitting (Non-Dedicated Resources)

Approximately 3.4 FTEs Support Reg. 2 Permitting

Reg. 2 Current State (8/17/2005)


Applications from new facilities Applications from new facilities sent to Program Manager II for sent to Program Manager II for assignment to Eng/Sciassignment to Eng/Sci

Applications sent to Eng/Sci Applications sent to Eng/Sci

Eng/Sci conducts Technical Eng/Sci conducts Technical ReviewReview About 10% of the applications were About 10% of the applications were

technically complete and accurate. technically complete and accurate. (Information in the blocks was missing, (Information in the blocks was missing, incomplete, or inaccurate)incomplete, or inaccurate)


Distribute Application for New Facility to

PMI


New Castle



Batch Time/Day1

Eliminate PMII from step

Assigned to Engineer

Dover/New Castle


Processing Time Mins1-2


Batch Time/Day1

Assignment based upon County and workload

90 %

Review for Technical Completeness

Dover/New Castle


Processing Time Hrs2



Min

Max

Avg

Production Lead Time Wks2

% Engineer Time %2

Need Technical Checklist

PMII - 1 PMI - 3 EE/ES - 21

Skip this only 10%

1 Days

1 Mins

14 Days

8 Hrs



Min

Max

Avg


Additional information is Additional information is requested, received, and reviewed requested, received, and reviewed by Eng/Sciby Eng/Sci About 85% to 90% of the applications About 85% to 90% of the applications

were then technically completewere then technically complete This means that 9% to 14% of the This means that 9% to 14% of the

applications still could not be processed applications still could not be processed without additional technical informationwithout additional technical information

Public Notice (ad) prepared by Public Notice (ad) prepared by Eng/Sci Eng/Sci


Contact Customer For Additional Information

Dover/New Castle




Min

Max

Avg




Min

Max

Avg

Obtain Information Technical and Engineer/Scientist

Review 1

Phone

Meeting

Dover/New Castle

% Incorrect %10-15


Processing Time Days5


Min

Max

Avg




Min

Max

Avg

5 % of Engineer/Scientist Time

Ability to obtain information drives lead time

Proper information is required to conduct

emission calculations and determine applicable

regulations

It is important that the customer recognize

applicable requirements during this step

Opportunity to standardize work (checklist of items to

be reviewed)

This step depends on the quality of information from

the customer

Create forms for calculations

Clearly identify experts, formalize Subject Matter

Experts

Minor New Source Review will not require a control

technology review

E-MailPhoneLetter

EE/ES - 21 EE/ES - 21EE/ES - 21

2 Hrs

15 Days

18 Hrs

Apr 05 7May 05 9Jun 05 11Jul 05 3

Apr 05 5May 05 1Jun 05 1Jul 05 1


Program Manager I reviews the adProgram Manager I reviews the ad 95% of the ads were complete and 95% of the ads were complete and

accurate accurate

Public Notice (ad) is placed for 15 Public Notice (ad) is placed for 15 day comment periodday comment period Requests for public hearing are not Requests for public hearing are not

addressed in this processaddressed in this process

Technical Memorandum and Technical Memorandum and Permit prepared by Eng/Sci Permit prepared by Eng/Sci


Draft Legal Notice

E-Mail

Dover/New Castle



Production Lead Time Mins30

Already have a template – may need to be improved

the language in the template based upon

requests from the public (more details)

PMI Approval of Legal Notice

E-Mail



Production Lead Time Hrs2



Min

Max

Avg

Place Public Notice

Dover





Min

Max

Avg

Batch Time/Week1

EE/ES - 21 PMI - 3 ASII - 1

30 Mins

0.5 Days

2 Mins

7 Days

30 Mins

3020201


Develop Permit and Technical Memo

Word

Excel

Screen3

Dover/New Castle



Processing Time Wks2

Processing Time Wks1

Min

Max

Avg




Min

Max

Avg

7% of Engineer/Scientist Time

Customer familiarization with requirements

Standardized permits and memos for certain types of

equipment

Customer

EE/ES - 21

40 Hrs


Program Manager I reviews the Program Manager I reviews the technical memo and permittechnical memo and permit 20% to 25% of the documents were 20% to 25% of the documents were

complete and accuratecomplete and accurate Program Manager II reviews the Program Manager II reviews the

technical memo and permit. If technical memo and permit. If ready, the permit is also signed.ready, the permit is also signed. 90% to 95% of the documents were 90% to 95% of the documents were

complete and accuratecomplete and accurate


PMI Review

Dover/New Castle

% Complete & Accurage %20-25







Min

Max

Avg

Min

Max

Avg

Standardize PMI review

Need better technical memos

PMII Review and Sign

New Castle

% Complete & Accurage %90-95







Min

Max

Avg

Min

Max

Avg

Use electronic means to transport between New

Castle and Dover

Rework

PMI - 3 PMII - 1


Construction permit issuedConstruction permit issued Copied and sortedCopied and sorted Mailed to CompanyMailed to Company Logged in mail logLogged in mail log Distributed Distributed Logged into DENLogged into DEN


Copy, Log, and Distribute

DEN

Dover/New Castle



Production Lead Time Days1-2

Batch Time/Day1

Construction Permit

Customer

AS - 4

1 Days

30 Mins

Lead Time to Issue Construction Permit: 104.5 Days

Process Time to Issue Construction Permit: 74.4 Hours or 10 Days

% Complete & Accurate from “Receive Application” to “Copy, Log, and Distribute”: <1%

% Complete % Accurate from “Technical and Engineer/Scientist Review 1” to “Copy, Log, and Distribute: 18%

Operation Permit ProcessOperation Permit Process

Company contacts Eng/Sci to request a Company contacts Eng/Sci to request a Construction to Operation InspectionConstruction to Operation Inspection

About 98% of the inspections showed About 98% of the inspections showed compliance with the construction permit. So an compliance with the construction permit. So an operation permit could be preparedoperation permit could be prepared

Note, Regulation 1102, Section 11.4.2, dated June 6, 2006 states:Upon satisfactory demonstration that the equipment, facility or air contaminant control device complies with all of the terms and conditions of the construction permit, the Department shall grant approval to operate by issuing an operation permit.


Construction to Operation Inspection

Request for Operating Inspection (Informal)

DEN

Dover/New Castle








Make a form to sign and hand out at the inspection

to provide operating permission

Min

Max

Avg

Min

Max

Avg

EE/ES - 21

2 Days

4 Hrs


Technical Memorandum and Technical Memorandum and Operation Permit prepared by Operation Permit prepared by Eng/Sci Eng/Sci

Program Manager I reviews Program Manager I reviews the technical memo and the technical memo and Operation PermitOperation Permit 80% of the documents were 80% of the documents were



Develop Operating Permit and Inspection

Report Memo

Dover/New Castle








Have good templates for operating permits and

memos

Min

Max

Avg

Min

Max

Avg

PMI Review

Dover/New Castle








EE/ES - 21 PMI - 3

8 Hrs

2 Days

2 Hrs


Program Manager II reviews Program Manager II reviews the Technical Memorandum the Technical Memorandum and Operation Permit. If and Operation Permit. If ready, the permit is also ready, the permit is also signedsigned 95% of the documents were 95% of the documents were


Operation Permit ProcessOperation Permit ProcessPMII Review and Sign

New Castle








Date change causes quality problems

PMII - 1

30 Mins

1 Days


Operation permit issuedOperation permit issued Copied and sortedCopied and sorted Mailed to CompanyMailed to Company Logged in mail logLogged in mail log Distributed Distributed Logged into DENLogged into DEN


Operating Permit

Customer

Copy, Log, and Distribute

DEN

New Castle



Production Lead Time Days1-2

Batch Time/Day1

Admin. Specialist for Dover group is in New Castle

AS - 4

1 Days

30 Mins

Lead Time to Issue Operating Permit: 14 Days

Process Time to Issue Operating Permit: 15 Hours

% Complete & Accurate from “Construction to Operation Inspection” to “Copy, Log, and Distribute”: 74%

Value Stream Mapping: August 2005 Current State

Documents

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