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Lean in Government Starter Kit

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Appendix B. Resources

This appendix includes practical tools and resources for (1) how to get started with Lean, (2) how to implement and manage the phases of a Lean event, and (3) how to sustain and diffuse Lean activity across an agency. A summary description of each resource is below. The resources are organized according to the chapter and section in which the Starter Kit references them.

Starter Kit Resources

Chapter 2: Tools and Resources for Getting Started with Lean

  1. Lean Overview Presentation (PowerPoint, 65.5KB) - This presentation introduces senior agency management to Lean principles, methods, and key success criteria, and offers example results from past agency improvement efforts.
  2. Lean Inventory (MS Word, 55.0KB) - This inventory summarizes Lean implementation efforts at state environmental agencies. It can be used with managers and staff to provide context for your agency’s Lean initiative.

Chapter 3(A): Tools and Resources for Lean Event Planning

  1. Event Preparation Checklist (MS Word, 51.5KB) - This event preparation checklist provides a summary of key actions needed across the phases of Lean event planning and implementation.
  2. Lean Facilitator Request for Proposal (MS Word, 54.5KB) - This sample request for proposal describes potential qualifications to look for in a Lean facilitator and how to rank candidates.
  3. Pre-Screening Application for Value Stream Mapping Events (MS Word, 49.0KB) - Once an agency has conducted its first Lean event, it is helpful to have a standard form for evaluating and prioritizing potential future events. This application outlines questions for agency managers and staff to answer about potential value stream mapping projects.
  4. Lean Event Sponsor Contract (MS Word, 48.0KB) - This contract is signed by the team sponsor and team leader to ensure that the sponsor understands the event’s focus and the critical role that the sponsor plays.
  5. Pre-event Meeting Agenda (MS Word, 49.0KB) - This agenda includes a set of objectives and guiding questions to discuss with the event team during the pre-event meeting.
  6. Team Charter (MS Word, 49.5KB) - This team charter allows an agency to articulate the scope, goals, and objectives of the event, along with follow-up dates to ensure that the process will move forward after the event.
  7. Example Team Charter (MS Word, 56.5KB) - This is an example of a completed team charter.
  8. Pre-event Data Collection Guide (MS Word, 51.5KB) - This guide outlines critical steps and questions associated with gathering baseline or “current state” data before a Lean event.
  9. Kaizen Event Agenda (MS Word, 51.0KB) - This kaizen event agenda provides an example of time allocation over a five-day kaizen event. The agenda is a high-level guide and can be easily modified to be more event-specific.
  10. Lean Event Supplies List (MS Word, 64.5KB) - This supplies list includes materials frequently used at Lean events. To help ensure smooth event functioning, come prepared with the right supplies on hand.
  11. Lean Event Logistics Checklist (MS Word, 50.0KB) - This checklist provides a chronological guide for making food and logistical arrangements for a Lean event. While food and logistics preparation may seem like minor roles, they ensure that an event functions smoothly and allows participants to focus on the process.
  12. Frequently Asked Questions about Lean (MS Word, 52.0KB) - This sample Question and Answer document answers many of the key questions that get raised about Lean events. The document can be distributed to agency staff prior to an event.

Chapter 3(B): Tools and Resources for Lean Event Implementation

  1. Team Leader Daily Agenda (MS Word, 62.0KB) - This detailed agenda outlines specific roles and responsibilities of a team leader over a five-day Lean event.
  2. Lean Event Homework (MS Word, 54.5KB) - This homework sheet is a useful way to track action items and assignments identified during a Lean event.
  3. Report-Out Summary (MS Word, 56.5KB) - The event report-out summary is a one-page “snapshot” of the event results. The summary includes the event scope, objectives, goals, a tabular representation of improvements, and a list of actions implemented.
  4. Event Report-Out Presentation (PowerPoint, 2.74MB) - This presentation provides an example of the type of information shared in a Lean event report-out presentation.
  5. Event Evaluation Form (MS Word, 58.0KB) - This form is used to evaluate and solicit feedback from event participants. It is important to listen to participant’s perspectives since their responses can inform the success of future events.

Chapter 3(C): Tools and Resources for Event Follow-up

  1. Lean Event Follow-up Action Tracking Form (MS Word, 56.0) - This tracking sheet is a useful way to track action items assigned during the event report-out. The sheet identifies who is responsible for completing an action item and when the item is due.

Chapter 4: Tools and Resources for Sustaining and Diffusing Lean Activity

  1. Sample Lean Coordinator Job Description (MS Word, 49.0KB) - This job description outlines the roles and responsibilities of an agency Lean coordinator; it can be used by agencies interested in expanding their Lean efforts.
  2. Lean Deployment Presentation (PowerPoint, 334KB) - This presentation outlines several options as well as key considerations for broader agency Lean deployment.

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