Value Stream Map Title I Permit Process (Current State)
Value Stream Map ? Title I Permit Process (Current State)
Application Form Standardization
Mail Logged and Date Stamped
Received Checks to Accounting
Application to Permit Intake
Mail Received at Different Locations
AirFacs
AirFacs
AirTools
AirTools
20 Feet
Application Received
Determine Permit Type
Fees Assessed
Create Electronic Version
Extract Information
Enter Information Into System
Notify Accountant
Create and Store Hard Copy
5 ? 10 Minutes
Cycle Time: 5 Minutes First Pass Yield: 100%
Cycle Time: 10 Minutes First Pass Yield: 75%
Cycle Time: 5 Minutes First Pass Yield: 95%
Cycle Time: 10 Minutes First Pass Yield: 100%
Cycle Time: 5 Minutes First Pass Yield: 95%
Cycle Time: 5 Minutes First Pass Yield: 100%
Cycle Time: 5 Minutes First Pass Yield: 100%
Cycle Time: 5 Minutes First Pass Yield: 100%
Receive Mail
Determine Application Fee Type
Create CRITTS Billing Info in BillQuick
Notifies Accounting at Division of Administrative
Services to set up Charging Account
5 ? 10 Minutes
Cycle Time: 30 Minutes First Pass Yield: 90%
Cycle Time: 5 Minutes First Pass Yield: 90%
Cycle Time: 5 Minutes First Pass Yield: 100%
1 ? 3 Days
Standard Operating Procedures Manual at
Central Location
Determine What is Necessary to Deem an
Application Completeness
More Standardization
Development Templates for Permit and TAR
Standardize Emissions Calculations Spreadsheet
Discuss and Agree Upon Standard Formatting and
Documentation Requirements
AirTools
Completeness Review
Determine Permit Classification
Have Quality Control and Quality Assurance on Product
Ensure Templates are Used Consistently
Among Permit Writers
Development Consistent Application Review Process
(Technical Completeness Checklist)
Development Consistent Public Notice and Transmittal Letter Language
AirTools
Notify Accounting Notify Permit Staff
Assign Permit Application to Air Permit
Section Program Manager
Permit Supervisor Pulls from Permit Queue
Assigns Application to Permit Writer
Review Application
Identify Emission Units
Calculate Potential Emissions from the
Source
Verify Application Calculations
Draft Permit and Technical Analysis
Report
Draft Public Notice and Preliminary Permit Transmittal Letter
Forward to Supervisor for Review
Supervisor Notifies Administrative Staff Via
E-mail
Establish Check-In Points with Management
Improve Communication
Permit Writer Answers Policy and Regulation Interpretation Questions
Applicant Reviews Draft Documents Pre-Public
Notice
(For Technical Accuracy not Content or
Department Findings)
Supervisor Reviews Draft Permit
Provides Comments to Permit Writer
Permit Writer Revises Permit to Address
Supervisor's Comments
Permit Technician Reviews Documents for
Technical Accuracy
Cycle Time: 5 Minutes First Pass Yield: 100%
Cycle Time: 1 Minutes First Pass Yield: 100%
Cycle Time: 1 hour First Pass Yield: 95%
Determine Applicable Requirements
Cycle Time: 8 ? 10 Minutes
First Pass Yield: 90%
Cycle Time: 4 ? 8 Hours First Pass Yield: 90%
Cycle Time: 3 ? 6 Days First Pass Yield: 100%
Find Applicable Newspaper
Update AirTools "Draft to Supervisor"
Date
Cycle Time: 5 Minutes First Pass Yield: 100%
1 ? 20 Days
Cycle Time: 1/2 ? 7 Days First Pass Yield: 30%
Cycle Time: 1 Hour ? 2 Days
First Pass Yield: 80%
Cycle Time: 1 Hour ? 2 Days
First Pass Yield: 80%
1 Day
AirFacs
AirTools
Administrative Staff Receive Work Request from Permit Supervisor
Request for Newspaper Quote and Proof
Generate Advertisement Order
Get Supervisor Approval on Advertisement Order
Payment
Administrative Staff Review and Finalize Public Notice Documents
Attach Public Notice Documents to AirFacs,
AirTools, E-Mail Transmittal Letter, and
Mail Documents
Cycle Time: 5 Minutes First Pass Yield: 100%
1/2 ? 1 Day
Cycle Time: 30 Minutes First Pass Yield: 95%
Cycle Time: 20 Minutes First Pass Yield: 90%
5 Minutes
Cycle Time: 30 Minutes First Pass Yield: 95%
Cycle Time: 1 Hour First Pass Yield: 85%
Cycle Time: 20 Minutes First Pass Yield: 100%
1 Hour
Draft Permit and ITsesuchenPicuabllAicnNaolytsicise
Report
30-Day Wait for Public Comments
30 Days
Various Permit Application Intake
Methods
Permit Intake Clerk has to Request Assistance from Permit Writer or
Supervisor
Incorrect Fee Submittal
Incomplete Application Missing Information Information Request
Lack of Consistency / Dcumentation
Accounting Incorrectly Listed as Permit Contact
Classification vs.
Applicable Requirements
Cycle Time: 1 hour First Pass Yield: 90%
Customized Permits Requested by Permittees
Incomplete Applications
Handing Off Duties
Cycle Time: 4 Days First Pass Yield: 100%
Cycle Time: 1 Hour First Pass Yield: 100%
Inconsistent Review Process
Not Addressing Issues
Unclear Documentation
Increased Check-In and Rules from
Admin and Finance
Use of Terms
Poor Quality of Applications
Time Between Information Requests
and Responses to Requests too Long
Lack of Guidance and Authority
Tension Between ADEC, Permittees, NGOs, Tribes, EPA
Too Much Information listed in Public Notice?
Different Office Locations
Too Many E-Mails Between Different Steps
Mistakes from:
Applicant Permit Writers Administrative Staff
Unnecessary / Lack of Detail from Applicants
Standard EU's in AirTools
(Spelling)
Not Enough Standard Permit Conditions
Checklist and Templates for Permit and TAR are
Located in Different Places
Template and Standard Operating Procedures Are Out of Date or Don't
Exist
Lack of Guidance and Authority
Lack of Documentation
Debate on How to Approach Writing the
Permit
Takes 6 ? 12 Months to Learn the Permitting Process
Value Stream Map ? Title I Permit Process (Future State)
AirFacs
AirTools
Evaluate Application Documents
Permit Application Received
Fees Assessed
Create Electronic Version
Enter Information Into System
Notify Accountant
Set up Project ID for AirTools
Create CRITTS Billing Info in BillQuick
Notifies Accounting at Division of Administrative
Services to set up Charging Account
Cycle Time: 5 Minutes First Pass Yield: 90%
Cycle Time: 5 Minutes First Pass Yield: 100%
Cycle Time: 5 Minutes First Pass Yield: 100%
Cycle Time: 5 ? 15 Minutes
First Pass Yield: 100%
Cycle Time: 15 Minutes First Pass Yield: 100%
5 Minutes
Cycle Time: 2 Minutes First Pass Yield: 100%
Cycle Time: 30 Minutes First Pass Yield: 90%
Cycle Time: 5 Minutes First Pass Yield: 100%
1 ? 3 Days
AirTools
Division of Administrative Services Sets Up CRITTS Account,
BillQuick Account, and IRIS Account
Division of Administrative Services Notifies Accounting
Accounting Staff Notifies Permit Section
Technician and Permit Writers.
Assign Permit Application to Air Permit
Section Program Manager for Distribution
Permit Supervisor Pulls from Permit Queue
Assigns Application to Permit Writer
Completeness Review
Determine Permit Classification
Cycle Time: 1 ? 3 Days First Pass Yield: 100%
5 Minutes
Cycle Time: 5 Minutes First Pass Yield: 100%
Cycle Time: 1 Minutes First Pass Yield: 100%
Cycle Time: 1 Hour First Pass Yield: 95%
Cycle Time: 2 Days First Pass Yield: 90%
Send Incomplete Letter to Applicant
AirTools
AirTools
No
Application Complete?
Yes
Permit Writer Input
Administrative Completeness Determination
Review and Conduct Emissions Calculations
Draft Public Notice and Preliminary Permit Transmittal Letter
Forward Links to Supervisor for Review
Cycle Time: 1/2 Hour First Pass Yield: 100%
Cycle Time: 4 ? 8 Hours First Pass Yield: 90%
Cycle Time: 3 ? 6 Days First Pass Yield: 100%
Cycle Time: 5 Minutes First Pass Yield: 100%
Permit Writer Revises Permit to Address
Supervisor's Comments
Supervisor Sends Public Notice Package To Administrative Staff
1 ? 2 Days
Cycle Time: 1 Hour ? 2 Days
First Pass Yield: 80%
Permitting Decision Tree
Work Instructions For Search Criteria
E-Mail Template
New Title I Application Forms
Develop AirTools E-Notice to Applicant
New Title I Template for Permit and Technical Analysis
Report
Develop External and Internal
Communication Plans
Review Metrics for Determining Supervisor / Permit Writer
Feedback Loop
AirTools
Administrative / Technician Staff Review
and Finalize Public Notice and Draft Permit
Documents
Issue 15-Day Public Notice
E-Mail Public Notice and Transmittal Letter to Applicant and Source Contacts Via AirTools
and Post to Governors Webpage
Read Receipts, E-Mail Added to AirTools
Mail Hard Copies to Requestors
15-Day Wait for Public Comments
Cycle Time: 1 Hour ? 2 Days
First Pass Yield: 80%
Cycle Time: 1 Hour ? 2 Days
First Pass Yield: 80%
Cycle Time: 10 Minutes First Pass Yield: 100%
Cycle Time: 5 Minutes First Pass Yield: 100%
15 Days
Request 30-Day Comment Period?
No
Yes
Issue Permit
AirTools
Fast Track
Normal
Title V Mod.
Administrative / Technician Staff Review
and Finalize Public Notice and Draft Permit
Documents
IsAsTuDierecrSahPefnturRiPvcbeiaelciplcreomAsNrnitOtoaatnliycnlisedniseon
E-Mail Public Notice and Transmittal Letter to Applicant and Source Contacts Via AirTools
and Post to Governors Webpage
Read Receipts, E-Mail Added to AirTools
Mail Hard Copies to Requestors
Cycle Time: 1 Hour First Pass Yield: 90%
Cycle Time: 5 Minutes First Pass Yield: 100%
Cycle Time: 10 Minutes First Pass Yield: 100%
Cycle Time: 5 Minutes First Pass Yield: 100%
30-Day Wait for Public Comments
30 Days
AirTools
Request for Quote and Proof from Newspaper
Generate Advertisement Order
Get Supervisor (or Authorized Staff)
Approval for Advertisement Order
Administrative / Technician Staff Review
and Finalize Public Notice and Draft Permit
Documents
E-Mail Public Notice and Transmittal Letter to Applicant and Source Contacts Via AirTools
and Post to Governors Webpage
Read Receipts, E-Mail Added to AirTools
Mail Hard Copies to Requestors
Cycle Time: 1 Day First Pass Yield: 95%
Cycle Time: 15 Minutes First Pass Yield: 100%
Cycle Time: 30 Minutes First Pass Yield: 95%
Cycle Time: 15 Minutes First Pass Yield: 100%
Cycle Time: 10 Minutes First Pass Yield: 100%
Cycle Time: 5 Minutes First Pass Yield: 100%
30-Day Wait for Public Comments
30 Days
AirTools ? Develop Data Validation for
Public Notice Action
AirTools ? Develop Macro for Public Notice Dates
Determine Who Conducts
Technical Review
Add E-Mail Notice to AirTools
Develop E-Notice in AirTools to Send
Public Notice Documents to Permittee and Permit Contacts
Request Permission to Post
Public Notice Documents to
Governor's Webpage
Legend
Yellow
Process Steps Hand Offs Wait Time Database
Blue
Cycle Time (Lead Time)
First Pass Yield
Pink
Questions Challenges Problems
Green
Ideas Suggestions
Solutions
Purple
Action Items
Walking
Paper Flow Electronic Flow
Idle / Backlog
Database
Rework Loop
Stakeholder
U.S. Environmental Protection Agency
Stakeholder
Public Via Air Permit Program
Manager
Stakeholder
Permittee
Results
Current State
Fast End Slow End
Total Process 11 Days, 44 Days,
Time
1 Hour 5 Hours
Wait Time
Cycle (Lead) Time
3 Days, 6 Hours
7 Days, 3 Hours
25 Days, 3 Hours
19 Days, 2 Hours
First Pass Yield (re-work free)
8.8%
1.5%
Future State
Fast End Slow End
9 Days, 5 Hours
37 Days, 2 Hours
2 Days
23 Days
7 Days, 5 Hours
14 Days, 2 Hours
40%
Savings
Fast End
Slow End
13%
16.5%
53% - 3% (loss)
9.3% 26%
~ 30% (improvement)
................
................
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