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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