Lean Continuous Process Improvement Training Strategy and Capacity Building Efforts at EPA

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1 Lean Cntinuus Prcess Imprvement Training Strategy and Capacity Building Effrts at EPA July 1, 2015 Prepared by: United States Envirnmental Prtectin Agency Office f Plicy, Office f Strategic Envirnmental Management Evaluatin Supprt Divisin, Lean Team

2 A well-runded Training and Capacity Building framewrk that emphasizes a cmbinatin f educatin, experiential and mentring pprtunities that supprt: 1) EPA s lng-term culture change gal; and 2) the unique Cntinuus Prcess Imprvement (CPI) Lean capacity building needs within the Agency (Natinal Prgram Managers (NPMs) and Regins) is essential. A number f Regins and NPMs have develped alternative capacity building mdels and sught external surces t prvide CPI training (including Lean and Lean Six Sigma) within their respective rganizatins. We re excited by the diversity f CPI capacity building mdels that have emerged recently hwever, the variatin in training has raised sme questins within EPA s Lean Cmmunity f Practice (CP) abut issues related t a standardized curriculum and the adptin f a CPI certificatin prgram (e.g., Belt system) fr practitiners with advanced skills. The purpse f this dcument is t cmmunicate EPA s strategy and ffer guidance regarding these issues. CPI Practitiner Cre Cmpetencies. EPA whleheartedly supprts effrts t build CPI capacity thrugh a variety f fee-based training pprtunities secured thrugh academic institutins, fr-prfit vendrs and/r by ur Federal partners at n cst. Ultimately, the CPI apprach and training mdel rganizatins select must align with and supprt their lng-term gals, needs, budget and access t expert trainers. The grwing diversity f CPI training mdels and cntent adpted acrss EPA necessitates standardizatin and the develpment f a yardstick against which t ensure the readiness f CPI practitiners wh wish t apply their skills at EPA. With this in mind, EPA has develped a framewrk f cre cmpetencies that encmpass three cmpnents: 1) a Bdy f Knwledge; 2) a Bdy f Experience and; 3) Cntinuus Learning. Table 1 belw prvides an verview f the framewrk. Table 2 includes examples f recmmended curses, cntent and actins fr each cre cmpnent included in the framewrk. The framewrk is nt intended t be prescriptive. Hwever, it is, designed t serve as guidance fr current and emerging CPI practitiners t: a) deepen their knwledge, b) hne their skills, c) augment and enrich their practical experience; and d) ultimately prepare each practitiner t apply CPI cncepts, tls and techniques t supprt the successful executin f CPI prjects at EPA. In additin t helping t infrm the develpment f the practitiner s Individual Develp Plan (IDP), these cre CPI cmpnents/cmpetencies may be particularly useful in guiding the develpment f CPI training mdels, curriculum and in securing training services frm vendrs. Table 1. EPA Cntinuus Prcess Imprvement (CPI) Practitiner Cre Cmpetencies I. Bdy f Knwledge (Understand Lean Cncepts, Principles, Practices and Tls) II. Bdy f Experience (Apply Lean Tls and Demnstrate Results) III. Cntinuus Learning (Maintain Existing Skills and Develp New Skills) Cursewrk Prject Cmpletin Demnstratin f Results Caching Mentring Advanced/ Specialized Curses Successful cmpletin f CPI facilitatin curse and requirements Lead at least ne CPI prject at EPA Dcument measurable results frm the implementatin f the CPI prject Participate in caching pprtunities by shadwing expert facilitatrs Mentr new Lean Practitiners Take refresher curses annually 2

3 CPI Certificatin Prgram. EPA des nt have a CPI Certificatin Prgram. Althugh we avidly supprt effrts t custmize CPI prgrams t meet the respective needs and cntinuus imprvement gals f the rganizatin, we believe: 1) the diversity f CPI gals, 2) the resurce investment (budget and FTE) required t design, implement and sustain a high caliber certificatin prgram; 3) the variatin in the quality f training; and 4) limitatins regarding the transferability f a CPI certificate are imprtant cnsideratins that make us hesitant t supprt and reluctant t endrse the develpment f a CPI certificatin prgram fr the Agency. These cnsideratins are discussed further belw. Elements f a CPI Certificatin Prgram. A certificatin prgram is typically designed t cnfirm an individual s capabilities t meet cre cmpetencies established by an rganizatin r accrediting bdy. CPI certificatin prgrams ften cnsist f three t fur cmpnents: 1) Bdy f Knwledge mastery f subject matter via participatin in training/instructin alng with the cmpletin f a written prficiency test r exam); 2) Bdy f Experience a prtfli f wrk demnstrating applicatin f tls t a prject and demnstrable results; 3) Level f Knwledge and Experience a hierarchical system t designate a practitiner s level f knwledge, experience, skill and ability. Six Sigma and Lean Six Sigma institutins emply a belt system (White, Yellw, Green, Black and Master Black Belt) with Master Black Belt being the mst advanced, while Lean institutins (e.g., the Lean Shing Institute) rely n a tiered Brnze, Silver and Gld system (with Gld as the mst advanced; and 4) Maintain Certificatin and Re-Certificatin maintain existing skills thrugh cntinuus learning (e.g., participatin in refresher r advanced curses); peridic recertificatin ensures there is n lapse in credentials and skills. Clear Understanding f CPI Capacity Building Gals. Ultimately, the effectiveness f any CPI training capacity building effrt is the extent that it supprts the verall CPI gals f the rganizatin. An imprtant first step f Hierarchical System f Knwledge and Experience (e.g., Belt System ). EPA des nt have a system t classify the level f knwledge and experience fr its practitiners ( belt r therwise). Given the diversity f rganizatinal gals, prcesses, CPI skills and preferences fr cntinuus imprvement techniques amngst NPMs and Regins, reliance n a single apprach, culd prve beneficial t sme but restrictive t thers. Cnsequently, EPA believes a ne-size-fits all apprach might impse artificial limitatins n learning, access t CPI experts and the vast array f available tls and training pprtunities which has the ptential t impede the Agency s CPI capacity building effrts. EPA believes an apprach that ffers the Regins and NPMs greater flexibility in meeting their specific needs and gals is mre prudent. determining whether and what type f certificatin prgram is warranted, is assessing hw and t what degree it aligns with and supprts the rganizatin s lng-term CPI gals. The Agency s lng-term CPI gal is t create a culture f cntinuus imprvement that embraces Lean thinking and rutinely adpts and uses Lean practices that deliver envirnmental results. Overreliance n any capacity building mdel that emphasizes testing, and the cmpletin f requirements is nt likely t change r transfrm EPA s culture. Resurce Requirements. High quality and sustainable certificatin prgrams similar t thse established by recgnized CPI certificatin bdies such as the American Sciety fr Quality 3

4 (ASQ), Sciety f Manufacturing Engineers (SME), Federal partners and ther rganizatins, require a significant lng-term investment f time and extensive resurces t: a) design, deliver and update CPI training materials; b) design, administer and grade testing standards; and c) verify and assess the satisfactry cmpletin f certificatin and recertificatin requirements f prspective CPI candidates. The existing pririties, resurces and level f effrt required t design and maintain a Natinal best in class, high caliber certificatin prgram far exceeds the resurces available at the natinal level t establish and maintain such a prgram. Variatin in Quality f Training and Transferability f Credentials. The absence f a single certifying bdy t recgnize and certify cre CPI cmpetencies has created a wide variety f certificatin prgrams, trainers and training prgrams each with their wn training requirements. The variety and variatin f training, while beneficial t meeting the diverse needs f CPI cnsumers (federal, nn-prfit and private), als makes it difficult t assess and gauge the quality f training, validate the credentials and verify the readiness f ptential candidates. Once in place, certificatin prgrams can validate the CPI candidate s ability t cmplete certificatin requirements but that des nt in and f itself validate the leadership, prject management, mtivatinal, emtinal intelligence, facilitatin and prblem-slving skills that are s vital t leading a CPI prject. In additin, with respect t the transferability f credentials, the absence f a standard gverning bdy means that credentials earned in ne setting may nt be recgnized in anther. In sum, while the Agency encurages the pursuit f CPI training mdels/appraches and capacity building effrts that supprt diverse needs, EPA embraces an apprach that establishes an expectatin that EPA emplyees wh are CPI practitiners and wish t apply their skills at EPA will strive t attain the CPI Practitiner Cre Cmpetencies (e.g., 1) Bdy f Knwledge; 2) Bdy f Experience and; 3) Cntinuus Learning utlined in Table 1 and 2 f this dcument. Rather than invest in develping a CPI Certificatin Prgram r relying n a hierarchical system ( belt r therwise) t classify the level f knwledge and experience f its CPI practitiners, EPA will rely n the CPI Practitiner apprach t maximize the flexibility f ffices t develp their emplyees thrugh a variety f appraches and minimize resurces devted t such activities. 4

5 Table 2. Recmmended Knwledge, Experience and Learning fr EPA CPI Practitiners Cmpnent(s) Descriptin Recmmended Cntent /Actin (Includes but is nt limited t the fllwing) Curse wrk I. Bdy f Experience (Apply Lean Tls and Demnstrate Results) Successful cmpletin f CPI (e.g., Lean r Lean Six Sigma) Facilitatin curse and requirements. Histry f Lean & Key Philsphers Lean Principles Lean Culture 8 Wastes (DOWNTIME) PDCA Prject Selectin Flw & Pull Systems Charter Develpment Vice f the Custmer Value added & Nn-Value added Prcess Mapping (Current & Future State) Swim Lanes Value Stream Maps Diagnsing Rt Causes Implementing Imprvements Mistake Prfing (Pka-Yke) Standard Wrk 5S Visual Management Cntrls Gemba Walk Just D It Planning, Facilitating and Executin f Prjects & Kaizen Events Results Key Metrics: Lead time, prcessing time (tuch time), number f prcess steps, percent cmplete and accurate, participant satisfactin Tracking Results Cmmunicating Results Ensuring Cntinuus Imprvement; hlding gains Prject Management Skills Facilitatin Skills II. Bdy f Experience (Apply Lean Tls and Demnstrate Results) Prject Cmpletin Demnstrated Results Successfully lead and cmplete at least ne CPI prject at EPA. Dcument measurable results frm the implementatin f CPI CPI Practitiner facilitates a Kaizen Event r Value- Stream Mapping. CPI Practitiner enters prject results int EPA s Metrics Tracking System. 5

6 Table 2. Recmmended Knwledge, Experience and Learning fr EPA CPI Practitiners Cmpnent(s) Descriptin Recmmended Cntent /Actin (Includes but is nt limited t the fllwing) prject via EPA s Lean Metrics Tracking System. Other Experience Develp skills that will enhance prfessinal develpment and aid in the successful executin f CPI prjects. CPI Practitiners are encuraged t cmplete curses in the areas belw. Please refer t the Lean Training Page fr a recmmended list f nline and in-persn curses. Leadership Prblem Slving Mtivatin Prject Management Facilitatin Change Management III. Cntinuus Learning (Maintain Existing Skills and Develp New Skills) Caching Participate in caching pprtunities by shadwing expert facilitatrs CPI Practitiner shadws an expert facilitatr and as pprtunity permits, assists in facilitating sme cmpnent f the event. Mentring Mentr new Lean Practitiners CPI Practitiner vlunteers t cnsult with less experienced practitiners t ffer advice in event planning, prblem slving and the selectin f apprpriate tls and techniques t apply t a prject. Advanced/Specialized Curses Take refresher curses annually Practitiner cntinues the learning prcess by participating in CPI cnferences and frums, and attending advanced r specialized curses. Develping Blg cntributins r written articles fr publicatin may als fster cntinuus learning. 6

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