Sunrise at Pulley Tower

April 2016

MUPD Microsoft Surface Tablet Project

It is often surprising to learn how many different functions and services are being improved at the University through the adoption of Lean principles. One of the biggest adopters of Lean in Finance and Business Services has been the Miami University Police Department (MUPD). Several of their projects have been among the most creative that have been implemented at the University.

Their latest project involved how to prepare their incident reports more efficiently and return officers to the field faster. An MUPD Lean team comprised of Chief John McCandless, Lori Minges, Melissa Kennel, Steve Vanwinkle, Andy Rosenberger, and Marjorie Foust identified Microsoft Surface Tablets as the solution for shifting the preparation of incident reports to a mobile computing platform.

Previously, Sergeants and Officers would respond to calls and take notes by hand. After returning to a substation or the Police Services Center, report(s) would be completed on a desktop computer and then forwarded to a Sergeant for approval. Not only did the transcribing of the report take two steps but preparation of the final report was taking officers away from their other duties.

After mapping the current process, the Lean team decided to establish a trial period to test Microsoft Surface tablets. The participants in the trial project were selected at the outset of the project to ensure that the officers assigned the tablets were involved in the introduction and implementation of the technology. Feedback about the new approach was gathered midway through the trial period and indicated that certain shortcuts and applications would be helpful to the officers such as MyCard, OHLEG, and MUPD Policy and Procedures.   Further feedback was gathered at the conclusion of the trial period and resulted in the decision to fully implement the surface tablets.

The use of the Microsoft Surface Tablets will continue to be monitored to identify improvements and additional innovations and efficiencies. By encouraging officers to complete and approve reports in the field, the officers are increasing their visibility in the community and have more time to keep our campus safe. Also, by encouraging them to download presentations and meeting agendas that are readily available on the tablet, less paper is being consumed saving additional money and contributing to the University’s sustainability goals.

The Microsoft Surface Tablet project is one of the many new innovations at MUPD. Through this project they have improved productivity by 12% and produced an estimated cost avoidance of $21,889.

HDRBS Dining Forecasting

The Dining Forecasting Lean team, led by Jennifer Baker Williams and including Ginger Miller, Mary Barrera, Wil McLain, Jason Puckett, Cheryl Birkenhauer, and Roberta Moore was developed in response to a Lean suggestion to improve efficiency by reducing food waste.

A current state analysis of overproduction reports within the Food Service Suite (FSS) was completed in the spring of 2015. This evaluation found that most dining locations were not using all the tools available to them to forecast the amount of product needed. The Lean team, comprised of Managers, Chefs, and Food Production Leaders, determined that formalized training would lead to better utilization of the available tools and improved forecasts. A course was created to introduce FSS Actuals (an equation within FSS that analyzes data of estimations, production, waste, and service) as a key component of effective forecasting. The required training allowed all levels of staff to better communicate data as it pertained to forecasting, ordering, actuals, production, and waste.

The effectiveness of the training course developed during this project will be measured via two methods in April and December. The first method will be the tracking of “special delivery” occurrences. The team forecasted that 138 hours per month can be reallocated to other tasks as a result of improved forecasting leading to fewer "special deliveries". The second method is improved tracking of the reduction in food waste. The data collected in April and December will then be compared to the baseline 2015 data to determine the effectiveness of the training program and to further evaluate the process for continuous improvement.

Managing food waste is a complicated process but it has the potential to greatly improve unit performance and contribute to the University’s sustainability goals.

Certification News

Ruchelle Dunwoody (HDRBS) is our newest Certified Lean Leader. She recently completed all requirements for the Lean Leader Certification Program. Congratulations Ruchelle!