HomeMy WebLinkAboutCAP 2015-08-10 Item 2B - Update - Code Enforcement LEAN ProcessCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: Jack Pace, Director, Community Development Department
BY: Mary Hulvey, Code Enforcement Officer
DATE: August 10, 2015
SUBJECT: Code Enforcement LEAN Update
ISSUE
Update on Code Enforcement Lean Process
BACKGROUND
Code Enforcement is a critical component to improving neighborhood quality of life and ensuring
a safe and healthy community. In September 2014 Code Enforcement began an in -depth analysis
of the City's code enforcement processes through LEAN principles and tools.
LEAN is a systematic approach to analyzing work processes and to identify /eliminate
unnecessary steps and inefficiencies. In identifying these inefficiencies, we can then find
alternative ways of accomplishing tasks in less time without sacrificing quality. We performed
exercises and experiments to identify the steps and the waste in the work process. We identified
challenges to be resolved and we defined our goals and our procedures.
During this LEAN training staff discovered that code enforcement serves an average of 323
customers every month [over 3,500 per year] beyond our daily routine and case files. These
additional customers are both internal and external that we assist by answering questions,
addressing concerns or just being a support system or sound board.
On January 26, 2015 Code Enforcement gave a power point presentation to the City Council on
LEAN process improvement for Code Enforcement.
UPDATE
Code Enforcement staff worked with LEAN trainer Larisa Benson to create experiments such as
a pre- notice letter to property owner's two -weeks prior to a site visit. The intent of this experiment
was to have the violation corrected prior to a code enforcement site inspection. The experiment
was less successful than hoped for but many lessons were learned during the process. The
experiments increase our ongoing efficiency and where reviewed and adjusted for efficiency at
30 -60 -90 intervals. Some of the outcomes of the LEAN program resulted in implementing the
following:
1. Creation of Code Enforcement Policy and Procedures Manual for the department.
2. Creation of new standard forms in TRAKit to be more efficient.
3. We revised the rental housing inspection program to be available for proactive code
enforcement.
4. We scheduled community clean ups to create a positive community identity and image.
5. We utilized the Dump Pass Program to help clean up the City.
6. Determined that additional staff was needed reduce the backlog of abatement cases.
Results, hired additional Code Enforcement Officer that reduced the backlog of cases.
7
INFORMATIONAL MEMO
Page 2
7. LEAN process to increase proactive code enforcement within the City and to improve
overall processes for better customer service and efficiency.
NEXT STEPS
LEAN has provided staff with many positive benefits. The key benefit received from LEAN is how
staff now views each process. Staff is constantly analyzing existing processes to fine -tune the
code enforcement techniques used to make them more efficient, effective, and productive.
FINANCIAL IMPACT
None
RECOMMENDATION
Information Only
ATTACHMENTS
None