HomeMy WebLinkAbout2011/08/09 Special Orders of the Day - Wage Works Kaizen Event
WageWorks
Kaizen Event
June 27 –29, 2011
Overview
3-day kaizenevent (continuous improvement
process review), June 27-29
WageWorks: Third-party administrator for
flexible spending accounts (medical and
dependent care)
City outsourced to WageWorks in 2008
11 staff members from Finance, Human
Resources, Information Technology Services
Kaizen Team
Problems with Process
Processes not formally developed upon
outsourcing
Unclear/undefined responsibilities between
Human Resources and Finance
Available reports required considerable
reformatting and reconciling prior to use
Significant manual processing, resulting in high
chance of error
Objectives
Create standard, documented work instructions
Standardize the information flow between
Human Resources and Finance
New methods developed must support all
reporting and audit requirements
Significantly reduce manual processing/
formatting of data
Reduce process time and steps required by 50%
Kaizen Room
Results
DRIVER MEASURE/PRE-OBJECTIVEPOST-%
IMPACT ACTIVITIESEVENTEVENTIMPROVED
Standard, documented
None100%100%100%
work instructions
Standardized
50%100%
100%50%
information flow
Meet reporting and
20%100%100%80%
audit requirements
Reduce process steps
24 steps60%
61 steps30 steps
Reduce manual
20%70%
90%20%
processing
Before/After
Biweekly Funding
Process
AFTER
BEFORE
BEFORE
Claims Paid
Process
AFTER
BEFORE
Standard Processing Instructions
Task
Instructions
Image/
Reference
Responsible
Information
Department
Processing
Time for Step
Results
Moving Forward
Prepare for and implement basic plan (August)
Further enhance technology to continue
reducing manual data entry
Review process again!