Lean Government
Florida Submerged Lands and Environmental Resources
Permit Process Kaizen Event Case Study
Summary
In Florida, the Department of Environmental Protection's (FDEP) Submerged Lands and Environmental Resource Permitting
Program (SLERP) addresses dredging, filling, and construction in wetlands and other surface waters. The program is designed to
ensure that activities do not degrade water quality or degrade habitat for aquatic or wetland dependent wildlife. To protect the
environment, developers must obtain an Environmental Resource Permit before beginning any construction activity that would
affect wetlands, alter surface water flows, or contribute to water pollution.
In response to observations that there were inefficiencies in the 30-day permit review process, FDEP's Northwest District Office
conducted a Lean kaizen event to streamline the SLERP "Dredge and Fill" permitting process. This event was held in August 2009
with support from U.S. EPA Region 4. In the existing process, the time from receipt of a permit application to when it reached a
processor was taking as much as 10 days. As an application is required to be reviewed by a processor in 30 days or less, there
was sometimes only 20 days left for a full technical review.
The objectives of the four-day Lean event were to introduce participants to Lean tools and to create an implementation plan to
eliminate waste from the Dredge and Fill permit application process. Participants also wanted to develop efficiencies that would
be transferable to other FDEP processes. The Lean event team designed a new, streamlined process in the event and identified a
series of actions to eliminate inefficiencies, simplify the process, and improve the quality of applications. Implementation
activities have continued since the event, and FDEP has achieved a 50 percent reduction in the time it takes for an
application to reach a processor for technical review.
Results
With implementation since the Lean event, FDEP has achieved the following results:
Reduced lead time of the process from 6.5 days to 0-3 days (greater than 50% reduction))
Scope of the Lean Project
Project Scope: FDEP SLERP Dredge and Fill permit application process from receipt of application until it reaches the proc-
essor for technical review
Goals of the Lean Event
Reduce time of the first phase of the Dredge and Fill application process by 50%.
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Process Changes
During the kaizen event, FDEP
participants developed "current
state" and "future state" maps of the
process. Participants then developed
an implementation plan to work
toward the future SLERP process
based on the following key process
improvement areas.
Improve the quality of
applications by informing the
public on proper application
requirements.
Decrease application transmittal
time by obtaining permission to
e-mail scanned copies of
applications to the US Army
Corps of Engineers (USAGE).
Move scan and fax equipment
closer to staff.
Minimize or eliminate the
distribution and copy process.
Increase communication
efficiency with applicants by
requesting an e-mail address on
the application.
Streamline process steps
between Administrator and
Supervisor.
Minimize the time an application
spends in the queue by
implementing visual signals.
Implementation
Figure i: Current State Process Map
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Figure 2: Future State Process Map
and/or check
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Fill out Excel I
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Enter "distributed by"
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into purple box
Since the event, participants have been working to implement the streamlined process. Key implementation activities have
included:
Defining the criteria for a complete application - More specific instructions on using the fee list and completing an
application have been provided on the cover sheet, and an application is no longer complete without correct fees.
Collecting data metrics on complete vs. incomplete applications - The staff maintains an internal spreadsheet which tracks
receipt of a dredge and fill application and fees and the spreadsheet tracks when an application goes to and is received from
a processor. This spreadsheet allows the team to collect data metrics on complete applications. An application is no longer
complete without correct fees.
Tracking the number of days an application takes to get to the Processor - Average time from administrative staff to
processor is currently 0-3 days.
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Installing color-coded hanging file folders to send visual signals on status to teammates - green, yellow, red, and clear wall pock-
ets have been installed and are being utilized.
Holding 30-minute check-ins each morning to review folders and make appropriate staff notifications - Supervisors are maintain-
ing the 30-minute meetings. These meetings are used to discuss the status of applications and subsequent information for com-
menting agencies. Additional discussions regarding commenting agencies are done via email.
Acquiring permission to scan application documents and e-mail them to USAGE -The current operating agreement between FL
DEP and USAGE dictates the receiving of a hard copy. FL DEP has been unable to gain permission from State Lands Title Check to
change from fax to email. These changes will eventually save time and money
Acquiring and installing all-in-one copier access-The current budget has prevented the purchase of all-in-one copiers, which
would save additional time and resources.
The primary purpose of the Lean event was to allow more time in a 30-day review cycle for the processors to review Dredge and Fill
permit applications. By implementing the Lean implementation plan, the team has accomplished a 50 percent reduction in the time it
took for an application to reach a processor, thereby allowing more time for review.
EPA received positive feedback from the post Lean event survey, but most participants expressed skepticism over the ability and wili-
ness to implement the plan. The SLERP Administrator has since retired, but the Lean team has been able to implement the Lean recom-
mendations and maintain these critical improvements. FL DEP continues to face budget constraints, but implementing the Lean plan
has proven to help save time and will help to save shrinking state resources.
Shortly after the Lean event on the dredge and fill process, the original Lean team and a few new participants conducted another value
stream mapping event focused on the referral process for State Board items regarding State Lands. The Northwest District is interested
in implementing Lean across the entire District and became a member of the Jacksonville Lean Consortium to benefit from shared
learning and networking on Lean-based continuous improvement efforts.
For More
Information:
Florida DEP Lean Event
Latoya D. Miller, US EPA Region 4, (404) 562-9885, miller.latoya@epa.gov
Suganthi Simon, US EPA Region 4, (404) 562-9384, simon.suganthi@epa.gov
Barbara Ruth, SLERP Administrator, FDEP, (850) 595-8300 xii28,
Barbara. Ruth @dep.state.f I.us
Brandy M. Smith, Administrative Assistant, FDEP Water Facilities Program NW District,
(850) 595-8300x1155, Brandy.M.Smith@dep.state.fl.us
EPA Lean Government Initiative
Jamie Burnett, EPA OPEI, (202) 566-2305, burnett.jamie@epa.gov
Kimberly Green-Goldsborough, EPA OPEI, (202) 566-2355,
green-goldsborough.kimberly@epa.gov
http://www.epa.gov/lean/leangovernment
United States
Environmental Protection
Agency
Office of Policy,
Economics and Innovation
(1807T)
June 2010
EP A- 100-F-10-024
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