STATE OF MAINE
Process Name: Information Resources (IR) Access for Employees New to DHHS
Name Position/Job Phone Email
Jim Lopatosky & DAFS/OIT-DHHS IT 287-1921 email@example.com
Don Williams Director 287-2567 firstname.lastname@example.org
DAFS/DHHS, HR Director
Karen Curtis & DAFS/OIT Dep.Dir. Client 624-9509 email@example.com
Holly Pomelow DAFS/DHHS, HR EEO 287-3488 firstname.lastname@example.org
Debra Webb HR Personnel Officer 287-2567 email@example.com
June Cloutier DROMBO, Off. Supervisor 822-2144 firstname.lastname@example.org
Scott Cates DROMBO, Bus. Supervisor 561-4101 email@example.com
Wendy Christian DAFS/OIT-DHHS/EIS ISST 287-9079 firstname.lastname@example.org
Kimberly Cook DHHS C.O., Clerk/Typist 287-4296 email@example.com
Norman Davidson DAFS/OIT-DHHS ISSS I 287-5321 firstname.lastname@example.org
Christopher E. Landreth DHHS/OIAS, Prog.Admin. 624-8169 email@example.com
Dale Sheldon DAFS/OIT-DHHS ISSS II 287-5318 v
Eric Spear DHHS/OIAS, Supervisor 624-8130 firstname.lastname@example.org
Elaine White DHHS/OCFS, Clerk IV 287-5034 email@example.com
- additional team members firstname.lastname@example.org
Marina Thibeau (Privacy) DHHS/Dir. Office of Legal 287-4252 email@example.com
Brian Snow (IR Security) DAFS/OIT-DHHS Grp. Mgr. 287-1747 firstname.lastname@example.org
Terry Sandusky SSM/CI-P 493-4104 email@example.com
Lita Klavins Dir., Spec. Proj./CI-P 287-4217 firstname.lastname@example.org
Process Description: The identification, approval, and notification of technology needs for
State employees new or transferred to DHHS and provision of appropriate and timely access to
information resources, including hardware, software, and specialized applications.
Customers/Clients: New State of Maine employees and other new, authorized persons
working for the State.
HR, Supervisors, etc.
Process Boundaries: Last Step: DHHS new employee has all
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STATE OF MAINE
First Step: Permission to fill position granted. necessary IR access.
Problem Statement: Negative feedback has been received regarding managing employee
system access and access rights, particularly with new employees. New employees are not being
consistently connected in a timely manner to the computer programs necessary to conduct their
work. It is the intent of this team to develop a uniform process that will rectify this problem.
Measurement Targets: Specific Measurements: Timeframe:
1. Reduce the time its takes for the whole 1. Reduce the lead time by ____%. 90 Days
2. Simplify the process flow. 2. Reduce the number of process steps 30 Days
1. Increase the number of new employees 1.a Increase the number of new 90 Days
served in a timely way. employees provided access by their
first day of work by _______%.
1.b Over time, consistently continue to Monthly
increase the number of new employees
served in a timely way by at least an
1.c Over time, consistently continue to Monthly
decrease the actual amount of time
spent waiting by new employees after
request/arrival on the job by at least
2. Increase the number of new employees 2. Over time, consistently continue to 60 Days
provided all appropriate access. increase the number of employees
provided all appropriate IR access by at
3. Improve the collection and availability of 3. All project data is updated and 60 Days
project implementation measurement/ current on a daily basis.
4. Reduce access re-work and errors, 4. Increase the first-past-yield % by 30 Days
improving the quality of the work. _____%.
5. Reduce the staff time required to 5. Staff time reduced by _____%. 30 Days
provide access in order to free up
resources for other work.
6. Reduce associated costs, increasing 6. Decrease changeover/waiting time
savings available for improving services. by _____% and continue to improve
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STATE OF MAINE
savings achieved over time.
Resources Available: The VSM Team and process work will be completed with existing
human resources. There is, at this time, no OIT dedicated funding for this process analysis or
implementation of the future state.
VSM Sponsors: The Sponsors have primary oversight responsibility for the process team and
process project, for enabling implementation of the change/action plan, and for removing barriers
to change, as well as assuring coordination with larger organizational goals, including meeting
employee needs and demands.
VSM Managers: The Managers have overall operational and program responsibility for the
process team, project, and implementation activities. This includes enabling and tracking progress
of change activities, facilitating forward movement, enabling consensus decision-making, and
assuring the implementation of the change/action plan.
VSM & Project Deliverables:
Objectives Expected Deliverables Timeframe
1.Facilitate a team to analyze and produce a 1. Current State Map.
current process state map.
2. Facilitate team analysis of current state to 2. Future State Map.
identify process improvements to produce
future state map.
3. Facilitate team development of an 3. Production of Implementation Plan
action/change plan to implement identified
4. Facilitate follow-up session(s) within 90 days 4. Status updates, reports. Identify
barriers to improvement.
1. Assure implementation of the VSM plan. 1.a. Assigned responsibilities for As specified
implementation activities. in Plan
1.b. Management/monitoring & Follow-up “
plan and process in place.
1.c. Future State fully implemented. “
2. Evaluate effectiveness of future state 2. Analysis of customer and program/ “
changes to assure efficiency, effectiveness, process outcomes tracked and reported.
and quality & to identify needed areas of
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STATE OF MAINE
3. Develop and implement a standardized IR 3. IR Access SOP Handbook/Manual “
4. Assure that every program area and all staff 4.a, SOP developed, published, and “
understand what is required for IR access. available/accessible to all staff.
4.b. IR access SOP training developed,
published, and required.
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