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Automated registration moves 4 months faster for parents and staff

Greene County Educational Service Center


Project: Preschool Program Registration

• Project resulted from LeanOhio Boot Camp

• March-May 2016

• Contact: Dr. Kathy Harper · kharper@greeneesc.org · 937-767-1303



Problem:
Registration for preschool enrollment was a paper process, with outdated forms that were copied, mailed, and provided to parents to complete. Many parents were unable to complete the paperwork in a timely and complete manner. The registration process involved administrators, teachers, support staff, and parents all handling the same paperwork.

Goal:
Make the registration process simpler, faster, and better.

Approach:
Value-stream map, identify and eliminate waste, plan-do-check-act model for continuous improvement



Improvements: 

• The preschool registration process was automated by making all registration forms available to parents online and eliminating the need for teachers to remind parents and contact parents about registration paperwork and then collect registration paperwork from parents.   Previously, parents mailed in their registrations to the administrative offices during the summer. (implemented)

• Support staff and the preschool director developed electronic versions of the preschool registration forms -- and the technology director automated the forms on the organization's website. A single sheet mailing was delivered to the parents via US mail (rather than the registration packet with 15+ pages) with directions for accessing the website. Parents then brought completed paperwork on an assigned registration date. Paperwork was reviewed by the preschool director and support staff for completion.



Key Metrics:

Steps - Baseline: 7
Steps - Actual: 4

Handoffs - Baseline: 2
Handoffs - Actual: 1

Lead Time - Baseline: 6 months
Lead Time - Actual: 2 months

Registration materials from all incoming and returning preschoolers were submitted by deadline

Submitted registration materials were completely filled out

Teachers areable to focus on instruction rather than collecting paperwork



Additional Information:

Parents report they are pleased with the registration process. Teachers are pleased that they are not responsible for the registration process. Support staff and administration are completing the process directly with the parents.


 


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Contact:
Racquel Graham – LeanOhio
Racquel.Graham@das.ohio.gov 
1-614-466-6022
 
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