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Leave of Absence Reduction improvement process- L.O.A. Reduction
1.
1EDU 338 [JP]
[RB] 2014 © 2010 The National Graduate School of Quality Management Problem Statement A lack of consistency in the “Leave of Absence” ( LOA’s) granting process managed by the Education Department creates a stream of unscheduled workflow over several departments in the company. – These unscheduled work flow negatively affects the quality of our customer service experience throughout the company. – Inconsistent validation and processing of LOA’s creates a loss in revenue for our company on an average of $2200 per student per month when students suspend their academic program. 1
2.
2EDU 338 [JP]
[RB] 2014 © 2010 The National Graduate School of Quality Management Force Field Analysis 2 Ideal state= Future Desired State Resisting Forces Driving Forces No change Solutions developed for the elimination of resisting forces through implementation: 1. Stream lined activities 2. Training 3. Promote group success 2 6 1 Total: Total:5 8 1 11 18 Promoting change 4 All departments working as one team each department to do their own thing Allow students to take off at any time for any reason Students and Officials know what to expect in the Application process 2 un- scheduled work persist Minimize the negative effects of LOA’s Time and resource wasted Stream lined activities in the LOA process
3.
3EDU 338 [JP]
[RB] 2014 © 2010 The National Graduate School of Quality Management 3 Student comes into Education Office and requests a Leave of Absence (LOA) Student meets with Registrar and is directed to student’s program Education Supervisor Is Program Education Supervisor available? Reschedule student with Ed Supervisor Education Supervisor reviews LOA request with Student Is request approved by Education Supervisor? Student is sent back to class no LOA Student is returned back to Registrar Is FA Rep available? Registrar escorts student to Financial Aid for review of eligibility Does student qualify for LOA with FA? Reschedule student with FA Rep Student is sent back to class no LOA FA Rep escorts student to Business Office for review of eligibility Is Business Office Rep available? Does student qualify for LOA with Business Office? Student is sent back to class no LOA LOA is processed “As Is” Leave of Absence Process: Reschedule student with Business Office Rep NO NO NO NO NO NO YES YES YE S YES YES
4.
4EDU 338 [JP]
[RB] 2014 © 2010 The National Graduate School of Quality Management 4 Process Improvement Performance Metrics Accuracy – Breakdowns in the current process with staff not being available can lead to LOA processing errors since process is interrupted. Labor hours – Wasted labor hours of both staff and students trying to physically walk the student through the LOA process. – Interruption of other or normal workflow with this unscheduled process. Revenue – The process goal is to reduce the average number of LOA’s per month that occurs within the student program by 50% totaling an average of $44,000 per month (additional collectable revenue). © 2010 The National Graduate School of Quality Management
5.
5EDU 338 [JP]
[RB] 2014 © 2010 The National Graduate School of Quality Management Customer Requirement Matrix 5 OUTPUT QUALITY CHARACTERISITICS DESCRIPTION TARGET IMPORTANCE TO CUSTOMER CUSTOMER VIEW OF GAP RANK (1 = Low, 5 = High) Processed LOA ACCURACY Lost paper work Incomplete paperwork 5 4 Poor performance If less than 5 2 Processed LOA REVENUE Validation process not followed Non valid LOA’s granted 5 5 Poor performance If less than 5 1 Processed LOA LABOR HOURS Representative not present Multiple appointments 5 5 Poor performance If less than 5 2 Total 15 14 Total 5
6.
6EDU 338 [JP]
[RB] 2014 © 2010 The National Graduate School of Quality Management New Leave of Absence (LOA) Process 6 Student requests a Leave of Absence (LOA) by submitting a written letter and supporting documentation to the Education Department. Is the LOA request due to Military or Medical reasons? Schedule student to see Financial Aid and Business Office. Registrar processes LOA after eligibility confirmation from both Departments. Student information is sent to Financial Aid and Business Office for review for LOA Eligibility. Is student eligible for an LOA? LOA is declined and student is informed of decision. Student meets with scheduled LOA Review Board consisting of Education Management, Business Office, and Financial Aid Reps. Is student request for an LOA granted by Board? LOA is declined and student is informed of decision. LOA is granted and processed by Registrar. YES YES YES NO NO NO START
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