Wednesday, March 28, 2012

5S LEAN "Spring Clean" - Unit/Group Cleaning Day

On March 28, 2012, PSD Staff will be engaged in a 5S LEAN "Spring Cleaning" of our shared electronic files and common area, group spaces. This post has been compiled to help guide that process. 

 The day will be split into two sessions: AM Session - Shared Drive Clean and PM Session - Group Space Clean. Each session has its own checklist and associated "how to" assistance videos. For additional assistance, staff will be monitoring and responding to comments to this post as well as comments and activity on our CDPHE PSD Facebook Group Page. At the bottom of this post, you will find all necessary documents, forms and guidance for CDPHE Records Retention Policies, should you need them.

PSD Spring Clean - Shared Drive Clean (Unit I and J Drives)
The morning Spring Clean will focus on unit work to clean up our shared electronic files and folders on our unit I and J Drives. To guide the morning activities, we have created a PSD Spring Clean - Shared Drive Checklist for your unit to use as guidance and to complete as a record of cleaning efforts. To help with some of the anticipated questions, we have also compiled a set of "how to" videos to get us started. The checklist is required to indicate your unit has engaged and completed the LEAN steps to clean your Shared Drive work spaces (I/J Drives).


PSD Spring Clean - Shared Drive Checklist

Shared Drive Clean Process - While each unit will approach the responsibility of cleaning up its shared drive spaces differently, given time constraints and complexity of the cleaning operation, we have developed a recommended process for your consideration. Assumption is that AM activities will focus on drive cleaning with PM activities focused on shared work space cleaning. This assumes 4 hours effort.
  • Begin - Units should meet briefly (30 min) at the start of activities to:
    • Identify a "Decider" for the Unit who will be responsible for completing the form on behalf of the unit. The "Decider" should also be responsible for creating the unit's red tag folder, assisting in unit member decisions on keep/throw away or red tagging of folders/files and will serve as point of contact for PSD cleaning follow-up activities.
    • Assign responsibility for cleaning specific folders/files to individual unit members
    • The "Decider" should create the central red tag folder for unit members to assist in the sorting process
    • The "Decider" should identify the starting/ending memory of relevant I/J shared folders for the unit and write them down for inclusion in the checklist.
  • Working Session - Individual unit members should clean the folders (3 hours), using the checklist as a guide and working with the unit's "Decider" to ensure all steps of the 5S process are followed, any questions regarding specific folders are adjudicated by the "Decider", and items still under consideration are moved to the unit's Red Tag folder.
  • Conclusion - Units should reconvene (30 min) to clarify any remaining unit questions with the "Decider". The unit should agree on the follow-up actions for assessing the naming system applied and the contents of the red tag folder and assign responsibility. The "Decider" will complete the unit checklist (PSD Spring Clean - Shared Drive Checklist) linked above and submit on behalf of the unit.
PSD Spring Clean - Shared Drive Clean - "How To" Videos
PSD Spring Clean - Group Work Spaces (Hallways/Unoccupied Offices/Cubes)
The afternoon Spring Clean will focus on cleaning up our group common area spaces such as hallways, unoccupied offices and cubes. To guide the afternoon activities, we have created a PSD Spring Clean - Group Spaces Checklist for you to fill out. To help with some of the questions, we have also provided links to the CDPHE LEAN Instructional Videos to get us started. The checklist is required to indicate you have engaged and completed the LEAN steps to clean your common work spaces.

PSD Spring Clean - Group Spaces Checklist

Group Space Clean Process - While each unit will approach the responsibility of cleaning up its group spaces differently, the accounting process for the effort will follow the same process as with the electronic drives in that one person per unit should be identified as a "Decider." The "Decider" will be responsible for submitting the unit checklist (linked above for the Group Spaces Checklist) and will be responsible for setting the follow-up monitoring activities for group spaces. The main objective with this effort is to clean hallways and unoccupied offices/cubes in your unit's immediate neighborhood. Similarly, this assumes 4 hours effort.

Individual Work Space Clean - "How To" Videos
Where to go for help?
  • CDPHE PSD Facebook Group - Our goal today is to centralize questions and, as appropriate, post answers for all to see, read and comment on. As such, we will be using the CDPHE PSD Facebook Group as a place to discuss, chat and provide insights on the day's cleaning activities. Any before and after pics of office work spaces or other cleaning activities during the day are encouraged! As needed, we will generate additional videos or responses to questions as they arise.
  • Post a Comment (Below) - If the CDPHE PSD Facebook Group is not your thing, then you can also "post a comment" to this post (scroll down to see the comments section). We will also be providing answers to questions here as well as on the CDPHE PSD Facebook Group. We will also provide links to any additional videos or instructions generated during the day that might help in your cleaning efforts.
CDPHE Records Retention Policy
Below are links to the packets and individual sections of the CDPHE Records Retention Policy that might be helpful as you consider deleting or removing files/folders online and in your workspace. NOTE: Several of these documents contain comments and guidance in the PDF format to help you understand how to fill them out or use them. It is strongly recommended that you follow the link, then click on "file," then "download" to view the interactive version of the file. Then... after you are done with it... delete it!

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