Operations Excellence Council minutes: May 16, 2019
The Operations Excellence Council provides a senior management forum focused on delivering leading-edge science, and developing a strong commitment to, and culture around, research and operational excellence throughout the laboratory. The council supports timely, transparent and effective decision-making on operational programs. It communicates customer feedback, needs and priorities, and reviews lab performance targets and metrics.
Kim Sawyer (OTD) introduced and welcomed Jeff Arena (CPA) as the new Head of Internal and Executive Communications. He is a champion of diversity and inclusion and a seasoned communications planner. Arena previously worked at the Morton Arboretum and has experience in higher education and science.
Sawyer, who presented at last week’s SAFE workshop, pointed out that it should be common practice to start meetings by providing individuals with tornado/fire exit routes. Gail Stine (ESHQ) also presented at the workshop where she shared a video clip from the movie Sully; the investigation committee for that event ignored many of the human factors. The group discussed the importance of reassuring people that investigating unplanned events are an opportunity for learning and not to cast blame.
Jessica Schuch (FMP) introduced key changes and requirements for routing of the honorarium process. Requirements for Social Security were eliminated except for true honoria. Most costs will be now be handled through simple travel reimbursements.
The new authorization form will migrate from Excel to Xink (ANL-1229) and will require approval from the division director. The ANL-88 form has been updated to accommodate paying out reimbursements. Remaining steps before launch includes:
- Final testing will be completed on both Xink forms
- Using Box Plus in place of faxing W-8BEN and W-9 forms
- Communications plan to project release date (town hall, Argonne Today announcement, training material)
Rapid Timecard Entry
Tod Toter (IS) discussed the rapid timecard entry. The goal was to improve the interface and the error feedback experience, and reduce the time it takes to enter effort. With improvements such as touchscreen and scanners, the number of button clicks have been reduced and error messages and the number of transitions between devices were reduced. This new process is estimated to save $30,000 annually. Sawyer questioned if FMAX integrates with Dayforce and SCOAR.
To address Sawyer’s question, Business and Information Services (BIS) will work to interface and eliminate double entry.
Building 240 is undergoing modifications due to an increased population of summer students. Infrastructure Services is working to relocate part of BIS.
Project Management employees will meet with community partners (commissioner, forest preserve, DuPage County Sheriff’s Office) to discuss cooperative solutions for parking by the forest preserve.
Energy and Global Security continues to work through personnel changes; interviews are underway for a human resources manager and they are close to finalizing a safety manager.
The Financial Management and Procurement Services “Get to Green” program continues to make progress.
Sawyer has been visiting buildings and received positive feedback on the building operations team.