Lean Bench Program FAQ

Last Updated: March 20, 2023 12:29:05 PM PDT

Want to talk to someone directly? Attend one of the info sessions about the Lean Bench program.

Expand section About the program

Why was the Lean Bench program formed?

The Process Improvement mindset has gained traction across the University as a key strategy to support campus growth and provide excellent service and value across the institution. A large set of University staff has achieved a high level of expertise in the Lean Six Sigma (LSS) methodology. The Lean Bench program provides a channel for departments and projects to tap into this internal expertise while strengthening and recognizing the experts. A key business initiative, Enterprise Systems Renewal, originally identified the need for such a program.

How does this program relate to other Lean Six Sigma initiatives at UC San Diego?

The Lean Bench program works in conjunction with key programs and initiatives at UC San Diego that promote Process Improvement. Some of the main initiatives are the OSI's Green Belt Scholarship, which supports staff in obtaining an advanced level of Lean Six Sigma training; the Process Palooza annual event, which serves to showcase service, excellence and efficiency in action, and the Business Excellence Community of Practice (BE-CoP), which brings together practitioners in the fields of Project Management, Process Improvement and Change Management.

How will the Lean Bench actually work?

Once selected, the Lean Bench members will serve as the experts in the field, and will be available to help with institution-wide business process review and improvement efforts. Processes are matched to Lean experts. Lean experts will serve as a neutral 3rd party to work with the Subject Matter Experts and apply LSS methodology to facilitate process review and improvement.

How is the success of this program measured?

Key measures will include such things as savings in time and effort, reduction of defects or incidents and increase in customer satisfaction. The Bench Manager will be responsible for tracking and documenting the quantifiable impact of the program.

Who runs this program?

The program is sponsored by the Office of the Chief Information Officer, and governed by the Enterprise Information Systems Governance Committee. The program is managed by Lean experts from across the University with a vested interest in the success of process improvement. They are:

Mojgan Amini, IT Services, Black Belt
Ahren Crickard, EVC office, Black Belt
Will Ford, Health Systems, Black Belt
Shawn Munro, Jacobs School of Engineering, Black Belt
Prachi Raheja, IT Services, Black Belt
Bradley Sollenberger, OSI, Black Belt
Michael Spencer, Transformational Health, Black Belt

Expand section Application and selection process

How are Lean Bench participants selected?

All participants start by filling out an application. The review committee selects the participants based on expertise, desire, and availability.

How many participants will be selected?

Depending on the applicant pool between 8-12 participants will be selected to serve a 12-month term on the bench.

Is supervisor endorsement absolutely necessary?

Success of the program depends on the availability of the Lean Bench members to participate fully in the process review activities. Because members are asked to dedicate a percentage of their work time, supervisor support is necessary.

Are there prerequisites for application and selection into this program?

The Lean Bench will consist of expert practitioners of Lean Six Sigma. Priority is given to those with a Green or Black belt certification (or equivalent experience) in the Lean Six Sigma methodology.

How much time is required to be committed to the program?

We recommend that candidates dedicate about 20% of their time to this program. Of course, demand will eb and flow, so it becomes an average estimate. This will ensure continuity and focus on the process improvement efforts. The department will be able to apply to receive backfill funds to cover the time their employee spends on ERS process improvement efforts.

Expand section Benefits and campus-wide impact

What are the benefits of being part of the Lean Bench?

The benefits of this program are numerous:

Participation in the program is considered prestigious.
Selected fellows will become a recognized body of Lean experts at UC San Diego and across the UC system.
Participants will apply and refine their skills by improving campus processes and bringing value to the University.
Participants will get exposure to business areas and stakeholders outside their home unit.
Participants will bring heightened skills back into their home unit.
Participants will get recognition by executive leaders at the end of their term.
The department will be able to apply to receive backfill funds to cover the time their employee spends on ERS process improvement efforts.
Participants will get extensive experience with the campus Business Process Management platform, Promapp.

I have a full workload, how can I make time to participate?

The program will support you and your department in balancing your workload. The department will be able to apply to receive backfill funds to cover the time their employee spends on ERS process improvement efforts.

What exactly is the Enterprise Systems Replacement (ESR) program?

UC San Diego is embarking on a journey of growth and renewal across all areas of the campus, including growth in student enrollment, student success, teaching programs, research, staffing, and recruitment, just to name a few. In order to prepare for this growth, it is important to start by reviewing and optimizing all relevant business processes and systems. Although this is a sizable undertaking, it can be achieved through diligent planning, institution-wide support, and incremental output. This goal will be accomplished via a comprehensive chancellor-endorsed initiative called Enterprise Systems Renewal (ESR). ESR is a program scoped to review and renew processes and systems in the realms of Financial, Payroll, HR, Student and Research administration.

What kind of additional training will participants receive?

All Lean Bench participants will receive 3-hours of specialized training that builds on Lean Six Sigma and focuses on standard approaches, tools and deliverables during the process review effort. In addition, participants will get trained to use the campus Business Process Management system, Promapp.

Questions? Contact the Lean Bench program team: leanbench@ucsd.edu