Automating Seed Program field reports speeds turnaround

Victor Shaul
Seed Program

Victor Shaul, Linda Rainey and Amanda Hoisington
(front to back) take samples from a kale field,
where they found sick plants with spray damage.

Before engaging in a Lean process improvement effort, WSDA Seed Program inspectors used to record field data on paper, and keep all documentation in the form of paper. There had to be a better way. Our staff capacity was beyond maxed out, and I had a dream of getting rid of the paper. 

A couple factors aligned making it a great time to use Lean principles to analyze our process. For one, the database we use for field and lab reports – called Pure Harvest – had been moved to a different environment that made it much more powerful. Basically, anything you could think to do with it could be done. 

Second, WSDA now has process improvement expertise in our Performance and Planning Management Office. Lean facilitator Vicky Leonard stepped up to facilitate our effort. 

One way our team supports the state’s agricultural and seed industry is be assuring high quality. Field inspection reports play a key role in this and are important to verify crop variety and purity, as well as note the presence of any contaminant plants or diseases.  

Impressive improvements

We began by thoroughly mapping out our process and identifying where we wanted to be, then came up with solutions to get there. One of the most significant was to create an automated fillable form to speed data entry. 

Seed inspectors Gary Slagg, Clint Sams, Steven Moreno, and Danny Jones
(counter clockwise from left) inspect bean plants for disease.

The results of these improvements, implemented last spring, have been impressive. Many data entry points were reduced to just five steps. The average time to enter a field report dropped from 10 minutes to under 2 minutes. The average wait time for our customer companies to view their field data went from four days to one and a half days. 

Danny Jones and Clint Sams conduct
an inspection of a corn bin.

The Seed Program has embraced Lean process improvement for other aspects of our work. We have initiated and implemented a number of other efforts to automate functions in our lab and other data tasks. For example, our corn certification project modernized our 1950s “technology” of carbon-copy, triplicate forms. 

Keep calm and figure out a better way

Now, I’m not a Lean expert and the terminology is still over my head. The simple explanation is that we knew we needed to change and sat down to figure out better ways of doing our business and serving our customers. 

We’ve heard from companies that they love the improvements, and it has had a huge impact on our office staff. 

Specifically on seed data Lean improvement, I thank these project team members – Paula Moore, Amanda Rodriquez, Rich Gilbert, Danny Jones and Clint Sams, as well as our facilitator Vicky Leonard and her co-facilitator Justin Newman. 

In summary: The Seed Program has been using Lean practice to modernize and improve many of its processes and have achieved results in saved time and better customer service. Find out how.

WSDA veterinarians vaccinate pets at free clinic

Hannah Street
Communications

Cats, dogs, and ferrets were all welcome at the S’Klallum Tribal Center last month as WSDA veterinarians participated in a free rabies vaccine clinic for pets, an event they hope to continue and expand.

It was the second year for the event, held Aug. 23 and 24, which WSDA veterinarian Dr. Minden Buswell said held particular significance for some of the pets.

“Rabies vaccines require a booster shot one year after the initial shot, and every three years after that, so it was great to be able to provide boosters to pets who were here last time,” she said.

Dr. Thomas Brignole and Dr. Brooke
Lucas, USDA veterinarians.

The clinic was organized by the Washington State Department of Health in conjunction with the U.S Department of Agriculture. Dr. Buswell, state veterinarian Dr. Brian Joseph, and Dr. Thomas Gilliom were at the clinic to provide small animal veterinary equipment and perform the vaccinations.

“Rabies vaccines have to be performed by a licensed veterinarian,” Dr. Buswell said.

After providing vaccines, the veterinarians gave pet owners collars and tags with Quick Response (QR) codes, allowing anyone with a cell phone to take a picture and learn that animal is up-to-date on its rabies vaccinations. They also gave reservation police copies of vaccination certification for records purposes.

In total, WSDA and USDA veterinarians vaccinated 86 animals. The event is expected to take place next year as well, and Dr. Buswell said she hopes they’ll be able to expand so more tribes in the area can participate.

One of the dogs at the rabies vaccine clinic.

In summary: WSDA veterinarians vaccinated pets at the S'Klallum Tribal Center during a free rabies vaccination clinic.

Response to animal feed contamination quick, coordinated

Randy Treadwell
Rapid Response Team Manager

When we think of farm animals in Washington, what comes to mind may be dairy cows, pigs, chickens and the like. But many animals are “farm raised” - for instance, Washington is the seventh biggest producer of mink for fur in the U.S. While mink production has been declining, the value of pelts nationwide was $116 million in 2016. 

So when WSDA received word last summer that about 15,000 commercially farmed mink had died within a matter of days in Washington and Oregon, our Rapid Response Team (RRT) sprang into action to find out why. 

It turned out, upon investigation, the mink were eating feed made from “spent hens” – that is, poultry that was no longer productive for laying eggs and so were being processed into animal feed. The feed that was causing the affected mink to get sick was traced to a manufacturer in Washington State. 

RRT partnered with the U.S. Food and Drug Administration (FDA) district office in Seattle to work with this feed-production facility. As a result, the business voluntarily recalled products containing ground spent-hen meat that was suspected of containing contaminant responsible for the illnesses. 

Collaboration is key

Samples of the suspect feed were tested at WSDA’s Food Safety and Consumer Services Laboratory and turned up positive for the presence of salmonella. In addition, samples tested by the USDA National Veterinary Services Laboratory were positive for botulism toxin, confirming our suspicion of what had caused the mink to get sick and die. 

Animal feed from a Washington facility made from ground
"spent hens" was suspected of causing the mink to get sick and die. 

Throughout the response, RRT coordinated with several partners. WSDA Animal Service Division and FDA Center for Veterinary Medicine were involved on issues of animal health for potential consumers of the affected feed. Environmental health agencies had a role in the safe disposal of diseased mink carcasses and other waste. 

In acknowledgement of the quick and thorough response work on this incident, the FDA presented WSDA with a Group Recognition Award. 

These kind of wide-ranging response mobilizations require lots of cross-program collaboration and therefore tap many agency staff. I thank the following folks for their work to make this an effective response effort.

Feed Safety Program
  Angela Gantuah
  Catherine Marrier
  Ali Kashani
  Stormy Townsend
Rapid Response Program
  Caleb James
  Susie Bautista
Safety Program
  Robert Ambriz
FSCS Lab
  Yong Liu
  Jim ke
  Mychal Hendrickson
Communications
  Mike Louisell
Animal Services Division
  Lyndon Badcoe
  Minden Buswell
  Amber Itle
  Lynn Briscoe

In summary: The FDA recently recognized WSDA for the collaborated response prompted by a large die-off of farm-raised mink last summer. Our Rapid Response Team led the effort to find the source that made the animals sick. 

Hawaii’s advice: Shake, Shake, Shake! Pound, Pound!

Mike Louisell
Communications

We’re talking Christmas trees in September? Yup.

Our Plant Services Program—headed by Cindy Cooper and Scott Brooks—hosted Hawaii Department of Agriculture (HDOA) inspectors, plant specialists and entomologists in late August to discuss exactly that—the upcoming Christmas tree harvest that starts in November.

Cindy Cooper and Scott Brooks (center) with Hawaiian inspectors (left) and
owners of  Bear Canyon Tree Farm.

For three days the six visitors toured three Christmas tree farms, met with a nationally renowned tree plant pathologist from WSU Puyallup and discussed agricultural pests of concern with WSDA’s nursery plant inspectors and entomologists. WSDA environmental specialists Sue Welch and Tobin Gilbert joined the group tours as well.

Washington is among the top exporting states for Christmas trees, reaching Mexico, Asia, the Middle East and military bases across the globe. Our domestic market includes Hawaii, which has strict protocols to monitor shipments for pest or disease problems.

Hawaii delegation visits

The delegation came here to help ensure a smooth export process this year. Washington growers who export need an important shipping document known as the phytosanitary certificate. WSDA’s Plant Services issues the “phyto” upon a successful inspection of the trees for pests or disease.

The Hawaiian group highlighted Aloha State requirements that cargo be free of pests such as slugs and yellow jackets, and other pests or diseases that could cause problems to the state’s ecosystem.

“We set up grower tours and they really appreciated talking directly to our exporters,” said Plant Services Program Supervisor Scott Brooks.

The schedule included tours of Christmas tree farms in Lewis and Mason counties, and meeting with WSU’s Gary Chastagner to discuss his research to maximize the quality of Noble, Douglas, Nordmann and Turkish fir trees.

Shake and pound 

The best way to avoid pests hitchhiking on Christmas tree exports is to use a mechanical shaker to rid trees of pests. Inspectors say some growers make the mistake of shaking for the suggested period of 10 seconds or more, but then put the trees on the ground where pests can climb back aboard.

Another tip is to follow the shaking by pounding the tree’s base two or three times on the ground before loading into containers. According to the Hawaiian visitors, that’s been effective in removing any unwanted foreign objects.

HDOA visitors in WSDA Entomology Lab, NRB.

“We definitely have a better understanding of how Christmas tree imports are handled in Hawaii now,” Scott said. “And, we have solid suggestions that our growers can use this year during harvest to shake off any slugs or yellow jackets.”

Washington typically ships about 25 containers a year to Hawaii. If inspectors find a pest, they require trees in that the container to be “reconditioned.” This means the trees are removed from the container, shaken and inspected again.

“That brings additional labor, inspection costs and a financial headache for the importer,” Cindy said.

Last season, two of Washington’s containers required reconditioning, down from four container loads in 2015. Containers contain up to 500 trees.

In summary: Find out why a delegation of visitors from Hawaii came to Washington State in August to talk about Christmas trees. Just what are the best ways to get pests out of trees bound for export?

Mary Beth Lang retiring from many roles in long WSDA career

Mike Louisell
Communications

Mary Beth Lang came to WSDA 31 years ago as its public information officer well prepared to champion Washington’s agriculture and advance governmental policy in support of the industry. She’s enjoyed the ride, and now she’s retiring at the e

Jeff Larsen and Mary Beth Lang promote Centennial.

nd of August.

Mary Beth didn’t grow up on a farm in her hometown of Beloit, Wisconsin. She learned about agriculture from 10 years as a 4-H member and from college friends who came from dairy farms.

She graduated from the University of Wisconsin-Madison with a bachelor’s degree in agriculture, earning a double major in extension education and agricultural journalism. Her first professional position was as a county 4-H agent in northcentral Wisconsin. Then came a dream assignment —eight months in New Zealand as a 4-H ambassador, living with 15 farm families involved with the Young Farmers Clubs.

“It was an incredible experience to learn about New Zealand and its farms, ag industry and rural lifestyle through the perspective of its young farmers, while giving many talks about life in America and Wisconsin agriculture,” Mary Beth said.

Communications experience

Upon her return, she became the farm director at a radio and TV station in Wausau, hosting a noon TV program. Her broadcast work continued as she went back for her master’s degree in ag journalism and then joined the UW Cooperative Extension communications staff.

That’s where she saw a job announcement posted by WSDA’s public information officer Vicky Scharlau, also a UW-Madison grad, detailing the many benefits of working for WSDA in Olympia.

“What really caught my eye was the chance to learn and share information about the state’s incredibly diverse agriculture,” Mary Beth said.

WSDA career 

Mary Beth, and her husband, Jim Erskine, who was also in the communications field, took the bait. They moved out West in 1986, where she joined the Director’s Office, ultimately serving seven agency directors – from Alan Pettibone to Derek Sandison.

A multitude of projects, assignments, legislative policy achievements and agency milestones benefited from Mary Beth’s contributions.

Among them are:

• Researching and writing “Washington’s Centennial Farms: Yesterday and Today” for the state’s Centennial in 1989, and coordinating a follow-up project for the state’s 125th.
• Managing public information on the massive 1992 Asian gypsy moth project, with aerial spraying of more than 116,000 acres of King and Pierce counties. This provided a communications model for subsequent eradication projects, including for the 2001 citrus longhorned beetle when 1,000 trees were removed from private properties in Tukwila.
• Managing state communication activities in response to the first-ever discovery of mad cow disease (or bovine spongiform encephalopathy) in the U.S. in a Washington dairy cow imported from Canada. It was dubbed the “Cow that Stole Christmas,” because USDA made the announcement on Dec. 23, 2003.
• Preparing and advocating for agency budget and legislative initiatives during her 15-year tenure as policy assistant to the director on issues as wide-ranging as livestock inspection, pesticide use in schools, metals in fertilizer, apiary registration, food safety, spartina eradication, animal ID, and fee increases-- touching on just about every program in the agency. 
• Using her knowledge of the agency’s programs and her research skills to support the celebration of WSDA’s 100th anniversary in 2013.

Developing bioenergy

Gov. Booth Gardner presents Writer Award, 1990

For the past eight years, Mary Beth has been WSDA’s bioenergy and special projects coordinator, working on a state-level initiative to develop a bioenergy industry that would produce biodiesel from oilseed crops and electricity from “digested” dairy manure.

Mary Beth says the highlight of her career has been learning from and working with so many top-notch people, particularly at WSDA.

“Over the years, I have come to appreciate all the more how talented and dedicated our people are. It’s been a privilege to work with them as we’ve pursued WSDA’s mission.”

Bon voyage, bonne chance!

Jim and Mary Beth have booked a post-retirement trip to France. She’s also looking forward to more time for her volunteer activities, family history, outdoor pursuits, continued learning and more travel.

In summary: During Mary Beth Lang’s 31-year career at WSDA, she has worn several hats, advancing communications, policy development and special projects. She’ll retire from the agency at the end of August. 

Candace Jacobs awarded for commitment to food safety

Kathy Davis
Communications

Candace, center, with incoming IAFP president, Dr. Mickey Parish,
senior science adviser for FDA, and Dr. Ruth Petran, Food Safety
vice president at Ecolab, the company that supports the award.

Dr. Candace Jacobs, assistant director of the Food Safety and Consumer Services Division, received a prestigious award for her commitment and contribution to food safety. She was honored with the 2017 Sanitarian Award from the International Association for Food Protection (IAFP) on July 12 at the 2017 IAFP Annual Meeting in Tampa, Florida. 

The Sanitarian Award recognizes an active IAFP member for dedicated and exceptional service to the public and the food industry. The award consists of a plaque and a $1,500 honorarium, which Candace donated to Heifer International. 

“I felt so honored and privileged to be selected by my food safety peers for the award – it’s overwhelming!” Candace said. “My current and former colleagues should get most of the credit for any success I might have and I give them all a shout-out.”

Candace has currently been serving as a WSDA division assistant director since April 2015, and also did from 1994-2000. In between, she held positions in the food industry related to safety, regulations, environmental affairs and quality assurance. During her extensive career, she has worked for Coca-Cola, Campbell Soup, Starbucks, and Chobani Yogurt, among other companies. 

She’s been a state toxicologist in Nebraska and a clinical veterinarian in Wyoming and California. She also served in the U.S. Air Force where she used her public health expertise to survey disease trends, food safety practices and sanitation in food service facilities. She retired at the rank of colonel after 23 years. 

The International Association for Food Protection (IAFP) represents a broad range of members with a single focus — protecting the global food supply. IAFP members, representing more than 50 countries, help the association achieve its mission through networking, educational programs, journals, career opportunities and many other resources. 

In summary: Assistant Director Candace Jacobs was honored with a prestigious national award for her commitment and work to protect food safety. 

Five prizes awarded in second quarter QUICK Award drawing

Mike Louisell
Communications

Amanda Rodriguez, right, gave colleague Karri Doescher a QUICK Award

Five employees may select a prize because their names were randomly selected from the recent second quarter QUICK Awards drawing. Employees handed out 57 awards to co-workers in Western Washington and eight awards to Eastern Washington-based staff.

QUICK Awards are presented by employees who see their peers displaying good work and service to others. Here are the prize recipients from the 2017 second quarter drawing and why they received awards.

Kelle Davis, Pesticide Registration and Licensing, Olympia
For organizing a meeting involving several representatives from Japan’s Ministry of Agriculture, Forestry and Fisheries. The visitors sought information on how WSDA approaches fertilizer use laws and rules. In June, Kelle and WSDA staff presented information on fertilizers, compost and organic issues that may help the Japanese as they re-write their fertilizer regulations.

Chris Looney, Pest Program, Olympia

The Davis gals, Kathy and Kelle, both received
QUICK Award prizes. 

For participating in the evaluation process reviewing applications for this year’s Specialty Crop Block Grant Program. The SCBGP Team appreciates the time and expertise of our WSDA volunteer evaluators.

Kathy Davis, Communications, Olympia
Also for contributing time to evaluate submittals to our agency’s annual review of proposed projects under the Specialty Crop Block Grant Program. Kathy was among many WSDA employees who participated in the reviews.

Catherine Bowman, Pesticide Compliance, Olympia
For using WebEx to see and hear much of the recent Yakima-based annual meeting of the Compliance Program. Catherine was “holding down the fort” at the Natural Resources Building while using WebEx to learn what co-workers were learning in Yakima.

Karri Doescher, Seed Inspection and Certification, Yakima
For assisting a co-worker who was working with an out-of-town customer. Karri sent needed documents to the customer. She’s been learning to process field renewals and applications, as well as handling tagging activities.

To claim prizes, winners should contact Robin Schaffer in Olympia or Brandy Thompson for Eastern Washington.

Sept. 30 deadline for next drawing

Want to catch one of your co-workers doing something special for staff or WSDA customers? The deadline for the next QUICK Award drawing is Sept. 30. You can find the QUICK Award form on the intranet. Forms are also available from your division coordinator or agency receptionists.

In summary: WSDA staff presented 65 QUICK Awards during the second quarter of 2017. Five of their names were randomly drawn to receive prizes.