2. assess get organized
TRANSCRIPT
Stage 1: Assess
Step 1: Get Organized
2.1-105Sep13 Rev. 3
Learning ObjectivesAt the end of the session, participants will be able to:
• Describe the Assess stage of the CI methodology
• Organize a CI Team to undertake improvement projects
• Identify the different types of customers and their needs
• Use CI tools to evaluate processes and identify improvement opportunities.
2.1-2
Session Outline• Let’s Make Paper Planes• Step 1: Get Organized• Step 2: Talk with Customers• Step 3: Walk the Process• Step 4: Identify the Priority Improvement Area
2.1-3
LET’S MAKE PAPER PLANES
A Learning Activity
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PPLA No. 1Let’s Make Paper Planes
The team is tasked to make 30 paper planes using ½ sheet of bond paper within 15 minutes; the planes must fall on the landing area otherwise, the customer will not buy them. The members are given different roles: plane maker (3), plane thrower (3), data collector (2) and process observer (2).
Instructions:
1. Make the planes, number each and put initial.2. Launch the planes one at a time, targeting the landing
area. Once launched, the plane can’t be launched again.3. Measure the distance travelled from the center of the
launch area to the part of the plane that is closest to the landing area. Also, indicate if the plane is inside the landing area.
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Plane Number Plane Maker Plane Thrower
Distance In/Out
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Paper Plane Learning Activity
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ASSESSDefine the Project
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What is the Assess Stage?• Defines the objectives
of the project and its respective measures from the perspective of the customers
http://howtorunsuccessfulprojects.com/wp-content/uploads/2011/09/projectpuzzle.jpg2.1-8
The Assess Steps
Get Organized
Talk with Customers
Walk the Process
Identify Priority
Improvement Areas
• CI Project Template • VOC• Affinity Diagram• Defining the Metric
• SIPOC• Process Mapping• Activity Chart• Deployment Chart
• Data Collection Plan• Histogram, Pareto,
and Line Chart
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STEP 1: GET ORGANIZEDEstablish the Continuous Improvement (CI) Teams
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The Assess Steps
Get Organized
Talk with Customers
Walk the Process
Identify Priority
Improvement Areas
• CI Project Template • VOC• Affinity Diagram• Defining the Metric
• SIPOC• Process Mapping• Activity Chart• Deployment Chart
• Data Collection Plan• Histogram, Pareto,
and Line Chart
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CI Team Structure
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School SBM Team
School Head
CI Team 1Team Leader
CI Team 2Team Leader
CI Team 3Team Leader
School CI Facilitator
SBM Coordinator
School SBM Team members• Teachers President• Student Government President• PTA President• LGU Representative• NGO• Alumni Rep
• Team Members (5)
Who composes the team?• Creative and open minded • Good team players • Well respected among peers, stakeholders, and
other business leaders
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• Ideal team size: 5- 8 • Smaller Team Size: 3 to 4 ->work
faster• Teams greater than 8 require
additional facilitation and often require sub-teams.
Team Size
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Who Are Your Stakeholders?School Head
CIFacilitator
CI Team
Other Stakeholders:
-Process Owner-Students, Parents-Community, etc
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Process Owner
– Worries about overall process health– Has responsibility and authority to manage and
improve a process
Process Owner
Ov e ra l l Pro c e s s
De p t A De p t B De p t C De p t D
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FUTURE STATE
BACKGROUND
CURRENT STATE
PROBLEM ANALYSIS
IMPLEMENTATION PLAN
LESSONS LEARNED
TEST RESULTS
PROJECT TITLE
STA
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1: A
SSES
S
STA
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2: A
NA
LYZE
STA
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3: A
CT
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2: A
NA
LYZE
CI Project Template
Name of the ProjectTeam Members
VOC + Project Scoping (SIPOC)
Process Map + Data Gathering and Presentation
Problem DefinitionRoot Cause AnalysisValidation of Causes
Solution GenerationValue Analysis
Improved Process Diagram
Tasks and TimelineBudget and ResourceStakeholder Analysis
Evaluation of ImplementationRisks
Before and AfterPiloting
Cost Benefit Analysis
Project ClosureProject Sharing
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CI Project Template Definitions• PROJECT TITLE
– Name of the Project– Team Leader and Team Members
• BACKGROUND– Brief information/data on the school issue– Identify VOC and Project scope
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CI Project Template Definitions• CURRENT STATE
– Map the current process– Provide baseline data (time, output, cost)
• What specific outcomes are required?• How will we know the implementation is successful?• What will be the measure of performance?
– Use storm clouds to represent problems– Problems can be:
• Customer complaints (defects or reworks)• Gap between actual and target KPI• Inefficiency and Wastages
Storm Clouds
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CI Project Template Definitions• PROBLEM ANALYSIS (For each storm cloud)
– Do root cause analysis– Use the 5 WHYS– Example: Wrong Grade
• 1st WHY – Error computation• 2nd WHY – Confused with another student• 3rd WHY – Student name is wrong• 4th WHY – Incomplete student registration• 5th WHY – Procedure for registration is unclear
• No need to actually reach up to 5 WHYs.
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CI Project Template Definitions • FUTURE STATE
– Describe the proposed solutions and the possible interventions on the process
– Do Value Analysis– Map the Improved Process
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CI Project Template Definitions• IMPLEMENTATION PLAN
– Spells out the WHAT (needs to happen), WHO (will do it), WHEN (it will be completed), and OUTCOME (expected results)
– Determine tasks and timeline– Prepare budget and resource requirements– Perform stakeholder analysis– Evaluate of implementation– Do risk assessment
2.1-22
CI Project Template Definitions• TEST RESULTS
– This refers to any PILOT, TRIAL RUN, or RAMP UP of changes that needs to be done.
– Test can be progressive.– Show before and after results– Long term follow up of the improvements by recording
the measures/metric of the process and its outcome
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CI Project Template Definitions
– When the desired results are not achieved, then CI starts again. Cost refers to the cost of the implementation plan
– Benefit refers to the waste reduction (may not be monetary) i.e. safety, quality, customer satisfaction, workplace appreciation.
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CI Project Template Definitions• LESSONS LEARNED
– Identify project learning– Project sharing– Recognition and Reward– Project Closure
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FUTURE STATE
BACKGROUND
CURRENT STATE
PROBLEM ANALYSIS
IMPLEMENTATION PLAN
LESSONS LEARNED
TEST RESULTS
PROJECT TITLE
Improvement on Examination Results Feedback TimeTeam Members: DBH, EAF, BOG, VPR, RVP, DBS
The time between examination of students and the return of examination results has an average of 7 days with a max of 14 days. Students rely on the results of the examination to know their academic performance and to review for succeeding lessons.
Teacher
Student Submit Exam
Collect Exams
Group exams
per grade level
Check Exams
Return to Students
Receive Examination Results
5 mins. per exam
1 to 5 days30 secs. 30 secs.
Teacher
Student Submit Exam
Collect Exams
Check Exams
Return to Students
Receive Examination Results
5 mins. per exam
30 secs. 30 secs.
Recommendation:1. Eliminate grouping of exam papers for each grade level. 2. Have a different set of exam for students who missed the exam.
Week 1
Week 2
Week 3
Week 4
Week 5 Who
% Completion
Process Design Team 100%Dissemination of New Design DBH, RVP, BOG 100%Simulation EAF, VPR, DBS 100%Gathering of Feedback from Teachers EAF, VPR, DBS 80%Refinement of Process Design Team 80%
Improve on Information DisseminationTeachers should be trained to the new process to be followed on providing feedback to students.
1 5 9 13 17 21 25 290
5
10
15
Feedback Time
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PPLA No. 2Setting up the CI Project Template• Use a Manila Paper• Identify the Team Members and the Project Title
for the Paper Airplane Game• Give a brief information on the game and the
issues arising from it.
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FUTURE STATE
BACKGROUND
CURRENT STATE
PROBLEM ANALYSIS
IMPLEMENTATION PLAN
LESSONS LEARNED
TEST RESULTS
PROJECT TITLE
STA
GE
1: A
SSES
S
STA
GE
2: A
NA
LYZE
STA
GE
3: A
CT
STA
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2: A
NA
LYZE
CI Project Template
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