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Lean Six Sigma

for Colleges A team based approach for process

improvement in Colleges

P a g e 1 Scott-Jardine 2012

P a g e 2 Scott-Jardine 2012

Table of Contents

Background ............................................................................................................................. 5

Introduction to Deploying Lean Six Sigma Projects In Colleges

Using this Manual ................................................................................................................... 8

What are LSS Projects? ........................................................................................................... 9

What are the different types of Project? ............................................................................. 10

The DMAIC process structure .............................................................................................. 12

Commonly asked questions about LSS ................................................................................. 14

Management of Lean Six Sigma Projects within Colleges

Process Management Structure ........................................................................................... 16

Communication and Timing of Projects ............................................................................... 17

Role of the Principal and VPs .............................................................................................. 18

Role of the College Champion .............................................................................................. 19

Role of the Project Manager ................................................................................................ 20

Project steering committee.................................................................................................. 20

Selection of College Champions and Project Managers ...................................................... 22

Project Team Selection and Make Up .................................................................................. 24

Project Selection and Strategic Alignment ........................................................................... 25

Project Sequence and Timelines .......................................................................................... 27

Project Charters

Using Project Charters .......................................................................................................... 30

How to Prepare LSS Projects

Introduction.......................................................................................................................... 37

Potential Pitfalls ................................................................................................................... 37

Facilities and Project Logistics .............................................................................................. 40

Collection of initial supporting data ..................................................................................... 42

Initial Training

Purpose................................................................................................................................. 44

Content ................................................................................................................................. 45

P a g e 3 Scott-Jardine 2012

Delivery ................................................................................................................................. 46

Running Project Meetings

Using the DMAIC Process to Structure Meetings ................................................................ 49

Generating and Testing Ideas............................................................................................... 52

Safety Issues ......................................................................................................................... 53

Team Rules ........................................................................................................................... 54

Recording Activities and Actions .......................................................................................... 55

Keeping the Team on Track .................................................................................................. 56

Example Meeting Agenda .................................................................................................... 57

Process Mapping

Introduction to Process Mapping......................................................................................... 59

Purpose................................................................................................................................. 60

Using Current and Future State Maps.................................................................................. 61

Manual Process Mapping as a Tool ...................................................................................... 63

Basic Flowcharting Symbols ................................................................................................. 64

Using Bizagi Software ........................................................................................................... 66

Examples of Process Maps ................................................................................................... 68

The Final Presentation

Purpose................................................................................................................................. 71

Structure ............................................................................................................................... 72

Who Should Attend? ............................................................................................................ 73

Celebrating Success .............................................................................................................. 74

Sustainment and Project Follow Up

Measuring Success ............................................................................................................... 76

Using RAG Reporting ............................................................................................................ 77

Example RAG Report ............................................................................................................ 78

Project Close-Out ................................................................................................................. 79

Roles and Responsibilities .................................................................................................... 80

Follow up Communications .................................................................................................. 81

Glossary of Terms

Glossary of terms ................................................................................................................. 83

P a g e 4 Scott-Jardine 2012

2012 Scott-Jardine

Limit of use

The use of this publication is limited to Bromley, Bexley and John Ruskin College. Permission is granted to

these bodies to use, reproduce and transmit this manual for use within the confines of the named colleges.

However, outside of the named colleges, no part of this manual may be reproduced or transmitted in any form

or by any means, electronic or mechanical, including photocopying, recording or by any information storage

and retrieval system without permission in writing from the authors.

The AoC, as the overseeing body of the project, is also granted permission to use this manual within the same

limits of permission

Limit of Liability

Individuals using and/ or reading this manual are responsible for their use of the information contained. The

authors make no guarantees with regard as to the accuracy or completeness of the book and specifically

disclaim all warranties of fitness for a particular purpose.

The manual does not constitute professional or legal advice and the reader is advised to seek competent

advice in any particular matter in relation to any matters regarding the readers business or personal affairs.

No responsibilities or liabilities are assumed by the Authors whatsoever

P a g e 5 Scott-Jardine 2012

Background Colleges are faced with an increasingly difficult task: improving the outcomes for students

despite reduced budgets and against a backdrop of continued economic uncertainty.

Achieving maximum value for money from existing resources while improving quality and

performance is critical to success.

As with other parts of the economy Colleges can harness the benefits of Lean and Six Sigma

to streamline their internal processes.

Lean and Six Sigma have been found to be very successful approaches to improving quality

and increasing efficiency in a wide range of processes. They use the skills and experience of

staff in the organisation and use a structured team based approach to deliver the benefits.

Through the AoC shared services initiative a Lean and Six Sigma programme was undertaken

with Warwickshire and Coventry Colleges in 2011. Significant benefits were seen from this

programme across the processes studied which covered pre-enrolment,

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