lean six sigma project on tat 2 improve

AnalyzeMeasure ControlImproveDefine

Action Plan

Identify and formulate root causes

Quantify and verify causes

IMPROVE - PHASE

IMPROVE - PHASE

High LowImpact

• Lack of a effective training structure/Plan

• Checklist & Break Details updation

•New Associates work on funds • Application Issue

• Lack of motivation

• SOP circulation

The proposed solutions, from the previous Fish Bone, where then entered into an Cause & Effect Matrix. This then enabled us to reveal two preferred options. These options would have an affect on both Impact and Implementation. Further helps us to identify the root causes and improve and maintain a control in plans.

•Lack of Absenteeism•Limited Scope of Check on FLOW

Easy

Hard


Every time a process is completed, FLOW application will be updated

Send the

Deliverables

for review

TC

S M

an

ag

em

en

tC

he

cke

rM

ake

rC

lien

tG

DS

/Bro

ke

r/IM Client Sends IM

File/ GDS loads Broker Data

Starts the FLOW

Application

and selects

the Activity

Downloads or Receives

Broker report

& Balances are updated in

Rec Sheet from

broker report

and Geneva

Break found

Resolve the Break by

updating all the Capital

Items or Raising VT

for Unprocessed trades

Save the backup

reports in Shared Drive

Checker checks the file

with the backupsCheck if the Breaks

are resolved correctlySign off the fund and

send the mail to the client

Receives the mail and

starts the processing

Client checks if there is

any errors in the

deliverables

Updates the Issue tracker

if any error found

Management discuss the

Issue tracker

on monthly basis

Signs off the fund to

final client

Yes

No

No

Yes

Yes

No

Checker Starts the FLOW

Application and selects

the Activity


Standardize the

Delay Comm

ents

Refresher

Training on FLOW Override

options given

to Managers

NCD & ND

Creation on FLOW

No of Activiti

es performed

IMPROVE – “TO BE” PROCESS FLOW

FMEA RESPONSIBILITY - PHASE


Item / FunctionRecommended

Action(s)

Responsibility & Target Completion

DateActions Taken

New associate work on funds

New Hire Training needs more regressive along with

Buddy trainingTraining Team

New Hire Training is now conducted with more informative

and subjects and Buddy training days has been increased

for the new associate to get into production.

Ttrimmed checklist for easy process KMGNew Checklist is been trimmed and implemented for both

makers and checkers

Ttrimmed breaklist for easy process KMGBreak list is been relooked by teams and updation is been

taken place

Encourage Employees to take planned leaves and

deployed planned leaves tracker. Identify top outliers

and One- One Interaction between Associate and

Manager

Production Team

Leave planning tracker is available till the month of

May2011. Details are also shared with the clients as well

as Senior management.

Volume Trend of last 8 weeks to be established .

Required Staffing vs. Actual to be established. Min

Manpower to be rostered with 15% buffer at any given

time. The same needs to be revised every week

Production Team

Capacity planning is in place for different market types

buffer of 10% is maintain to avoid risk to business

One - One Performance Review session between the

Associate and Supervisor every fortnight Production Team

Same is in place

Fun Committee for the entire floor. 2 people from each

team as nominations. Monthly Calendar on 1st of

every month to be circulated. Write up on the activity.

Winners name to be displayed in Hall of Fame.

KMG

Fun Committee established

SOP Not circulated to whole team

Any SOP updated will have to be informed to entire

team and SOP needs to be gone through if a maker or

checker starts working on a new fund

Production Team

Same is in place

Lack of training

FLOW refresher training need to be given to all teams

and made mandatory in New Hire. SOP for FLOW

need to be created

KMG

FLOW refresher training has been started for teams one

by one. SOP for FLOW has been created

Limited Scope of Check on FLOWReports need to be enabled for maker and checker as

well on FLOW ApplicationKMG & IT Team

Reports has been now enabled for maker and checker on

FLOW

Checklist & Break details updation

Motivation

Absenteeism

IMPROVE - PHASE


Need Enhancement of Application

FLOW is a real time work-flow tool developed by TCS. It is also the data repository for some business processes. FLOW application is designed in such a way of capturing real time taken by the associates for each fund and activity.

Steps to be followed in Application:Maker – Associate will Initiated the project and work as per checklist item for each activity.Checker - Reviewer can review each activity as and when completed by a maker and provide feedback against each such activity

Area of Improvement:• Validate the checklist item.• Refresher session to teams on enhancing application.•Need to control no., of project creation.• Tracking the delay comments.

• Positive areas after changes:• Misusage of application will have an impact of individual driven which will lead to the ultimate performance of the team

in Balance Score Card.• Increase in Timeliness %• Standardization of Delay Comments.•Checklist item has been trimmed.

IMPROVE - PHASE


Idea 1 – Simplify Checklist

Before: The Checklist guides with the step by step procedure to perform an activity which is in detailed.

Idea Implement: To cut short the checklist only with the relevant item

Post: This helps the associate to update the checklist point accurately.

Benefit Identified: Time consuming and also helps the associate to have a check point for the procedure followed and also it helps the new associate to learn easily .

IMPROVE - PHASE


Idea 2 – Standardization of Delay Comments

IMPROVE - PHASE


Idea 3 – Override Option

Before: If there is a Deadline misses which is pertain to files delay, GDS delay etc., will also affects the timeliness index.

Idea Implement: Override Option implemented

After: Override option which has been provided to Team Managers to have a controlBenefit Identified: Increase in timeliness%. Actual delays can be highlighted.

IMPROVE - PHASE


Idea 4 – Segregation of deliverables and No., of activities performed

Before: There is no control while creating the project and also if two associate are working on the projects will tend to increase in Volume of the teamIdea Implement: Segregate the activity with deliverables to client. Also No., of activities tab is been introduced.After: No., of project creation was decreased and also easily able to identify the client deliverables.Benefit Identified: Only client deliverables will be added to the timeliness calculation and during the month end while doing reconciliation for 5 days is not necessary to work on 5 different project they can work on 1 project & updating of checklist activity will tend to time consuming.

IMPROVE - PHASE


Idea 4 – Enabling the Reports

IMPROVE - PHASE


Idea 5 – Refresher Session

IMPROVE - PHASE


Idea 6 – Other Vital axis Suggestions

Application Issue Tracker in place and also 2 years data is been reduced

Conducting Fun @ Work

Leave Tracker

Circulation of SOP’s

New Hire Training is now conducted with more informative and subjects

lean six sigma project on tat 2 improve

Data & Analytics