what is a system?
DESCRIPTION
What is a System?. Review Process Flow chart example. 0. 1. 2. 3. Review Process Flow chart example. VA Ratio. Average Working Time per Day = 8hrs. SIPOC. School B. School B. School B. SIPOC: Module Marks processing. Check Inputs Missing students Missing marks Check Outputs - PowerPoint PPT PresentationTRANSCRIPT
What is a System?
Review Process Flow chart example
0
1
2
3
Review Process Flow chart example
TimeAddedValue
TimeLead
TimeAddedValue
TimeAddedValue :
min45
min28938:
min45
min45 anddays
412:1
min45
min289min)60*8*38(:
min45
min45 and
VA Ratio
Average Working Time per Day = 8hrs
SIPOC
School B
School BSchool B
SIPOC: Module Marks processing
Supplier Input Process Output Customer
RegistryModule
Leader
Module List
Marks
Submit Marks
Input to UNIVERSE
Check marks
Publish to SAB Board
Marks Lists
Statistics
SAB Board
UNIVERSE
Check InputsMissing studentsMissing marks
Check OutputsNot user friendlyDifficult to make academic judgement
Check processSome areas of over processing
SIPOC: Booking a Holiday at work
Supplier Input Process Output Customer
Check Inputs
Check Outputs
Check process
Cross Functional Complexity Table
Cross Functional Complexity Table
Work Stream
Function
Class Example?
Process mapping: Next Step
• Identified Process Steps
• Reviewed Inputs/ outputs/ process (SIPOC)
• Reviewed cross functional complexity
• Next Step identify and review delays
Why do we get delays?• Information missing• Multi departmental inputs• Surge of activity / students all at once• Not enough Staff (capacity)• Not enough facilities• The correct staff are not available
• Can you think of any other reason?
Identify value stream
• Focus on a specific stream• Can be carried out at a macro level• Micro level analysis can be carried out within
points of interest
Develop Current State Map
• The current state, depending on the situation, can be developed using any of the following– Simple flow chart– Single flow Value Stream Mapping (VSM)– Cross functional flow chart– Cross functional VSM– Combination of the above
Develop Current State Map
• Simple Flow Chart
Student Inquiry about Late Access
Fill Form
Approval 1 (Signature) Supervisor
Info Correct
Approval 2 (Signature) Dean
Info Correct
Security Services Produce Swipe Card
Security Services Post Card to
Student
Develop Current State Map
Student Inquiry about Late Access
Student Fill Form
TT: 1 min 10 min TT: 12 min
Approval 1 (Signature) Supervisor
Approval 2 (Signature)
Dean
4 hrs TT: 1 min TT: 1 min2 days
Produce Swipe Card
(Security Services)
Post Swipe Card
(Security Services)
3 days TT: 20 min 1 day TT: 2 min
1 min 37 min
3157 min
10 min
12 min
240 min
1 min
960 min
1 min
1440 min
20 min
480 min2 min
• Single Flow VSM with Delays
• Cross Functional Flow Chart
Develop Current State Map
Student Inquiry about Late Access
Fill Form
Approval 1 (Signature) Supervisor
Info Correct
Approval 2 (Signature) Dean Info
Correct
Produce Swipe Card Post Swipe Card
• Value Stream Map Style
Develop Current State Map
Student Inquiry about Late Access
Fill Form
Approval 1 (Signature) Supervisor
Approval 2 (Signature)
Dean
Produce Swipe Card
Post Swipe Card
TT: 1 min 10 min TT: 12 min
4 hrs TT: 1 min TT: 1 min2 days
3 days TT: 20 min 1 day TT: 2 min
1 min 37 min
3157 min
10 min
12 min
240 min
1 min
960 min
1 min
1440 min
20 min
480 min2 min
TT: Task TimeWork : 8hrs exc. breaks
Identify Causes of Delays
• Queues– Lack of capacity– Information missing
• Non-Value Added Activities– Over processing
• Unnecessary signatures• Some information requested on form already available
– Motion• Unnecessary motion due to not knowing/where to get certain
information
– Rework• Due to unavailability of guidelines at key areas
Example: Recruitment Process• VSM focused on the recruitment
process• The programme involved a two day
workshop• The Team
– Engineering and Computing Faculty Support Manager (X1)
– Library Administrator (X1)– Administration and Marketing Manager
(X1)– Project Manager IT Services (X1)– Business Partner (X2)– HR Administrator (X2)– HR Assistant director
How to get times
• Team members had information on processing and waiting times
• Average times used• Lead-time calculated was in line with the
situation under consideration
Example: Recruitment Process
• Current State Map Development
Business Area/ HR
Prepare AP
TT: 3 hrs
Finance
Approval Approval
VC
TT: 15 min TT: 15 min
HR
Enter vacancy into database
TT : 2 min
10 days
3 hrs
5 days
15 min
5 days
15 min2 days
2 min
Bus
ines
s A
rea
HR
Ser
vice
s
15 min2 days30 min 4 hrs
2 days30 min 4 hrs
5 days
Vacancy advert
approved
HR
TT: 30 min
Barkers
Place advert
TT: 4 hrs
Candidate
TT:
Start work
6 days96 days
Identify Non-Value Added Activities
• Quantifying proportion of value in the system– Value Added Ratio
• Value Added Time : Lead-Time
TimeAddedValue
TimeLead
TimeAddedValue
TimeAddedValue :
6
96:6
6
16:1
Example: Recruitment Process
• Areas of concern: A Macro View– Waiting for signatures– Preparation of job advertisements– Coordination of information– Short listing process– Organisation of interviews– Confirmation of pre-employment checks– Preparation and sending out of contract
documents
What next
Detailed Evaluation of Causes of Delays(23rd March)
Solution Development(30th March and 6th April)
Value Stream map example
0. Student Contacts
programme Manager
1.Delay
Reasons for Delay:
2.Programme manager asks Dept registry for enrolment
form
Identify Possible Reasons for Delay in Step 1 and 3
3.Delay
Reasons for Delay:
4.Only manual
enrolment available
Value Stream mapping example
0 1
Reasons for Delay:
Various responsibilities within role (Lecturing, Project Supervision, Consultancy work with companies, Research work, Other admin tasks)
Require input from various functions
2
Identify Possible Reasons for Delay in Step 1 and 3
3
Reasons for Delay:
Records not found
Need to request information from other staff
Unavailability of standard procedures
Appropriate staff to process the query unavailable
Various responsibilities within role
4
For Next WeekSection 1 – 3 A3 problem solving sheet
Jimmerson, 2007,A3 problem Solving