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A Simple Approach to Improving Research Administration Processes Spring 2013 KAIZEN Slide 2 Spring 2013 Good Change Kai = change Zen = good A journey of a thousand miles begins with a single step. Slide 3 Spring 2013 Kaizen An inclusive philosophy and practice of productive improvement, which is made incrementally and continuously. A transformative approach to improving quality while reducing costs. Slide 4 Spring 2013 Principles of Kaizen Participation, empowerment Define, monitor and redefine standards Steady, constant Small, incremental change Root cause analysis Slide 5 Spring 2013 Kaizen Value Quality Dependability Discipline Slide 6 Spring 2013 Kaizen Discipline And the value of teams. Slide 7 Spring 2013 Kaizen Practices Plan > Do > Check > Act > PLAN: ID the problem, suggest suggestions; DO: Implement; CHECK: Measure and assess, seek feedback; ACT: Evaluate; design improvements. Slide 8 Spring 2013 Kaizen Practices Plan > Do > Check > Act > Slide 9 Spring 2013 Kaizen Practices Focus on the Process Challenge the Status Quo Emphasize Training (Learning Organization) Invite Feedback Slide 10 Spring 2013 Kaizen Practices Feedback Improvement is everyones responsibility. Slide 11 Spring 2013 Lean Improvements are designed to create value by eliminating waste. Waste = additional resources (time, money, activity) that do not create any value to the customer. Slide 12 Spring 2013 Lean Goal of engaging in the Kaizen practice is not perfection, rather it is about achieving excellence Slide 13 Spring 2013 Mura Muri Muda Uneveness (Mura) Overburden (Muri) Waste (Muda) Slide 14 Spring 2013 Muda Examples of Administrative Waste Errors Bureaucracy (e.g. approvals) Excess Documentation Contramuda = JIT, modular budgets, SNAP Slide 15 Spring 2013 3p s People (Initiative, Self-Direction, Alignment) Purpose (A different kind of why? Adding value) Process (Design, make, use, improve) Slide 16 Spring 2013 Kaizen Initiative People Teamwork Problem Solve Cross-functional Empowerment/Autonomy Slide 17 Spring 2013 3p s People Think, think, think. Slide 18 Spring 2013 5S5S Sort (organization) Straighten (orderliness) Sweep/Shine (cleanliness) Schedule (Standard maintenance of organization, orderliness, cleanliness) Sustain (habit of standardization) Slide 19 Spring 2013 Simplicity, Utility Slide 20 Spring 2013 Kaizen Systems The practice serves as system for obtaining an objective or completing a task by aiding: o Precision o Consistency o Efficiency o Adjusting to Scale o Training & Education Slide 21 Spring 2013 Standard Operating Procedures Represents best practice for the task Provides baseline for improvement Articulates objectives Prevents Errors Provides Training Preserves Expertise Slide 22 Spring 2013 Case Study Fund Setup Form 2006 Slide 23 Spring 2013 Case Study Fund Setup Form Slide 24 Spring 2013 Sponsored Activities Administration Where are you in the process? Department Department ORSP Research Finance Slide 25 Spring 2013 Sponsored Activities Administration Identify a specific problem or area for improvement? Ask the Five Whys o Insufficient information is being communicated. (The Problem) o Why? - The form doesnt have the corrected data. (first why) o Why? Its an old form. (second why) o Why? We dont have the right template. (third why) o Why? We dont have the right software. (fourth why) o Why? We didnt upgrade to take advantage of technology. (fifth why, a root cause) Slide 26 Spring 2013 Sponsored Activities Administration When why gets in the way. Ask How If the whys are strong enough youll find a way to how. Slide 27 Spring 2013 Sponsored Activities Administration Add some Does Does it make the job easier? Does it make the job safer (more compliant)? Does it make the information more clear? Does it help avoid errors? Does it remove a barrier or layer? Slide 28 Spring 2013 Sponsored Activities Administration Goals Add value for the customer and/or Relieve the burden on the customer Manage & Improve Slide 29 Spring 2013 Sponsored Activities Administration Lead as if you have no power. Knowledge of the work; Knowledge of job responsibilities; Teach; Adapt Celebrate the small successes! Slide 30 Spring 2013 Alignment and Control Slide 31 Spring 2013 Make Things Better Kai = change Zen = good Start the journey now. Namaste