Lean Project Noa

8/13/2019 Lean Project Noa

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LEAN PROJECT PRESENTATION

REDUCING A4 PAPER WASTE IN AKYEM


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STAGES OF LEAN PROJECT


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CUSTOMER NEEDS & VALUES

Who is the customer?

Internal Environment, Site service, CR, HR, Communication, Exploration, project Team etc.

What are their needs and requirements?

Issues Waste of A4 sheets and cartridges through irrelevant printing.

Needs Reduce waste in the consumption of A4 & A3 printing on site.

Requirements Better understanding of the need to save paper among employees and contractors.

Reduce multiple accesses to several printers on site. Provide well defined regulation

Data collection methods Employ interview and observation to collect data on A4 paper waste in the offices.

What value stream delivers this value?

Value stream Department raised requisition in ellipse; Request approved by department authority;

purchasing officer purchase orders; Collect papers from warehouse & distribute A4

sheets to printers.

What do they consider value add in the stream?

Customer value add Distribute A4 sheets to printers.

Business value add Department raised requisition in ellipse; Request approved by department authority;

purchasing officer purchase orders;

Non value add Collect papers from warehouse

What is the customer demand?

Units per day/ # of orders 50% availability of A4 sheets & quality supplied of A4 sheets.

How well are we meeting that demand?

Current Measurement

Currentl consum tion level of A4 a er on site is 50 boxes er month.


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PROJECT TEAM MEMBERS

CORE MEMBERS

Catherine Avorseh

Emmanuel Ansah

Bismark Akwafo

Emmanuel Dompreh

Sampson Owusu

Victoria Quaye

Doreen Lamptey

Bernice Anamon

SUBJECT MATTER EXPERSTS

Raphael Sakponou

Felix Ankrah

James Kanga

James Kanga


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PROJECT CHARTER

Project Name Reducing A4 Sheets Waste

Project Start Date July 26, 2011Completion Date October 26, 2011Project Owner Nii Odenkey AbbeyProject Sponsor Oduro-Kwarteng MarfoContactInformation forproject manager

P O Box 251 Nkawkaw E/R

Cell: 0243067234/+233307011852*52048

Email: [email protected]

Current State Every day on site a reasonable amount of A4 sheets papers go wastes resulting in financial loss tothe company. Volumes of A4 papers are shredded and dispose of on daily basis and cartridges are

frequently ordered due to the pressure on these machines. Management is currently worried about

the situation and readily need solution to the problem.

Business Case Available data from Supply Chain Department indicate that within the period of every six months

three hundred to four hundred boxes of A4 sheets are consumed on site. For instance the period

between January to June this year recorded 300 boxes A4 sheet consumption representing the

cost of GH11, 100. This level of consumption on site can be minimized by applying Lean (FOCUS)

methodology for elimination of waste.

Desired Future

State

Reduced waste in the usage of A4 sheets by 50 %. Better understanding of the need to save paper

among employees and contractors. Reduce multiple accesses to several printers on site. Provide

well define quota printing for all printers.

Estimated

Benefits $

Currently, cost of A4 sheet per ream is $5 we want to take waste out of the usage by 50%

Project Value

Stream & sco e

Offices: No.1, No.2, No.3, No.4, No.6, & Security Badging office.


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BASELINE DATA

SITE SERVICE

18%GEOLOGY

5%

ESR

71%

SECURITY

6%

A4 ConsumptionDEPARTMENTS BOXES OF A4 SHEETSCONSUMPTION

JANUARYJULY 2011

SITE SERVICE/HR 50

GEOLOGY 14

ESR 195

SECURITY 17


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CURRENT VALUE STREAM MAP

OPENDOCUMENT

SELECTPRINTING

PREFERENCE

SELECTPRINTER

ISSUECOMMAND

GET PRINTOUT


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ANALYSIS OF CURRENT VALUE STRAM ANDWASTE IDENTIFICATION

TYPES OF WASTES OBSERVATIONDEFFECT/REWORK When tonner in a printer fall low can cause defect in a print out leading to waste of A4 sheets.

When printer setting is not correctly selected for printing of document can cause one to reprint

the document and this can lead to waste.

If one print a document and the quality of the print out look poor, one may have to print again

and this result in waste generation.

SKILLS If one lack knowledge about printing properties and want print a document he/she might endup printing wrongly leading to waste.

If one does not know how to set print area for document and go ahead to print can cause

waste.

OVERPROCESSING If one want to cancel a document from a printing queue and does not know how to do it he/shemight end up over processing the documents.

When one print wrong/ irrelevant document or printing volume of document instead of portion

of portion of it may result in over processing of document.

When one print document for editing instead of performing editing on computer can result in

over processing leading to waste.

OVERPRODUCTION Printing document s more than one needed can lead to overproduction and would eventuallybecome waste.

Selecting another printer for the same document when the same document is choke/pending in

another printer and one fail to cancel it can lead to overproduction.

When someone forget to pick a print out from the printer and the document get missing theperson might print another leading to over processing.


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SAMPLES OF WASTE GENERATED ON SITE


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CREATE PHASE: RUNNING KAIZEN EVENT

Project Name: Reducing A4 Sheet wasteKaizen event team meeting

agenda

Target area/departments ESR, Exploration, Site service, Security office

Date and Time AugustSeptember 2011

Venue/Room# Recreational Hall

Desired Outcomes:

Desired Outcome

Understand the root causes of A4 sheet waste

Develop improvement list

Future value stream process

Task

Method

Owner

Day/Time

Perform root cause

analysis

Brain storm/Fishbone

diagram/5 whys Team/Kate

30th/Aug/2011

Develop Improvement list Brainstorming Team/Victoria

1st/Sep/2011

Develop future value 6th/Sep/2011


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TEAM MEMBERS PERFORMING ROOTCAUSE ANALYSIS


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ROOT CAUSE ANALYSIS: FISHBONE DIAGRAM


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ROOT CAUSE ANALYSIS: FIVE WHYS

THE PROBLEMS THE WHYS

A4 paper waste as a

result of printer settings

When printer settings are not properly set, there are always an experience of print error.

Because some people donthave skills about printer settings they turn to print document that result I waste.

Instead of reviewing document electronically, they turn to print them out after which they throw them away.

Most people after issuing command to a printer and realized that there is choked in the printer queue they

then go ahead to issues command to another printer without cancelling the earlier command and as result

create waste

Because most people dont have knowledge about printer settings they turn to print more document that

need resulting in waste.

A4 paper waste as a

result of Mechanical Fault

People waste a lot of A4 papers when printer is faulty and IT Department or help desk is not informed.

Power fluctuation some times cause damage to printers resulting in mechanical fault.

Low tonner cause damage to print out quality and as a result lead to waste generation.

Wrongful selection tray during printing can lead to waste of A4 papers.

When the printer is faulty it can cause a Jammed paper jammed or pick double A4 sheet instead of one

leading to waste.

A4 paper waste as aresults of Unregulated

Access

There are too many people with multiple access to several printers. There are no restriction on printers as a result some people print unnecessarily.

Because there are no regulations on the printers most people print document that are not business related

e.g. Pictures from the internet.

Individuals with multiple access to several printers

A4 paper waste as a

results of Lack of Skills

Most people dont know how to print front & back and asresult waste paper.

Most people dont know how to cancel print command from printer queue.

Because some people dont know how to print specific part of documents they in turn to print a whole

document which result in waste.


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FUTURE VALUE STREAM


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Recommendations to Reduce PrintedPaper Waste in Akyem

Communication Messages1. Dont print out emails and documents if you dont need to.

2. Set print ranges so you dont print pages with no text.

3. Before printing or making copies, be sure to check your device settings.

4. Print front and back whenever possible.

5. Preview document before printing and print only the pages needed.

6. Think of filing electronically.

7. Check printer queue before issuing print command.

8. keep printer machine area always clean.

9. Do not temper with printer when faulty. Kindly call help desk (50555)

10. Remember printers are for business purpose only.

Technical Solutions

Install duplex paper feeds by default on all printers and encourage their use.

Set all printers to economy monochrome mode, urging users to choose colour only if they really need it.

Obtain software that will , improve printer utilization and save up to 50% in printing costs by eliminating

unnecessary printing, reducing waste and encouraging responsible resource use.


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INTERNAL COMMUNICATION

.


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WORKPLAN FOR IMPLEMENTING THESOLUTION(S)

STEPS OCT2011

NOV2011

DEC2011

JAN2012

FEB2012

MAR2012

TRAINING PLAN

COMMUNICATION PLAN

ROLLOUT SCHEDULE

MONITORING & EVALUATION

PROCESS

CHANGE MGT PLAN


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COMMUNICATION PLANACTIVITY BY WHOM & WHEN RESOURCES TARGET(S) MEASURE OF SUCCESS

Key Objective: To educate and sensitized employees to reduce A4 paper waste in the offices.Promote an office cultureof printing on both sides ofpaper

By LEAN TEAM, from 24th28thOct 2011 Distributecommunication

support materials.

ESR Exploration Site Service HR Project

Employees demonstratingculture of printing on bothside of paper.

Promote a "Think BeforeYou print" Attitude.

By LEAN TEAM, from 24th

28thOct 2011

Distributecommunicationsupport materials.


Employees demonstratingattitude of think before youprint.

Educate staff to check

printer queue beforeissuing print command.


28thOct 2011

Distribute

communicationsupport materials.

ESR

Exploration Site Service HR Project

When employees begins to

check printer queue beforeissuing print command.

Encourage electronic fillingof documents.


28thOct 2011

Distributecommunicationsupport materials.


When more and moreemployees begin to file theirdocuments electronically.


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TRAINING PLANDATE DEPARTMENT TECHNICAL TRAINING TRAINING BY

6/2/12

8:00 -830am

LEAN BELT TEAM Printing options & settings Justice Asante

3:00 3:30pm

ESR Printing options & settings Justice Asante

TBD

SITE SERVICE Printing options & settings Justice Asante

TBD HR Printing options & settings Justice Asante

TBD EXPLORATION Printing options & settings Justice Asante

TBD PROJECT Printing options & settings Justice Asante

TBD SECURITY Printing options & settings Justice Asante

TBD MANAGEMENT Printing options & settings Justice Asante

TBDINTERSOCIAL/ DAVICREY Printing options & settings Justice Asante


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Monthly Consumption of A4 paper on site

M thl B f h d b


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Monthly Boxes of papers purchased byDepartment

DEPARTMENTS

MONTH

OCT

2011

NOV

2011

DEC

2011

JAN

2012

FEB

2012

MAR

2012

TOTAL UNIT COST TOTAL COST

Environment - 2 - GH 38 GH

Ext Affairs 20 20 10 15 GH 38 GH

Exploration - - - 6 GH 38 GH

Security - 4 - GH 38 GH

SS/HR 5 20 5 5 GH 38 GH

Lycopodium 20 15 25 GH 38 GH

Project Comm - 3 - GH 38 GH

L&D 15 15 - 10 GH 38 GH

TOTAL 60 79 40 36


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Error proofing- Reducing errors to reduce costs

Lean Project Noa

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