Lesson PlanETAP 526- Module 4

By Bernie Schraml11/12/07

Your Name: Bernie Schraml

Type of Lesson: Tutor

Lesson Plan Title: “Creating Process Flow Charts and Pareto Charts.”

Discipline and Topic: Business Process Management. Each student will create a Process Flow Chart and a Pareto Chart using a free thirty day trial software package from PathMaker: www.pathmaker.com

This lesson will provide students with online tutorials about how to use the software to create the Process Flow Chart and a Pareto Diagram.

Target Population:

Grade Level- Post Secondary. Most students will have college degrees and are in either supervisory or management positions at the company.

Population Characteristics- This lesson will be presented to a class of ten employees who have been nominated to participate in a process improvement team. After training, the members of the team are expected to use the software and complete process flow charts for all of the major processes in their department. They will also be expected to complete Pareto Charts for classifying process failures. These two tools will help the team members identify cost savings and quality enhancement opportunities in their department and company.

Lesson Groupings- The topic of creating process flow charts will be introduced to the class on the first day of the lesson. This introduction will include a discussion of the importance of flow charting, the types and uses of flow charts, how to evaluate flow charts, and how to build interrelationship diagrams using the flow charts. The homework assignment after this class will ask the students to create an Interrelation Diagram, complete a worksheet to document the types of failures or problems in their department and measure the number of occurrences of each of these problems, and complete the “Data Analyst” tutorial which includes Pareto Charts as one of the charts users can select. The second lesson on Pareto Charts will use the Data Analyst tool from PathMaker, using data from the homework assignment.

Curriculum Links: This lesson is one module in a series of training modules in a program to teach employees about quality and process improvement techniques and tools. Previous modules covered identification of process objectives, identifying measurement characteristics, and creating and interpreting run charts. In a previous module, titled “Identifying Opportunities for Cost Savings,” each student was given a homework assignment to complete a “Process Elements” worksheet showing inputs to their processes, the value added by their work, and the outputs of their processes. This worksheet will be used as the basis of completing the process flow diagram. Students also completed a “Process Components” worksheet in a previous lesson that illustrated the machines, materials, methods, environment and people that affect the quality of a product or service. This second worksheet will be used as the basis of completing a Pareto Diagram.

Objectives: Students will be able to view the online tutorial created by PathMaker and create the three different types of charts- a Process Flowchart, an Interrelations Diagram (a type of flowchart) and a Pareto Chart.

Media Literacy Objectives:1. Use technology tools and resources for managing and communicating

personal/professional information (e.g., finances, schedules, addresses, and purchases, correspondence). (3, 4)

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2. Select and apply technology tools for research, information analysis, problem solving, and decision making in content learning. (4, 5)

3. Collaborate with peers, experts, and others to contribute to a content-related knowledge base by using technology to compile, synthesize, produce, and disseminate information, models, and other creative works. (4, 5, 6)

Materials and Timing: Materials necessary to teach this lesson are:

1. Laptop computer with PathMaker software2. Projector for laptop3. Computers for each of the ten students to use in class, which ideally would be

held in a computer lab4. Whiteboard with erasable markers5. Ten copies of the homework assignment

This lesson requires two forty-five minute class periods.

Scope and Sequence:

Lesson One- Process Flow Diagrams

Teacher introduces the lesson on Process Flow Diagrams by using the PowerPoint presentation provided by PathMaker. This presentation covers the following topics:

o Introduction o Uses of flow chartso Evaluationo Types

High-level Detailed Deployment Flowcharting

o Symbols used for flow chartso Construction of flow charts o Accuracy in flow chartso What’s next for process improvement? o Interrelations Diagram

Uses Construction Conclusion

During the presentation the teacher will ask the following questions to ensure class participation:

o What do you do at your desk and what are the objectives of your “process?”

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o How do you monitor achievement of your process objectives?

o What advantages do you think a visual representation of the process has over a verbal narration?

o What are some of the elements should you look for in a process flow diagram?

Excessive delays Repairs Inspection Transportation

Each student will view the “Flowchart Tool” tutorial provided by PathMaker. The tutorial is accessed by clicking on the “Video Tutorial” link at the bottom of the screen.

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Click here

After viewing the tutorial, the Teacher will divide the class into two groups with five students in each group.

o Each group should have individuals who perform a similar function. o Using the “Process Elements” worksheet that was completed by each

student for a previous homework assignment, as a group exercise each group will select a process to flowchart that everyone in the group is familiar with.

o The group will first state the process objectives and will then proceed to flowchart the process using the PathMaker “Flowchart Tool.” All of the members of each group will use the software to create the flowchart and will assist one another in using the software.

o Teacher will walk around the class to provide direction as needed.o Each group will select one chart prepared in their group as a representative

sample of the process.o The flowchart will be projected on the screen in the class. Teacher will

question and evaluate the flowchart, looking for process elements exhibiting delays, repairs, inspection, storage and transportation.

o Teacher will ask each group about the amount of time needed for each step in the process and the cycle time for the process.

o Teacher will ask the class for ideas about how the could be improved to better meet the process objectives.

Teacher assigns homework- 1. Download the free 30-day trail for PathMaker software to the student’s home

computer.2. Complete an Interrelations Diagram using the PathMaker

“Flowchart Tool” software.3. Complete Worksheet #1, which shows process components, types pf

component failures, and the number of failures experienced during a one week period.

4. Complete the “Data Analyst” tutorial provided by PathMaker. This tutorial may be accessed by clicking on the “Video Tutorial” link that appears below the image of the screen below. (Link does not show on this screen shot, but it is in the lower left hand corner below the spreadsheet.)

5. Complete a Pareto Chart using the “Data Analyst” software module.6. Evaluate the Pareto Chart

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7. Instructions for downloading a free 30 day trial of the PathMaker software

may be found at www.pathmaker.com. Follow the instructions on the following two screens. Print the instructions listed for “Step 2.”

8. If you have any questions or problems downloading the software, send me an instant message or an email at bernschr@aol.com.

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Lesson Two

Teacher introduces the lesson on Pareto Charts:o Where should we start for process improvement?o How do we know what to focus on first?o We need a tool for prioritizing the causes of process variationo The Pareto Chart is a tool that can help us separate the most important

from the less importanto What is a Pareto Chart?

A graph that ranks items in descending order of frequency and separates the “vital few” from the “trivial many.”

o What does a Pareto Chart look like? The frequency or magnitude is shown on the vertical axis Items being analyzed are displayed on the horizontal axis It is a variation of a Histogram bar graph that shows a distribution,

but the bars are arranged in descending order. The cumulative line represents the sum of the vertical bars.

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o Teacher projects an example of a Pareto Chart- Source: http://office.microsoft.com/en-us/templates/TC060827571033.aspx?pid=CT101443491033

Teacher uses the chart to illustrate the following pointso The Pareto Chart is based on the Pareto Principle- the 80:20 Rule

80% of the fail points in a process result from only 20% of the potential causes

80% of a company’s sales come from 20% the customers.o Pareto is a picture of the relative magnitude of causes, types of problems

or sources of variation. The 80% may not always be 80%, but there will often be a relative magnitude of what to evaluate in a process.

o Pareto analysis draws attention to problems, or causes or problems, in a systematic way

How to evaluate Pareto Charts:o Normally, two or three categories (“The Vital Few”) will be greater than

others

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o If not, try a different breakdown of categories, possibly combining some of them (“chunk up” the analysis)

o Follow the cumulative percentage line and notice that the categories under the steepest slope of the line make up a majority of the problem.

o Use Pareto charts to evaluate a process before and after changes.

Teacher plays the “Data Analyst” tutorial provided by PathMaker.

After viewing the tutorial, Teacher assigns students to complete a practice exercise using the “Data Analyst” software.

o Teacher confirms that all students completed the homework: “Worksheet #1, Process Components and Process Failures.”

o Teacher directs students to individually use the “Data Analyst” software to make any “refinements” in the Pareto Chart completed as their homework.

o Teacher will walk around the class to provide direction as needed.o When completed, Teacher will project each student’s finished Pareto

Chart on the screen.o Teacher will question the student about process objectives and evaluate

the Pareto Chart, looking for proper labels and completeness, ensuring that the concept of Pareto analysis is understood and that each student is capable of using the software.

o Teacher will ask the class for ideas about what the next step would be based on the data collected.

Supplemental Materials: Graph paper, rulers and pencils will be provided to students to enable them to manually draft a flowchart and Pareto Chart in class. Students will be provided desktop computers to use in class. Students are expected to have access to a computer at home to do the assignment. If a computer at home is not available, students will be able to borrow a laptop from the company for use.

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Evaluation of Students: The Interrelations Diagram and Flowchart homework assignment completed by each student after Lesson One, Worksheet #1, and the Pareto Chart will be formally evaluated using the rubric below. Students will also be evaluated on the completion of the in-classroom exercise of “refining” or correcting a Pareto Chart during Lesson Two. Points will be assigned for classroom participation.

Objectives 0 point 1 points 2 pointsDownload the software to a personal PC

Unsuccessful download not due to technical problems

Unable to load software due to computer problems; Teacher notified

Able to download and use software

Complete the Interrelations Diagram

Not completed Diagram completed with missing labels and arrows

Diagram complete with labels and arrows

Evaluate the Interrelations Diagram

Only one or two evaluation points addressed

Evaluation missing root causes or identification of troubled process

All evaluation criteria addressed

Complete a Flowchart for the most troublesome area of the process

Not completed Chart missing labels and/or steps in the process

Chart is complete with title, links and labels

Complete Worksheet #1- Process Components

Only process components listed

Process components and failures listed

Process components, failures, and the frequency of failures listed

Complete a Pareto Chart

Not completed Pareto Chart completed with less than 3 failure types listed

Chart with 3 or more failures identified and frequency of each failure

Evaluate the Pareto Chart

0 to 1 evaluation points addressed

2 to 3 evaluation points addressed

3 or more evaluation points addressed

Make “refinements” in the Pareto Chart in class during Lesson 2

No changes made although the chart is not complete or correct

Half or less of the necessary changes are made

All necessary changes are made

Answer questions in class about the final Pareto Chart

Student unable to provide answers and needs clues to be able to respond

Student answers less than 50% of the questions successfully

Student able to answer all questions

Participate in classroom teacher-student discussions

No voluntary participation in class discussions

Participation in approximately 50% of the discussions

Participation in each of the discussions of the topics in the lesson

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This assignment is worth 20 points. The breakdown for letter grades is noted below:

20 points = A16 points = B12 points = C08 points = D04 points = F

Evaluation of the Lesson: Teacher will observe the group exercise of completing a process flow chart. If each team of students are able to complete this exercise, and all students participated and were able to complete the same chart at their workstation, then this portion of the lesson will be evaluated as successful. If not, the steps of using the software to complete a flowchart will be reviewed with the class.

The homework assignment after the first lesson will be graded and the distribution of grades will determine understanding of how to use the software and apply it to comprehension of the material. The ability to download software, prepare a flow chart, prepare and evaluate an Interrelations Diagram, and prepare and evaluate a Pareto Chart is necessary for the success of the lesson. Student mastery of the lesson content will be evident from the assignments completed by the students and participation in the class discussions. If sections of the lesson must be repeated, or if individual student coaching is necessary, only those sections tied to low scores on the grading rubric will be covered..

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Homework Assignment: Lesson OneCreating an Interrelations Diagram and a Pareto Chart

Directions:

1. Download the PathMaker software to your computer: www.pathmaker.com 2. Create an Interrelations Diagram after reading the notes below.3. Evaluate the Interrelations Diagram:

What process flow elements play a central role in the process? Are any root causes evident? Do the interrelations work as they should? What are the central issues for the process? What is the most troublesome process?

4. Create a process flow diagram for the most troublesome area identified by the Interrelations Diagram using the PathMaker Flowchart Tool.

5. Complete Worksheet #1, which shows process components, types pf component failures, and the number of failures experienced during a one week period.

6. Complete the “Data Analyst” tutorial provided by PathMaker. This tutorial may be accessed by clicking on the “Video Tutorial” link that appears below the image of the screen below.

7. Practice completing a Pareto Diagram using the “Data Analyst” software module. Create a simple Pareto Diagram to submit for evaluation.

8. Evaluate the Pareto Chart.

Interrelations Diagram:

Background . The can be used to:o Show networks and relationships between process elementso Identify critical elements (those with the most connections)o Point to root causes of problemso Show how the process workso Help focus on issues

Construction .o Agree on the problem, issue or question that is important to

illustrateo Add a symbol to the process flow diagram for every elemento Use arrows to connect related elements, going from the “influencer”

to the “influenced.” If two elements influence each other, the arrow should point toward the stronger influence.

o Count the arrows. The “root causes” or drivers will have the most outgoing arrows.

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o The key outcomes or results will have the most incoming arrows. Rank the importance of each of the elements on the diagram

Conclusion .o What can you conclude from the diagram?o How could you improve processes surrounding the key elements?o What is the most troublesome or complicated element or process

that should be flowcharted?

Requirements:

Your Interrelations Diagram assignment must include at least the following elements:

Labels for each element Arrows showing “influencers” and the “influenced” A written evaluation of the diagram submitted in a Word attachment

Your Flowchart assignment must include at least the following elements: The process title clearly identified on the chart The process objective identified on the chart All steps in the process Appropriate symbols used for each element Elements correctly linked Arrows showing “influencers” and the “influenced”

Your Pareto Diagram must include at least the following: Three or more problems or failures entered in the spreadsheet Frequency of each problem or failure entered in the spreadsheet An evaluation of the Pareto Chart- In a Word file evaluate the chart:

o What are the “Vital Few?”o What are the “Trivial Many?”o What does the cumulative percentage line tell you?o Where does the steepest slope of the cumulative line fall over the

elements and what does that tell you?o What should you focus on first?

Your name and date submitted in the footer of the files submitted

When you are finished with the assignment:

Save a separate PathMaker file for the three diagrams- Interrelations, Flowchart and Pareto.

Save the Word file with the Interrelations Diagram evaluation and Pareto Diagram evaluation.

Print out a copy of the diagrams and evaluations to bring to the next class. Submit the four files to me as attachments to an email by Monday at 9

p.m. My email address is: bernschr@aol.com

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Grading: A copy of the grading rubric for this assignment is attached. The letter grade earned for this assignment will be determined by the number of points you accumulate. The point breakdown is noted on the rubric.

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Worksheet #1Process Components and Process Failures

In a previous homework assignment you listed the machines, materials, methods, the environment and people that affect the quality of work you and/or your unit produce. Now, think of the variables under each of these five process components and list examples of process failures associated with each component. During the last week, how many times did these failures occur? Write your answers about process failures on the lines under each process component, followed by the number of occurrences during the last week.

Machines Materials Methods

Environment People

Your Name: ________________________________

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Your product

or service

_____________ __________________________

_____________

_____________

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