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

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


• 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



Student Fill Form

TT: 1 min 10 min TT: 12 min


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



Fill Form


Info Correct

Approval 2 (Signature) Dean Info

Correct

Produce Swipe Card Post Swipe Card

• Value Stream Map Style



Fill Form


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

What is a System?

Documents

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