Optim Associates LLP
www.optim.in
Strategic Partner for Growth and Empowered Operations
Our mission is to help small to medium size organizations optimize resources so that the truepotential of an organization can be realized in the form of value created for all stakeholders,i.e. suppliers, customers, employees and investors.
We strive to create this value by eliminating waste, enabling business processes with appropriate technology and aligning people with organization goal.
Optim Associates LLP
N eed – What is the business problem the Hospital is trying to solve?U nique – What differentiates us and uniquely qualifies us to solve the problem?T ime – What is the timeline; when will the problem be solved?C ost – What is the Hospital’s budget; does our capability fit within that budget?A uthority – Who has authority to make the decision to release the budget? S olution – What is our high level solution; can we fix the problem?E nemies – Who is operating unethical and breaking the speed to serve?S cope – What is the scope of the project? Will it be phased?
Optim Associates LLP – Initial Analysis Framework
• Name . . .
• Will be able to . . .
• By . . .
• Through the ability to . . .
• Which will be enabled by . . .
• Project will begin . .
• And end . . .
• We will measure value delivery . . .
• By . . .
Optim Associates LLP – Project Charter, Format
Business DevelopmentCustomer Orientation
Retaining existing customersMarket Creation
New ProductsNew ChannelsNew Geographies
Aligning OrganizationDeveloping People
Recruiting Assessment & FeedbackCompensationCoaching & Mentoring
Developing Strategic DirectionMotivating others to attain Direction
Planning & Controlling AssignmentsPlanning & Measuring results
HospitalHospital
Optim Associates LLP – Enabling Key Management Processes
Vision Skills Incentive Resources Action Plan = ChangeVision Skills Incentive Resources Action Plan = ConfusionVision Skills Incentive Resources Action Plan = AnxietyVision Skills Incentive Resources Action Plan = Gradual ChangeVision Skills Incentive Resources Action Plan = FrustrationVision Skills Incentive Resources Action Plan = False Start
Successful Change Management
Optim Associates LLP – Managing Change
People
Process
Technology
Innovation
How are we going to do it?
Optim Associates LLP – Operations Management
Coordinate Team input to develop (Hospital Name) Common business model
Provide Focus and direction Manage Executive Project Governance Provide Project status reporting to Stakeholders Proactively Manage Risk Implement communications & Change Management Plan Assure Quality Management of Projects Provide Budgeting and Cost Analysis Promote reusability and leverage lessons learned
Optim Associates LLP – Use Project Management Processes
Project Quality Project Cost Project ScheduleProject Risk Project Scope Manage each project activity more than 02 days of work
through IPECC (Initiate, Plan, Execute, Control and Close)
Optim Associates LLP – Manage Project Constraints
Define the project vision Provide strategic direction, and establish corresponding
tactical objectives Maintain the long-term alignment of (Hospital Name)
strategic intent with the activities of the project Provide oversight for all aspects of the project to assist in
meeting its objectives and all associated schedule, cost, and deliverable goals
Review and resolve executive-level issues, such as project scope change requests and strategic issues
Establish and maintain relationship with hospital board
Optim Associates LLP – Manage Role of Steering Committee
BUSINESS DEVELOPMENT
BUSINESS DEVELOPMENT
MARKET CREATION
MARKET CREATION
DEVELOPING PEOPLE
DEVELOPING PEOPLE
ALIGNING ORGANIZATION
ALIGNING ORGANIZATION
DEVELOPING STRATEGIC DIRECTION
DEVELOPING STRATEGIC DIRECTION
SUBJECTMATTER EXPERTS
PLANNING & CONTROLLING ASSIGNMENTS
PLANNING & CONTROLLING ASSIGNMENTS
Executive Steering Committee
Executive Steering Committee
Consulting Quality Assurance
Consulting Quality Assurance
Hospital Business Sponsor
Hospital Business Sponsor
Consulting Executive Director
Consulting Executive Director
Project Management
CONSULTING CORE TEAM
Consulting Program Manager
Consulting Program Manager
Hospital Project Manager
Hospital Project Manager
Optim Associates LLP – Create Project Organization, Example
Training Transition CommunicationsOrganization
& Roles
Optim Associates LLP – Change Management Process
Training ManagementTraining Needs Assessment
Number/location/roles of users Assess skill gaps
Training Strategy Audiences / delivery model / measurement Resources / logistics
Training documentation & curriculum (with project team)
Transition ManagementDevelop Transition PlanHospital Readiness Assessment / Management engagementGather / Provide readiness feedback Oversee execution of above plans
Communication ManagementExecutive Communication Plans
Draft Program Communiques Monitor / Maintain Plans Measure Effectiveness
Leadership and Organization AlignmentManage leadership alignment and engagement activities, troubleshoot issuesOversee organization/process re-engineering Monitor change plans Manage communications, training, change management & deployment leads
Change Management PlanBuild Communications Strategy & PlansIdentify critical implementation issues & recommendationsDevelop Site Readiness Assessment toolsDevelop or advise on Workforce Transition Plan, including:
Workforce Impact Assessment Identify and Scope Impacted Roles Identify role/org design changes / recommendations Identify HR alignment needs
Srl. # Risk Risk Impact Risk Response Risk
Rating
Risk response strategy (Avoid, Mitigate or
Accept)1 Accuracy of
Forecast generated in OneWorld® and fed into PDP as a source of demand (Producat Development Partnership)
Top 20 % of items in Apria will be forecast. If forecast accuracy is very low, i.e., forecast is consistently lower than actual sales orders, PDP may not plan enough inventory supply to meet actual demand.
Verify forecast accuracy in OneWorld®.
Provide safety stock buffer either as safety value and days-coverage.
High Mitigated by providing safety stock equal to 10 days demand for all active items with planning code “F”. This, however does not provide an answer when forecast demand is too low.
2 Safety stock values are calculated basis an average of past three months activities (Sales Orders + Cycle Count) multiplied by 14.
The only demand that drives Apria supply chain for remaining 80 % of the items is safety stock. If safety stock is too low or too high, PDP may plan lower or excess inventory, as the case may be.
Need to create PDP supply chain plan using actual safety stock numbers before Go-Live.
If safety numbers can not be made available before Go-Live, create a contingency plan, in case, PDP plan is under or over the anticipated threshold.
High Mitigate by testing safety stock numbers before Go-Live.OR Accept the risk and create a contingency plan, in case, safety numbers not in line with business requirements.
Risk Response Plan
Optim Associates LLP – Risk Management, Example
SalesSales
Gross Margin $Gross Margin $
Invoice AccuracyInvoice
Accuracy
Sales GrowthSales Growth
Gross Margin %
Gross Margin %
Timely PaymentTimely
Payment
MarketShare
MarketShare
Profit per UnitProfit per Unit
DeductionsDeductions
Data AccuracyData Accuracy
Days of SupplyDays of Supply
Supplier Service Level
Supplier Service Level
DataSynchData
Synch
Order Cycle Time
Order Cycle Time
Store Service Level
Store Service Level
Order Changes & Accuracy
Order Changes & Accuracy
On-Time DeliveryOn-Time Delivery
UnsaleablesUnsaleables
Financial Measures Operational Measures
Joint Performance Scorecard – Microsoft Internet Explorer
New Generation Sales Call
Joint Performance Scorecard
User: Colleen Wegman Procter & GambleProcter & GambleSupplier:
Optim Associates LLP – Performance Management, Example
Dr. Devvrat Sukhwal, Director
Optim Associates LLP – Roles According to Strength
Dr. Kalpit Sanghvi, Director
Kartik Mehta, Empaneled Consultant – Finance & Strategic Planning
Sandip Gandhi, Empaneled Consultant – Financial Planner
Ms. Amruta Rathod, Manager HR
Ms. Urvashi Yadav, Manager Finance
Ms. Nidhi Thacker, Manager Operations
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