Convocation Attendance Process Jonathan Taylor Continuous Improvement Department

Mission To provide our campus and community with a rich and engaging convocation experience while allowing an efficient way to collect student attendance and evaluation of the convocations. Vision Our vision is to quickly and efficiently collect and record student attendance at convocations for the purpose of awarding academic credit.

Charter Mission – To provide our campus and community with a rich and engaging convocation experience while allowing an efficient way to collect student attendance and evaluation of the convocations. Burning platform – This process is labor intensive and consumes student time that could be put to other uses. Process Description – Prepare, distribute, and collect convo cards used to record student attendance and response to convocations. Problem Statement – Present system is time and resource intensive and inconveniences students attending the convocation. Sponsor – Scott Steel Process Owner – Thomas Ahrens Team Lead – Jonathan Taylor Facilitators – Jonathan Taylor and Richard Smith Team – Thomas Ahrens, Jonathan Taylor, Richard Smith, Terrin Vann, Erin Powers, Salamata Waiga, Michael Weiner, Qamar Shaker, Logan Gardner

SIPOC Suppliers Inputs Process Outputs Customers Convo cards Student responses Cards are printed, folded, and sent to student CPOs (time consuming) Cards are sorted and entered manually (time consuming) Students receive academic credit Student comments and convo ratings are compiled for review by convo committee Students Convo committee BC Students Convo Committee Convo Team Printing Services

SWOT Analysis Internal External Strengths Weaknesses Opportunities Well established program with a good reputation for quality programs Process is familiar to and understood by students Record keeping, data retrieval and data analysis is labor intensive Data storage requires large amount of square footage Internal Strengths Weaknesses Opportunities Threats Increased speed of data collection and analysis through electronic means Possibility for more robust feedback Increased threat of misrepresenting attendance Future increases in student body would require additional labor External

High-Level Process Map Convo cards are printed Convo cards are issued to students Cards are collected at end of convo Student attendance is recorded and academic credit given Student comments are typed up and reviewed by convocation committee

Work Instructions

Results from Waste Elimination Old Cycle time: 607 hours New cycle time:115 hours >Cycle time % reduction is 81% Old process steps: 21 New number of steps: 8 >% step reduction is 62%

Project Savings Total hard savings: $288 Total soft savings: $9021 Total savings: $9,309 $288 – cost to printing convo cards each semester

Project Team Jonathan Taylor, Qamar Shaker, Terrin Vann, Logan Gardner, Erin Powers, and Thomas Ahrens. (Not pictured: Richard Smith, Michael Weiner, and Salamata Waiga)