What is a System? Admissions Educate Graduation

Review Process Flow chart example 1 2 3

Review Process Flow chart example VA Ratio Average Working Time per Day = 8hrs

SIPOC

School B School B School B

SIPOC: Module Marks processing Supplier Input Process Output Customer Registry Module Leader Module List Marks Submit Marks Input to UNIVERSE Check marks Publish to SAB Board Marks Lists Statistics SAB Board UNIVERSE Check Inputs Missing students Missing marks Check Outputs Not user friendly Difficult to make academic judgement Check process Some 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

Develop Current State Map Simple Flow Chart Approval 2 (Signature) Dean Student Inquiry about Late Access Info Correct Fill Form Approval 1 (Signature) Supervisor Security Services Produce Swipe Card Info Correct Security Services Post Card to Student

Develop Current State Map Single Flow VSM with Delays Approval 1 (Signature) Supervisor Approval 2 (Signature) Dean Produce Swipe Card (Security Services) Post Swipe Card (Security Services) Student Inquiry about Late Access Student Fill Form TT: 1 min 10 min TT: 12 min 2 days 4 hrs TT: 1 min TT: 1 min 3 days TT: 20 min 1 day TT: 2 min 10 min 240 min 960 min 1440 min 480 min 1 min 2 min 12 min 1 min 1 min 20 min 37 min 3157 min

Develop Current State Map Cross Functional Flow Chart Student Student Inquiry about Late Access Fill Form Department Approval 1 (Signature) Supervisor Info Correct Approval 2 (Signature) Dean Info Correct Security Produce Swipe Card Post Swipe Card

Develop Current State Map Value Stream Map Style TT: Task Time Work : 8hrs exc. breaks Student Student Inquiry about Late Access Fill Form TT: 1 min 10 min TT: 12 min Department Approval 1 (Signature) Supervisor Approval 2 (Signature) Dean 2 days 4 hrs TT: 1 min TT: 1 min Security Produce Swipe Card Post Swipe Card 3 days TT: 20 min 1 day TT: 2 min 10 min 240 min 960 min 1440 min 480 min 1 min 2 min 37 min 12 min 1 min 1 min 20 min 3157 min

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 VC 15 min Enter vacancy into database 2 10 days 3 hrs 5 days 15 min 2 days 2 min Services

Identify Non-Value Added Activities Quantifying proportion of value in the system Value Added Ratio Value Added Time : Lead-Time

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 Solution Development (23rd March) Solution Development (30th March and 6th April)

Value Stream map example Identify Possible Reasons for Delay in Step 1 and 3 0. Student Contacts programme Manager 1.Delay 2.Programme manager asks Dept registry for enrolment form 3.Delay 4.Only manual enrolment available Reasons for Delay: Reasons for Delay:

Value Stream mapping example Identify Possible Reasons for Delay in Step 1 and 3 1 2 3 4 Reasons for Delay: Various responsibilities within role (Lecturing, Project Supervision, Consultancy work with companies, Research work, Other admin tasks) Require input from various functions 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

For Next Week Section 1 – 3 A3 problem solving sheet Jimmerson, 2007,A3 problem Solving