Define the problem to be solved. Measure current performance. Analyze the current performance. Improve performance. Control the change. C

A3ControlRevise A3Define Control C

What did we hope to achieve? What are the results? A3 C Think about your accomplishments 8. Compare Goals with Results: Can we be sure of our impact?

Lessons learned? Thoughts? A3 C Think about what you and your team have learned 9. Reflect on the Project: Ideas?

C Control Control Phase Steps: 1.Develop methods to monitor improvement 2.Identify who is in charge of making changes and for making changes stick 3.Recognize team’s achievements 4.Be vigilant for further opportunities to improve Tools: ✔ Brainstorming ✔ Implementation Plan

Now that you know how the system is working: Determine what metrics will help you keep the process on track Record your baseline and plan the gains you want to achieve Set incremental goals to be met daily, weekly, monthly, and quarterly C Monitor Track your savings!

Example Your team has concluded that a key performance indicator (KPI) is that all new files are processed each day. Track this with a chart recording outgoing files over incoming files. Mark days not achieving 100% as red. C Monitor MTWThF 114/114114/116121/120119/118112/112 Post this so the whole team can track its performance!

Example A KPI is that all departments must submit their records on time for further processing. Mark departments red if their submission is late, green if on- time. C Monitor DepartmentFiscal period 1Fiscal period 2 Facilities Human Resources Finance Student Housing

REMEMBER ACCOUNTABILITY Somebody must maintain the charts! Somebody must review the charts! Somebody must be accountable for the flaws exposed by the charts! C Monitor Expect to uncover new problems; this is part of the continous improvement process

C Control Control Phase Steps:Tools: ✔ Brainstorming ✔ Implementation Plan

Designate a “fire starter” and “flame keeper” to make and maintain improvements. Teach employees why the change is necessary. Train employees in the new process. C Institute

C

C What are the common errors in the process? How can you prevent them? Remove the opportunity for mistakes.

C Institute Limit data field input with drop down menus, radio buttons, etc. Provide sample forms that show the correct format Make it IMPOSSIBLE for someone to get it wrong!

C Control Control Phase Steps:Tools: ✔ Brainstorming ✔ Implementation Plan

Reward your team Award key contributors Thank stakeholders Encourage everyone to apply Lean in other appropriate situations C Acknowledge Close the Project

C Control Control Phase Steps:Tools: ✔ Brainstorming ✔ Implementation Plan

Now revise the A3 Compare Goals with Results Did your team meet the goals you set at the beginning? If not, explore the reasons why. A3 C

Compare Goals with Results, Example A3 C 8. Compare Goals with Results: Goal: Move more individuals from check to e-check. We have increased the percent of vendors receiving electronic payments from 6.2% to 30%. Goal: Capture discounts. Many vendors prefer full payment to early payment. Still, 281 offer a discount for early payment.

Revise the A3 Reflect on the Project Consider the successes and failures. What experiences can be applied to future projects? Is there room for more improvement? Return to Define! A3 C

Reflect on the Project, Example A3 C 9. Reflect: There is always room for improvement. We overestimated the number of vendors we thought would want a discount. Because of the economy, many vendors decided they preferred full payment in 30 days rather than a 2% discount for early payment. We also experienced difficulty with the check writing fee. Implementation is the hardest phase and where the project can fail. To help avoid this, involve more stakeholders in the early phases.

Update C Revisit, Verify, Update Revisit and Verify: At the end of every phase, review your: –Project Charter –Stakeholder Analysis Tool –Communication Plan Check that you are on track! Update: Every quarter you will receive an from the Lean Office asking for your updated Project Charter to be submitted to the Board of Trustees Modify your plans as circumstances and developments require Remember to communicate and engage

Monitor new process by using metrics and incremental goals. Track accomplishments and make course corrections. Institutionalize changes by mistake-proofing, training and worker empowerment. Award the team. Encourage all to be vigilant for further opportunity. C Control Major Take Aways: