1. Convocation Attendance Process
Jonathan Taylor Continuous Improvement Department

2. 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.

3. 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

4. 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

5. 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

6. 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

9. Work Instructions

10. 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%

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

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