1. Define the problem to be solved. Measure the current performance. M

2. A3MeasureRevise A3Analyze Measure M

3. Should I consider time, cost, survey scores or something else? How does this process run? What are some ways to measure this? Where do we stand? A3 M Begin by thinking about your problem 2. Current Situation:

4. When would I like to get there? How far would I like to get? What are some measurable targets? Where do we need to be? A3 M Then by thinking about your ideal 3. Target Goals:

5. M Measure Measure Phase Steps: 1. Visualize and illustrate the current process 2.Collect objective data that quantify the process 3. Formulate appropriate goals Tools: Current State Map Graphs and Charts

6. M Tool: Current State Map Purpose: Visualizes and illustrates the current flow of the entire process, from start to finish, providing a high-level view. It helps you identify redundancies and inefficiencies in your process. Current State Map

7. A CSM is like a flow chart; it tracks the steps in the process. The CSM adds time to the steps – how long each step takes and the delay between steps. M Current State Map About Current State Maps

8. The start and end of your CSM must match to the boundaries of your process as established in your Project Charter. Verify the scope and stick with it! M Current State Map Avoid Scope Creep

9. Begin by interviewing the people involved in your process – the stakeholders. Take time to watch your process, to observe the steps that the stakeholders overlook. Draft a map using Visio or Excel. M Current State Map Verify the map’s accuracy by sharing it with the stakeholders. Drafting a Current State Map

10. This marks the two ends of the process. Be sure this aligns with your defined scope! M Current State Map Start/End Routine Time Current State Map Symbols This marks any step in the process. Record the time it takes in the bottom box.

11. This marks a decision point, a yes/no or true/false question. M Current State Map Decision Wait Time Current State Map Symbols This marks delay. Record the wait time in the bottom box.

12. M Example (Generic) Current State Map

13. Once you have your map drafted and verified, you are ready to analyze it for waste and inefficiencies that are obstacles to your goal. Some examples of obstacles : –bottleneck: too much work for the number of workers –redundancy: work passing through the same step without adding value –batching: work is only processed on a certain day leading to delay M Current State Map CSM Initial Analysis

14. M Example (Specific/Analyzed) Current State Map

15. M Measure Measure Phase Steps:Tools:

16. M Objective Data To improve your process, you need to define what category you want to improve: quality, cost, time, or output. Output: Backlog Work in process Output: Backlog Work in process Time: Cycle time Waiting Time: Cycle time Waiting Cost: Savings Waste avoidance Cost: Savings Waste avoidance Quality: Satisfaction Accuracy Quality: Satisfaction Accuracy

17. M Objective Data For every problem, there are usually many causes. Identify the main contributors. Lean calls these the “vital few.” They are more important than the “trivial many.” Rule of Thumb: 80% of a problem is the result of 20% of the causes

18. M Objective Data Ways to Quantify Count: How many vendors were paid on time? How many vendors were paid late? Measure: How many days early were vendors paid? How many days late were vendors paid? How long did it take for a bill to move through the process? Good Best Better

19. M Objective Data Tool Options Choices: Check sheet Histogram Run chart Check sheets gather data on various effects and how often they occur. This helps you separate the significant from the trivial.

20. M Objective Data Tool Options Choices: Check sheet Histogram Run chart Example: Causes of late payment X XX XXX XXXX Lost billWaiting for approval Late arrival Waiting for check to be cut

21. M Objective Data Tool Options Choices: Check sheet Histogram Run chart Example: Timeliness of vendor payment X XX XXX XXXX Paid 4- 5 days early Paid 2- 3 days early Paid 1- 0 days early Paid 1- 2 days late Paid 3- 4 days late

22. M Objective Data Tool Options Choices: Check sheet Histogram Run chart Histograms are bar charts that show the frequency of an event. They are easily created from check sheets. They help formulate hypotheses regarding root causes of problems.

23. M Objective Data Tool Options Choices: Check sheet Histogram Run chart Example: Causes of late payment Lost billWaiting for approval Late arrival Waiting for check to be cut

24. M Objective Data Tool Options Choices: Check sheet Histogram Run chart Example: Timeliness of vendor payment Paid 4-5 days early Paid 2-3 days early Paid 1-0 days early Paid 1-2 days late

25. M Objective Data Tool Options Choices: Check sheet Histogram Run chart Run Charts are line graphs that show variation in the process over time. They help identify when problems are happening and allow us to focus on the particular circumstances in which the problem occurs.

26. M Objective Data Tool Options Choices: Check sheet Histogram Run chart Example: Bills paid late MonTueWedThuFri

27. Now revise the A3 Current Situation Name your metric and record data from the current process. A3 M

28. Current Situation Example A3 M

29. M Measure Measure Phase Steps:Tools:

30. Now that you understand your process thoroughly, identify which elements and indicators are key to process success? These are your Key Performance Indicators. Gather new information as necessary to compare your indicators with best practices. Which of these is the biggest problem for your process? M Benchmarking Do you have the right benchmarks?

31. By now you have: measured your current status; identified industry norm; identified performance gaps, and gathered the information necessary to establish meaningful goals and targets in the next phase. M Benchmarking Progress Check

32. M Target Goals Lean Rule of Thumb

33. Improve Verify Correct Course M Target Goals

34. Revise the A3 Target Goals Use the data collected in the current state in combination with the benchmarks to establish goals. A3 M

35. Target Goal Example A3 M

36. M Measure Measure Phase Steps:Tools: ✔ Current State Map ✔ Graphs and Charts

37. Update M 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 email 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

38. Map your current process flow. Collect objective measurements that quantify the process. Use benchmarking to formulate target goals. M Measure Major Take Aways: