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What is a System? AdmissionsEducateGraduation. Review Process Flow chart example 0 1 2 3.

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Presentation on theme: "What is a System? AdmissionsEducateGraduation. Review Process Flow chart example 0 1 2 3."— Presentation transcript:

1 What is a System? AdmissionsEducateGraduation

2 Review Process Flow chart example

3 VA Ratio Average Working Time per Day = 8hrs

4 SIPOC

5 School B

6 SIPOC: Module Marks processing SupplierInputProcessOutputCustomer 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

7 SIPOC: Booking a Holiday at work SupplierInputProcessOutputCustomer Check Inputs Check Outputs Check process

8 Cross Functional Complexity Table

9 Work Stream Function Class Example?

10 Process mapping: Next Step Identified Process Steps Reviewed Inputs/ outputs/ process (SIPOC) Reviewed cross functional complexity Next Step identify and review delays

11 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?

12 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

13 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

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

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

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

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

18 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

19 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

20 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

21 Example: Recruitment Process Current State Map Development Business Area/HR Prepare AP TT:3hrs Finance Approval VC TT:15minTT:15min HR Enter vacancy into database TT:2min 10 days 3 hrs 5 days 15 min 5 days 15 min 2 days 2 min Business Area HR Services

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

23 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

24 What next Detailed Evaluation of Causes of Delays (23 rd March) Solution Development (30 th March and 6 th April)

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

26 Value Stream mapping example 01 Reasons for Delay: Various responsibilities within role (Lecturing, Project Supervision, Consultancy work with companies, Research work, Other admin tasks) Require input from various functions 2 Identify Possible Reasons for Delay in Step 1 and 3 3 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 4

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


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