29 participants scored 100% on their quiz in November, and all Lean Practitioner Candidates scored at least 80%!!

Creating Awareness, Future State, Mistake Proofing and Kanban SBOE January 2014

Goals After tonight’s session you will be able to: – Create Awareness surrounding your project – Create a Future State process map – Mistake-Proof your process – Use Kanban to organize implementation of change

Please… Use for note-taking if you wish, but refrain from other technological tasks during our time together Silence cell phones Assume positive intent Ask questions! (If you’re wondering, others are as well)

Creating Awareness

The way things are today may be comfortable, but not necessarily optimal. OR

Creating Awareness Make people aware things can be better – More effective – More efficient – Improved metrics

Creating Awareness This is how we have to do it. Why? It’s always been done this way? So?

Creating Awareness Have you ever heard of Dick Fosbury? Old Way Event New Way Standard

Old wayEventNew Way -> Standard

Creating Awareness What to expect:

Creating Awareness What can you do to help your school’s community become aware of the fact something CAN improve? What support will your stakeholders need to move beyond instability so changes and improvements become the ‘new normal’?

Mistake Proofing

ポカヨケ (Poka-yoke) Behavior-shaping constraint – Prevent action – Draw attention to errors – Minimizing rework – Guiding correct completion

Mistake Proofing: Examples Standard instructions Specific sized containers Limited options 15

Mistake Proofing: Examples

Future State Process Mapping

19 Visual documentation of processes and decision points Determine bottlenecks Identity waste Increase system visibility Process Step Document Decision Point

Process Mapping: Current State Separate Payment Process 4 Unique HS Distribution Processes Transportation Determines Eligibility Counts RTD Delivers Passes 20

Process Mapping: Future State Payment Process Based on Actual Pass Usage Standard HS Pass Distribution Transportation Determines Eligibility RTD Delivers Passes 21 Invoice Usage Reports

Visual Work Management Using Kanban

What is “Kanban”? From the combination of two Japanese words, kan ("visual") and ban ("card" or "board") Kanban roughly translates to sign board or signal board. It was originally used in manufacturing to promote improvements on the lines. 看板

What is “Kanban”? Kanban is a ‘Pull’ system instead of a ‘Push’ system. A grocery store example: – Push; make 10 dozen cookies every day and put them on the shelf – Pull; observe how many cookies are being purchased and make enough to keep the shelf stocked From the customers point of view, what are the differences between the two systems ?

Kanban Boards Applying the theory of Kanban Boards to visually manage our work or projects 1.Identify all the tasks that must be done to complete the project 2.Prioritize the tasks in the order that they need to be done in 3.Manage the tasks through steps on the board until they are all done.

Managing Your Board Managing the tasks: To Do In ProcessDone On Hold Use one sticky note per task Finished? Move the sticky here! Almost Done! Stuck! Need Help. Put all the tasks to be done here Move tasks you’ve started here. In the order you want to do them

Managing Your Board Other Kanban Board Tips: The ‘On Hold’ section of the board is used for tasks that can’t be completed and need to be escalated Limit your In Process to a few tasks that you are working on not what you “think you should get to” Use different color post-it notes for each person or department so that you can easily see who the tasks belong to

Managing Your Board Other Kanban Board Tips: Arrange your To Do in order of priority so that you can move through them in order Add post-it notes with dates so that you have completion goals for the tasks It is always OK to identify new tasks and add them to the board – don’t try to remember to do anything!

Managing Your Board Dates the tasks should be done Each Person on the team has a different color Priority in To Do: 1.Complete the rows from top to bottom 2.Complete each row from left to right Limit In Process to just a few per person – what are you actually working on It feels great to move tasks to Done!

Fun! A Kanban Activity…

A Job For You… Choose a partner, you will be planning dinner and a movie. Decide who will lead the effort to select the restaurant and who will lead the effort to select the movie. Distribute the game pieces to the appropriate person. The Restaurant tasks and the Movie tasks are different colors. Get familiar with your tasks

A Job For You… Place them in the “To Do” section of your Kanban board in the order that you would like to do them. Don’t forget to coordinate with your partner! One at a time, move the tasks into the “In Process” section of the board Complete the task. Once a task is complete, move it to “Done” Move the next task from “To Do” into “In Process” until you have completed all of the tasks.

Managing Your Board Managing the tasks: To Do In ProcessDone On Hold Use one sticky note per task Finished? Move the sticky here! Almost Done! Stuck! Need Help. Put all the tasks to be done here Move tasks you’ve started here. In the order you want to do them

Kanban Game Summary What movie did you decide to see? Where are you going to dinner? How many decided on: – Dinner then a movie? – Movie then dinner? Any issues?

Moving Forward How can you apply what you learned during this session organizing your work? How could implementing Kanban help you and your school organize your work tasks?

Questions

Goals After tonight’s session you should be able to: Create Awareness surrounding your project Create a Future State process map Mistake-Proof your process Use Kanban to organize implementation of change

Some Ideas…

Homework WhoWhatBy When EveryoneTake Session 4 QuizDuring tonight’s session Each Team Project Summary/Update Add to your December update Next Steps - Name at least 3 and who is responsible for completing them (use Kanban if you can.) What Change Management, or Mistake Proofing steps will you take? Complete as a Prezi or PowerPoint Feb 5

Help is Available! Do you know how to contact your CI mentor? Veronica: Joy: Katie: