4 As-Is Daily Crewing Process Spans Two to Three Days Process AnalysisAs-Is Daily Crewing Process Spans Two to Three Days432Assess and adjust next shift crewing schedules for close-in unplanned changes.Assign next day labor requirements.Communicate / post crewing change / schedule.Maintain and validate employee specific data enabling accurate schedule.1Post ScheduleData ValidationNext DayCrewing TimelineNext Shift
5 1. Crewing Coordinator Informed of Crewing Change Sub-Process MappingAssess and Adjust Next Shift Crewing Schedules for Close-In Unplanned Changes1. Crewing Coordinator Informed of Crewing Change2. Determines AvailableLabor Pool3. Chooses Solution toAddress ChangePlant Specific (ICS, PRM, sch. meeting, etc.)Production SchedulerResourceEmployee Labor Status / AvailabilityQualificationsVacationsLOA / FMLATraining / MeetingsEconomicsDouble timeOvertimeStraight timePlant Specific GuidelinesEmployee Volunteer PreferencesSeniorityUnion (CBA)RotationUnplanned Crewing Changes (Examples)De-crewingLabor call offsProduction shortage driving incremental labor needCrewing TimelineNext Shift
6 Goals & Measurement Criteria Sub-Process DefinitionSCO-3 TeamJuly 27, 2005July 2005Frito-LayAs-Is Process AnalysisCreated by:Date of Last Edits:Date Created:Process:Assess and adjust next shift schedules.BriefDescriptionBusiness rulesKeyassumptions &constraintsPROCESAddresses unplanned over / short labor position while incorporating site specific guidelines.1. There is established, effective communication of any unplanned changes between all plant departments Resources have knowledge of attainment and unplanned changes impacting labor All manual personnel data is accurate and maintained to enable quick solution of changed work schedule ICS and / or PRM cases from production vs. schedule not readily accessible Resource availability Crewing unplanned gaps may require extensive forward planning to enable the most optimal short term solution.All labor needs are covered while minimizing production overtime and maximizing available straight time.The crewing coordinator, upon arrival and throughout the entire shift, assesses the current production performance compared to the production schedule. They adjust next shift crewing for any unplanned activity (i.e. scheduled production shortage, material / mechanical downtime, etc.).Goals & Measurement CriteriaInputsOutputsI&O1. Actual production gaps or overage Accurate employee availability Plant specific guidelines.1. Employee notification of changed work schedule. 2. Revised labor schedule addressing close-in gaps.Process ownersProcessparticipantsPEOLManagers of crewing coordinators.Crewing coordinators, employees, resources.Whenperformed &commonalitiesWhereperformedHow oftenTIMEFLUS plants.At the beginning of each shift and ongoing as changes arise.Dependent upon the magnitude and number of unplanned changes.Issues/OpportunityAreasTools UsedOTHER1. Lack of available schedule attainment Employee data is manually maintained giving chance for human error and interpretation All crewing adjustments are manually calculated All employee selection preference enrollment is manually documented.1. Site-specific crewing excel spreadsheets Employee availability lists Close-in employee volunteer preferences.
7 1. Crewing Coordinator Identifies Labor Need Sub-Process MappingAssign Next Day Labor RequirementsEmployee Labor Status / AvailabilityPlanned vacations (manual list)LOA / FMLA (excel spreadsheets, manual list)Qualifications / department transfers (manual tracking)Time & attendance work history (Kronos)Required training / meetings (resource communicated)2. Determines AvailableLabor Pool3. Writes ScheduleEconomicsDouble timeOvertimeStraight timePlant Specific GuidelinesEmployee Volunteer PreferencesSeniorityUnion (CBA)RotationLabor Needs for Next Day1. Crewing Coordinator Identifies Labor NeedProduction PlanCrewing TimelineNext Day
8 Sub-Process Definition SCO-3 TeamJuly 27, 2005July 2005Frito-LayAs-Is Process AnalysisCreated by:Date of Last Edits:Date Created:Process:Assign next day labor requirements.Goals &measurementcriteriaBriefDescriptionBusiness rulesKeyassumptions &constraintsPROCESAddresses all labor needs to run planned production, incorporating site specific guidelines.1. Employees place their volunteer requests prior to the site specific deadline Production schedules and employee availability lists are accurate and timely Crewing coordinator cannot crew the next day’s schedule until after the employee volunteer deadline Crewing is dependent upon timely production schedule.Next day’s crewing schedule is determined in a timely manner, while accurately incorporating planned production schedule, facility specific guidelines, minimal OT and maximum straight time.To crew the next day’s corresponding shift’s labor assignments, crewing coordinators determine the labor required to fulfill the production schedule, the available labor pool and the labor assignments. The majority of crewing coordinators are responsible for crewing one shift, which is usually the one they work.InputsOutputsI&O1. Planned production schedule. 2. Employee availability, qualifications, department transfers and employee volunteer preferences.Next day’s crewing work schedule.Process ownersProcessparticipantsPEOLManagers of crewing coordinators.Crewing coordinators, employees, resources.Whenperformed &commonalitiesWhereperformedHow oftenTIMEFLUS plants.Post the employee volunteer deadline during each shift and upon receiving next day’s shift production plan.Daily during each shift.Issues/OpportunityAreasTools UsedOTHER1. Timely communication of production schedule Employee availability and preference enrollment lists are manually maintained giving chance for human error and interpretation Labor decisions not standardized Time and attendance is maintained in WFC, but not automated into crewing calculations.1. Production schedules Employee availability lists Site-specific LOA / FMLA vacation excel spreadsheets. 4. Employee volunteer preferences.
9 Maintain and Validate Employee Specific Data Enabling Schedule Sub-Process MappingMaintain and Validate Employee Specific Data Enabling ScheduleEmployee Labor Status / AvailabilityPlanned vacations (manual list)LOA / FMLA (excel spreadsheets, manual list)Qualifications / department transfers (manual tracking)Time and attendance work history (Kronos)Required training / meetings (resource communicated)Employee volunteer preferences (manual list)Crewing CoordinatorCrewing TimelineData Validation
10 Sub-Process Definition SCO-3 TeamJuly 27, 2005July 2005Frito-LayAs-Is Process AnalysisCreated by:Date of Last Edits:Date Created:Process:Maintain and validate employee data.Goals &measurementcriteriaBriefDescriptionBusiness rulesKeyassumptions &constraintsPROCESMust be constantly maintained and validated.1. Manual “sign up” process is documented and adheres to plant specific guidelines Kronos is the system of record for time and attendance Work history and qualifications performance are accurately maintained in a manual spreadsheet Resources proactively communicate training / meetings / safety / labor requirements.Employee data is accurately maintained and validated with minimal effort and maximum reliability enabling an optimized crewing schedule.Accurate employee data must be maintained in order to ensure feasible, timely crewing schedules that address the labor requirement.InputsOutputsI&O1. Vacation lists. 2. LOA / FMLA excel spreadsheets Kronos reports. 4. Employee volunteer preference lists. 5. Work history Training and meeting schedules Qualifications / department transfers spreadsheet.Accurate employee data generating available labor pool.Process ownersProcessparticipantsPEOLManagers of crewing coordinators.Crewing coordinators, employees, resources.Whenperformed &commonalitiesWhereperformedHow oftenTIMEFLUS plants.Daily or during each shift, depending on workforce size and site-specific requirements.Continually updating.Issues/OpportunityAreasTools UsedOTHER1. Manually difficult to optimize all the various crewing solutions to get the consistent best business decision All employee data is manually maintained giving chance for human error and interpretation Timely communication from resources to coordinator regarding crewing needs (i.e. training, safety, etc.) Time, attendance, overtime and straight time is maintained in WFC, but not automated into crewing calculations Lack of standardized decision process for crewing.1. Employee availability lists and manual spreadsheets Kronos Meeting and training schedules Employee volunteer preferences.
11 Communicate / Post Crewing Change / Schedule Sub-Process MappingCommunicate / Post Crewing Change / ScheduleNEXT SHIFTCommunicate crewing changeRevise posted scheduleNotify impacted employees:Direct contactPhone / voice message, etc.Notify shift resourceInform next shift crewing coordinator during shift transitionNEXT DAYCommunicate schedulePost in plantCrewing TimelinePost Schedule
12 Sub-Process Definition SCO-3 TeamJuly 27, 2005July 2005Frito-LayAs-Is Process AnalysisCreated by:Date of Last Edits:Date Created:Process:Communicate crewing.Goals &measurementcriteriaBriefDescriptionBusiness rulesKeyassumptions &constraintsPROCESMust be accurate and timely addressing all labor needs to run the required production plan.The published schedule is the most optimal business decision given employee availability and facility guidelines.1. Schedule is posted at / or before the facility deadline every day No gaps or uncovered labor needs.Crewing coordinators repost the next shift’s crewing schedule and post the next day’s crewing schedule by the site-specific deadline each day.InputsOutputsI&O1. Vacation lists LOA / FMLA excel spreadsheets Employee volunteer preference lists Meeting and training schedules Qualifications / department transfers database Unplanned production changes.Accurate and timely posted crewing schedule resulting in optimal labor assignments to cover business needs.Process ownersProcessparticipantsPEOLManagers of crewing coordinators.Crewing coordinators, employees, resources.Whenperformed &commonalitiesWhereperformedHow oftenTIMEFLUS plants.After the volunteering deadline, prior to shift close.Daily and throughout each shift, as needed.Issues/OpportunityAreasTools UsedOTHER1. Timely employee notification of crewing change / schedule Consistent communication method Electronically record employee contact information Employee contact tracking / audit system.1. Planned / unplanned production needs Employee availability lists Close-in employee volunteer preferences.