1. What is a System?
Admissions
Educate
Graduation

2. Review Process Flow chart example1 2 3

3. Review Process Flow chart example
VA Ratio
Average Working Time
per Day = 8hrs

4. SIPOC

5. School B
School B
School B

6. SIPOC: Module Marks processing
Supplier
Input
Process
Output
Customer
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
Supplier
Input
Process
Output
Customer
Check Inputs
Check Outputs
Check process

8. Cross Functional Complexity Table

9. Cross Functional Complexity Table
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
Approval 2 (Signature) Dean
Student Inquiry about Late Access
Info Correct
Fill Form
Approval 1 (Signature) Supervisor
Security Services Produce Swipe Card
Info Correct
Security Services Post Card to Student

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

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

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

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 : 3
hrs
Finance
Approval VC 15
min
Enter vacancy
into database 2
10 days
3 hrs
5 days
15 min
2 days
2 min
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 Solution Development
(23rd March)
Solution Development
(30th March and 6th April)

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

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

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