What is a System?
Admissions
Educate
Graduation
Review Process Flow chart example
0
1
2
3
Review Process Flow chart
example
VA Ratio
Value AddedTim e
Lead  Tim e
:
Value AddedTim e Value AddedTim e
45 min 38days and 289 min
:
45 min
45 min
45 min (38 * 8 * 60 min) and 289 min
:
45 min
45 min
1: 412
Average Working Time
per Day = 8hrs
SIPOC
School B
School B
SIPOC: Module Marks processing
Supplier
Input
Registry
Module
Module Submit
List
Marks
Leader
Marks
Process
Input to
UNIVERSE
Output
Check
marks
Publish Marks
to SAB Lists
Board
Statistics
Check Inputs
Missing students
Missing marks
Check Outputs
Not user friendly
Difficult to make academic judgement
Check process
Some areas of over processing
Customer
SAB Board
UNIVERSE
SIPOC: Booking a Holiday at work
Supplier
Input
Check Inputs
Check Outputs
Check process
Process
Output
Customer
Cross Functional Complexity Table
Cross Functional Complexity Table
Work Stream
Function
Class Example?
Process mapping: Next Step
• Identified Process Steps
• Reviewed Inputs/ outputs/ process
(SIPOC)
• Reviewed cross functional complexity
• Next Step identify and review delays
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?
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
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
Develop Current State Map
• Simple Flow Chart
Approval 2
(Signature) Dean
Student Inquiry
about Late Access
Fill Form
Approval 1
(Signature)
Supervisor
Info
Correct
Info
Correct
Security Services
Produce Swipe Card
Security Services
Post Card to
Student
Develop Current State Map
• Single Flow VSM with Delays
Student
Inquiry about
Late Access
TT: 1 min
10 min
TT: 12 min
10 min
1 min
Approval 1
(Signature)
Supervisor
Student Fill
Form
4 hrs
TT: 1 min
240 min
12 min
Approval 2
(Signature)
Dean
2 days
TT: 1 min
960 min
1 min
Produce
Swipe Card
(Security
Services)
3 days
TT: 20 min
1440 min
1 min
Post Swipe
Card
(Security
Services)
1 day
TT: 2 min
480 min
20 min
2 min
37 min
3157 min
Develop Current State Map
Security
Department
Student
• Cross Functional Flow Chart
Student Inquiry
about Late Access
Fill Form
Approval 1
(Signature)
Supervisor
Info
Correct
Approval 2
(Signature) Dean
Produce Swipe Card
Info
Correct
Post Swipe Card
Develop Current State Map
Student
Inquiry about
Late Access
TT: 1 min
TT: Task Time
Work : 8hrs exc. breaks
Fill Form
10 min
TT: 12 min
Department
Student
• Value Stream Map Style
Approval 1
(Signature)
Supervisor
4 hrs
TT: 1 min
Approval 2
(Signature)
Dean
2 days
TT: 1 min
Security
Produce
Swipe Card
3 days
10 min
1 min
240 min
12 min
960 min
1 min
TT: 20 min
1440 min
1 min
Post Swipe
Card
1 day
TT: 2 min
480 min
20 min
2 min
37 min
3157 min
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
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
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
Example: Recruitment Process
Business Area
• Current State Map Development
Prepare AP
Business Area
/HR
TT : 3 hrs
Vacancy
advert
approved
Start work
HR
HR
Candidate
TT : 2 min
TT: 30 min
TT:
HR
Enter vacancy
into database
Approval
Services
Approval
Finance
VC
TT : 15 min
TT : 15 min
5 days
10 days
3 hrs
5 days
15 min
Place advert
Barkers
TT: 4 hrs
2 days
15 min
15 min
2 days
2 min
30 min
5 days
4 hrs
6 days
96 days
Identify Non-Value Added Activities
• Quantifying proportion of value in the system
– Value Added Ratio
• Value Added Time : Lead-Time
Value AddedTim e
Lead  Tim e
:
Value AddedTim e Value AddedTim e
6 96
:
6 6
1:16
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
What next
Detailed Evaluation
of Causes of Delays
(23rd March)
Solution Development
(30th March and 6th April)
Value Stream map example
Identify Possible Reasons for Delay in Step 1 and 3
0. Student
Contacts
programme
Manager
1.Delay
Reasons for
Delay:
2.Programm
e manager
asks Dept
registry for
enrolment
form
3.Delay
Reasons for
Delay:
4.Only
manual
enrolment
available
Value Stream mapping example
Identify Possible Reasons for Delay in Step 1 and 3
0
1
2
3
Reasons for Delay:
Reasons for Delay:
Various responsibilities within
role (Lecturing, Project
Supervision, Consultancy
work with companies,
Research work, Other admin
tasks)
Records not found
Require input from various
functions
Need to request information
from other staff
Unavailability of standard
procedures
Appropriate staff to process
the query unavailable
Various responsibilities within
role
4
For Next Week
Section 1 – 3 A3 problem solving sheet
Jimmerson, 2007,A3 problem Solving