Rapid Process Assessment Overview
Rapid Process Assessment Overview
• Ultriva’s Rapid Process Assessment (RPA) consists of a
structured Business Process Analysis (BPA) engagement
focused on a specific process environment led by a seasoned
business analyst trained on the latest BPA solutions. We
differentiate our RPA engagement from those of traditional
consulting companies in the following ways:
– Low Cost… our engagements are from 3 to 5 days not the 4 to 6 weeks
typically required by most consulting companies
– Actionable Business Intelligence… deliverables from our engagements provide
business and technical decision makers with the information they need to
make informed decisions on priorities and investments immediately following
the engagement
– Creation of a Process System of Record… we leave behind everything your
organization needs to manage your process on a go-forward basis
– Re-usable Engagement Artifacts… all deliverables from our engagements run
on native Microsoft desktop solutions (Visio/Excel/PowerPoint)
2
Customer RPA Support Requirements
• Ultriva consultant(s) will facilitate each process mapping and
analysis event. Each process mapping and analysis event will
last approximately 3 – 4 hours.
• The following customer resource participation will be required
in each process mapping and analysis session:
– Process Owner: This individual has overall operational and financial
responsibility for the process area/business process being assessed.
– Process Leader: This individual manages the team of resources that are
responsible for the day-to-day execution/support of the process area/business
process being assessed.
– Process Expert(s): This individual(s) have responsibility for successful
execution of the business process.
• Customer must provide the following facility support:
–
–
–
–
3
Pre-cleared access to plant.
Dedicated conference room for the three day RPA event .
Overhead projector.
Dry erase board and pens.
Customer Data Requirements
The following information will be requested during each process mapping and analysis
session:
• Resource type and mix for each process
• Resource cost rates for each resource engaged in the process
• Available production hours i.e. hrs. per work period, work periods per day, days per
week)
• Customer demand (a.k.a. ‘Arrival Rate’) for the process
• Description of ‘Process Activities’ (a.k.a. Process Steps or Tasks)
• Quantitative process metrics for each process activity to include:
–
–
–
–
–
–
–
•
•
•
Process Stations (number of people performing the process)
Process Duration (total time from process input to process output)
Process Time (total time spent performing work)
Process Yield (a.k.a. first-time-right in transactional settings)
Value Class i.e. VA, NVA, NVA but Required
Percent Value Added Time
Incident(s) of the ‘7 Wastes’
Line-of-business (“LOB”) systems used in support of process
Process and system key performance indicators (a.k.a. KPI)
‘Business Intelligence’ tools/reports used to monitor/manage the process
Note: ‘Process Duration’ & ‘Process Time’ can be in the form of a ‘Constant’, ‘Range’ or ‘Estimate’
4
RPA Schedule
• Day 1
– RPA Project Kick-off
– Plant Tour
– Current-state Mapping & Analysis
• Material Forecasting/Planning
• Material Procurement
• Day 2
– Current-state Mapping & Analysis
•
•
•
•
Supplier Management
Material Receiving
Inventory Control
3PL/Consignment Management
• Day 3
– Management Review of Preliminary Assessment Results
– Edits/Revisions to Assessment
– RPA Management Outbrief with Executive Sponsor and RPA
Participants
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Rapid Process Assessment Overview
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Rapid Process Assessment Methodology
Rapid Process Assessment
1. Create a flowchart (process map) of
current state process.
2. Conduct interviews with process
subject matter experts (SME’s) and staff to
validate the process map and gather
estimates of current performance
characteristics.
3. Analyze the quantitative process
performance metrics (i.e. Time, Cost,
Resource Utilization, Service Level, etc.)
4. Identify, categorize and prioritize
process/systems improvement
opportunities
5. Design the future-state process and
perform comparative analysis to current
state.
6. Summarize findings and
recommendations and create
management outbrief report
1. Draw
Flowchart
6. Produce
Management Report
5. Design
Future-state
& Compare
2. Interview SMEs &
Capture Metrics
Rapid
Process
Assessment
4. Capture
Improvement
Opportunities
3. Analyze
Performance
Rapid Process Assessment Supports DMAIC
A
nalyze
M
easure
Configure Flow Chart
with Process Attributes
& Capture Process
Metrics
D
efine
Create Flow Chart of
Current-state Process
8
Perform Summary and
Detailed Analysis of
Current-state
Performance
Materials
Management
Processes
I
mprove
Design Improved
Process,
Perform Comparative
Analysis, Validate &
Report to Management
C
ontrol
Audit New Currentstate & Repeat
Improvement Cycle As
Required
Define: Create Flow Chart of Current-state Process
Analyze
Measure
Define
Improve
ProcessView &
Microsoft Visio
Start with an Existing
Process Flowchart
Control
Create a New Process
Flow Diagram
OR
Measure: Configure Flow Chart With Process Attributes
Analyze
Measure
Define
Improve
ProcessView &
Microsoft Visio
Control
Sample Process Attributes
Shape Data
• Resource Cost
• Resource Type(s)
• Process Duration (a.k.a. Cycle
Time)
• Process Time (Time spent working
on task)
• Batch Size, VA/NVA Contribution,
Process Yield, etc.
Measure: Capture Process Metrics & Path Probabilities
Analyze
Measure
Define
Improve
ProcessView &
Microsoft Visio
Control
Enter Field Repair
Order
• Process performance depends on the
characteristics of the activities
•ProcessView allows time/cost estimates :
Most Likely, Minimum and Maximum
•ProcessView examines all possible process
paths and their relative frequency to
calculate the summary process statistics
Duration
6.2%
No
Primary Unit
Self-Test OK?
(5,10) minutes
Yes
ProcessTime 3,(2,8) minutes
Contact Field Rep
Replacement
Authorization
Duration
(0.5,8) hours
ProcessTime (10,30) minutes
Obtain
Replacement Unit
Duration
(1,5) hours
ProcessTime 1,(0.5.2) hours
Establish
Communications
Duration
(2,3) minutes
ProcessTime
0
Begin Transmitting
Duration
ProcessTime
(5,8) minutes
0
Analyze: Identify Time, Cost and Resource Drivers
Analyze
Measure
Define
Improve
ProcessView &
Microsoft Visio
How Long Does it Take?
How Much Work is Involved?
How Much Does it Cost?
Control
Analyze: Identify the Bottleneck & Impact of Queuing
ProcessView Pro Analysis
• Capacity Analysis
• Service Level Analysis
• Resource Utilization Analysis
• Bottleneck Identification
• Queuing Analysis
• Throughput Analysis
• Other types of Analysis
Analyze
Measure
Define
Improve
ProcessView &
Microsoft Visio
Control
Enter Field Repair
Order
Duration
6.2%
No
Primary Unit
Self-Test OK?
(5,10) minutes
Yes
ProcessTime 3,(2,8) minutes
Excel
Report
Contact Field Rep
Replacement
Authorization
Duration
(0.5,8) hours
ProcessTime (10,30) minutes
Obtain
Replacement Unit
Duration
(1,5) hours
ProcessTime 1,(0.5.2) hours
Establish
Communications
Duration
(2,3) minutes
ProcessTime
0
Begin Transmitting
Duration
ProcessTime
(5,8) minutes
0
Analyze: Compare Base Case vs. Alternate Scenario Flowcharts
Analyze Changes in Performance Metrics
Analyze
Measure
Improve
Run a ProcessView Comparison Report
Define
ProcessView
Control
Use ProcessView Paths Report to define
the Base Case: Repair Unit at the Depot
Unit Availability Logistics
Unit Availability Logistics
Case: Depot Repair
Repair Order
Received
Log Unit Failure
Conduct In-Field
Diagnostics
In-Field
Repair?
Yes
Perform Repair &
Test Procedure
Case: Field Repair
In-Field Repair
Successful?
Yes
Update Unit
Service Record
Repair Order
Received
Return to Service
Log Unit Failure
Conduct In-Field
Diagnostics
Return Unit for
Repair
Vendor RMR Unit
Receive & Inspect
Returned Unit
Setup Test Logic
Write Repair Work
Instructions
Fault Verification
Test
Obvious &
Cosmetic
Faults?
Yes
Fault Verified?
NEOF
Repair Obvious &
Cosmetic Faults
Vendor RMR Unit
Define Alternate
Scenario
Recertification
Test
Engineering
Review Test
Results
Unit Certified?
No
Scrap & Replace
In-Field Repair
Successful?
Yes
Update Unit
Service Record
Return to Service
Receive & Inspect
Returned Unit
Write Repair Work
Instructions
Obvious &
Cosmetic
Faults?
Yes
Repair Obvious &
Cosmetic Faults
Setup Test Logic
Fault Verification
Test
Fault Verified?
NEOF
Recertification
Test
Parts
Available?
Yes
Repair Unit
Engineering
Review Test
Results
Unit Certified?
No
Scrap & Replace
Hrs
Arrival Rate
Costing Rates
Perform Repair &
Test Procedure
Yes
TimeUnits
Write Rework
Instructions
Yes
Return Unit for
Repair
Yes
Troubleshoot
Problem
In-Field
Repair?
Parts
Available?
Order Parts
Yes
Repair Unit
Depot
Repair
Summary
Summary
Statistics
Statistics
TimeUnits
0.6451
Duration
63.84
Cycle Time
37.35
Process Time
Write Rework
Instructions
11.65
Total Cost
$ 2,099.51
Bottleneck
Repair
Obvious &
Cosmetic
Faults
Hrs
Arrival Rate
Troubleshoot
Problem
Costing Rates
Order Parts
0.0972
Duration
Field
Repair
Summary
Summary
Statistics
Statistics
9.10
Cycle Time
5.09
Process Time
4.24
Total Cost
$ 225.78
Bottleneck
Perform
Repair &
Test
Procedure
Improve: Capture Improvement Opportunities & Details in Visio
ProcessView helps you capture
information about each Improvement
Opportunity
Analyze
Measure
Define
Improve
ProcessView
Add Improvement Opportunity Shapes to
the Flowchart
Control
MRO Logistics
Field Service
Increase
Proportion of
Repairs Done
In Field
Repair Order
Received
Eliminate
Pink Copy
Log Unit Failure
ArrivalRate 22 per week
Conduct In-Field
Diagnostics
In-Field
Repair?
26%
Yes
Perform Repair &
Test Procedure
In-Field Repair
Successful?
Ship Unit for
Repair
68%
Yes
Update Unit
Service Record
Return to Service
Ship Repaired Unit
Induction
Vendor RMR
Receive & Inspect
Returned Unit
Write Repair Work
Instructions
Obvious &
Cosmetic
Faults?
30%
Yes
Repair Obvious &
Cosmetic Faults
ArrivalRate 9 per week
Testing
Create Std
Repair
Instructions
Setup Test Logic
Root Cause
Analysis of
Scrap
Troubleshoot
Problem
Costing Rates
FSRep
$53.30 per hour
TestEng
$68.30 per hour
MfgSpc
$41.30 per hour
Fault Verification
Test
Fault Verified?
35%
NEOF
Recertification
Test
Engineering
Review Test
Results
Unit Certified?
6%
No
Scrap & Replace
Yes
Repair Operations
TimeUnits
Write Rework
Instructions
Parts
Available?
Order Parts
60%
Yes
Repair Unit
Summary
Statistics
Hrs
Arrival Rate
0.775
Duration
86.71
Cycle Time
63.00
Process Time
10.42
Total Cost
$ 2,122.19
Bottleneck
Repair
Obvious &
Cosmetic
Faults
Improve: Produce Automated Management Outbriefs in PowerPoint
Analyze
Measure
Define
Improve
ProcessView
Select
Management
Outbrief
Report
ProcessView
Writes
Outbrief
to
Select
Improvements
for
Reporting
PowerPoint
Control
MRO Logistics
Create Std Repair Instructions
Field Service
Process Owner:
Create Std
Repair
Instructions
Repair Order
Received
Root Cause Analysis of Scrap
Dir. Manufacting
Log Unit Failure
Conduct In-Field
Diagnostics
In-Field
Repair?
26%
Yes
Perform Repair &
Test Procedure
•Manufacturing IE
Process Owner:
Increase Description:
Proportion of Repairs
Standardize repair lineups for common
repairsDone In FieldPotential Team Leaders & Members:
Increase
Proportion of
Event
Repairs Done
In Field
68%
Yes
Update Unit
Service Record
Return to Service
ArrivalRate 22 per week
Potential Team Leaders & Members:
Root Cause
Analysis
of
Event
Scrap
In-Field Repair
Successful?
Increase
Proportion of
Repairs Done
In Field
Ship Unit for
Repair
Dr. Mfg
Eliminate
Pink Copy
Ship Repaired Unit
Induction
•Chief Engineer, Field Svc Rep, Mfg IE, Cost
Analyst
Dir. Engineering
Implementation Cost:
Process Owner:
Description:
Find root causes for having to scrap vs.
Type Implementation Cost Here
Reason for Event
repair units
Potential Team Leaders & Members:
Eliminate Pink Copy
Event Description:
Eliminate
Pink Copy
Reduce rework, improve quality,
•Eng.eliminate
Design, Field Svc Mgr., Cost Analyst,
Resultant Cost Savings/Avoidance:
unnecessary operations
Qualtiy
Type Savings/Cost Avoidance Here
Process Owner: Implementation
Cost:
Vendor RMR
ProcessView
Receive & Inspect
Returned Unit
Write Repair Work
Instructions
Obvious &
Cosmetic
Faults?
Reason for Event
Repair Obvious &
Cosmetic Faults
Root Cause
Analysis of
Scrap
Testing
•APAC Field Svc Mgr,APAC
FS Rep,APAC
QA
Type Savings/Cost
Avoidance
Here
Rep Implementation Cost:
Type Implementation Cost Here
Setup Test Logic
Fault Verification
Test
Fault Verified?
35%
NEOF
Recertification
Test
Engineering
Review Test
Results
Unit Certified?
6%
No
Scrap & Replace
Yes
Resultant Cost Savings/Avoidance:
Type Savings/Cost Avoidance Here
2/2/2010
Yes
ArrivalRate 9 per week
Increase the repairability and capability for Dir. Logistics Field Services
Type Implementation Cost Here
Reason for Event
in-field repair
2/2/2010
Reduce cost
Potential Team Leaders & Members:
Resultant Cost Savings/Avoidance:
Event Description:
Reason for Event
2/2/2010
Eliminate the legace filing
of the "pink copy"
Reduce Cycle Time, Cost; Increase Unit
Availability
30%
Repair Operations
TimeUnits
Implementation Cost:
Type Implementation Cost Here
Troubleshoot
Problem
Reduce waste, overhead
Write Rework
Instructions
Parts
Available?
Create Std
Repair
Instructions
Resultant Cost Savings/Avoidance:
Type Savings/Cost Avoidance Here
2/2/2010
Costing Rates
FSRep
$53.30 per hour
TestEng
$68.30 per hour
MfgSpc
$41.30 per hour
Order Parts
60%
Yes
Repair Unit
Summary
Statistics
Hrs
Arrival Rate
0.775
Duration
86.71
Cycle Time
63.00
Process Time
10.42
Total Cost
$ 2,122.19
Bottleneck
Repair
Obvious &
Cosmetic
Faults
Next Steps
Contact us to schedule your assessment today:
Greg Messler
gregm@ultriva.com
972-989-9817
Ultriva Main Office
ultrivasales@ultriva.com
408-248-9803
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