Transcript Control phase - Clemson University

C
Define the problem to be solved.
Measure current performance.
Analyze the current performance.
Improve performance.
Control the change.
C
Control
A3
Define
Control
Revise A3
C
A3
Think about your accomplishments
What are
the results?
What did we
hope to
achieve?
Can we be sure
of our impact?
8. Compare Goals with Results:
C
A3
Think about what you and your team have learned
Thoughts?
Lessons
learned?
Ideas?
9. Reflect on the Project:
C
Control
Control Phase
Steps:
1. Develop methods to
monitor improvement
2. Identify who is in charge
of making changes and
for making changes stick
3. Recognize team’s
achievements
4. Be vigilant for further
opportunities to improve
Tools:
• ✔ Brainstorming
• ✔ Implementation Plan
C
Monitor
Now that you know how the
system is working:
• Determine what metrics will help
you keep the process on track
• Record your baseline and plan
the gains you want to achieve
• Set incremental goals to be met
daily, weekly, monthly, and
quarterly
Track your savings!
C
Monitor
Example
Your team has concluded that a
key performance indicator (KPI)
is that all new files are processed
each day. Track this with a chart
recording outgoing files over
incoming files. Mark days not
achieving 100% as red.
M
T
W
Th
F
114/114
114/116
121/120
119/118
112/112
Post this so the whole team can track its performance!
C
Monitor
Example
A KPI is that all departments
must submit their records on time
for further processing. Mark
departments red if their
submission is late, green if ontime.
Department
Facilities
Human Resources
Finance
Student Housing
Fiscal period 1
Fiscal period 2
C
Monitor
REMEMBER ACCOUNTABILITY
• Somebody must maintain the
charts!
• Somebody must review the charts!
• Somebody must be accountable for
the flaws exposed by the charts!
Expect to uncover new
problems; this is part of
the continous improvement
process
C
Control
Control Phase
Steps:
Develop methods to
monitor improvement
2. Identify who is in charge
of making changes and
for making changes stick
3. Recognize team’s
achievements
4. Be vigilant for further
opportunities to improve
Tools:
• ✔ Brainstorming
• ✔ Implementation Plan
C
Institute
• Designate a “fire starter” and
“flame keeper” to make and
maintain improvements.
• Teach employees why the
change is necessary.
• Train employees in the new
process.
Institute
C
C
Institute
What are the common
errors in the process?
How can you prevent
them?
Remove the
opportunity for
mistakes.
C
Institute
Limit data field
input with drop
down menus, radio
buttons, etc.
Provide sample
forms that show
the correct format
Make it IMPOSSIBLE for
someone to get it wrong!
C
Control
Control Phase
Steps:
1. ✔Develop methods to
monitor improvement
Identify who is in
charge of making
changes and for making
changes stick
3. Recognize team’s
achievements
4. Be vigilant for further
opportunities to improve
Tools:
• ✔ Brainstorming
• ✔ Implementation Plan
C
Acknowledge
Close the Project
• Reward your team
• Award key contributors
• Thank stakeholders
• Encourage everyone to apply
Lean in other appropriate
situations
C
Control
Control Phase
Steps:
1. ✔Develop methods to
monitor improvement
2. ✔Identify who is in
charge of making
changes and for making
changes stick
Recognize team’s
achievements
Be vigilant for further
opportunities to improve
Tools:
• ✔ Brainstorming
• ✔ Implementation Plan
C
A3
Now revise the A3 Compare Goals with Results
• Did your team meet the goals you set at the beginning?
If not, explore the reasons why.
C
A3
Compare Goals with Results, Example
8. Compare Goals with Results:
Goal: Move more individuals from check to e-check.
• We have increased the percent of vendors receiving
electronic payments from 6.2% to 30%.
Goal: Capture discounts.
• Many vendors prefer full payment to early payment.
Still, 281 offer a discount for early payment.
C
A3
Revise the A3 Reflect on the Project
• Consider the successes and failures. What experiences
can be applied to future projects?
• Is there room for more improvement? Return to Define!
C
A3
Reflect on the Project, Example
9. Reflect:
There is always room for improvement. We overestimated
the number of vendors we thought would want a discount.
Because of the economy, many vendors decided they
preferred full payment in 30 days rather than a 2% discount
for early payment. We also experienced difficulty with the
check writing fee.
Implementation is the hardest phase and where the project
can fail. To help avoid this, involve more stakeholders in the
early phases.
C
Update
Revisit, Verify, Update
Revisit and Verify:
• At the end of every
phase, review your:
•
–
Project Charter
–
Stakeholder Analysis
Tool
–
Communication Plan
Check that you are on
track!
Update:
• Every quarter you will
receive an email from the
Lean Office asking for
your updated Project
Charter to be submitted
to the Board of Trustees
• Modify your plans as
circumstances and
developments require
Remember to communicate and engage
C
Control
Major Take Aways:
• Monitor new process by using
metrics and incremental goals.
• Track accomplishments and
make course corrections.
• Institutionalize changes by
mistake-proofing, training and
worker empowerment.
• Award the team.
• Encourage all to be vigilant for
further opportunity.