What is a System?

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What is a System?
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Review Process Flow chart example
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1
2
3
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Review Process Flow chart example
VA Ratio
Average Working Time per Day 8hrs
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SIPOC
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School B
School B
School B
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SIPOC Module Marks processing
Supplier Input Process Process Process 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
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SIPOC Booking a Holiday at work
Supplier Input Process Output Customer

Check Inputs Check Outputs Check process
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Cross Functional Complexity Table
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Cross Functional Complexity Table
Work Stream Work Stream Work Stream Work Stream Work Stream Work Stream Work Stream
Function






Class Example?
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Process mapping Next Step

• Identified Process Steps
• Reviewed Inputs/ outputs/ process (SIPOC)
• Reviewed cross functional complexity
• Next Step identify and review delays

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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?

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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

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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

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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
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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
37 min
12 min
1 min
1 min
20 min
3157 min
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Develop Current State Map

• Cross Functional Flow Chart

Student
Fill Form
Student Inquiry about Late Access
Department
Approval 1 (Signature) Supervisor
Approval 2 (Signature) Dean
Info Correct
Info Correct
Security
Produce Swipe Card
Post Swipe Card
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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
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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

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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

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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

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Example Recruitment Process

• Current State Map Development

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Identify Non-Value Added Activities

• Quantifying proportion of value in the system
• Value Added Ratio
• Value Added Time Lead-Time

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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

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What next
Detailed Evaluation of Causes of Delays (23rd
March)
Solution Development (30th March and 6th April)
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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
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Value Stream mapping example
Identify Possible Reasons for Delay in Step 1 and
3
0
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 Unavailabili
ty of standard procedures Appropriate staff to
process the query unavailable Various
responsibilities within role
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For Next WeekSection 1 3 A3 problem solving
sheet
Jimmerson, 2007,A3 problem Solving