Title: Applying Lean Six Sigma to Records Management
1Applying Lean Six Sigma to Records Management
Charlotte Piedmont Chapter, September 18, 2008
2Agenda
- Introduction to Lean Six Sigma
- Lean
- Six Sigma
- Practical application
3Lean Six Sigma
- A business improvement methodology
- Designed to make rapid improvements in production
processes and procedures - Improvements to both quality and speed
- Customer satisfaction is a driving force
4What does this have to do with Records?
- Information is THE vital asset of an enterprise
- The institutional memory
- Evidence of work done
- Foundation of good decision making
- Records and information are produced assets
- They should be managed as a corporate asset
- Lifecycle management is the key
5Key elements of Lean Six Sigma for RIM
- Customer focused
- Operationally based
- Value driven
- Waste reduction Muda
- Terms to know
- 5S
- Kaizen
- DMAIC
6Information as a Product
- Volume of information maintained is doubling
every 18 months - 40 of professionals time is spent trying to
manage or repurpose unstructured data
Gartner 6/24/2005 - 80 of this information is created and managed by
individuals at the desktop Gartner Group
We are drowning in information and starved for
knowledge. -Unknown
7Why do Lean Six Sigma?
DMAIC
DMAIC
Time
8 9Lean
- Term coined by James P. Womack and Daniel T.
Jones in their book, Lean Thinking - Toyota is well known for their version of Lean
Manufacturing
10Lean Fundamentals
- Increasing value
- Specify value in the eyes of the customer
- Identify the value stream and eliminate waste
- Make value flow at the pull of the customer
- Involve and empower employees
- Continuously improve in pursuit of perfection
11Lean Fundamentals
- Reducing Waste (Muda)
- Transportation
- Inventory
- Motion
- Waiting
- Over Production
- Over Processing
- Defects
- Unused Creativity
Maintaining unneeded records or documents is a
100 wasted expense. 2005 Cohasset ERM survey
12Lean Information Lifecycle Mgmt
- Review each element
- Creation of information
- Maintenance (Active)
- Use
- Storage and retrieval (Inactive)
- Disposition
13Lean Opportunities
- 80 of this information is created and managed by
individuals at the desktop
Gartner Group - This largely represents the intellectual
knowledge of the company - There is no systematic management of this
information
14Advantages of Lean
- For the individual
- Spend less time looking for your documents
- Reduce the clutter
- Improved teamwork
- For the team
- Reduce training time for new employees
- Everybody organized the same way
- Documents available to everyone who needs them
- For the company
- Making sure information useable and available
- Legal and regulatory compliance
- Protect information from loss or disaster
15Lean Tools
16What does 5S stand for?
- Sort - Eliminate what is not needed
- Set - A place for everything and everything in
its place - Shine - Cleaning and looking for ways to keep it
clean - Standardize - Systemize the maintenance of the
first 3 Ss - Sustain - Stick to the rules. Show real progress.
2 Set in Order
1 Sort
5 Sustain
3 Shine
4 Standardize
17What is 5S?
- A process to create and maintain organized, clean
and safe workplaces. - Tools and processes allow team members to
leverage their knowledge and creativity to design
an efficient workplace - Right tools for the job
- Organized systematically and consistently
- 5S will provide monitoring and measurement tools
to maintain the improvements that you make
18Kaizen
- Kaizen is a Japanese word for continuous
improvement - Kaizen seeks to eliminate waste
- Kaizen is about immediate improvement, not
optimizing long term - Dont let best get in the way of better
19Kaizens Focus
- Customer
- Improving customer service
- Reducing lead-times to customers
- Enhancing quality (CTQ)
- Operations
- Reducing cost
- Eliminating waste
- Improving productivity
20Why do Kaizen events?
- Kaizen events enable groups to quickly drive
improvement in all areas of the business. - Kaizen events can obtain significant and
measurable results in just a short amount of time - Kaizen events involve the knowledge and
experience of all associates to drive excellence
21 22Six Sigma
- Developed by Motorola
- Eliminate defects
- Reduce variation
- Data and statistically driven
- DMAIC methodology
- Define, Measure, Analyze, Improve, Control
23The Statistics
- Sigma is a Greek letter used in statistics to
measure standard deviation - The Six Sigma goal is to develop a process
results of 6 standard deviations from the mean - This would mean no more than 3.4 defects (those
products outside the customers specifications)
per million
24Six Sigma roles
- Customers
- Define issues and request Six Sigma projects
- Champion
- Organizational mentor and problem solver
- Master Black Belts
- Full time advisors, mentors, and coordinators of
projects - Black Belts
- Full time project facilitators
- Green Belts
- Employees that implement Six Sigma along with
their regular job activities
25DMAIC - Define
- The define segment is critical to the success of
any Six Sigma project - It is an agreement between the project team and
the sponsors of the project as to what the
project is and what is to be accomplished - Scope creep is a very real enemy
- Definition should include
- Clear statement of intended improvement
- High level process map
- A Voice of the Customer understanding
- Project link to overall corporate strategy
26DMAIC - Measure
- Six Sigma is fact based and data driven
- The Measure step is designed to ascertain the
problem point and factually document that
conclusion - Data collection and determination of the current
baseline capability
27DMAIC - Analyze
- The Analyze stage of DMAIC involves review of the
data from baseline activities to help identify
the location or cause of defects to the process - Common tools used during Analyze are
- 5 Whys
- Brainstorming
- Pareto Charts
- Cause and effect diagrams
- This allows for a more focused plan during the
improvement Stage
28DMAIC - Improve
- The purpose of the Improve stage is to prove that
the proposed solution will bring about the
desired result - Tools used during the Improve stage include
- Brainstorming
- Flow charts
- Kaizens
- 5S
- Pilots are conducted to test solutions
29DMAIC - Control
- The control phase is often the most important
- It is designed to put in place systems to ensure
no reoccurrence of the problem - Regular monitoring of the process
- Standardized documentation for review and
training
30DMAIC - Leverage
- Leverage is not found in all Six Sigma programs
- Leverage is the concept that the lessons learned
during a project be shared - Other parts of the organization may be able to
take those lessons and apply to their own
processes
31- Lean Six Sigma in Practice
32Replace the Office Clean-up Day
- Replace the annual Clean-up Day or Office Purge
with a 5S program - Team oriented versus individual
- Analyze how you work to be more efficient
- Workstation layouts
- Team/departmental flows
- Standardization
33Positives of an Office 5S Program
- Creation of a cleaner, more efficient, less
stressful work environment - A work place that you can take pride in
- A workplace that says We are a world class
company - Less time spent finding the information and tools
you need to do your job - Fewer lost documents
- Safer workplace
- More efficient.value added
- It is vital to document the work done and create
a plan to monitor, sustain, and continue to
improve
34Kaizen
- Example Review storage of unstructured
Team/Department e-documents on individual and
shared resources - Hard drive, Shared file servers, E-messaging
systems, collaborative sights - Team Kaizen using 5S methodology to develop
standardized systems for lifecycle management of
unstructured information
35Six Sigma Black Belt Projects for RIM
- Not many known
- DuPont project on discovery processing
36Questions
37Thank You
- Roger Hansen, CRM
- hansenrw62_at_yahoo.com