The Control Room Process (or War Room)

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The Control Room Process(or War Room)
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THE CONTROL ROOM CONCEPT!
To Be Replaced With An Invensys Example
A Simple But Effective Tool
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WHAT IS A CONTROL ROOM?

• A control (or war room) is exactly what the name
  suggests, a room dedicated to the control of your
  business, or if you would like, where you review
  the execution of your business strategy on a
  Daily basis.
• It is a place that is KEY to the effective
  running of operations and as such could be
  considered the brain or nerve centre of your
  organisation.
• The control room is not only vital in monitoring
  and driving improvement in your Key Performance
  Indicators, but it is also plays an integral part
  in effectively communicating what is happening in
  your business to all the workforce.

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WHAT IS A CONTROL ROOM?
To Be Replaced With An Invensys Example
An example of a Control Room (Unna, Germany)
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WHAT IS A CONTROL ROOM?

• Meetings are conducted standing up
• Its a paperless environment, where possible
• Results/issues/actions are recorded on boards
• Each meeting lasts about 20 - 30 mins
• With approximately 2-5 mins / function
• The reporting follows a structured sequence
• Reports should be short and sharp

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WHERE SHOULD A CONTROL ROOM BE LOCATED?

• As the control room is the brain or never
  centre of the business it should be located
  wherever possible in a central location upon the
  shop floor. This helps reassert in peoples minds
  its importance as being central to the way the
  business runs.

A purpose built control room in the middle of the
shop floor
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Objective of a Control Room
To conduct a structured daily review of business
performance in order to identify and resolve the
issues that prevent successful execution to the
plan by - Review of KPIs identify areas of
poor performance Agreeing Actions allocate
ownership and completion dates Setting priority
Everyone is focused on the same issues.
Changing the Culture The open forum, visual
nature of the meeting generates positive peer
group pressure, which quickly builds teams,
commitment and a one plan mentality.
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KPI MEASUREMENT

• We measure and report on anything that is
  fundamental to the effective and smooth running
  of the
• business, remember what we measure we can
  improve!!!
• Typical measures within a control room include
• Customer On Time Delivery
• Build Plan adherence
• Material supply
• Inventory
• Overall Equipment Effectiveness
  (OEE)
• Quality and Rework
• Maintenance schedules
• HS - Accidents
• WCP/Lean activities
• As can be seen, just about anything can be
  measured and reported on. Only By doing this can
  we
• keep the correct focus on key areas of the
  business and enable us to drive improvements in
  ALL
• areas.

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Control Room Tools Problem solving techniques

• Data Analysis deal with FACTS
• Gather data over suitable timescale
• Route cause analysis
• Pareto analysis of reasons
• Ask 5 Whys
• PDCA (Plan, Do, Check, Act)
• AN others Examples of quality defects

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An example of a pareto diagram
(A) no parts (B) no drg (C) rework (D) part quality issue (E) third party part quality issue (F) injury
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Plan, Do, Check, Act.
The Control room provides the environment where
the business decides what the priority is,
decides the corrective action and then
continually CHECKS if the action taken is having
the desired result. The open forum, visual style
means a one plan mentality quickly evolves.
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WHO NEEDS TO ATTEND?

• As we have seen previously we measure a diverse
  range of KPIs within the Control
• room, therefore to ensure that the meeting is
  effective and successful, ALL key functions
• MUST be represented at EVERY meeting -
• Production Supervision
• Planning
• Quality
• Engineering
• Purchasing
• Customer Services
• Stores/Logistics

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HOW LONG SHOULD A MEETING LAST?

• Ideally the Control room meeting should be no
  shorter than 20 minutes and no longer than 30
  minutes. If issues arise and people become bogged
  down in debate it is best to park the issue,
  select individuals to continue the discussion
  outside of the control room meeting and have them
  report back on the outcomes the following day.
• Equally there is a danger that the meeting can
  become too short. Remember the control room is
  about monitoring and communicating the
  performance of the business so it is important to
  strike the right balance between being too brief
  and skipping over the issues and being too
  weighty and bogging people down with unnecessary
  data.

IDEALLY 20 - 30 Minutes
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WHAT CULTURE ARE WE TRYING TO CREATE WITHIN A
CONTROL ROOM?

• We are aiming to create an open honest culture
• Ensure ownership and accountability
• It should be a no blame, no excuse environment
• People should speak with data, not with opinion
• Measurement and Route Cause Analysis to drive
  improvement
• When problems are identified we need to be very
  action orientated PDCA discipline
• This daily discipline allows you to continually
  check if the actions you are taking are having
  the desired impactin Real Time.
• And finally we need to foster and build team
  spirit

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COLOUR CODING OF CONTROL ROOM BOARDS

• RED - Failed to hit target
• GREEN - Succeeded to hit target
• BLUE - WIP
• BLACK - Actual Target / Label

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SOME BASIC RULES TO FOLLOW FOR SUCCESSFUL CONTROL
ROOM MEETINGS

1. ATTEND ON TIME
2. DO NOT LEAVE BEFORE THE END
3. MAKE SURE ALL INFORMATION IS UPDATED BEFORE THE
   MEETING STARTS
4. LISTEN TO EACH AND EVERY SPEAKER
5. CELL PHONES TO BE TURNED OFF OR SILENCED
6. ONE SPEAKER AT A TIME. NO WHISPERING OR CHIT
   CHAT
7. DO NOT TAKE OVER FROM THE FACILITATOR
8. DO NOT ARGUE
9. PARK MAJOR ISSUES AND RESUME DISCUSSION OUTSIDE
   OF THE ROOM, AND THEN REPORT BACK THE FOLLOWING
   DAY
10. ACTIONS BASED ON DATA

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Summary

• The Control or War Room is a visual, action
  orientated tool with one objective in mind
• To drive sustainable improvement in all key areas
  of our business
• VA Business Solutions have developed an expertise
  on the implementation and use of this tool as a
  means of delivering rapid productivity and cost
  reduction projects across a variety of
  industries, geographies and cultures
• Over 100 successful and sustainable
  implementations to date

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APPENDIXEXAMPLES OF CONTROL ROOM BOARDS
Example of a GOOD quality board - showing the
previous weeks/months trends
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EXAMPLES OF CONTROL ROOM BOARDS
Example of a BAD PDCA board. The board is hardly
utilised and the information is contained on
paper which is not quick easy to update or amend
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EXAMPLES OF CONTROL ROOM BOARDS

• Shift OEE
• Cell OEE
• Losses
• Actions

If we require to use printed examples within the
war room they should be used in conjunction with
a board and they MUST be live documents not
just there for show.