Systems

SystemsMethodology

BROWN PAPER – THE GUN & THE SIMPLE TOOL FOR SYSTEMS IMPROVEMENT IN ALL ORGANIZATION FUNCTION

Systems

brown paperbrown papercurrent systemcurrent system

Systems

a brown paper is a a brown paper is a presentation presentation aid aid which is used to outline which is used to outline

current systems current systems and to identify and to identify systems systems weaknessesweaknesses. it is also . it is also

used to outline used to outline proposedproposed or or upgrade upgrade systemssystems..

brown paper - definition

Systems

mini flow - definition

a mini-flow is a a mini-flow is a presentation aidpresentation aid. it is . it is used to outline a current or used to outline a current or proposed proposed

systemsystem. it is normally an . it is normally an a4 flow a4 flow diagram diagram which can be used as an which can be used as an

handout, an ohp slide or filed in an handout, an ohp slide or filed in an area book. it is often used as an exact area book. it is often used as an exact

copy of a brown paper.copy of a brown paper.

Systems

completing a brown paper - 10 steps

1 pre present

2 copies

3 understand

4 preliminary

5 test

6 finalise

7 critique

8 test

9 present

10 action

Systems

separate two copies into two piles and file second copy

go through documents with client, understand detail

write details on copy with client separate documents into five piles:

forecast order entry planning control reporting

place brown paper in ‘rough’ order with one dab of glue

understand flow and review with client to confirm ‘complete’ brown paper

brown paper - detail

Systems

missing system elements blank copies only only one copy mismatched mini-flow & brown

paper too much detail too little detail ‘so what ?’ syndrome brown paper deterioration size of brown paper client disagreement out of date

brown paper - typical pitfalls

Systems

observations

recap

volumes

data developme

nt

master schedule

dry run

implementation plan

installation

see implementation

steps

observations

lost time summary

action plans

new planning rates

critique

system objectives

proposed system

identified training needs

training flows

resource levels

implementation plan

volume forecast

training sessions

sequence of operations

resourcesactivities

machines/ processes system

straining

activity listing

statisticsbrown paper

current system

diagnostics

Systems

critiquescritiques

Systems

critiques - system facetsis information complete?is information timely?is information correct?is information of use / relevant?is the level of detail too little / too much?are there system disconnects?is there too much paperwork?what can be computerised for ease of

use?is the system wrong or are people just

not using the information?

Systems

forecast - possible critiques of the system

out of date datano basic sales info

to productionwrong people

involvedinflexible for

production capacity

not used

does not exist

not enough detail

produced too late

wrong timescale

Systems

plan - possible critiques of the systemwrong standardsfrequent changesdoesn’t relate to

forecastcustomer resources

availablenot usedincompatible plansno contingency plansno comparison to actual

inflexibletimelinessnot enough detailno procedureno commitment

meetingsillogical runsdistributed to wrong

people

Systems

control of execution - possible critiques of the system

wrong standards

frequency

no short interval control

wrong / irrelevant information

information missingwrong area duplicationconsistencypeople cannot fill

reports in

Systems

reports - possible critiques of the system

no review meeting

don’t generate actions

no report

not used

consistency

do not review standards

doesn’t feed into production control

no agenda / poor meeting inappropriate information timelinessattention to detail report not user friendly frequency

Systems

observations

recap

volumes

data developme

nt

master schedule

dry run

implementation plan

installation

see implementation

steps

observations

lost time summary

action plans

new planning rates

critique

system objectives

proposed system

identified training needs

training flows

resource levels

implementation plan

volume forecast

training sessions

sequence of operations

resourcesactivities

machines/ processes system

straining

activity listing

statisticsbrown paper

current system

diagnostics

Systems

system - system objectives

measure, control and manage the area / business so that performance can be improved, and the improvement process sustained. links company strategy, operational strategy and day to day execution

Systems

proposed system brown paperdescribes a complete proposed system

no system disconnects

links logically with its interfaces

answers all critique points raised on existing brown paper

reviewed with the project leader

reviewed and signed off by the client

neat and professional manner

Systems

Short Short TermTerm

ForecastForecast

MasterMasterScheduleSchedule-activity-activity-people-people

-materials-materials

Daily/WeeklyDaily/WeeklyProductionProduction

PlanPlan

ShortShortIntervalIntervalControlControl

Daily/WeeklyDaily/WeeklyOperatingOperating

ReportReport

DowntimeDowntimeReportReport

Daily/WeeklyDaily/WeeklyActionActionPlansPlans

WeeklyWeeklyProductionProduction

ReportReport

Weekly Management Weekly Management ReportReport

- Production- Production-Sales-Sales

-Quality-Quality-Safety-Safety

-Engineering-Engineering

MonthlyMonthlyBusinessBusinessReportReport- P & L- P & L

- Budget- Budget

MonthMonthly ly forecaforecast st reviewreview

MonthlyMonthlyPlanningPlanningMeetingMeeting

Weekly Weekly planning planning

CommitmeCommitment Meetingnt Meeting Daily Daily

ProductioProduction n

PerformanPerformance Reviewce Review

WeeklyWeeklyActionActionPlansPlans

Weekly Weekly Production Production

Performance Performance ReviewReview

WeeklyWeeklyActionActionPlansPlans

Weekly Weekly ManagemenManagemen

t t PerformancPerformanc

e Reviewe Review

Monthly Monthly BusinessBusinessReview Review MeetingMeeting

generic management control system

Systems

RE-DESIGNIG ORGANIZATION STRUCTURE

SystemsBrown paper is simple & quick methodology with many benefit Business process mapping & re-engineering Designing organization structure Restructuring system & organization (make more simple &

flexible) KPI design Job analysis Performance system design Find missing link the integration system (SAP, BSC, Lean, ISO,

MBNQA, etc) Flow chart design SOP design Form & format design Working instruction design Improvement system Designing control & check system Designing report system Designing planning system Integration all system in organization etc