control phase
DESCRIPTION
C. Control phase. D. Define the problem to be solved. . M. Measure current performance . A. Analyze the current performance. . I. Improve performance. . C. Control the change. . C. Control. DMAIC/A3 cycle. C. A3. Think about your accomplishments. What are the results?. - PowerPoint PPT PresentationTRANSCRIPT
Define the problem to be solved.
Measure current performance.
Analyze the current performance.
Improve performance.
Control the change.
C
DMAIC
Control phase
A3
Control
Revise A3
Define
Control C
DMAIC/A3 cycle
What did we hope to achieve?
What are the
results?
A3 C
Think about your accomplishments
8. Compare Goals with Results:
Can we be sure of our
impact?
Lessons learned?
Thoughts?
A3 C
Think about what you and your team have learned
9. Reflect on the Project:
Ideas?
CControl
Control PhaseSteps: 1. Develop methods to
monitor improvement2. 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
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
Monitor
CMonitor
Track your savings!Track the
improvements
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.
Monitor
CMonitor
Visual monitoring example
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!
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 on-time.Monitor
CMonitor
Visual monitoring example
Department Fiscal period 1
Fiscal period 2
FacilitiesHuman ResourcesFinanceStudent Housing
REMEMBER ACCOUNTABILITY
• Somebody must maintain the charts!
• Somebody must review the charts!
• Somebody must be accountable for the flaws exposed by the charts!
Monitor
CMonitor
Remember accountability
Expect to uncover new problems; this is part
of the continous improvement process
CControl
Control PhaseSteps: 1. ✔Develop methods to
monitor improvement2. 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
• 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.
Institutionalize
CInstitute
Make the change
stick
Maintain the change
Institutionalize
CInstitute
BACKSLIDING
No backsliding
Institutionalize
CInstitute
What are the common errors in the process? How can you prevent
them?
Remove the opportunity
for mistakes.
Mistake-Proof the Process
For example:
Institutionalize
CInstitute
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!
Mistake-Proof the Process
CControl
Control PhaseSteps: 1. ✔Develop methods to
monitor improvement2. ✔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
• Reward your team• Award key contributors• Thank stakeholders• Encourage everyone to
apply Lean in other appropriate situations
Recognize &
Reward
CAcknowledge
Close the Project
CControl
Control PhaseSteps: 1. ✔Develop methods to
monitor improvement2. ✔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
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.
A3 C
Compare Goals with Results, Example
A3 C
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.
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!
A3 C
Reflect on the Project, Example
A3 C
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.
Update C
Revisit, Verify, UpdateRevisit 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 requireRemember to communicate and
engage
• 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.
Key Lessons
CControl
Major Take Aways: