example of tpm in office europe
TRANSCRIPT
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1EC
ngineeringentre Unilever
Home and Personal Care - Europe
TPM in Administration
Charles Johnston
KTCS
in conjunction with the
HPCE Engineering Centre
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2EC
ngineeringentre Unilever
Home and Personal Care - Europe
WHY HAVE ADMINISTRATIONWHY HAVE ADMINISTRATION
Administration is used to
controlcontrol
the systems of a business
every action should
add valueadd value
to the business
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3EC
ngineeringentre Unilever
Home and Personal Care - Europe
The Supply Chain Business Process
InitialProductionProcess
ExternalSuppliers
Company Infrastructure
Inbound Logistics Manufacturing Service
Sales & Marketing
FinalProductionProcess
Transport/Distribution
ReceiptingWarehouseOperations
Workin
Progress
OrderPlanning &Scheduling
Customer Service Process
TransportDistribution
CustomerReceipt
CustomerHandling
ShelfReplenishing
Consumer
Input /Complaints
Inventory
WarehouseOperations
Customer
Input /Complaints
HPCE
QualitySystem
CustomerOrder
OrderProcessing
InnovationProcess
ImproveCurrent
SC System
OrderProcessing
PurchasingInternal
Processing
Sales/Purchasing Process
SupplierDespatch
Inventory
Customer Inventory Control System
RequirementsOut
SuppliesIn
OutboundLogistics
Physical Movement
Information Flow
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4EC
ngineeringentre Unilever
Home and Personal Care - Europe
The Product Introduction Process
(Background)
Innovation Technology
AcquisitionCapabilityAcquisition
ProjectManagement
(Foreground)
ConceptDevelopment
ProductDefinition
ConfigurationManagement
ProductLaunch
ProcessDesign
ProcessTest
ProductDesign
ProductTest
Prototyping
ProcessImplementation
MarketingRequirement
Definition
Supply ChainProcess
Innovation: TIME is important?
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6EC
ngineeringentre Unilever
Home and Personal Care - Europe
Why have this pillar?Why have this pillar?
LossesLosses
LossesLosses
Identify LossesIdentify Losses
in Administrationin Administration
EliminateEliminate
Speed up response to
business demands
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7EC
ngineeringentre Unilever
Home and Personal Care - Europe
How does this relate to the TPM Pil lars
Focuse
dimprovem
ent
Qu
alitymaintenance
Early
management
(MPd
esign,InitialFlowCnt'l)
Trainingforoperation&
maintenanceskills
Auto
nomousm
aintenance
Focusedimpro
vement
Effectivemai
ntenance
TPM
intheAdministration
Safety,hygiene
and
environmental
activities
The Use of Human Wisdom
TPM
intheAdministration
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ECngineeringentre Unilever
Home and Personal Care - Europe
Office TPM Introduction
Areas of Office TPM
Kaizen
5's
Safety
Visual Management
Development of People
Vision
Administrat ion TPM
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ECngineeringentre Unilever
Home and Personal Care - Europe
Office TPM Introduction
Areas of Office TPM
KAIZEN- Identify your Loss- Measure- Target Set- Analyses- PDCA
5's
- Set Standards- Sort Out- Set Limits
- Shine- Stick to It Safety- Apply 5's- Theme of the
Month- Risk Assessment- DupontAudit
Visual Management- Controlled Environment
- Focused Communication- Safety Working- Public Relations
-
Development of People- Clearer Roles- Skill Enhancement
Autonomous Working
Vision- Your contributionto the Business
- Your objectives- Your image of the
perfect office
Administrat ion TPM
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11/5311EC
ngineeringentre Unilever
Home and Personal Care - Europe
RoadRoad--Map to TPM within AdministrationMap to TPM within Administration
2. KPIs and Loss Identification
3. Problem Kaizen - measures
4. Standardisation
5. AutonomousManagement of
Activities
1. Initial Clean -up
LOSS
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ngineeringentre Unilever
Home and Personal Care - Europe
RoadRoad--Map to TPM within AdministrationMap to TPM within Administration
2. Loss Identification
3. Problem Kaizen
measures
4. Standardisation
5. Autonomous Management of Activities
1. Initial Clean -up
D Tid
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ngineeringentre Unilever
Home and Personal Care - Europe
Drawer Tidy
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C t Vi i
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ECngineeringentre Unilever
Home and Personal Care - Europe
Create a Vision
What is the Perfect Office?
Loss Identification
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ECngineeringentre Unilever
Home and Personal Care - Europe
Loss Identification
Process to identify losses
Losses recorded and measured
Choose
Kaizen
Identify and
prioritiselosses
Priorities-
Department
& Business
Office
TPM
Define
Losses
Measure
Losses
Too much
paper, complex
ISO procedures.
Long Document
Retrieval time
Physical
Layout
B
Internal
Process
A
ISO Procedures EC Office
904 Breakdown of Areas - "Average Month"
0%
5%
10%
15%
20%
25%
30%
35%
40%
Ops Mtg QA Procedures TPM IT Downtime MP Workshop
Support
Others
% of
904 Total
Are these losses ?
Loss Areas of 904
Responsible Person: R. Johnston &M. Fairhurst
Last Update: Oct-2000
Next Update: Dec-2000
DMSRef:OEE.XLS
Link to Loss Tree Process
Losses
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17EC
ngineeringentre Unilever
Home and Personal Care - Europe
Losses
PROBLEMS
Current PRS Files stored in personal cupboards
Documentation not stored centrally
Library too far away for easy access
Poor communication between teams
Disturbance from central aisle
User unfriendly environment
Losses defined & reviewed
Kaizen selected
Problems identified for analysis
Librar
y
Electronic
/personaldrivePe
rson
al
Cupbo
ards
Nostructure
Donttalk
toeachother!
Information not
shared
Kaizen is based on developing and using the
creativity and problem solving abilities of all
employees to continuously improve quality
while lowerin cost and reducin lead times.
Measure
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18EC
ngineeringentre Unilever
Home and Personal Care - Europe
Measure
Measures taken before the office re-organisation
Data collection retrieval times measured
Information management methods were reviewed
Links to Project Darwin - Improvements to ISO 9001
15 mins
20 minsTIME to retrieve/
reference a doc in library
TIME to retrieve current
PRS files
DUPLICATED
documents
MEASURES
This is a benchmark with each value = 100
0 100
20
PERSONAL storage
space reduction56 filing cabinet drawers
Conduct Kaizen Improvements As Per Factory?
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19EC
ngineeringentre Unilever
Home and Personal Care - Europe
Implement Actions
Cell Meeting
Data Collection
CustomerConsumer
Factory
Processes
Quality Information
Safety Information
Supplier
6 Big Loss Data Waste
Initiatives
Area Notice Board
Visual Management
Productivity
Problems
t
" If you cannot measure it YOU cannot improve ! "
Conduct Kaizen Improvements As Per Factory?
Process Analysis
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20EC
ngineeringentre Unilever
Home and Personal Care - Europe
method
Engineeringbrief
materialmachine
man
activity responsible
Project Contract John
Update Project Paul
Project team definition Paul
Procedure (PCP) JohnEngineering Brief Mike
Engineering Contractor William
MP Workshop Paul
Detailed Process John
Design Review Process
time
Eliminate
Combine
Reduce
Simplify
Process Analysis
Before
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21EC
ngineeringentre Unilever
Home and Personal Care - Europe
Before
The Office Layout at the FirstTPM open day.
Desks and roller cupboards
located at either side of the office.
Walk way in the centre of the office.
Plan and 5S
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22EC
ngineeringentre Unilever
Home and Personal Care - Europe
Plan and 5S
Plan office improvement - whole team involved
Use 5S as a tool to improve5S Audit Sheet 5S Improvement Sheet
5S Graph shows clearly where
improvements need to be made
Educate people about 5S
Measure
Team: Project Leader& EC Team
Kaizen - 4M analysis
Action Plan
Plan into Action
Record Results
Began
1998
Sort
Set Limits
Shine
Set Standards
Stick to it
Audit
Schedule
Man - Train in 5S
M/C - Workspace Mgmt
Materials -Controls
Method - ISO Procedures
Roger / Rogerio& EC Team
In / Out Board on door shows Improved Layout
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23EC
ngineeringentre Unilever
Home and Personal Care - Europe
In / Out Board on door shows Improved Layout
TEAM PLAYERS
You Are
Here
KEY
Fire Alarm Call Point
ECngineering
entre
Exit
Exit &
Toilets
Please keep to the Walkway
Technical
Print/Plot
Room
Library
1 2 3 4
5 6
7
8
9 10
11
12
13
14 15
16
17
18
19
2022
21
Entrance
Oasis
Improved Office Layout
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24EC
ngineeringentre Unilever
Home and Personal Care - Europe
Improved Office Layout
Current office Layout. Current office walkway.
Some of the advantages of the current office layout are:
better Team integration which has improved the dynamics of the office
less distraction from visitors and a better atmosphere for visitors
better layout of project and personal roller cabinets
centrally located oasis
Results
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25EC
ngineeringentre Unilever
Home and Personal Care - Europe
Results
Results from office improvement
Data collection retrieval times improved
Better communication in a user friendly environment
15 mins
20 minsTIME to retrieve/
reference doc in library
TIME to retrieve current
PRS files
DUPLICATED
documents
RESULTS
This is a benchmark with each value = 100
0 100
20
PERSONAL storage
space reduction56 filing cabinet drawers
3
14
3
30 Secs
Effective improvement from reorganisation
= central locking of the cupboards.
Filing Systems
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26EC
ngineeringentre Unilever
Home and Personal Care - Europe
TRIO
476PACK
Filing Systems
Project Roller Cupboard with25% room for expansion.
Range of PRS (Project
Record Sheet) identified.
Project label identifying:
- PRS Number
- Project Title- and Discipline.
More Filing Systems
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27EC
ngineeringentre Unilever
Home and Personal Care - Europe
Centralised storage of Suppliers
catalogues.
Storage of Personal Files.
Personal roller cupboards, containing only personal files etc. Standards
have been developed to which all personal filling cabinets comply to.
More Filing Systems
Even More Filing Systems
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28EC
ngineeringentre Unilever
Home and Personal Care - Europe
Even More Filing Systems
Owners name.
ECngineering
entre
Top Draw
No. Description
1
2
3
4
5
6
7
89
10
11
12
13
14
15
16
ECngineeringentre
Part of the standard for filing systems.File available on the HPCE-EC intranet. Roller cupboard with closedproject files, located in the library.
File Management
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29EC
ngineeringentre Unilever
Home and Personal Care - Europe
g
Focus on restructuring file organisation for electronic
project storage
ISO procedure for filing is the template for manual
and electronic filing, shared drive utilised
Project File Index
Standards and 1-Point Lessons
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30EC
ngineeringentre Unilever
Home and Personal Care - Europe
Standards and 1 point lessons.
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ISO 9001 Improvement Project
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32EC
ngineeringentre Unilever
Home and Personal Care - Europe
ISO 9001 Improvement Board.
54 pieces of
paper
Results
Problems
identified
ProblemAnalysed
Measures
Team
Action Plan
194 pieces of
paper
ISO 9001 - Measures & Results
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33EC
ngineeringentre Unilever
Home and Personal Care - Europe
NUMBER of
Procedures
TIME to do brief (hrs)
PAGES that do not
add value
NUMBER of internal
non-conformances
Number of external
observation notices
This is a benchmark with each value = 100
8
120
189 (95 Project Brief)
20
0 100
20
ISO 9001FocusedImprovements -
Measures
This is a benchmark with each value = 100
NUMBER of
Procedures
TIME to do
brief (hrs)
PAGES that do
not add value
NUMBER of internal
non-conformances
Number of external
observation notices
8
120
189 (95 Project Brief)
20
0 100
20
8
2
32
0
0
ISO 9001 Focused Improvements -
Results
Problem: Project brief too long to complete.
Measures: up to 8 hours to complete the project brief.
A team analysed the measures using the CEDAC diagram and formulated an action plan.Result: a reduction in the time to complete the Project Brief, now called Project Contract.
Oasis Area
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34EC
ngineeringentre Unilever
Home and Personal Care - Europe
The Oasis - time for informal group
discussions and a break from routine work.
Desktop & Movement Board.
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35EC
ngineeringentre Unilever
Home and Personal Care - Europe
We employ Clean Desk Policy Movement Board
Desk Movement Chart
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36EC
ngineeringentre Unilever
Home and Personal Care - Europe
Post It's
POST ITHEREPlease use post it notes
provided,and I'll respond
as soon as possible.
Roger Forster
LDC
Training
Europe
Factory
URL UK Factory
Quiet
Office
11223
4567
8910
11
Off Site
Meeting
I Will Be Back!
MT
WTh
F
Story Boards
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37EC
ngineeringentre Unilever
Home and Personal Care - Europe
Use boards to share current
information
Current Work Processes
FunProject Work
MP Workshop Board.
Inputs
Process ResultsTeam Event Board.
Project Work Board.
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38EC
ngineeringentre Unilever
Home and Personal Care - Europe
Project Work
MP Workshop Board.
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39EC
ngineeringentre Unilever
Home and Personal Care - Europe
MP Workshop Board.
Inputs
Process Results
Team Board.
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40EC
ngineeringentre Unilever
Home and Personal Care - Europe
Team Event Board.
TPM Database.
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41EC
ngineeringentre Unilever
Home and Personal Care - Europe
TPM Database Board.
Story Boards
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42EC
ngineeringentre Unilever
Home and Personal Care - Europe
Use boards to share current information
Strategy & Continuing Measurement Training
Quality
Strategy & Policy and Loss Deployment Boards
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43EC
ngineeringentre Unilever
Home and Personal Care - Europe
Strategy & Policy Board. Loss Deployment Board.
Work Plan and Skills Matrix Boards
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44EC
ngineeringentre Unilever
Home and Personal Care - Europe
Work Plan Board. Skills Matrix Board.
Quality Board
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45EC
ngineeringentre Unilever
Home and Personal Care - Europe
Quality Board.
ISO 9001
EC Quality
Manual
EC Standards
EC ProceduresEC Flowcharts
Display Cabinet of Customers Products.
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46EC
ngineeringentre Unilever
Home and Personal Care - Europe
Display Cabinet.
Continued Improvement using 5s
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47EC
ngineeringentre Unilever
Home and Personal Care - Europe
Educate people about 5S
Measure
Team: Project Leader
& EC Team
Kaizen - 4M analysis
Action Plan
Plan into Action
Record Results
Began1998
SortSet LimitsShineSet StandardsStick to it
AuditSchedule
Man - Train in 5SM/C - WorkspaceMgmtMaterials -ControlsMethod - ISO Procedures
Roger /Rogerio& EC Team
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Radar Chart - Measure Consistency
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49EC
ngineeringentre Unilever
Home and Personal Care - Europe
Month Aug-99 Oct-99 Nov-99 Feb-00 May-00 Aug-00 Nov-00 Feb-01 May-01 Aug-01 Nov-01 Feb-02
Score 37 21 18
Responsible Person :
Last Update:
Next update:
5s Radar Chart For: XXXXXX
xxxxx
Feb. 2000
March 2000
0
20
40
60
80
100
Aug-99
Nov-99
Feb-00
May-00
Aug-00
Nov-00
Feb-01
May-01
Aug-01
Nov-01
Feb-02
Month
Score
Aim
20
15
10
5
Seri(Sort)
Seiton
(Set Limits)
Seiso
(Shine)
Seiketsu
(Set Standards)
Shitsuke
(Stick to it)
Aim
3
Horizontal Replication
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50EC
ngineeringentre Unilever
Home and Personal Care - Europe
Share TPM electronically
Community of Practice - new Web tools
Share TPM personally
Open Days
HPCE Engineering Centre
TPM CD
July 2000
Compact
Discs
Good ideas
to take away
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Remember when applying TPM in the admin...
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52EC
ngineeringentre Unilever
Home and Personal Care - Europe
RESULTSRESULTS
Supply ChainSupply Chain
+ +
PlanningPlanning
Sourc
e
Source
De
liver
y
De
liver
y
MAKEMAKEMAKE
The Supply Chain Business Process
Company Infrastructure
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53EC
ngineeringentre Unilever
Home and Personal Care - Europe
InitialProductionProcess
ExternalSuppliers
Company Infrastructure
Inbound Logistics Manufacturing ServiceSales & Marketing
FinalProductionProcess
Transport/Distribution
ReceiptingWarehouseOperations
Workin
Progress
OrderPlanning &Scheduling
Customer Service Process
TransportDistribution
CustomerReceipt
CustomerHandling
ShelfReplenishing
ConsumerInput /
Complaints
Inventory
WarehouseOperations
CustomerInput /
Complaints
HPCEQuality
System
CustomerOrder
OrderProcessing
InnovationProcess
ImproveCurrent
SC System
OrderProcessing
PurchasingInternal
Processing
Sales/Purchasing Process
SupplierDespatch
Inventory
Customer Inventory Control System
RequirementsOut
SuppliesIn
OutboundLogistics
Physical Movement
Information Flow