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Prototype Specifications: Toyota Production System

May 25

2010 For: H.J.K. Used Toyota Dealership, LLC

Created by: Custom Business Documents


Table of Contents

Introduction .................................................................................................................................................. 4

Using this Document ................................................................................................................................. 4

Document Purpose ................................................................................................................................... 4

Definitions ................................................................................................................................................. 4

Phrases and Acronyms .............................................................................................................................. 5

Discovery ....................................................................................................................................................... 6

Network Infrastructure ............................................................................................................................. 6

Wide Area Network (WAN) ................................................................................................................... 6

Local Area Network (LAN) ..................................................................................................................... 7

Prototype Models ......................................................................................................................................... 8

PM-100.00 Management ..................................................................................................................... 8

PM-100.10 Interface ........................................................................................................................ 8

PM-100.20 Workflow ....................................................................................................................... 9

PM-100.30 Definition ....................................................................................................................... 9

PM-200.00 Accounting ...................................................................................................................... 10

PM-200.10 Interface ...................................................................................................................... 10

PM-200.20 Workflow ..................................................................................................................... 11

PM-200.30 Definition ..................................................................................................................... 11

PM-300.00 Manufacturers ................................................................................................................ 12

PM-300.10 Interface ...................................................................................................................... 12

PM-300.20 Workflow ..................................................................................................................... 13

PM-300.30 Definition ..................................................................................................................... 14

PM-400.00 Suppliers .......................................................................................................................... 15

PM-400.10 Interface ...................................................................................................................... 15

PM-400.20 Workflow ..................................................................................................................... 16

PM-400.30 Definition ..................................................................................................................... 16

PM-500.00 Dealership Franchises ..................................................................................................... 18

PM-500.10 Interface ...................................................................................................................... 18

PM-500.20 Workflow ..................................................................................................................... 20


PM-500.30 Definition ..................................................................................................................... 21

PM-600.00 Sales and Marketing ........................................................................................................ 22

PM-600.10 Interface ...................................................................................................................... 22

PM-600.20 Workflow ..................................................................................................................... 23

PM-600.30 Definition ..................................................................................................................... 23

References .................................................................................................................................................. 24


4 TPS: Prototype Specifications

Introduction

Using this Document

This document serves as a tool to articulate the requirements for the creation of the Toyota

Production System (TPS).

This is a comprehensive effort aimed at supporting Toyota’s production business model,

eliminate wasteful actions and spending, and increase the overall service level performance.

Document Purpose

The intent of this document is to provide prototypes and definitions to core processes

related to the TPS.

Definitions

Throughout the document the reader will encounter various figures and terminology that

are unique to the project. Prototype specifications will be written in an outline format (see

Figure 1.1). The objective is to hierarchically represent the business requirements and

relate the functional specifications directly to the respective business requirements they

enable.

PM-100

PM-110

PM-100.01

“PM” represents

Prototype Model

“###” represents

the requirement

group

PM-100.01.a

“n##” represents

the requirement

sub-group

“n##.##” represents the

requirement sub-group’s

specifications

“n##.##.a” represents the

requirement sub-group’s

specifications’ detail

processes

Figure 1.1. Definitions of the section outline pattern.

The prototype specifications are all workflow driven. The workflow is comprised of

multiple business processes and rules. Those processes, visually represented through

process maps, are composed of multiple tasks. Figure 1.2 depicts the most frequently seen

symbols and their meanings.



PM-###.##.x

Inventory Inquiry

Does this Hurt?

Find a Consultant

#

#

Business Process Step / Task

The process task contains several elements. The corresponding process is noted

(PM-###.##.x). The description of the task is truncated within the process as well.

END

START

Terminators

These shapes identify the start

and endpoints of a workflow.

Decision Point

This identifies when conditions indicate variances

in the business process flow. Normally the

conditions will result in a ‘positive’ or ‘negative’

outcome towards an alternate action.

On-Page References

More complex process flows may contain this symbol. It is a method to

connect the output of one task to another in an alternate location.

External Processes

These indicate where activities are

required that lie outside of the program.

Figure 1.2. Definitions of commonly used workflow symbols.

Phrases and Acronyms

This section will describe any commonly used phases or acronyms within the document.

Term Full Description Business Definition

PM Prototype Model This is a drafted model of the departmental production system interface and interaction.

TPS Toyota Production System

This is the name of the system being created for Toyota Motor Corporation.



Discovery

Network Infrastructure

The following diagrams illustrate the simple network infrastructure of Toyota Motor

Corporation of North America. They will be used to validate processes for data flow from

site to site.

Wide Area Network (WAN)

Toyota Motor

CorporationArea 1

New York

California

United States

Canada

Mexico

ISP1A

Public Network

Internet

RIP

QuebecMexico City

Totally Stubby

Washington

Area 0Ontario

Internal Subnet:

133.7.22.0 /23

External Subnet:

133.7.2.0 /30

Internal Subnet:

133.7.22.0 /23

External Subnet:

133.7.2.0 /30

133.7.99.0 /30

Internal Subnet:

133.7.6.0 /23

External Subnet:

133.7.99.8 /30

Internal Subnet:

133.7.42.0 /23

External Subnet:

133.7.4.0 /30

Internal Subnet:

133.7.41.0 /23

External Subnet:

133.7.4.0 /30

133.7.99.4 /30

133.7.2.2 133.7.2.1

133.7.99.2

133.7.99.1

133.7.6.1

133.7.99.10

133.7.99.9

133.7.42.1

133.7.4.2

133.7.4.1

133.7.41.1

133.7.99.6

133.7.99.5

Figure 0.3. The TMCNA high-level WAN organization.

The above figure illustrates the connection between the three major regions and the main

data site. IP addresses listed above are fictitious to protect the privacy of the company.



Local Area Network (LAN)

FireWall

Internet

Switch

Primary Server

Printer Share

Office Manager

Agent-10

`

Agent 1

`

Agent 3

`

Agent 7

`

Agent 5

`

Agent 6

`

Agent 8

`

Agent 4

`

Conf Rm 1

`

Agent 2

`

Agent 9

External Router

OfficePrinter

LAN BACKBONE

Figure 0.4. The TMCNA typical LAN office setup.

The image describes the typical office setup for each corporate office and franchised

dealership. Each office varies depending on location and resources; however the basic

infrastructure stays the same within all of North America.



Prototype Models

PM-100.00 Management

The Management is one of the primary processing arms of the entire TPS which describes

the manpower involved. They provide the list of employees including the supervisors and

mechanics whether they are full-time, part-time or contractual within the manufacturing

site. This part of the system keeps users up-to-date in the available manpower for a certain

amount of time through various dashboards.

PM-100.10 Interface

The following prototype will give the user an insight about the list of employees under

the TPS, which can be used in determining and evaluating their working capacity on the

allotted job order. This includes the supervisors or personnel who will be allowed to

replenish the needed supplies, machineries and/or additional workforce.



PM-100.20 Workflow

PM-100.30 Definition

Task Description Importance

PM-100.20.a This is the quick view of needed information for an employee which might have a flagged report on a certain parts issue.

PM-100.20.b This can have the user reply to reports which needed a solution and have it sent back to the appropriate employee

PM-100.20.c The user can set-up a meeting for an individual employee - or-

PM-100.20.d can submit an occasional evaluation report for that specific employee

PM-100.20.e PM-100.20.f

The user can only view information regarding a searched employee or position.



PM-200.00 Accounting

The Accounting is one of the primary processing arms of the entire TPS. They provide the

accountability of the purchasing and acquisition of the parts and supplies that is required to

keep the production of the vehicles in the factories. This part of the system keeps users up-

to-date in the financial and physical requisition (inventory) of the parts and needed

equipments through various dashboards.

PM-200.10 Interface

The following prototype will focus on the interactions between a managed user and the

Toyota’s inventory of parts, supplies & equipments as well as the purchased orders that

was shipped and will soon be arriving.



PM-200.20 Workflow



PM-200.20.a This is the quick view of a needed part with corresponding control number as well as physical count of that particular item available in the factory. A view of all parts can also be done, to query on how many is still on stock or whether a repeat order is needed on some of them.

PM-200.20.b The parts stock physical count cannot be edited but instead if it doesn’t have enough a PO form can be filled up and be submitted for ordering.

PM-200.20.c The supplies department will reply on when and what can be delivered as per PO form.



PM-300.00 Manufacturers

The Manufacturers are one of the primary backbones of the entire TPS. They provide the parts

required to keep production of vehicles steady in the factories. This part of the system keeps

users abreast of the current factory workload and dealership demand through various

dashboards.

An assumption is made regarding the user that authentication was completed prior to entering

this screen.

PM-300.10 Interface


manufacturer(s).

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|

+ My Manufacturers

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Figure 3.1. The Manufacturer Prototype home screen.

Descriptions:

1) Basic Navigation – The toolbar for navigation will allow for simple and advanced

features of the TPC program operation.

2) Quick Actions – These are user/administrator configured buttons assigned to

specific TPS Manufacturer based actions.

3) Manufacturer File Manager – The navigation of all manufacturers within the

window is done by searching the file manager. It is setup in a file tree or directory-

5. Manufacturer

Task Status

1. Basic Navigation

7. Task Selection

Details

6. Manufacturer

Overall Status

4. Alert Center

3. Manufacturer

File Manager

2. Quick Actions



based format that is easily recognizable to the user. Making a selection within the

file manager will populate other screens with relevant data.

4) Alert Center – The alert center displays the top four alerts and their levels of

severity. Population of these alerts is dictated by an alert rule set that is modifiable

only by authorized personnel.

5) Manufacturer Task Status – This status window populates the tasks associated with

each manufacturer according to priority and time of creation. It follows the kanban-

style of project management.

6) Manufacturer Overall Status – This status window gives the user access to important

reporting and budgeting tools in relation to each manufacturer.

7) Task Selection Details – This is the extension of the Manufacturer Task Status

window. When a task is selected, the information stored within each task is

displayed here.

PM-300.20 Workflow

The Manufacturer workflow depicts the high-level steps involved in the Manufacturer

management process.

User Have Admin

Rights?

START

PM-300.20.b

Navigate File

Folders

User Navigates

Main WIndow?

PM-300.20.c

User Selects

Manufacturer

PM-300.20.f

Validate User

Changes

User Want to

Expand Alerts?

PM-300.20.d

Selected

Manufacturer

Data Populates

in All Windows

PM-300.20.e

User Manages

Manufacturer

Data

PM-300.20.a

Populate Default

View

User Changes

Valid?

Yes

NoNo

Yes

PM-300.20.g

Open Alert View

Yes

PM-300.20.h

Populate Main

Window, Details,

and Status

Window

User Runs Status

Report?

No

Yes

No

PM-300.20.i

Query and Run

Status Reports

Yes

User Chooses

Quick Action

Task?

No

PM-300.20.j

Perform Quick

Action

Yes

END

No

Figure 3.2. A simple workflow of the Manufacturer Prototype Model.





PM-300.20.a This process contains the commands for the initial load of the Manufacturers Screen. It will load all non-static windows and replace the data with the currently selected task.

High

PM-300.20.b This process involves the navigation of the file tree for the selection of processes within the manufacturer navigation area.

High

PM-300.20.c This process involves the selection of a manufacturer from the file tree. It is not essential to the functionality of this prototype.

Low

PM-300.20.d This is where the selected manufacturer causes a repopulation of all non-static windows within the screen.

High

PM-300.20.e An authenticated administrator or editor may modify any manufacturer data within this process on the status windows.

High

PM-300.20.f This process will validate the user’s data entry using a given set of standards for the prototype.

High

PM-300.20.g This process initiates the opening of a separate alert window. It contains larger details of alerts that are listed in the alert status area.

High

PM-300.20.h This process occurs when a user traverses dates within the task status window. All status windows update with the relevant data for the visible dates.

High

PM-300.20.i This process runs the status reports that are formatted as dictated by the department standards. Available reports are window queries, Excel spreadsheets, CSV, Access databases, and text files.

High

PM-300.20.j This is a super-process that calls the separate functions that are pre-programmed into the quick access areas.

High



PM-400.00 Suppliers

The Suppliers are the second part of the TPS backbone. These companies provide the

necessary parts for construction of factory items by internal Toyota factories and other

manufacturers. This part of the system alerts users as to the status of resources available to

manufacturers. It also allows for goods to be requested directly from the Suppliers

themselves.

PM-400.10 Interface


supplier(s).

HOME REPORTS REQUESTS

12

34

5

View Report

Internal: 120,842

Quick View

Top Needs

Manf. 1: 133,323

Manf. 2: 149.128

Manf. 3: 170,622

Manf. 4: 198,334

Supplier Supplington

Site Address:

Point of Contact:

Comments:

Phone:

Fax:

5 Anywhere Dr, Iota, DE

Mr. McSupplies

Comments about the client are stored here...

(555) 555-5555

(555) 555-5555

Available Tasks

Create a Report

View AvailableWidgets

Order Widgets

Make a Request

Figure 4.1. The Supplier Prototype home screen.

Descriptions:

1) Tab Bar – A tabbed section unique to each TPS screen. The Supplier screen has 3

defaulted tabs available – Home, Reports, and Requests. Each tab allows for

different functionality within the Supplier TPS.

2) Quick Reports – Both text and graphics based reports are located on the Home

screen. These provide a quick look into the immediate needs associated with

each supplier.

3) Search Tools – The search bar within the TPS allows for searching within the

entire network for any relevant data.

4) Supplier Information – The Home screen allows a user to view or a super user to

modify information recoded with the TPS database. This data refreshes when a

new supplier is selected.

3. Search Tool

1. Tab Bar

2. Quick Reports

4. Supplier

Information

5. Task

Shortcuts



5) Task Shortcuts – This section has button shortcuts to some of the more common

tasks that a user would commit while within the Supplier TPS screen.

PM-400.20 Workflow

The Supplier workflow depicts the high-level steps involved in the Supplier

management process.

User Have Editing

Rights?

END

START

PM-400.20.e

User Enters

Search Data into

Search Bar

Conduct a

Search?

PM-400.20.f

Display Search

Results

PM-400.20.d

Perform Shortcut

Task 1-4

User Want to Edit

Supplier Info?

PM-400.20.c

User Enters

Modified

Supplier Info

User Perform

Shortcut 1-4?

PM-400.20.b

Populate Task

Shortcuts

Yes

Yes

PM-400.20.a

Populate Quick

View

Yes

Yes

NoNo

No

No

Figure 4.2. A simple workflow of the Supplier Prototype Model.



PM-400.20.a This process involves the querying of pre-fabricated reports for view on the Home screen.

High

PM-400.20.b This process populates the program or user generated settings for the Supplier Task Shortcuts specific to each supplier.

High

PM-400.20.c This process enables authenticated users to modify stored information within each Supplier screen

High

PM-400.20.d This process involves the selection of a Task shortcut by the user. The generated shortcuts will each have their own process assigned by program automated tasks.

High



PM-400-20.e This process takes the data entered by the user into the search bar and conducts a search.

High

PM-400-20.f All results derived from a user search are displayed by this process.

High



PM-500.00 Dealership Franchises

For Toyota Production system a car dealership, and vehicle distribution center is the main

business that sells cars at the retail level. Its sells depend on the dealership contract with an

automaker or its sales subsidiary. Dealership franchises involve employing automobile

salespeople to do the selling. It may also offer maintenance services for cars; employing

automobile mechanics; stock and sell spare automobile parts; and process warranty claims.

PM-500.10 Interface

This interface will provide users the necessary tools needed to get car dealership their

inventory. Users may look up inventory or dealership information, update inventory,

see information pertaining certain cars or dealership, and user accounts. The main

purpose of this interface is to allow users to quickly and efficiently look up necessary

information to dealership franchises.

Figure 5.1. The Dealership Franchise Prototype home screen.



Descriptions:

1) Menu Tab

a. File

i. New

ii. Open

iii. Save

iv. Print

v. Share

vi. Close

b. Transaction

i. Sales

ii. Accounts

iii. History

c. Search

i. Search Customer History

ii. Search inquiries

iii. Inventory

d. Security

i. Creates various types of account like Admin account, User

accounts.

ii. All security inquires

e. Reports

i. Reports of different types of analysis on per day basis as well as

period basis (monthly Reports, Annual Reports).

ii. Prints Bills of customer when there for transaction.

iii. Inventory management

f. Help

i. Translation option (Spanish, French, and etc.)

ii. Help Hotline and Website Help

iii. FAQ

iv. Help inquiries

2) Sub Menu Tab

a. Add/Edit Cars

i. Insert, edit, and delete new cars

ii. View Cars Pictures

b. User Defined

i. User Information

ii. Switch users

iii. Users Records and Reports

c. Inventory

i. Inventory Management System

ii. Location of Cars

d. Car Look-Up



i. Look up description

ii. VIN, Make, Model and etc

e. Set-Up User

i. Set up sale

ii. Set up group sales

PM-500.20 Workflow

The Supplier workflow depicts the high-level steps involved in the Supplier

management process.

Figure 5.2. The Dealership Franchise Prototype model.





PM-500.20.a Users Enter Home Main Screen High

PM-500.20.b Users utilize system to establish tab High

PM-500.20.c Users see data that’s necessary to execute work. High

PM-500.20.d Admin controls and plan data system High



PM-600.00 Sales and Marketing

For Toyota Production system the sales center is the main business that sells cars at the

retail level. Its sells depend on the dealership contract with an automaker or its sales

subsidiary. Sales involve employing automobile salespeople to do the selling.

PM-600.10 Interface

This interface would allow users to make sales and sales related transactions. Users can

make sales to dealership and have the ability to input all the necessary information

needed to make that sale possible. The user would have a work area to change interface

and transactions quickly.

Figure 6.1. The Sales and Marketing Franchise Prototype home screen.

Descriptions:

See PM-500.10: Descriptions for more details.



PM-600.20 Workflow

The Sales and Marketing workflow depicts the high-level steps involved in the

management process.

Figure 6.2. The Sales and Marketing Prototype model.



PM-600.20.a Users Enter Home Main Screen High PM-600.20.b Users utilize system to establish tab High

PM-600.20.c Users see data that’s necessary to execute work. High

PM-600.20.d Admin controls and plan data system High

PM-600.20.e Users executes and modifies sales information Medium

PM-600.20.f Enables users to perform short cuts Low



References

GMC. (2010). Copyright and trademark. Retrieved from

http://www.gm.com/copyright/http://www.standardandpoors.com/ratings/articl

es/en/us/?assetID=1245209798004

ICMR. “Knowledge Management Practices at Toyota Motors.” Pub 2005

http://www.icmrindia.org/casestudies/catalogue/IT%20and%20Systems/ITSY048

.htm Retrieved April 25, 2010

LBI Case Study. “Toyota Intranet and extranet applications. “ Aug 2000.

http://www.lbigroup.be/work/toyota/Intranet+and+extranet+applications.aspx

Retrieved April 25, 2010

MIT Lecture. “The Toyota Production System. High Quality and Low Cost”

http://web.mit.edu/2.810/www/lecture09/14.pdf Retrieved April 25, 2010.

Naughton, K. (2010, March 30). Toyota says discounts may boost march u.s. sales 35%

(update3). Bloomberg Business Week, Retrieved from

http://www.businessweek.com/news/2010-03-30/toyota-says-march-u-s-sales-

rose-up-to-35-in-march-update1-.html

Reuter. TOYOTA MOTOR CORPORATION (TM)

http://www.reuters.com/finance/stocks/companyProfile?rpc=66&symbol=TM

Reference for Form 14-19 Retrieved May 27, 2010.

Toyota (2010). Our Activities in the company. Retrieved from

http://www2.toyota.co.jp/en/vision/code_of_conduct/chapter2.pdf

Toyota Technical Center. Toyota CAD eXchange (TCX) Mailbox System for Electronic CAD

File Transfers. http://www.fastsync.com/ttc.htm Retrieved April 25, 2010

http://www.gm.com/copyright/http:/www.standardandpoors.com/ratings/articles/en/us/?assetID=1245209798004

http://www.gm.com/copyright/http:/www.standardandpoors.com/ratings/articles/en/us/?assetID=1245209798004

http://www.icmrindia.org/casestudies/catalogue/IT%20and%20Systems/ITSY048.htm

http://www.icmrindia.org/casestudies/catalogue/IT%20and%20Systems/ITSY048.htm

http://www.lbigroup.be/work/toyota/Intranet+and+extranet+applications.aspx

http://web.mit.edu/2.810/www/lecture09/14.pdf

http://www.businessweek.com/news/2010-03-30/toyota-says-march-u-s-sales-rose-up-to-35-in-march-update1-.html

http://www.businessweek.com/news/2010-03-30/toyota-says-march-u-s-sales-rose-up-to-35-in-march-update1-.html

http://www.reuters.com/finance/stocks/companyProfile?rpc=66&symbol=TM

http://www2.toyota.co.jp/en/vision/code_of_conduct/chapter2.pdf

http://www.fastsync.com/ttc.htm



Toyota Technology. “ ITS.” http://www2.toyota.co.jp/en/tech/its/index.html Retrieved

April 25, 2010

http://www2.toyota.co.jp/en/tech/its/index.html