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Stage 1: Assess

Step 1: Get Organized


2.1-1 05Sep13 Rev. 3
Learning Objectives
At the end of the session, participants will be able to:

Describe the Assess stage of the CI methodology
Organize a CI Team to undertake improvement
projects
Identify the different types of customers and their
needs
Use CI tools to evaluate processes and identify
improvement opportunities.




2.1-2
Session Outline
Lets Make Paper Planes
Step 1: Get Organized
Step 2: Talk with Customers
Step 3: Walk the Process
Step 4: Identify the Priority Improvement Area



2.1-3
LETS MAKE PAPER PLANES
A Learning Activity
2.1-4
PPLA No. 1
Lets Make Paper Planes

The team is tasked to make 30 paper planes using
sheet of bond paper within 15 minutes; the planes must
fall on the landing area otherwise, the customer will not
buy them. The members are given different roles: plane
maker (3), plane thrower (3), data collector (2) and
process observer (2).

Instructions:

1. Make the planes, number each and put initial.
2. Launch the planes one at a time, targeting the
landing area. Once launched, the plane cant be
launched again.
3. Measure the distance travelled from the center of
the launch area to the part of the plane that is
closest to the landing area. Also, indicate if the
plane is inside the landing area.



2.1-5
Plane Number Plane Maker Plane
Thrower

Distance In/Out
1
2
3
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Paper Plane
Learning
Activity
2.1-6
ASSESS
Define the Project
2.1-7
What is the Assess Stage?
Defines the objectives
of the project and its
respective measures
from the perspective
of the customers
http://howtorunsuccessfulprojects.com/wp-content/uploads/2011/09/projectpuzzle.jpg
2.1-8
The Assess Steps
Get
Organized
Talk with
Customers
Walk the
Process
Identify
Priority
Improvement
Areas
CI Project Template VOC
Affinity Diagram
Defining the Metric
SIPOC
Process Mapping
Activity Chart
Deployment Chart
Data Collection Plan
Histogram, Pareto,
and Line Chart
2.1-9
STEP 1: GET ORGANIZED
Establish the Continuous Improvement (CI) Teams
2.1-10
The Assess Steps
Get
Organized
Talk with
Customers
Walk the
Process
Identify
Priority
Improvement
Areas
CI Project Template VOC
Affinity Diagram
Defining the Metric
SIPOC
Process Mapping
Activity Chart
Deployment Chart
Data Collection Plan
Histogram, Pareto,
and Line Chart
2.1-11
CI Team Structure
2.1-12
School SBM
Team
School Head
CI Team 1
Team Leader
CI Team 2
Team Leader
CI Team 3
Team Leader
School CI
Facilitator
SBM Coordinator
School SBM Team members
Teachers President
Student Government President
PTA President
LGU Representative
NGO
Alumni Rep
Team Members (5)
Who composes the team?
Creative and open minded
Good team players
Well respected among peers, stakeholders, and
other business leaders

2.1-13
Ideal team size: 5- 8
Smaller Team Size: 3 to 4 ->work faster
Teams greater than 8 require additional
facilitation and often require sub-teams.
Team Size
2.1-14
Who Are Your Stakeholders?
School
Head
CI
Facilitator
CI Team

Other Stakeholders:



-Process Owner
-Students,
Parents
-Community, etc
2.1-15
Process Owner
Worries about overall process health
Has responsibility and authority to manage and improve
a process

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FUTURE STATE
BACKGROUND
CURRENT STATE
PROBLEM ANALYSIS
IMPLEMENTATION PLAN
LESSONS LEARNED
TEST RESULTS
PROJECT TITLE
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CI Project Template
Name of the Project
Team Members
VOC + Project Scoping (SIPOC)
Process Map + Data Gathering and
Presentation
Problem Definition
Root Cause Analysis
Validation of Causes
Solution Generation
Value Analysis
Improved Process Diagram
Tasks and Timeline
Budget and Resource
Stakeholder Analysis
Evaluation of Implementation
Risks
Before and After
Piloting
Cost Benefit Analysis
Project Closure
Project Sharing
2.1-17
CI Project Template Definitions
PROJECT TITLE
Name of the Project
Team Leader and Team Members

BACKGROUND
Brief information/data on the school issue
Identify VOC and Project scope

2.1-18
CI Project Template Definitions
CURRENT STATE
Map the current process
Provide baseline data (time, output, cost)
What specific outcomes are required?
How will we know the implementation is successful?
What will be the measure of performance?
Use storm clouds to represent problems
Problems can be:
Customer complaints (defects or reworks)
Gap between actual and target KPI
Inefficiency and Wastages





Storm Clouds
2.1-19
CI Project Template Definitions
PROBLEM ANALYSIS (For each storm cloud)
Do root cause analysis
Use the 5 WHYS
Example: Wrong Grade
1
st
WHY Error computation
2
nd
WHY Confused with another student
3
rd
WHY Student name is wrong
4
th
WHY Incomplete student registration
5
th
WHY Procedure for registration is unclear
No need to actually reach up to 5 WHYs.
2.1-20
CI Project Template Definitions
FUTURE STATE
Describe the proposed solutions and the
possible interventions on the process
Do Value Analysis
Map the Improved Process
2.1-21
CI Project Template Definitions
IMPLEMENTATION PLAN
Spells out the WHAT (needs to happen), WHO (will
do it), WHEN (it will be completed), and OUTCOME
(expected results)
Determine tasks and timeline
Prepare budget and resource requirements
Perform stakeholder analysis
Evaluate of implementation
Do risk assessment


2.1-22
CI Project Template Definitions
TEST RESULTS
This refers to any PILOT, TRIAL RUN, or RAMP UP of
changes that needs to be done.
Test can be progressive.
Show before and after results
Long term follow up of the improvements by recording
the measures/metric of the process and its outcome
2.1-23
CI Project Template Definitions
When the desired results are not achieved, then CI
starts again. Cost refers to the cost of the
implementation plan
Benefit refers to the waste reduction (may not be
monetary) i.e. safety, quality, customer satisfaction,
workplace appreciation.
2.1-24
CI Project Template Definitions
LESSONS LEARNED
Identify project learning
Project sharing
Recognition and Reward
Project Closure
2.1-25
FUTURE STATE
BACKGROUND
CURRENT STATE
PROBLEM ANALYSIS
IMPLEMENTATION PLAN
LESSONS LEARNED
TEST RESULTS
PROJECT TITLE
Improvement on Examination Results Feedback Time
Team Members: DBH, EAF, BOG, VPR, RVP, DBS
The time between examination of students and the
return of examination results has an average of 7 days
with a max of 14 days. Students rely on the results of
the examination to know their academic performance
and to review for succeeding lessons.
Teacher
Student
Submit
Exam
Collect
Exams
Group
exams
per grade
level
Check
Exams
Return to
Students
Receive
Examinatio
n Results
5 mins.
per exam
1 to 5
days
30 secs. 30 secs.
Teacher
Student
Submit
Exam
Collect
Exams
Check
Exams
Return to
Students
Receive
Examinatio
n Results
5 mins.
per exam
30 secs. 30 secs.
Recommendation:
1. Eliminate grouping of exam papers for each grade level.
2. Have a different set of exam for students who missed the exam.

Week
1
Week
2
Wee
k 3
Wee
k 4
Week
5 Who
%
Completion
Process Design Team 100%
Dissemination of New
Design DBH, RVP, BOG 100%
Simulation EAF, VPR, DBS 100%
Gathering of Feedback
from Teachers EAF, VPR, DBS 80%
Refinement of Process
Design Team 80%
Improve on Information Dissemination
Teachers should be trained to the new process to be followed on
providing feedback to students.
0
5
10
15
1 5 9 13 17 21 25 29
Feedback
Time
2.1-26
PPLA No. 2
Setting up the CI Project Template
Use a Manila Paper
Identify the Team Members and the Project Title
for the Paper Airplane Game
Give a brief information on the game and the
issues arising from it.
2.1-27
FUTURE STATE
BACKGROUND
CURRENT STATE
PROBLEM ANALYSIS
IMPLEMENTATION PLAN
LESSONS LEARNED
TEST RESULTS
PROJECT TITLE
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CI Project Template
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