DEBORAH LEAL - PORTFOLIO
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Lean Analysis: Student Data Process
I worked with a college's student placements department to perform a lean analysis of a student data collection process, as they had identified that the process was overly cumbersome and time-consuming and hoped for a better process. Using lean process analysis, I led the analysis and ultimate improvement of the process.
Lean Stage 1: 'Define the Problem'
Tools Used: Voice of the Customer Translation Matrix, SIPOC Chart
"Because student profile data is sourced and entered manually from disconnected reports, when the DB update is delayed or there are errors, notification emails to students and staff may be delayed, sent to the wrong recipient, or with incorrect compliance status.”
Lean Stage 2: Measure - 'Quantify the Problem'
Tools Used: Time Recording Sheets, Timer, Observations, Current State Sticky Note Process Mapping
During this analysis, I worked with the staff that managed the process to record the time it took to complete the existing steps in the process using timesheets and a timer to record the duration of each step, as the staff member was completing them. After recording the time required for each activity, I mapped out the existing process flow using sticky notes on the wall. This made brainstorming new process steps and sequences easy because the notes could be easily repositioned, removed, or added.
Lean Stage 3: Analyze - 'Identify the Cause of the Problem'
Tools Used: Sticky Note Process Map, MS Visio, Fishbone Diagram, Weighted Criteria Matrix
After this activity, analysis of the time and sequencing information identified which process steps were taking the most time and areas where process steps were repetitive or redundant. I used a fishbone diagram to identify the most common sources of errors during the current process to inform the analysis. Out of the analysis, I created a criteria matrix of priorities to use when considering new solutions to this process. I converted the current state sticky note process map into a digital process map using Visio.
Lean Stage 4: Improve - 'Implement and Verify the Solution'
Tools Used: Time Recording Sheets, Timer, Observations, Future State Sticky Note Process Mapping, Failure Modes and Effects Analysis Template
Working with the staff member, I brainstormed ideas for refining the process to remove the duplication and non-productive process time and determined a solution that increase productive time, by re-mapping the process map to reflect our new solution. I used a failure modes & effects analysis template to record information about each process step that could influence the options for a new solution, I then worked with the staff member to implement the identified improvements. I followed the staff member through the process, again using the time recording sheets and timer to record the new duration of each task. After this step, I determined the improvements resulted in reducing student data processing time by 86%.
Lean Stage 4: Control - 'Maintain the Solution'
Tools Used: Time Recording Sheets, Timer, Observations, Error Reports
Once the new process steps were in place, the new process was maintained by the staff member. I conducted periodic assessments of the new process by timing the process and discussing and tweaking any minor roadblocks with the step member to ensure the solution was practical and remained efficient. The staff member also built error reports into the database that would help to easily identify failures in the process.
RESULT:
Lean Stage 1: 'Define the Problem'
Tools Used: Voice of the Customer Translation Matrix, SIPOC Chart
"Because student profile data is sourced and entered manually from disconnected reports, when the DB update is delayed or there are errors, notification emails to students and staff may be delayed, sent to the wrong recipient, or with incorrect compliance status.”
Lean Stage 2: Measure - 'Quantify the Problem'
Tools Used: Time Recording Sheets, Timer, Observations, Current State Sticky Note Process Mapping
During this analysis, I worked with the staff that managed the process to record the time it took to complete the existing steps in the process using timesheets and a timer to record the duration of each step, as the staff member was completing them. After recording the time required for each activity, I mapped out the existing process flow using sticky notes on the wall. This made brainstorming new process steps and sequences easy because the notes could be easily repositioned, removed, or added.
Lean Stage 3: Analyze - 'Identify the Cause of the Problem'
Tools Used: Sticky Note Process Map, MS Visio, Fishbone Diagram, Weighted Criteria Matrix
After this activity, analysis of the time and sequencing information identified which process steps were taking the most time and areas where process steps were repetitive or redundant. I used a fishbone diagram to identify the most common sources of errors during the current process to inform the analysis. Out of the analysis, I created a criteria matrix of priorities to use when considering new solutions to this process. I converted the current state sticky note process map into a digital process map using Visio.
Lean Stage 4: Improve - 'Implement and Verify the Solution'
Tools Used: Time Recording Sheets, Timer, Observations, Future State Sticky Note Process Mapping, Failure Modes and Effects Analysis Template
Working with the staff member, I brainstormed ideas for refining the process to remove the duplication and non-productive process time and determined a solution that increase productive time, by re-mapping the process map to reflect our new solution. I used a failure modes & effects analysis template to record information about each process step that could influence the options for a new solution, I then worked with the staff member to implement the identified improvements. I followed the staff member through the process, again using the time recording sheets and timer to record the new duration of each task. After this step, I determined the improvements resulted in reducing student data processing time by 86%.
Lean Stage 4: Control - 'Maintain the Solution'
Tools Used: Time Recording Sheets, Timer, Observations, Error Reports
Once the new process steps were in place, the new process was maintained by the staff member. I conducted periodic assessments of the new process by timing the process and discussing and tweaking any minor roadblocks with the step member to ensure the solution was practical and remained efficient. The staff member also built error reports into the database that would help to easily identify failures in the process.
RESULT: