Homework fro week 1 and 2
OPS/574 v1
Process Improvement Flowchart
OPS/574 v1
Page 2 of 2
Process Improvement Flowchart
As-Is Process Flow Chart Evaluation
Select a process from an organization you work for or are familiar with. You will use this process in your Week 2 & Week 4 Signature Assignments as well.
Create a flowchart of the as-is process using Microsoft Word, PowerPoint, Vizio, or Excel.
Evaluate the efficacy of your process using process improvement techniques.
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After using the line graph to evaluate the past few documents it was notable that it was taking documents longer and longer to get done. Each document at least took 5 weeks because of the assigned review lengths and the missed emails between individuals. |
Process Improvement Flow Chart
Determine how the process can be improved based on the results of your evaluation.
There are a few things that can be combined to cut times and emails between individuals.
Define metrics and measure the current process.
Metrics are measures that every organization uses to either compare, asses, or track something that management needs data on or they want to improve on something. For this process we will be using a plot graph to plot how long it takes a document to get done with the hopes of improving the current document review process.
Use process improvement techniques to improve the process. Create a flow chart of the improved process using Microsoft Word, PowerPoint, Vizio, or Excel. Use your professional judgment to ascertain how the future process will perform according to your metrics.
Summary
Write a 525-word executive summary that includes the following:
· A brief description of the process based on the flowchart of processes current state
· The results of your process evaluation and how the weak points can be strengthened. Include a description of the process improvement technique(s) used.
· A brief description of process improvements based on the process of the future state
· How you anticipate the future process will perform based on metrics used to evaluate process current state
· A description of your process improvement project to achieve the process future state
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Executive Summary
Current Process This process is for engineering documents that get written and released to the fleet. Currently, the way the process goes is that the engineer writes or updates a document and sends it to the product integrity team lead when complete. Then, the lead will receive that email and assign a Technical Writer (TW) to edit and send the document through the document review process. That TW will receive the document and edit the document and then email the engineer requesting a list of reviewers that need to review the document. Once the TW receives that list of reviewers the TW sends the document out for technical review. Once they receive the comments from the technical review, they send them to the author of the document to approve or disapprove of the comments. Then, comments that were approved are then incorporated into the document and it is sent out for a formal review. Once that review is over, they make all needed changes and send it to the Chief Engineer and IPT lead for comments or signature. If there are comments, then those need to go to the author once again for approval. If not, the TW prints out the signature page and goes around to get that signature page signed by all approving officials. Why it does not work anymore The current document review process as is does not work for the current needs of this organization. While it did work at some time right now this process takes way too much time to complete. Since everything is done by email it currently takes about 5-6 weeks to get one document complete from start to finish. This data was gathered y plotting on a graph how long each document took from start to finish for the past year. Now a days these documents need to be produced way faster than before because of the need of them in the fleet. Once the new process is incorporated the time will be cut dramatically. As much of the items will be combined or cut where that is possible. With that being done there will be less time because there will be less emails, not that much time wasted as people will not be sitting on emails or waiting on email replies. Anticipated Metrics For the next six months we will track all documents from start to finish and create a second plot graph that shows exactly the length of time. This will show how the time was cut to almost if not half of the current time because there is no waiting on email replies or waiting on TW to receive their documents. Future Updates Once these changes are incorporated and all issues are resolved there will be more changes that will take place in this process in the future. The signature review and actual signature signing of the document will be electronically instead of walking from work center to work center looking for individuals to sign in pen. This will also reduce time in the future as there will not be a need to walk and look for people. The TW will also attend morning status meetings to provide management with statuses of documents so everyone will be held accountable.
References Metrics. Investopedia. (2020). Retrieved from https://www.investopedia.com/terms/m/metrics.asp What are Metrics and Why are they Important? MSG Management Study Guide (2020). Retrieved from https://www.managementstudyguide.com/what-are-metrics.htm |
Copyright 2020 by University of Phoenix. All rights reserved.
Copyright 2020 by University of Phoenix. All rights reserved.
Engineer writes/
update a process
They send the
document to the
Product Integrity Team
Lead
When the Lead receives
the email, he/ she
assigns the document to
a TW
TW receives the
document, edits the
document contacts the
engineer to ask for
reviewers
Once they receive the
list, they send it out for
technical review
(1week)
They get it back with all
the comments. Get
those comments
approved by author
incorporate them into
the document. And then
send it out again for a
Formal review
(~2weeks)
They get it back with all
the comments. Get
those comments
approved by author
once again and then
incorporate them into
the document. And then
send it to the Chief
Engineer and IPT lead
for a Signature review (1
week)
If they are fine with
the document, they
will sign it. If not,
they will send
comments back.
Engineer writes/
update a process
They send the
document to a TW in
the Product Integrity
Team w/ list of
reviewers
TW receives the
document, edits the
document, and sends it
out for 1 - week
technical review
They get it back with all
the comments. Get
those comments
approved by author
incorporate them into
the document. And then
send it out again for a
Formal review (include
Chief Engineer and IPT
Lead (~2weeks)
If no comments
back, then they will
sign it. If comments
are received the
TW will incorporate
them and send it
for a 2-day review
and get it signed.