I have attached the instructions and Parts A, B, and C assignments in order to leverage the data that was gathered.

Running Head: PROJECT PART B 1

PROJECT PART B 8

Part B Detailed Agenda (s) for Kaizen or Work-Outs

Claudia Barnes

JWI 550

Dr. Richard Chua

May 11, 2020

Part B Detailed Agenda (s) for Kaizen or Work-Outs

The Kaizen event is one of the lean tools that are effective in optimizing the value streams. The framework solves many challenges and chronic problems in an organization, depending on the nature of the issue (Lima et al., 2017). Kaizen events seek to improve innovation in the teams and build positive changes. Broward County School Board is the decision-making unit of the organization and runs the operations of the schools in the county. The workflow in the process for the board is very slow and has a higher chance of bias due to a high workload. The processing and waiting time for the board is also very long, which are 127 and 37 days, respectively. These delays slow down the implementation process of critical regulations. The board needs to fasten these processes to shorten the process of delivering services to its customers.

Potential Kaizen Events

One of the potentials for the improvement of the Broward County School Board is upgrading the flow of workstation through the 5S tool. It is a lean improvement approach that applies the principle of just-in-time in the improvement of quality and time of service delivery.

The board can remove the bottlenecks in its service delivery in the value stream. This can be achieved by reducing the wastage of time and streamlining the decision-making process to ensure quick and efficient implementation of policies.

Another potential Kaizen event for the board is to invest in understanding customer experience. The county community is the immediate customer of the board. Developing an understanding of customers is critical in streamlining services according to their expectations.

The board has a potential of mitigating the risks of process failure using tools such as FMEA and process mapping. The tools can identify all the potential risks in the development and implementation of policies to minimize failures.

Broward County School Board can also embark on conducting root cause analysis to identify inherent problems that are associated with its operations. This event can ensure that all causes of problems in making decisions and implementing policies are identified and addressed appropriately.

The selected Kaizen event for the Broward County School Board is improving the flow of work through 5S. The scope of this tool is on the pillars of sorting, setting in order, standardizing, shining, and sustaining. The involved teams reduce space and time of operations by organizing and cleaning these factors (Lima et al., 2017). This event is prioritized for the board because it faces inefficiencies in the decision making and implementing policies. This tool can be critical in addressing these problems because it brings everything in its place, which is the streamlining of the workflow process. It can help the board in eliminating wastage of time and optimize its efficiency (Mahey, 2018). Besides, it puts the effectiveness and safety ahead of the set deadlines. The results of using the 5S are the overall success and increasing collaborations in teams.

Agenda for Kaizen Event

Day	Time (hours)	Session Topic/Objective	Lean Tools	Output/Deliverables	Rationale
1	1.5	Documentation of the current state of the board	Value Stream Map (VSM)	The board members should share information on the improvement process. All teams should be trained. The process should be viewed physically.	This is the first step in the improvement process, which entails preparation for change (Meudt et al. 2017).
2	2	Evaluation of the current state	Cause and Effect Matrices Failure Mode and Effect Analysis (FMEA)	Quantification of the impact of time wastage in terms of process measures Identification and prioritizing bottlenecks Updating the VSM The commencement of root cause analysis on the wastage	The work of this day is instrumental in subsequent steps. The involved lean tools in this process are time-consuming, but they are essential foundations for understanding the areas where there is a wastage of time (Lacerda et al., 2016).
3	2	Envision the future state of the board after the implementation of the plan	Flow chart diagrams Process mapping	This agenda will involve the definition of resources and time for short and long term changes.	The improvement can incorporate low-tech, self-managed, and simple solutions. All the complicated solutions should be reviewed according to the available resources and the objectives of the board. Implementation should, on this day, to support the elimination of workload in the fourth day.
4	2	Implementation of the future change	5S technique	The focus of this stage is implementing the changes with the least negative impacts on the operations. The new process should be pilot tested. All the teams should be trained to work in the context of the new process. The changes are executed smoothly by bringing all the teams together. Data should be collected for future reference and improvement.	The 5S is applicable in the entire facets that need to be implemented for the board. Frequent and multiple iterations of changes are necessary to optimize the process. All the results are documented and quantified and prioritized. This depends on the impacts of the process efficiency of the board.
5	2	Operationalizing and examination of future	Tasks checklist	The new process is launched. A report is prepared based on the achieved results. A final formal report is also prepared for review.	The prepared reports need to be simple. They should summarize the entire process of and document in the Kaizen newspaper.

Explanation of the Choice

Kaizen events involve a meeting of the necessary teams and focusing on analyzing the problems that need redress. The event may take about a week for implementation. However, the duration is between three and five days. The Kaizen event for the Broward County School Board has been set as five days to offer the team sufficient time for critically analyzing the current state of the process. Adequate time is necessary for successful planning and preparation. The components are essential in laying the foundation for the Kaizen events (Lacerda et al., 2016). The sequence of the session is explained by the fact that Kaizen events have different agendas. They require specific tools, different approaches, and have varied objectives. The topics identify the process that needs to be examined together with the expected objectives. They are the measures of performance that are specific to the needs of the board that outlines the next direction of the implementation process.

The Kaizen agenda supports the scope and objectives of this process for the Broward County School Board. The agenda brings together all the board members in utilizing their multiple skills and functions towards the improvement of the decision making and policy implementation processes. Collaboration is critical in the success of the Kaizen’s goals and objectives (Lima et al., 2017). It pulls together active participation and learning from others to help the team members overcome the challenges of functional silos. The result is mapping out the goals of the new process and identifying clear and specific strategies for improvement.

Conclusion

The efficiency of the Broward County School Board can be improved by reducing wastage in time for making decisions and implementing new policies. The board can use the Kaizen events framework to achieve improvement goals. The event should have a maximum of five days and two hours for each session. Successful use of this tool will help the board eliminate wastage and optimize its workflow.

References

Lacerda, A. P., Xambre, A. R., &Alvelos, H. M. (2016). Applying Value Stream Mapping to eliminate waste: a case study of an original equipment manufacturer for the automotive industry. International Journal of Production Research, 54(6), 1708-1720.

Lima, F.J. M, Todaro,C.E. M & Rocha, S. M. (2017). A methodological approach for Kaizen event in assembly line. Retrieved from https://www.researchgate.net/publication/329098461_A_Methodological_approach_for_kaizen_events_in_assembly_lines

Mahey. (2018). Kaizen event: Types, examples, agenda and checklist. Retrieved from https://draminu.com/kaizen-event/

Meudt, T., Metternich, J., & Abele, E. (2017). Value stream mapping 4.0: Holistic examination of value stream and information logistics in production. CIRP Annals, 66(1), 413-416.