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Transcript of KAIZEN FRAMEWORK
Data Collection and Display
Kaizen (philosophy of ongoing improvement):
Team approach that quickly identifies inefficiencies in a process and generates solutions.
When to Apply Kaizen?
Kaizen Framework + Deliverables
Sample Event Charter
How will this event drive strategic goals?
Supports initiative to improve efficiency of admissions process enabling Guelph to process offers of admission quicker while reducing use of paper.
Why is it important to do now?
OGS projects growth in enrollment and therefore growth in conditional offers processed
New process of uploading unofficial documents will lead to more conditional offers to be processed
What customers will benefit?
OGS staff responsible for processing offers of admission
Applicants awaiting response from admissions
What problem is the event addressing?
The need to manually reviewing documents received to determine whether they are associated with an incomplete application or a conditional offer
Where and when does the problem occur?
When documents are received in the mail for scanning
What are the defects with current process?
Workstudy students scan incoming documents without knowing whether the intent of the document submitted was to complete an application or to satisfy a condition on an offer of admission
How many conditional offers are processed per academic year?
Average time it takes for a 'conditional offer' to be processed as a 'final offer'?
Measure date imported vs date application status changes from conditional to final? (data pulled from ImageNow)
Applicant mails in document
Applicant requests status update
Admin are backlogged
OGS receives doc.
Reviews doc type
Marks a regular doc or final doc
Updates status to rec'd in SIS
Inserts into SA bin
SA checks bin and verifies document
SA verifies document correctly processed
SA processes offer from conditional to definite
Useful for small scale process improvement initiatives
Integrates principles and methods from other methodologies
Simple, identifies quick fixes, determines cause and affect
Must have data available
Generate Solution Ideas
Discoveries from Lean Analysis
Ideas from other projects
Results from VOC:
Process is time consuming
Challenges in training work study students to Q/A documents
Applicants phoning in to request status of their offer
Root Cause Analysis: 5 Whys
Some of this information can be done by searching for information within ImageNow and exporting to CSV to be manipulated in Excel
i.e. time in queue, date imported, last activity, etc.