Thoughtware® Methodology

Process Walk & Data Analysis

Team Exercise

Lean Thoughtware Learning to SeeThink First - Act Fast

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Why do a process walk?

• Go to the GEMBA - the actual place where value-creating work happens.

• Could be the shop floor, office setting, warehouse etc

• Direct observation of the current conditions where work is done

• If the identification of the root cause is even slightly incorrect, the countermeasures will be completely off the mark

GO SEE - DISCOVER THE TRUTH!

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Process Walk Objectives

1. Physical observe, learn and document the current process

Ask the right questions

What – Who – Where – When – Why – How

2. Identify the value added and non value added activities

Learn to identify the potential process improvements

Valuable – Capable – Available – Flexible - Adequate

3. To take what you have learned through your “Go See” exercise and build a compelling story of what is and what could be.

2. Roles for the Process Walk

A. Tour Guide: Someone either on the team or from the area who knows the process flow well and can guide the team through the proper sequence of activities.

B. Scribe: Documents sequence of activities and other data on Process Walk Worksheet :

• The description of each processing step (What & How)

• The person or group responsible for each step (Who)

• The time taken for each step (How Long)

• # metres of paces traveled between steps (from the map maker / pacer)

• # of items in queue (from the map maker / pacer / router)

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Process Walk Worksheet Instruction

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Process Walk Worksheet Example

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Map Maker: Traces the flow of Paper, Information & People:

1. Draw the path of each of the flows using colored pens to identify various flows.

� Standard colors:

1. Paper Flow – Black

2. People Flow – Blue

3. Information Flow - Red

2. The layout is a topographical drawing of the work area indicating work stations, equipment, storage and staging locations etc.

� Thus the drawing shows where people must go and the path of raw materials, work in process and finished goods

2. Roles for the Process Walk continued

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Map Layout

Example #1

- Map Layout Example #2

Map / Layout Example #1 – Paper & People

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A layout map is a “bird’s eye view” of the process and allows us to

better understand the actual layout and flow.

The layout drawing should include an indication of what activity/task number is being executed (synchronize with scribe)

Map / Layout Example #2 – Information

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The layout drawing should include an indication of what activity/task number is being executed (synchronize with scribe)

The layout drawing should include definition of the application.

Map Maker – Blank Form

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2. Roles for the Process Walk continued

Pacer:

Main Responsibilities

• Measure distances traveled between each step and report distanceto the scribe.

Secondary Responsibilities

• Document & Count the work in process at each staging and storagepoint in the process.

• Collect the Screen Prints & record the software application and number of fields / cells where data is entered.

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Screen Print Example

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With appropriate screen open on the computer: “CTRL + ALT +

PrtScreen”. Open word processing application; paste & printing.

2. Roles for the Process Walk continued

• Wasteologists: Identify & document sources of waste using the Waste Chart. Also note ideas for waste elimination as you walk

– Spotters: it is useful to have at least two spotters and at least one with a camera.

– Recorder: It is useful to have one recorder documenting the spotter’s sightings

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Spotter – Picture Example

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Transactions waiting for processing Walking envelope to next department

Waste Chart Instruction

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Waste Chart Example

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2. Roles for the Process Walk continued

• Process Routers: While walking the process, use the RBWA Scan

Form to categorize what is going on at each step the scribe records.

Additional Roles Utilized as Required

• White Space Analyzer: Identifies where problems occur, where they are observed,

where they are controlled and how long it takes to respond using the White Space

Worksheet.

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RWBA Scan Instruction

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RWBA Scan Example

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3. Process Walk

• Follow the entering and exiting protocol - sign in & out.

• Communicate with the right people – Manager, Supervisor, Coach and

the people you are observing & interviewing.

• Be Courteous, non-judgmental.

• Physically walk the flow of the process.

• Use a real order / router indicative of the standard process flow.

• Follow the tour guide (if applicable).

• Move at the pace the scribe permits – STICK TOGETHER.

• Ask questions to obtain data (What, Who, When, Where, How & Why)

• Be sure the Scribe, Map Maker, Wastetologist Recorder and the

Process Router are documenting the same steps.

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Re-Cap Process Walk Objectives

1. Physical observe, learn and document the current process

Ask the right questions

What – Who – Where – When – Why – How

2. Identify the value added and non value added activities

Learn to identify the potential process improvements

Valuable – Capable – Available – Flexible - Adequate

3. To take what you have learned through your “Go See” exercise

and build a compelling story of what is and what could be.

Learning How To SeeLearning How To SeeLearning How To See

4. Define Value Add Steps in the Process

In a small group,

1. Define Value Added steps on the Process Walk Work Sheet (Scribe)

– Does the action change the fit, form or function?

– Is the Customer willing to pay for the action?

– Scribe fills out process walk worksheet

2. Write the activities / steps onto post-it-notes (Router)

– Use one color for Value Added Steps

– Use a different color for Non Value Added Steps

– Use a different color for Staging Steps

3. Place & Sequence post-it-notes on flip chart paper

Linear Process Flow

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• Left to right

• Non Value Added

• Screen Prints hung

• Value Added different color

Step #

Activity described

(verb / noun)

Who Time

5. Map the Detailed Process Flow

Record the process flow on the Part/Information Flow Chart (Router/Pacer)

• Working from the Process Walk Worksheet, list each step of the process down the left of the chart

• As the process moves from one step to another, record the department/function across the top of the chart

– Dot each function/step; join the dots!

• Estimate the volume of transactions per month

• Transfer this chart to a flipchart paper

• Record the number of times the process crosses a functional/departmental barrier

• What % of steps are within the process owners control?

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Part Information Flow Instruction

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Part Information Flow Example

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Start with

column 1, then

Fill in

Row 1

Scotch tape the individual pages together.

Mount on flip chart page or wall

Part Information Flow Instruction

6. Record & Analyze Data Collected

1. Review the standard measures below and determine if any of the measures are not applicable to process * Review with Facilitator

2. Develop a Summary sheet on a flipchart collecting as a minimum the following process data: (Scribe)

1. Number of Activities / Tasks / steps2. Number of Value Added Tasks3. % of Value Added4. Distance Traveled5. # of Screens Accessed6. # of Fields Entered7. Total Process Time8. Total Value Time9. % of Value Added Time10. # of Storage Tasks11. Number of checking Tasks12. Number of handoffs (including manual to computer)13. Number of queues (stages, delays, non-flow, etc.)14. Number items in queue (pieces, units, orders, requests…)

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Process Walk Data Collected SummaryProcess Name:_________________ Date:_______

1. # Tasks

2. # Value Added Tasks

3. % Value Added Tasks

4. Distance Traveled

5. # Screens Accessed

6. # Entry Fields

7. Total Elapsed Process Time

8. Total Value Time

9. % Value Added Time

10. # Storage Tasks

11. # Checking Tasks

12. # Handoffs

13. # Queues (Stage Steps)

14. # In-queue (Work in Process)

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Metrics Current Future

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Change

7. Record the Waste, Problems & Opportunities

A) On a flipchart, list the wastes, identified by the wasteologists during the process walk (Wasteologist)

- reference manual for flip chart layoutNote: Review with the scribe the opportunity to converge sequential tasks into a higher level activity. Speak with Facilitator for guidance.

B) Download photos of waste onto computer, print and attach to waste chart

C) List Ideas to eliminate waste and problems for each waste

1) Reduce

2) Eliminate

3) Combine

4) Re-sequence

WasteObserved

Type ImprovementOpportunity

Waste Chart – Flip Chart Template

Task / Step #

Process Walk Scope:

8. Create a Layout

On a flipchart, create a layout of the “as is”process and trace the workflow

• From the map created by the map maker transfer movement of product, information & materials to flip chat paper

• Indicate the different flows using different colour markers

• Number the steps 33

9. Report Out Findings

Prepare for Report out – assign Team Member to each segment:

1. Linear Process Flow Chart (including screen prints)

- Focus on silly things

- Focus on value add steps and why

2. Layout (Map)

3. Part Information / Flow Chart

- Focus on handoffs

- Focus on reverse flow

4. Process Scorecard

5. Identified Waste / Problems and Ideas to Eliminate