rapid process assessment overview. ultriva’s rapid process assessment (rpa) consists of a...

Rapid Process Assessment Overview


• Ultriva’s Rapid Process Assessment (RPA) consists of a structured Business Process Analysis (BPA) engagement focused on a specific process environment led by a seasoned business analyst trained on the latest BPA solutions. We differentiate our RPA engagement from those of traditional consulting companies in the following ways:– Low Cost… our engagements are from 3 to 5 days not the 4 to 6 weeks

typically required by most consulting companies– Actionable Business Intelligence… deliverables from our engagements provide

business and technical decision makers with the information they need to make informed decisions on priorities and investments immediately following the engagement

– Creation of a Process System of Record… we leave behind everything your organization needs to manage your process on a go-forward basis

– Re-usable Engagement Artifacts… all deliverables from our engagements run on native Microsoft desktop solutions (Visio/Excel/PowerPoint)

2

Customer RPA Support Requirements

• Ultriva consultant(s) will facilitate each process mapping and analysis event. Each process mapping and analysis event will last approximately 3 – 4 hours.

• The following customer resource participation will be required in each process mapping and analysis session:– Process Owner: This individual has overall operational and financial

responsibility for the process area/business process being assessed.– Process Leader: This individual manages the team of resources that are

responsible for the day-to-day execution/support of the process area/business process being assessed.

– Process Expert(s): This individual(s) have responsibility for successful execution of the business process.

• Customer must provide the following facility support:– Pre-cleared access to plant.– Dedicated conference room for the three day RPA event .– Overhead projector.– Dry erase board and pens.

3

Customer Data Requirements

The following information will be requested during each process mapping and analysis session:• Resource type and mix for each process• Resource cost rates for each resource engaged in the process• Available production hours i.e. hrs. per work period, work periods per day, days per

week)• Customer demand (a.k.a. ‘Arrival Rate’) for the process• Description of ‘Process Activities’ (a.k.a. Process Steps or Tasks) • Quantitative process metrics for each process activity to include:

– Process Stations (number of people performing the process)– Process Duration (total time from process input to process output) – Process Time (total time spent performing work)– Process Yield (a.k.a. first-time-right in transactional settings)– Value Class i.e. VA, NVA, NVA but Required– Percent Value Added Time– Incident(s) of the ‘7 Wastes’

• Line-of-business (“LOB”) systems used in support of process• Process and system key performance indicators (a.k.a. KPI)• ‘Business Intelligence’ tools/reports used to monitor/manage the processNote: ‘Process Duration’ & ‘Process Time’ can be in the form of a ‘Constant’, ‘Range’ or ‘Estimate’ 4

RPA Schedule

• Day 1– RPA Project Kick-off– Plant Tour– Current-state Mapping & Analysis

• Material Forecasting/Planning• Material Procurement

• Day 2– Current-state Mapping & Analysis

• Supplier Management • Material Receiving• Inventory Control• 3PL/Consignment Management

• Day 3– Management Review of Preliminary Assessment Results– Edits/Revisions to Assessment– RPA Management Outbrief with Executive Sponsor and RPA

Participants

5


6

Rapid Process Assessment Methodology

Rapid Process Assessment1.Create a flowchart (process map) of current state process.2.Conduct interviews with process subject matter experts (SME’s) and staff to validate the process map and gather estimates of current performance characteristics.3.Analyze the quantitative process performance metrics (i.e. Time, Cost, Resource Utilization, Service Level, etc.) 4.Identify, categorize and prioritize process/systems improvement opportunities5.Design the future-state process and perform comparative analysis to current state.6.Summarize findings and recommendations and create management outbrief report

1. DrawFlowchart

2. Interview SMEs & Capture Metrics

3. Analyze Performance

4. Capture Improvement Opportunities

5. Design Future-state & Compare

6. ProduceManagement Report

RapidProcess

Assessment

Rapid Process Assessment Supports DMAIC

8

Materials Management

Processes

Define

Create Flow Chart of Current-state Process

Measure

Configure Flow Chart with Process Attributes

& Capture Process Metrics

Analyze

Perform Summary and Detailed Analysis of

Current-state Performance

Improve

Design Improved Process,

Perform Comparative Analysis, Validate &

Report to Management

Control

Audit New Current-state & Repeat

Improvement Cycle As Required

Defi

ne:

Crea

te Fl

ow

Char

t of

Curr

ent-

stat

e Pr

oces

s

ProcessView & Microsoft VisioDefine

Measure

Analyze

Improve

Control

Create a New Process Flow Diagram

OR

Start with an Existing Process Flowchart

Mea

sure

: Confi

gure

Fl

ow

Char

t With

Pr

oces

s Att

ribu

tes

Shape Data

Sample Process Attributes• Resource Cost• Resource Type(s) • Process Duration (a.k.a. Cycle

Time)• Process Time (Time spent working

on task)• Batch Size, VA/NVA Contribution,

Process Yield, etc.


Measure

Analyze

Improve

Control

Primary Unit Self-Test OK?

Contact Field Rep Replacement Authorization

ProcessTime (10,30) minutes

Duration (0.5,8) hours

Obtain Replacement Unit

ProcessTime 1,(0.5.2) hours

Duration (1,5) hours

Establish Communications

ProcessTime 0

Duration (2,3) minutes

Begin Transmitting

ProcessTime 0


Yes

Enter Field Repair Order

ProcessTime 3,(2,8) minutes


No6.2%

Mea

sure

: Capt

ure

Proc

ess

Met

ric

s &

Pa

th

Prob

abili

tie

s


Measure

Analyze

Improve

Control

• Process performance depends on the characteristics of the activities

• ProcessView allows time/cost estimates :Most Likely, Minimum and Maximum

• ProcessView examines all possible process paths and their relative frequency to calculate the summary process statistics

How Long Does it Take?

How Much Work is Involved?

How Much Does it Cost?

An aly

ze:

Ide

ntif

y Ti me

, Cos

t an d Res

our

ce

Dri

ver

s


Measure

Analyze

Improve

Control

Primary Unit Self-Test OK?

Contact Field Rep Replacement Authorization

ProcessTime (10,30) minutes

Duration (0.5,8) hours

Obtain Replacement Unit

ProcessTime 1,(0.5.2) hours

Duration (1,5) hours

Establish Communications

ProcessTime 0


Begin Transmitting

ProcessTime 0


Yes

Enter Field Repair Order

ProcessTime 3,(2,8) minutes


No6.2%

Anal

yze:

Id

ent

ify

the

Bott

len

eck

&

Impa

ct o

f Q

ueui

ng

Excel Report

ProcessView Pro Analysis• Capacity Analysis• Service Level Analysis• Resource Utilization Analysis• Bottleneck Identification• Queuing Analysis• Throughput Analysis• Other types of Analysis


Measure

Analyze

Improve

Control

Unit Availability Logistics

Repair Order Received

Log Unit Failure

Vendor RMR UnitReceive & Inspect

Returned Unit

In-Field Repair?

Conduct In-Field Diagnostics

Perform Repair & Test Procedure

In-Field Repair Successful?

Return to Service

Scrap & Replace

Return Unit for Repair

Obvious & Cosmetic Faults?

Repair Obvious & Cosmetic Faults

Fault Verification Test

Fault Verified?

Troubleshoot Problem

Write Rework Instructions

Order Parts

Repair UnitParts

Available?

Recertification Test

Unit Certified?

Update Unit Service Record

Yes Yes

Yes

NEOF

Yes

Yes

NoSetup Test LogicEngineering Review Test

Results

Write Repair Work Instructions

Costing Rates

SummaryStatistics


Log Unit Failure


Returned Unit

In-Field Repair?




Return to Service

Scrap & Replace





Fault Verified?



Order Parts

Repair UnitParts

Available?


Unit Certified?


Yes

Yes

NEOF

Yes

Yes


Results


Costing Rates

Depot Repair Summary Statistics

Bottleneck

Repair Obvious & Cosmetic

Faults

Total Cost $ 2,099.51

Process Time 11.65

Cycle Time 37.35

Duration 63.84

Arrival Rate 0.6451

TimeUnits Hrs

Case: Depot Repair

Anal

yze:

Co

mp

are

Base

Ca

se

vs.

Alte

rnat

e Sc

ena

rio

Flow

cha

rts

ProcessViewDefine

Measure

Analyze

Improve

Control

Define Alternate Scenario

Unit Availability Logistics


Log Unit Failure


Returned Unit

In-Field Repair?




Return to Service

Scrap & Replace





Fault Verified?



Order Parts

Repair UnitParts

Available?


Unit Certified?


Yes Yes

Yes

NEOF

Yes

Yes


Results


Costing Rates

SummaryStatistics


Log Unit FailureIn-Field Repair?




Return to ServiceUpdate Unit

Service RecordYes Yes

Costing Rates

Field Repair Summary Statistics

Bottleneck

Perform Repair &

Test Procedure

Total Cost $ 225.78

Process Time 4.24

Cycle Time 5.09

Duration 9.10

Arrival Rate 0.0972

TimeUnits Hrs

Case: Field Repair

Analyze Changes in Performance Metrics

Use ProcessView Paths Report to define the Base Case: Repair Unit at the Depot

Run a ProcessView Comparison Report

Repair Operations

Testing

Induction

Field Service

MRO Logistics


ArrivalRate 22 per week

Log Unit Failure

Vendor RMR


Receive & Inspect Returned Unit

In-Field Repair?




Return to Service

Scrap & Replace

Ship Unit for Repair




Fault Verified?



Order Parts

Repair UnitParts

Available?


Unit Certified?


Yes26%

Yes68%

Yes30%

NEOF35%

Yes

Yes60%

No6%

Setup Test LogicEngineering Review Test

Results


Costing Rates

MfgSpc $41.30 per hour

TestEng $68.30 per hour

FSRep $53.30 per hour

SummaryStatistics

Bottleneck


Faults


Process Time 10.42

Cycle Time 63.00

Duration 86.71

Arrival Rate 0.775

TimeUnits Hrs

Ship Repaired Unit

ProcessView helps you capture information about each Improvement

Opportunity

Imp

rove

: Capt

ure

Im

pro

vem

ent

O

ppor

tuni

ties

&

Det

ail

s in

Vi

sio

Add Improvement Opportunity Shapes to the Flowchart

ProcessViewDefine

Measure

Analyze

Improve

Control

Root Cause Analysis of

Scrap

Increase Proportion of Repairs Done

In Field

Eliminate Pink Copy

Create Std Repair

Instructions

Repair Operations

Testing

Induction

Field Service

MRO Logistics



Log Unit Failure

Vendor RMR


Receive & Inspect Returned Unit

In-Field Repair?




Return to Service

Scrap & Replace

Ship Unit for Repair




Fault Verified?



Order Parts

Repair UnitParts

Available?


Unit Certified?


Yes26%

Yes68%

Yes30%

NEOF35%

Yes

Yes60%

No6%

Setup Test LogicEngineering Review Test

Results

Create Std Repair

Instructions


Scrap


Costing Rates

MfgSpc $41.30 per hour

TestEng $68.30 per hour

FSRep $53.30 per hour

SummaryStatistics

Bottleneck


Faults


Process Time 10.42

Cycle Time 63.00

Duration 86.71

Arrival Rate 0.775

TimeUnits Hrs


In Field

Ship Repaired Unit

Eliminate Pink Copy

Imp

rove

: Prod

uce

Au

tom

ated

M

ana

gem

ent

O

utbr

ief

s in

Po

wer

Poin

t

ProcessViewDefine

Measure

Analyze

Improve

Control

Select Management Outbrief ReportProcessView Writes Outbrief to PowerPoint

Select Improvements for Reporting

2/2/2010

Event Description:

Reason for Event

Process Owner:

Dir. Manufacting

Potential Team Leaders & Members:

Implementation Cost:Type Implementation Cost Here

Resultant Cost Savings/Avoidance:Type Savings/Cost Avoidance Here

Standardize repair lineups for common repairs

Reduce rework, improve quality, eliminate unnecessary operations

•Manufacturing IE

Create Std Repair Instructions

Create Std Repair

Instructions

2/2/2010

Event Description:

Reason for Event

Process Owner:

Dr. Mfg




Find root causes for having to scrap vs. repair units

Reduce cost

•Chief Engineer, Field Svc Rep, Mfg IE, Cost Analyst

Root Cause Analysis of Scrap


Scrap

ProcessView

2/2/2010

Event Description:

Reason for Event

Process Owner:

Dir. Engineering




Increase the repairability and capability for in-field repair

Reduce Cycle Time, Cost; Increase Unit Availability

•Eng. Design, Field Svc Mgr., Cost Analyst, Qualtiy

Increase Proportion of Repairs Done In Field


In Field

2/2/2010

Event Description:

Reason for Event

Process Owner:

Dir. Logistics Field Services




Eliminate the legace filing of the "pink copy"

Reduce waste, overhead

•APAC Field Svc Mgr,APAC FS Rep,APAC QA Rep

Eliminate Pink Copy

Eliminate Pink Copy

Next Steps

17

Contact us to schedule your assessment today:

Greg [email protected]

Ultriva Main [email protected]

mailto:[email protected]

mailto:[email protected]

rapid process assessment overview. ultriva’s rapid process assessment (rpa) consists of a...

Documents

support of process process

process areabusiness

process mapping

process duration process

process input

process steps

process activity

process owner