1. SAGNIK PAL PROGRAM MANAGER, IT Services, INDIA : sagnik.pal@gmail.com : http://in.linkedin.com/in/sagnikpal/ LEAN PROJECT: CISCO TELEPRESENCE ROOM CAPACITY UTILIZATION

2. Business Case: < - - Omitted - - > had 240 live Telepresence room. Each room was associated with a mailbox in Exchange. To calculate the room utilization across entire company, a third party developed outlook script was executed which accessed each room calendar from Exchange & calculated the room utilization based n calendar bookings. Problem Statement: The Outlook script used to take up lot of CPU & the engineer running it would not be able to use his laptop for the entire duration In case of network or exchange server issue, the script would skip rooms or meetings from the calendar without giving any error thus giving a wrong output. Customer was expanding the Telepresence infrastructure to over 400 rooms & it would be impossible to run this tool across 400 rooms with above limitations The downloading and formatting of User data took 6 Hrs once a week for 240 rooms Goal Statement: To reduce Time spent on capacity reporting Eliminate errors in the final report LEAN PROJECT OVERVIEW Business: < - - Omitted - - > Stakeholders: < - - Omitted - - > Metrics Impacted: Capacity Utilization reporting Methodology Used: MUDA Processing Transactions In scope: Raw dump of Data in tsv format from Cisco TelePresence Manager Out scope: NA Improvements: Faster and Accurate room utilization reporting 3. Post Lean Process: Automated report giving each Telepresence room utilization along with top 15 & bottom 15 utilized rooms. Time: Total time involved in the processing = 1.4 Hrs pa for 400 rooms. Advantages: Quantitative benefits: Saving of 518.6 hours resulting in benefit of $12,965 ~ 0.25 FTE Elimination of error Lessons Learned: All repetitive work are subject to automation and the same time can be used for more value added works. MUDA in Processing with standard workflow can be avoided using automated tools Pre Lean Process: The manual execution of Outlook script from engineers laptop. Accuracy: Network/Exchange server load impacts accuracy of final output Time: Total time involved in the processing = 520 Hrs pa for 400 rooms. Implementation Details: Excel VBA script was developed with tsv file from CTM as the input Process Controls: SOP with all the process steps was captured in excel. SOP describing the usage of the new tool was prepared in MS Word Training: L1 Video team was trained on the usage of new solution LEAN PROJECT DETAILS: TELEPRESENCE ROOM UTILIZATION 4. Pre Lean Post Lean VALUE STREAM MAPPING Outlook performs cleanup task to provide final output per room in excel Outlook accesses each exchange mailbox & dumps data in excel Execute Outlook Script while laptop is connected to customer network START STOP 6 Hours / Execution for 240 rooms MUDA Processing Formatted output file along with automated dashboard generated Execute Excel script with tsv file as input Download data from CTS Manager START STOP 58 Sec / Execution for 240 rooms 5. BENEFIT QUANTIFICATION Description Quantification Manual Hours Spent before Automation for 400 rooms / Yr 520 Manual Hours Spent after Automation for 400 rooms / Yr 1.4 Hours Saved / Yr 518.6 Billing rate / Hr (USD) {Rough estimate mentioned} $25 Amount Saved / Yr $12,965 Yearly FTE billing {Based on rough estimate mentioned} $52,000 Number equivalent FTE Saved 0.25 6. LEAN PROJECT DETAILS: TECHNICAL SOLUTION An Excel based script to automate room booking & utilization calculation Dashboard completely automated 7. LEAN PROJECT DETAILS: FINAL DASHBOARD Automated dashboard summarizing room utilization based on multiple data analysis Room distribution across Geo Number of meeting, Hours of meetings, Average Utilization per room across Geo Top & bottom 15 room utilizations etc 8. QUESTIONS / FEEDBACK If you have a question or a feedback related to LEAN Implementation, do write to Sagnik Pal at sagnik.pal@gmail.com 9. Thank You