lean six sigma project on tat 2 improve
TRANSCRIPT
AnalyzeMeasure ControlImproveDefine
Action Plan
Identify and formulate root causes
Quantify and verify causes
IMPROVE - PHASE
IMPROVE - PHASE
High LowImpact
• Lack of a effective training structure/Plan
• Checklist & Break Details updation
•New Associates work on funds • Application Issue
• Lack of motivation
• SOP circulation
The proposed solutions, from the previous Fish Bone, where then entered into an Cause & Effect Matrix. This then enabled us to reveal two preferred options. These options would have an affect on both Impact and Implementation. Further helps us to identify the root causes and improve and maintain a control in plans.
•Lack of Absenteeism•Limited Scope of Check on FLOW
Easy
Hard
AnalyzeMeasure ControlImproveDefine
Every time a process is completed, FLOW application will be updated
Send the
Deliverables
for review
TC
S M
an
ag
em
en
tC
he
cke
rM
ake
rC
lien
tG
DS
/Bro
ke
r/IM Client Sends IM
File/ GDS loads Broker Data
Starts the FLOW
Application
and selects
the Activity
Downloads or Receives
Broker report
& Balances are updated in
Rec Sheet from
broker report
and Geneva
Break found
Resolve the Break by
updating all the Capital
Items or Raising VT
for Unprocessed trades
Save the backup
reports in Shared Drive
Checker checks the file
with the backupsCheck if the Breaks
are resolved correctlySign off the fund and
send the mail to the client
Receives the mail and
starts the processing
Client checks if there is
any errors in the
deliverables
Updates the Issue tracker
if any error found
Management discuss the
Issue tracker
on monthly basis
Signs off the fund to
final client
Yes
No
No
Yes
Yes
No
Checker Starts the FLOW
Application and selects
the Activity
AnalyzeMeasure ControlImproveDefine
Standardize the
Delay Comm
ents
Refresher
Training on FLOW Override
options given
to Managers
NCD & ND
Creation on FLOW
No of Activiti
es performed
IMPROVE – “TO BE” PROCESS FLOW
FMEA RESPONSIBILITY - PHASE
AnalyzeMeasure ControlImproveDefine
Item / FunctionRecommended
Action(s)
Responsibility & Target Completion
DateActions Taken
New associate work on funds
New Hire Training needs more regressive along with
Buddy trainingTraining Team
New Hire Training is now conducted with more informative
and subjects and Buddy training days has been increased
for the new associate to get into production.
Ttrimmed checklist for easy process KMGNew Checklist is been trimmed and implemented for both
makers and checkers
Ttrimmed breaklist for easy process KMGBreak list is been relooked by teams and updation is been
taken place
Encourage Employees to take planned leaves and
deployed planned leaves tracker. Identify top outliers
and One- One Interaction between Associate and
Manager
Production Team
Leave planning tracker is available till the month of
May2011. Details are also shared with the clients as well
as Senior management.
Volume Trend of last 8 weeks to be established .
Required Staffing vs. Actual to be established. Min
Manpower to be rostered with 15% buffer at any given
time. The same needs to be revised every week
Production Team
Capacity planning is in place for different market types
buffer of 10% is maintain to avoid risk to business
One - One Performance Review session between the
Associate and Supervisor every fortnight Production Team
Same is in place
Fun Committee for the entire floor. 2 people from each
team as nominations. Monthly Calendar on 1st of
every month to be circulated. Write up on the activity.
Winners name to be displayed in Hall of Fame.
KMG
Fun Committee established
SOP Not circulated to whole team
Any SOP updated will have to be informed to entire
team and SOP needs to be gone through if a maker or
checker starts working on a new fund
Production Team
Same is in place
Lack of training
FLOW refresher training need to be given to all teams
and made mandatory in New Hire. SOP for FLOW
need to be created
KMG
FLOW refresher training has been started for teams one
by one. SOP for FLOW has been created
Limited Scope of Check on FLOWReports need to be enabled for maker and checker as
well on FLOW ApplicationKMG & IT Team
Reports has been now enabled for maker and checker on
FLOW
Checklist & Break details updation
Motivation
Absenteeism
IMPROVE - PHASE
AnalyzeMeasure ControlImproveDefine
Need Enhancement of Application
FLOW is a real time work-flow tool developed by TCS. It is also the data repository for some business processes. FLOW application is designed in such a way of capturing real time taken by the associates for each fund and activity.
Steps to be followed in Application:Maker – Associate will Initiated the project and work as per checklist item for each activity.Checker - Reviewer can review each activity as and when completed by a maker and provide feedback against each such activity
Area of Improvement:• Validate the checklist item.• Refresher session to teams on enhancing application.•Need to control no., of project creation.• Tracking the delay comments.
• Positive areas after changes:• Misusage of application will have an impact of individual driven which will lead to the ultimate performance of the team
in Balance Score Card.• Increase in Timeliness %• Standardization of Delay Comments.•Checklist item has been trimmed.
IMPROVE - PHASE
AnalyzeMeasure ControlImproveDefine
Idea 1 – Simplify Checklist
Before: The Checklist guides with the step by step procedure to perform an activity which is in detailed.
Idea Implement: To cut short the checklist only with the relevant item
Post: This helps the associate to update the checklist point accurately.
Benefit Identified: Time consuming and also helps the associate to have a check point for the procedure followed and also it helps the new associate to learn easily .
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Idea 2 – Standardization of Delay Comments
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Idea 3 – Override Option
Before: If there is a Deadline misses which is pertain to files delay, GDS delay etc., will also affects the timeliness index.
Idea Implement: Override Option implemented
After: Override option which has been provided to Team Managers to have a controlBenefit Identified: Increase in timeliness%. Actual delays can be highlighted.
IMPROVE - PHASE
AnalyzeMeasure ControlImproveDefine
Idea 4 – Segregation of deliverables and No., of activities performed
Before: There is no control while creating the project and also if two associate are working on the projects will tend to increase in Volume of the teamIdea Implement: Segregate the activity with deliverables to client. Also No., of activities tab is been introduced.After: No., of project creation was decreased and also easily able to identify the client deliverables.Benefit Identified: Only client deliverables will be added to the timeliness calculation and during the month end while doing reconciliation for 5 days is not necessary to work on 5 different project they can work on 1 project & updating of checklist activity will tend to time consuming.
IMPROVE - PHASE
AnalyzeMeasure ControlImproveDefine
Idea 4 – Enabling the Reports
IMPROVE - PHASE
AnalyzeMeasure ControlImproveDefine
Idea 5 – Refresher Session
IMPROVE - PHASE
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Idea 6 – Other Vital axis Suggestions
Application Issue Tracker in place and also 2 years data is been reduced
Conducting Fun @ Work
Leave Tracker
Circulation of SOP’s
New Hire Training is now conducted with more informative and subjects