Workflow Mapping and Analysis
Due: Monday, 9:00 am (eastern), Week 5 (20%).
Overview
An essential tool in Operational Excellence is Workflow Mapping. This tool helps stakeholders visualize complex work systems (including material and information flows) and address disconnects, redundancies, and gaps in how work gets done between the beginning and end of a value stream or end-to-end process. Since it is nearly always a mistake to initiate changes without having a clear picture of how the system is currently functioning, we are beginning our Course Project with the creation and analysis of a Workflow Map.
Guidance and Reminders for this Assignment:
· You should select the map type that best describes the (potential) operational improvement initiative you are exploring AND that you can accurately complete based on your knowledge of the workflow details. Your selection rationale is the topic of the Week 3 Discussion Question. It is important that you consider the feedback from your professor and classmates to validate, and if necessary, refine your choice of map type for this assignment.
· For this assignment, you will create one of the following map types. Summary explanations of these can be found in the course materials in Weeks 2 and 3.
· Value Stream Map (VSM) or
· Detailed Swimlane Process Map (also called deployment or cross-functional maps) or
· Detailed (low-level) Process Map
Instructions
Identify a process in your organization that can benefit from analysis and improvement. The process does not need to be overly large or complex. Choose something that has the potential for meaningful improvement, but which is manageable within the scope of this assignment.
Your Deliverables:
1. Create a current-state map of your selected business process using an appropriate map (Value Stream, Detailed Swimlane Process Map, or Detailed Process Map). Your map must: (A) show actual workflows, including any informal workflows that bypass the system, and (B) have sufficient detail and relevant information necessary so that one can “walk the transaction, part or product” (including the hiccups) through the entire process. Include the following in your map:
A. Indicate the process boundaries (start and end points) for the workflow.
B. Use the correct symbols for your chosen map.
· For Value Stream Maps, this includes process blocks, customer, personnel, start/end points, and inventory (if applicable)
· For Detailed Swimlane Process Maps and Detailed Process Maps, this includes activities/tasks, decisions, delays, documents/data, and start/end points
C. Show the workflow of activities/tasks on the map. For Detailed Swimlane Process Maps and Detailed Process Maps, include any decision loops (i.e., sequence of steps that repeat) or parallel paths.
D. Highlight key areas of concern that may need improvement.
2. Calculate and document current-state critical metrics for the overall workflow and for each key process block (Value Stream Map) or process step (Detailed Swimlane Process Map or Detailed Process Map) in the workflow. These metrics may be shown directly on the map or presented in tabular form, whichever is cleaner and easier to understand. Include:
A. For each process block or step:
1. Process Time
1. Lead Time
1. Yield (percentage of items produced that meet customer quality or specification requirements) or Percent Complete and Accurate
B. Summary Metrics for the end-to-end process:
2. Total Process Time
2. Total Lead Time
2. Activity Ratio
2. Rolled Throughput Yield (percentage of a product or service making it through the entire process the first time without having a single defect) or Rolled Percent Complete and Accurate NOTE: Review pages 68-72 and 88-91 in the Value Stream Mapping text for the definitions and how to calculation Process Time, Lead Time, Percent Complete and Accurate, Total Lead Time, Total Process Time, Activity Ratio, Rolled Percent Complete and Accurate.
3. Summarize the current state of the workflow. Note any performance deficiencies and challenges, such as delays, excessive WIP, bottlenecks, capacity, workload imbalances, rework, poor quality yields, long lead times, and other operational issues. Keep your written summary brief and to the point – accuracy is what matters. A thorough response with specifics should take no more than one page.
Submission Requirements
Your assignment should be completed in PowerPoint. Written responses should be included in the same file so that you are submitting a single document when you upload your assignment.
· For deliverable #1, your map can easily be created using the symbols and examples in the Map Overview Design Guide provided in the assignment module in Canvas. You may also use software such as Visio or you may neatly draw the map by hand, but if you choose either of these two options, you must convert your map to a PDF prior to submitting it.
· For deliverable #2, the information for each process step may be shown directly on the map or presented in tabular form on a separate page or slide. Show how the summary metrics are calculated.
· For deliverable #3, keep your written answers brief and to the point. Accuracy is what matters. A thorough response with specifics should take no more than one page or one slide using 10-12 pt font.
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