Defining an improvement program - Part 1 of DMAIC
Define is the first step in the DMAIC model
Improvement projects are usually established to solve a particular problem – the define step helps lead the team through initiating the task, defining the scope (i.e. the problem to be resolved), the goals etc. The define step also helps establish the formal plans for the project which will often include a business case or rationale (e.g. savings or reduced error rate).
An initial key step is the formation of the project organization - usually including a sponsor - and multi-disciplined (and trained!) team.
Various documents can be produced during the define step including
* Clear definition of the problem being solved
* A project “kick off” document such as an initiation document or charter
* Process maps and documents relating to the process which will be reviewed
* A review of the Stakeholders that are impacted by the process (or may be impacted by the change)
* A project and resource plan for the improvement project including milestones and any stage deliverables
The define phase has a number of deliverables - namely the formation of an appropriate project team, identification of the stakeholder requirements (in particular the customers) and a detailed understanding of the process. This latter part is often achieved via process mapping - in some case value stream mapping.
A number of other tools may also be utilized in this stage including SIPOC diagram, brainstorming (perhaps resulting in an Affinity diagram.
Reducing mistakes through Poka Yoke
In any improvement program error or mistake proofing is an important part of any defect reduction process. As with many lean initiatives it’s origins are in the Automotive sector (Toyota to be precise)
By capturing and eliminating errors before the products proceed to the next step Poka yoke ensures that mistakes do not turn into defects. At the heart of Poka Yoke is the use of visual controls which allow the workers to assess the quality of what is produced. Simple methods of highlighting (and preventing defects) can be implemented using three types of inspection
* Judgement inspection – removing defects items from acceptable items
* Informative inspection – Workers assess and inspect the work of the previous process and provide feedback where errors are found.
* Source inspection – The business ensures that the environment is condusive to producing a quality product.
Poka Yoke is usually coupled with process analysis as the tool is best used as an improvement tool and therefore is best placed where existing defects occur and it can add most value.
Poka Yoke is simple, usually low cost and can help remove defects at source Poka Yoke is very common (partly due to its simplicity) – as individuals we come across forms of it in our everyday lives – from pink paint that dries white (allowing for the decorator to see the area covered) through to petrol caps with the type of fuel required written on it.
How to create an affinity diagram
An affinity diagram is a tool used to organize information and data into groups. Affinity diagrams are particularly useful for organizing issues or information resulting from team meetings where information can be captured quickly and then later sorted into sets. The tool is particularly useful for team based activity and facilitates collaboration on business data.
Affinity diagrams highlight the relationship between different sets of information/data and helps establish a structure before establishing the next steps.
How to produce an Affinity DiagramAffinity diagrams are not overly complicated to produce and can be constructed by following a few simple steps.
* Capture data – this could be issues captured from brainstorming or other input data captured.
* Place issues on a wall or whiteboard
* Group the post it notes into groups giving each group a name or workstream
Introduction to Value Stream Mapping
Value Stream Mapping is a structured process mapping technique that is used to map the flows of information and material through a business.
Value stream mapping offers a proven technique in capturing areas of waste and excess lead time - it can be applied to a single or series of business processes - and provides a mechanism of portraying how business processes can be transformed to add value. Unsuprisingly there are various how-to guides to Value Stream Mapping available online - such as this Value stream mapping guide
It’s important to remember that Value stream mapping is purely a tool - whilst it has got very popular over the last couple of years it’s not a panacea. It is however, a immensely useful process mapping tool - and is quite different from other mapping approaches - it uses a standard set of value stream mapping symbols and requires an element of data capture and analysis. Due to these differences -VSM teams will require training before hand - there are also a variety of tools available to help streamline the process.
What is 5s
5s is an improvement methodology that places emphasis on everything having its own place in the workplace negating wasted effort in looking for lost items. Key stages of 5s are determining what and how items are stored.
5S is usually coupled with sixsigma, it’s origins are in Japanese automotive and it’s main goal is an organized and efficient workstation. 5s is actually a reference to five Japanese words beginning with S but these are often translated into English with the 5s’s being
Sort - Separate items that are needed at the workstation from those that are not
Set in order – Organize places for required items so that they are found easily
Sweep – Keep a clean workplace
Standardize – Maintain the workplace in the same way everyday
Sustain - Maintain 5s as part of a daily routine within the workplace.
5s methods are quite common in many businesses - for example the use of shadow boards for tools are a 5s they instantly show what tools are missing and allow for storage when not in use.
5s can be applied in all business areas not just manufacturing - its equally applicable to office environments, repair shops as well as production lines - its fairly inexpensive to implement and doesnt require huge resources - once applied the owner of the workstation can be charged with sustaining the program.
What is DMAIC
Various business improvement models exist, of these sixsigma is perhaps the more well known. DMAIC is the basic methodology within six sigma and consists of five steps which are:
- Define
- Measure
- Analyze
- Improve
- Control
The DMAIC model provides a toolset for improvement teams to follow (its not advisable to skip steps). DMAIC is arranged in order to analyze business challenges and highlight improvement opportunities. DMAIC utilizes data in order to analyze existing processes and find waste or problems. However it should be considered that DMAIC is best suited to improvement programs - its not suited for developing new processes.
Whilst DMAIC has a number of benefits the major one is providing a structured approach that can easily be taught to teams and can be easily adapted and followed by businesses. Like any project DMAIC requires resources to deliver results and businesses should ensure that teams are manned appropriately
