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Control phase

C. Control phase. D. Define the problem to be solved. M. Measure current performance. A. Analyze the current performance. I. Improve performance. C. Control the change. C. Control. DMAIC/A3 cycle. C. A3. Think about your accomplishments. What are the results?.

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Control phase

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  1. C Control phase D Define the problem to be solved. M Measure current performance. A Analyze the current performance. I Improve performance. C Control the change.

  2. C Control DMAIC/A3 cycle

  3. C A3 Think about your accomplishments What are the results? What did we hope to achieve? Can we be sure of our impact? 8. Compare Goals with Results:

  4. C A3 Think about what you and your team have learned Thoughts? Lessons learned? Ideas? 9. Reflect on the Project:

  5. C Control Control Phase Steps: Tools: ✔ Brainstorming ✔ Implementation Plan • Develop methods to monitor improvement • Identify who is in charge of making changes and for making changes stick • Recognize team’s achievements • Be vigilant for further opportunities to improve

  6. C Monitor Track the improvements Now that you know how the system is working: • Determine what metrics will help you keep the process on track • Record your baseline and plan the gains you want to achieve • Set incremental goals to be met daily, weekly, monthly, and quarterly Monitor Track your savings!

  7. C Monitor Visual monitoring example Example Your team has concluded that a key performance indicator (KPI) is that all new files are processed each day. Track this with a chart recording outgoing files over incoming files. Mark days not achieving 100% as red. Monitor Post this so the whole team can track its performance!

  8. C Monitor Visual monitoring example Example A KPI is that all departments must submit their records on time for further processing. Mark departments red if their submission is late, green if on-time. Monitor

  9. C Monitor Remember accountability REMEMBER ACCOUNTABILITY • Somebody must maintain the charts! • Somebody must review the charts! • Somebody must be accountable for the flaws exposed by the charts! Monitor Expect to uncover new problems; this is part of the continous improvement process

  10. C Control Control Phase Steps: Tools: ✔ Brainstorming ✔ Implementation Plan • ✔Develop methods to monitor improvement • Identify who is in charge of making changes and for making changes stick • Recognize team’s achievements • Be vigilant for further opportunities to improve

  11. C Institute Maintain the change • Designate a “fire starter” and “flame keeper” to make and maintain improvements. • Teach employees why the change is necessary. • Train employees in the new process. Make the change stick Institutionalize

  12. C Institute No backsliding Institutionalize BACKSLIDING

  13. C Institute Mistake-Proof the Process Institutionalize What are the common errors in the process? How can you prevent them? Remove the opportunity for mistakes.

  14. C Institute Mistake-Proof the Process For example: Institutionalize Limit data field input with drop down menus, radio buttons, etc. Provide sample forms that show the correct format Make it IMPOSSIBLE for someone to get it wrong!

  15. C Control Control Phase Steps: Tools: ✔ Brainstorming ✔ Implementation Plan • ✔Develop methods to monitor improvement • ✔Identify who is in charge of making changes and for making changes stick • Recognize team’s achievements • Be vigilant for further opportunities to improve

  16. C Acknowledge Close the Project • Reward your team • Award key contributors • Thank stakeholders • Encourage everyone to apply Lean in other appropriate situations Recognize & Reward

  17. C Control Control Phase Steps: Tools: ✔ Brainstorming ✔ Implementation Plan • ✔Develop methods to monitor improvement • ✔Identify who is in charge of making changes and for making changes stick • ✔Recognize team’s achievements • ✔Be vigilant for further opportunities to improve

  18. C A3 Now revise the A3 Compare Goals with Results • Did your team meet the goals you set at the beginning? If not, explore the reasons why.

  19. C A3 Compare Goals with Results, Example

  20. C A3 Revise the A3 Reflect on the Project • Consider the successes and failures. What experiences can be applied to future projects? • Is there room for more improvement? Return to Define!

  21. C A3 Reflect on the Project, Example

  22. C Update Revisit, Verify, Update Revisit and Verify: Update: Every quarter you will receive an email from the Lean Office asking for your updated Project Charter to be submitted to the Board of Trustees Modify your plans as circumstances and developments require • At the end of every phase, review your: • Project Charter • Stakeholder Analysis Tool • Communication Plan • Check that you are on track! Remember to communicate and engage

  23. C Control Major Take Aways: • Monitor new process by using metrics and incremental goals. • Track accomplishments and make course corrections. • Institutionalize changes by mistake-proofing, training and worker empowerment. • Award the team. • Encourage all to be vigilant for further opportunity. Key Lessons

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