Overview to LeanPC Achieving Flow in PC Processes

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Overview to LeanPCAchieving Flow in PC Processes
Contact Information www.leanpc.com/contact.php Te
rri Hawkins, 336.404.9020 thawkins_at_leanpc.com
http//www.leanpc.com
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Overview

• What is LeanPC?
• How is it different?
• What data is collected?
• How is the data collected?
• What data are we looking for?
• How is the data graphed?
• Google applied internally?
• What can it yield?
• Quick Calculator
• Recommended next steps

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What is LeanPC?

• Genba Focused
• LeanPC is focused inside of the PC monitor and
  observes the actual software applications and all
  information flows in the process
• Data Centric
• LeanPC provides quantitative data. What how
  frequently were specific screens used, email
  messages, etc. etc. We capture data
• Team Based Intellect
• LeanPC solves transactional problems with teams
  of your employees. Often a single team will
  comprise over 200 years collective experience

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What is LeanPC?

• LeanPC is videotape, analysis, and improvement of
  computer-based processes in order to achieve flow
• LeanPC is data-centered
• LeanPC is team-based and relies on the intellect
  of internal employees
• LeanPC is application of Lean Six Sigma (LSS)
  tools in a transactional environment

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How is it different?

• The central theme of LeanPC is going to the Genba
  directly to where the actual work occurs
  (inside the computer monitor)
• Brown paper mapping (BPM) generally consists of
• What you think the process does
• What you want the process to do
• What you think the best associate does,
• But BPM rarely captures
• The actual process
• Quantitative data
• The process of an average user
• Variation between users

Brown paper mapping is a common exercise, but it
violates Genba-based Lean principles
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What data is collected?

• All information flows are captured phone calls,
  email, keyboard, mouse every information flow
  is captured
• Particular attention focuses on which software
  applications specific menus are required
  these are called window events

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How is the data collected?

• Typically (3) users that are performing the same
  process are trained, informed, and prepared for
  the assessment
• Recorder software is installed on their PCs
• A small team of trained observers is put in place
• Once the recording starts all keyboard, monitor,
  and other information flows are recorded on the
  participants PC meanwhile the observers make
  comments about what is observed real-time
• All observer comments are time-stamped and
  automatically merged into one file at the
  completion of the recording

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What are we looking for?

• Our goal is to identify, quantify and eliminate
  non-value added waste in PC operations (e.g.
  waiting, needless transactions, paging,
  scrolling, etc.)
• But rather than attempt to quantify all of the
  information which is collected we focus on
  functional fields
• Some examples of functional fields include
  customer ID, price, promise date, quantity, etc.
• LeanPC relies heavily on a mapping technique
  called SIPOCr which allows us to pin-point
  functional fields of information that are
  required in the process

All information flows
Functional Fields
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How is the data graphed?

• The amount of data that is captured is truly
  overwhelming to untrained users. Just
  considering the window events alone 3 5 data
  points per second can be captured
• LeanPC applies software that allows users to work
  through a (4) step process shown on the right
• The data that is captured is raw and often
  menu names the initial programmers used are
  modified into something that is easily recognized
  and useful to the team

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How is the data graphed?

• LeanPCs patented graph is a hand-off map of all
  information flows
• The left-hand part of the circle charts all PC
  related information flows (menus visited, etc.),
• While the right-hand side of the circle charts
  all people related information flows (emails,
  etc.)
• Our software then allows users to view by
  sequence, by frequency, by information type or
  some combination of the above
• Armed with this data we can begin performing
  analysis techniques like the (5) whys

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Consider Google

• Wasteful time spent searching for information is
  difficult waste to identify most users assume
  this is simply a requirement of working with a PC
• Google is one of many indexing/search solutions
  LeanPC doesnt specify that you use Google only
  that you recognize the tremendous opportunity of
  desktop search capabilities
• Google indexes across software platforms, across
  file formats, and across geographical regions
• Contact us to learn about the full range of
  features, but Google Search Appliances (GSAs) can
  provide accurate search capabilities

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What can it yield!

• Review of the videotape data allows LeanPC to
  provide detailed time-study information
• From this point the team can prioritize
  continuous improvement activities
• The solution sets are endless, but typical Lean
  Six Sigma tools can be applied including desktop
  and menu 5s, standard work, visual management,
  etc.

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What can it yield?

• LeanPC recommends spending ideas and not
  necessarily investing large sums of money to
  re-write programs. Much work can be done within
  configuration options of your existing software
• Our software quickly identifies key application
  windows and menus
• Once this is done, 5s can be applied reducing
  software application menu footprint on the PC
  window thereby reducing scrolling, changing
  windows, and learning curves

Old Application Footprint
New
Old Menu Footprint
New
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Quick Calculator
(examples) (1000) (.40) (.40) (.20) (.10) (.25)
Number of company employees (total) of
employees who use CPUs at least (6) hours per
day of employees who use CPUs at least (4)
hours per day of employees who use CPUs at
least (1) hour per day Google GSA savings
estimate LeanPC savings estimate Calculate
! Total time (hrs) per year savings
estimate Total FTE equivalent savings estimate
100
(This page requires that macros be enabled
(tools/macros/security) View in full screen mode
to enter information)
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Quick Calculator

• Based on the previous slide most people are
  reminded just how much PCs are used in business
  today
• As your company realizes productivity gains
  through LeanPC
• In-source (!) processes, functions, and
  departments
• Create full time CI positions with your employees
• Reduce cost to your products services
• LeanPC maintains no fire policies its been
  said that if managers lay off employees through
  CI activities it will be the last change they
  make. Let us show you how to move employees the
  LeanPC way

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Next steps

• Some common scenarios
• Our company has full-time resources devoted to
  performance excellence / Lean Six Sigma
• Certify them in our advanced transactional
  toolkit and internalize LeanPC projects Kaizen
• Our company has tried Lean Six Sigma but consider
  it more suited for manufacturing
• Let us show you the direct application of LSS
  tools in your PC environment
• We dont have any full time continuous
  improvement resources at present
• Im convinced that if the rate of change inside
  the institution is less than the rate of change
  outside, the end is in sight.  The only question
  is the timing of the end -- Jack Welch

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Contact us today!

• Let us show you how to stop being constrained by
  your current PC process
• This presentation briefly describes LeanPC and
  our methodology. We have much more information
  to share with your organization
• The best way to predict your future is to
  create it!

Contact Information www.leanpc.com/contact.php Te
rri Hawkins, 336.404.9020 thawkins_at_leanpc.com