Control Phase Six Sigma Control Plans Statistical Process

Control Phase Six Sigma Control Plans

Statistical Process Control Welcome to Control Lean Controls Statistical Process Control (SPC) Solution Selection Six Sigma Control Plans Control Plan Elements Wrap Up & Action Items LSS Green Belt v 11. 1 MT - Control Phase 2 © Open Source Six Sigma, LLC

End of Control: Your Objectives You have already decided on the some defect reduction methodology. Final decisions will clarify which defect reduction tools to use. – Capital expenditures may be required. – Training hurdles to overcome. – Management buy-in not completed. This module will help select solutions with a familiar tool. The Control Phase allows the Belt and team to tackle other processes in the future. – The elements of a Control Phase aid to document how to maintain the process. This module identifies the elements of strong Control Plans. Remember: The objective is to sustain the gains initially found in the D, M, A, I Phases. LSS Green Belt v 11. 1 MT - Control Phase 3 © Open Source Six Sigma, LLC

Selecting Solutions Selecting improvements to implement: – High-level objective evaluation of all potential improvements ~ • Impact of each improvement • Cost to implement each improvement • Time to implement each improvement What’s next? ? – Balance desire with quantifiable evaluation ~ • Engineering always wants the gold standard • Sales always wants inventory • Production always wants more capacity The tool for selecting Defect Prevention methods is unnecessary for just a few changes to the process ~ – Many projects with smaller scopes have few but vital control methods put into the process. LSS Green Belt v 11. 1 MT - Control Phase 4 © Open Source Six Sigma, LLC

Impact Considerations Impact of the improvement: – Time frame of improvements ~ • Long-term versus Short-term effectiveness – If a supplier will lose a major customer because of defects the short term benefit will prevail first. – Effectiveness of the improvement types ~ • Removing the Root Cause of the defect • Monitoring/flagging for the condition that produces a defect • Inspecting to determine if the defect occurred • Training people to not produce defects Now that’s IMPACT! LSS Green Belt v 11. 1 MT - Control Phase 5 © Open Source Six Sigma, LLC

Cost Considerations Cost to implement improvement: – Initial cost to implement improvement ~ • Cost to train existing work force • Cost to purchase any new materials necessary for improvement • Cost of resources used to build improvement • Any capital investments required – On-going costs to sustain improvement ~ • Future training, inspection, monitoring and material costs It’s all about the cash! LSS Green Belt v 11. 1 MT - Control Phase 6 © Open Source Six Sigma, LLC

Time Considerations Time to implement improvement: – Technical time constraints ~ • What is the minimum time it would take to implement? – Time to build/create improvement, time to implement improvement – Political time constraints ~ • What other priorities are competing for the technical time to build the improvement? – Cultural time constraints ~ • How long will it take to gain support from necessary stakeholders? The clock’s ticking…… LSS Green Belt v 11. 1 MT - Control Phase 7 © Open Source Six Sigma, LLC

Improvement Selection Matrix Implementing this familiar tool to prioritize proposed improvements is based on the three selection criteria of time, cost and impact. – All the process outputs are rated in terms of their relative importance to the process ~ • The outputs of interest will be the same as those in your X-Y Matrix. • The relative ranking of importance of the outputs are the same numbers from the updated X-Y Matrix. – Each potential improvement is rated against the three criteria of time, cost and impact using a standardized rating scale – Highest overall rated improvements are best choices for implementation LSS Green Belt v 11. 1 MT - Control Phase 8 © Open Source Six Sigma, LLC

Improvement Selection Matrix Solution Matrix. xls LSS Green Belt v 11. 1 MT - Control Phase 9 © Open Source Six Sigma, LLC

Improvement Selection Matrix Project Outputs Primary and Secondary Metrics of your Project. – List each of the Y’s across the horizontal axis – Rate the importance of the process Y’s on a scale of 1 to 10 • 1 is not very important, 10 is critical • The Significance rankings must match your updated X-Y Matrix rankings All even at the start! LSS Green Belt v 11. 1 MT - Control Phase 10 © Open Source Six Sigma, LLC

Improvement Selection Matrix LSS Green Belt v 11. 1 MT - Control Phase 11 © Open Source Six Sigma, LLC

Improvement Selection Matrix LSS Green Belt v 11. 1 MT - Control Phase 12 © Open Source Six Sigma, LLC

Improvement Selection Matrix LSS Green Belt v 11. 1 MT - Control Phase 13 © Open Source Six Sigma, LLC

Example of Completed Solution Selection Matrix Improvement Selection Matrix Output Improvements with the higher overall rating should be given first priority. Keep in mind long time frame capital investments, etc. should have parallel efforts to keep delays from further occurring. LSS Green Belt v 11. 1 MT - Control Phase 14 © Open Source Six Sigma, LLC

Implementing Solutions in Your Organization Implementation plans should emphasize the need to: – Organize the tasks and resources – Establish realistic time frames and deadlines – Identify actions necessary to ensure success Components of an implementation plan include: – Work breakdown structure – Influence strategy for priorities and resourcing – Risk management plan – Audit results for completion and risks. All solutions must be part of Control Plan Document. We have a plan don’t we? LSS Green Belt v 11. 1 MT - Control Phase 15 © Open Source Six Sigma, LLC

What is a Control Plan? A Control Plan is: • Written summary describing systems used for monitoring/controlling process or product variation • Document allowing team to formally document all control methods used to meet project goal • Living document to be updated as new measurement systems and control methods are added for continuous improvement • Often used to create concise operator inspection sheet • NOT a replacement of information contained in detailed operating, maintenance or design instructions • ESSENTIAL portion of final project report ~ – Final projects are organizationally dependent • Informal or formal – Filed as part of project tracking mechanism for organization • Track benefits • Reference for unsustained results LSS Green Belt v 11. 1 MT - Control Phase 16 © Open Source Six Sigma, LLC

WHO Should Create a Control Plan The team working on the project!!!! ANYONE who has a role in defining, executing or changing the process: – Associates – Technical Experts – Supervisors – Managers – Site Manager – Human Resources We did it!! LSS Green Belt v 11. 1 MT - Control Phase 17 © Open Source Six Sigma, LLC

Why Do We Need a Control Plan? Project results need to be sustained. • Control Plan requires operators/engineers, managers, etc. to follow designated control methods to guarantee product quality throughout system • Allows a Belt to move onto other projects! • Prevents need for constant heroes in an organization who repeatedly (seem to) solve the same problems • Control Plans are becoming more of a customer requirement Going for distance, not the sprint! LSS Green Belt v 11. 1 MT - Control Phase 18 © Open Source Six Sigma, LLC

Control Plan Elements Control Plan Documentation Plan Response Plan Aligning Systems Monitoring Plan Training Plan Process owners are accountable to maintain new level of process performance & Structures Implemented Improvements LSS Green Belt v 11. 1 MT - Control Phase Verified Financial Impact 19 © Open Source Six Sigma, LLC

Control Plan Information The team develops the Control Plan by utilizing all available information from the following: – Results from the Measure and Analyze Phases – Lessons learned from similar products and processes – Team’s knowledge of the process – Design FMEAs – Design reviews – Defect Prevention Methods selected Documentation Plan Response Plan Aligning Systems Monitoring Plan Training Plan & Structures LSS Green Belt v 11. 1 MT - Control Phase 20 © Open Source Six Sigma, LLC

Training Plan Who/What organizations require training? – Those impacted by the improvements ~ • People who are involved in the process impacted by the improvement • People who support the process impacted by the improvement Training Plan – Those impacted by the Control Plan ~ • Process owners/managers • People who support the processes involved in the Control Plan • People who will make changes to the process in the future LSS Green Belt v 11. 1 MT - Control Phase 21 © Open Source Six Sigma, LLC

Training Plan Who will complete the training? – Immediate training ~ • The planning, development and execution is a Training Plan responsibility of the project team • Typically some of the training is conducted by the project team – Qualified trainers ~ • Typically owned by a training department or process owner • Those who are responsible for conducting the on-going training must be identified Specific training materials need developing. – Power. Point, On the Job Checklist, Exercises, etc. LSS Green Belt v 11. 1 MT - Control Phase 22 © Open Source Six Sigma, LLC

Training Plan When will training be conducted? What is the timeline to train everyone on the new process(es)? Training Plan What will trigger ongoing training? – New employee orientation? – Refresher training? – Part of the response plan when monitoring shows performance degrading? LSS Green Belt v 11. 1 MT - Control Phase 23 © Open Source Six Sigma, LLC

Training Plan Outline Training Plan LSS Green Belt v 11. 1 MT - Control Phase 24 © Open Source Six Sigma, LLC

Documentation Plan Documentation is necessary to ensure what has been learned from the project is shared and institutionalized: – Used to aid implementation of solutions – Used for on-going training Documentation Plan This is often the actual Final Report some organizations use. Documentation must be kept current to be useful. LSS Green Belt v 11. 1 MT - Control Phase 25 © Open Source Six Sigma, LLC

Documentation Plan Items to be included in the Documentation Plan: Documentation Plan – Process documentation ~ • Updated Process Maps/flowcharts • Procedures (SOP’s) • FMEA – Control Plan documentation ~ • Training manuals • Monitoring plan—process management charts, reports, SOPs • Response plan—FMEA • Systems and structures—job descriptions, performance management objectives LSS Green Belt v 11. 1 MT - Control Phase 26 © Open Source Six Sigma, LLC

Documentation Plan Assigning responsibility for Documentation Plan: – Responsibility at implementation ~ • Belt ensures all documents are current hand off Documentation Plan at • Belt ensures there is a process to modify documentation as the process changes in place • Belt ensures there is a process in place to review documentation on regular basis for currency/accuracy – Responsibility for ongoing process (organizationally based) ~ • Plan must outline who is responsible for making updates/modifications to documentation as they occur • Plan must outline who is responsible to review documents— ensuring currency/accuracy of documentation LSS Green Belt v 11. 1 MT - Control Phase 27 © Open Source Six Sigma, LLC

Documentation Plan Outline LSS Green Belt v 11. 1 MT - Control Phase 28 Documentation Plan © Open Source Six Sigma, LLC

Monitoring Plan Purpose of a Monitoring Plan: – Assures gains are achieved and sustained – Provides insight for future process improvement activities Monitoring Plan Development of a Monitoring Plan: – Belt is responsible for the development of the monitoring plan – Team members will help to develop the plan – Stakeholders must be consulted – Organizations with financial tracking would monitor results. Sustaining the Monitoring Plan: – Functional managers will be responsible for adherence to the monitoring plan ~ • They must be trained on how to do this • They must be made accountable for adherence LSS Green Belt v 11. 1 MT - Control Phase 29 © Open Source Six Sigma, LLC

Monitoring Plan Knowledge Tests: – When to Sample ~ • After training • Regular intervals • Random intervals (often in auditing sense) – How to Sample – How to Measure Monitoring Plan I knew I should have paid more attention! LSS Green Belt v 11. 1 MT - Control Phase 30 © Open Source Six Sigma, LLC

Monitoring Plan Statistical Process Control: – Control Charts ~ Monitoring Plan • Posted in area where data collected • Plot data points real time – Act on Out of Control Response with guidelines from the Out of Control Action Plan (OCAP). – Record actions taken to achieve in-control results. • Notes impacting performance on chart should be encouraged – Establishing new limits ~ • Based on signals that process performance has changed LSS Green Belt v 11. 1 MT - Control Phase 31 © Open Source Six Sigma, LLC

Response Plan FMEA is a great tool to use for the Monitoring Plan – Allows process manager and those involved in the process to see the entire process and how everyone can contribute to a defect free product/service. – Provides the means to keep the document current—reassessing RPNs as the process changes LSS Green Belt v 11. 1 MT - Control Phase 32 © Open Source Six Sigma, LLC

Monitoring Plan Check Lists/Matrices – Key items to check – Decision criteria; decision road map – Multi-variable tables Monitoring Plan Visual Management – Alerts or signals to trigger action ~ • Empty bins being returned to when need stock replenished • Red/yellow/green reports to signal process performance – Can be audible also – 5 S is necessary for Visual Management LSS Green Belt v 11. 1 MT - Control Phase 33 © Open Source Six Sigma, LLC

Response Plans — outline process(es) to follow when there is a defect or Out of Control from monitoring ~ – Out of control point on Control Chart – Non random behavior within Control Limits in Control Chart – Condition/variable proven to produce defects present – Check sheet failure – Automation failure Response Plan Response to poor process results are a must in training Response Plans are living documents updated with new information as it becomes available. LSS Green Belt v 11. 1 MT - Control Phase 34 © Open Source Six Sigma, LLC

Response Plan Components of Response Plan: Response Plan – The triggers for a response ~ • What are the Failure Modes to check for? • Usually monitor the highest risk X's in the process – The recommended response for the Failure Mode – The responsibilities for responding to the Failure Mode – Documentation of response plan being followed in a Failure Mode – Detailed information on the conditions surrounding the Failure Mode LSS Green Belt v 11. 1 MT - Control Phase 35 © Open Source Six Sigma, LLC

Response Plan – Abnormality Report Response Plan • Detailed documentation when failure modes occur. • Provide a method for on-going continuous improvement. • Reinforce commitment to eliminating defects. • Fits with ISO 9000 standard of having a CAR or Corrective Action Request. • Method to collect frequency of corrective actions. LSS Green Belt v 11. 1 MT - Control Phase 36 © Open Source Six Sigma, LLC

Aligning Systems and Structures Systems and structures are the basis for allowing people to change their behaviors permanently ~ – – – Performance goals/objectives Policies/procedures Job descriptions Incentive compensation Incentive programs, contests, etc Aligning Systems & Structures There are long- and short-term strategies for alignment of systems and structures. LSS Green Belt v 11. 1 MT - Control Phase 37 © Open Source Six Sigma, LLC

Aligning Systems and Structures • Get rid of measurements not aligned with desired behaviors Aligning Systems • Get rid of multiple measures for the same desired behaviors & Structures • Implement measures aligned with desired behaviors currently not motivated by incentives • Change management must consider your process changes and how the process will respond? • Are the hourly incentives hurting your chance of success? LSS Green Belt v 11. 1 MT - Control Phase 38 © Open Source Six Sigma, LLC

Project Sign Off Best method to assure acceptance of Control Plan is having supervisors and management for the area involved. Aligning Systems & Structures – Meeting for a summary report – Specific changes to the process highlighted – Information where Control Plan is filed Now that’s a Control Plan! LSS Green Belt v 11. 1 MT - Control Phase 39 © Open Source Six Sigma, LLC

End of Lean Six Sigma Methodology At this point you should be able to: • Identify all five phases of the Lean Six Sigma methodology • Identify at least three tools from each phase • Show progress on your ongoing project LSS Green Belt v 11. 1 MT - Control Phase 40 © Open Source Six Sigma, LLC

LSS Green Belt v 11. 1 MT - Control Phase © Open Source Six Sigma, LLC