Systems

BROWN PAPER THE GUN & THE SIMPLE TOOL FOR SYSTEMS IMPROVEMENT IN ALL ORGANIZATION FUNCTION

Systems Methodology

Systems

brown paper current system

Systems brown paper - definition

a brown paper is a presentation aid which is used to outline current systems and to identify systems weaknesses. it is also used to outline proposed or upgrade systems.

Systems mini flow - definition

a mini-flow is a presentation aid. it is used to outline a current or proposed system. it is normally an a4 flow diagram which can be used as an handout, an ohp slide or filed in an area book. it is often used as an exact copy of a brown paper.

Systems completing a brown paper - 10 steps

1 pre present 2 copies 3 understand 4 preliminary

6 7 8 9

finalise critique test present

5 test

10 action

Systems brown paper - detail

separate two copies into two piles and file second copy go through documents with client, understand detail write details on copy with client separate documents into five piles: forecast order entry planning control reporting place brown paper in rough order with one dab of glue understand flow and review with client to confirm complete brown paper

Systems brown paper - typical pitfalls

missing system elements blank copies only only one copy mismatched mini-flow & brown paper too much detail too little detail so what ? syndrome brown paper deterioration size of brown paper client disagreement out of date

Systems
sequence of operations

resources activities
activity listing observation s recap volumes data development resource levels implementatio n plan volume forecast

machines/ processes
statistics
observations lost time summary

systems
brown paper current system critique system objectives proposed system

training
diagnostics identified training needs training flows training sessions

action plans
new planning rates master schedule dry run implementation plan

installation
see implementation steps

Systems

critiques

Systems critiques - system facets

is information complete? is information timely? is information correct? is information of use / relevant? is the level of detail too little / too much? are there system disconnects? is there too much paperwork? what can be computerised for ease of use? is the system wrong or are people just not using the information?

Systems forecast - possible critiques of the system

out of date data no basic sales info to production wrong people involved inflexible for production capacity not used does not exist not enough detail produced too late

wrong timescale

Systems plan - possible critiques of the system

wrong standards frequent changes doesnt relate to forecast inflexible timeliness not enough detail no procedure no commitment meetings illogical runs

customer resources available

not used

incompatible plans
no contingency plans no comparison to actual

distributed to wrong people

Systems control of execution - possible critiques of the system

wrong standards frequency information missing wrong area duplication consistency people cannot fill reports in

no short interval control wrong / irrelevant information

Systems reports - possible critiques of the system

no review meeting
dont generate actions no report

not used
consistency do not review standards

no agenda / poor meeting inappropriate information timeliness attention to detail report not user friendly frequency

doesnt feed into production control

Systems
sequence of operations

resources activities
activity listing observation s recap volumes data development resource levels implementatio n plan volume forecast

machines/ processes
statistics
observations lost time summary

systems
brown paper current system critique system objectives proposed system

training
diagnostics identified training needs training flows training sessions

action plans
new planning rates master schedule dry run implementation plan

installation
see implementation steps

Systems
system - system objectives

measure, control and manage the area / business so that performance can be improved, and the improvement process sustained. links company strategy, operational strategy and day to day execution

Systems proposed system brown paper

describes a complete proposed system

no system disconnects
links logically with its interfaces answers all critique points raised on existing brown paper reviewed with the project leader

reviewed and signed off by the client

neat and professional manner

Systems generic management control system

Short Term Forecast Master Schedule -activity -people -materials Monthly Planning Meeting Monthly Business Report -P&L - Budget Monthly Business Review Meeting Weekly Management Report - Production -Sales -Quality -Safety Weekly -Engineering Action Plans Weekly Management Performance Review Short Interval Control Daily/Weekly Operating Report Downtime Report Daily/Weekly Action Plans Weekly Production Report

Monthl y forecas t review

Daily/Weekly Production Plan

Weekly Action Plans

Weekly Production Performance Review

Weekly planning Commitment Meeting

Daily Production Performanc e Review

Systems

RE-DESIGNIG ORGANIZATION STRUCTURE

Systems
Brown paper is simple & quick methodology with many benefit
Business process mapping & re-engineering Designing organization structure Restructuring system & organization (make more simple & flexible) KPI design Job analysis Performance system design Find missing link the integration system (SAP, BSC, Lean, ISO, MBNQA, etc) Flow chart design SOP design Form & format design Working instruction design Improvement system Designing control & check system Designing report system Designing planning system Integration all system in organization etc