Phase 4: Create Data Sheets / Evaluation

  • Measure cycle time
  • Measure work time
  • Identify resources performing tasks

After the Current State process map has been created, the next phase is the completion of Data Sheets, followed by an evaluation of the 'value-added' versus the 'non-value added' for each task.  A separate data sheet should be completed for each step/decision on the process map.
 

WHAT?

Data Sheets record specific details about each step in the process.  It assists the project team in determining a baseline measurement of the current state process.

Each data sheet typically includes all or some of the following, depending upon whether or not the information can be identified:

  • Process Step Name or Description
  • Min, Max, Typical Work Time: Actual time to complete a Task
  • Min, Max, Typical Cycle Time: Amount of elapsed time from the end of the previous process step to the end of the current step
  • Accuracy:  Estimated percentage of time the task is completely accurately 
  • Estimate Value of Step to the process: High / Medium / Low

You could also include as notes:

  • Number of staff required to complete the step
  • Backlog: Amount of items waiting for this step
  • Time to Clear: If backlog amount of item it would take to clear backlog
WHY?

Understanding the value of each step, along with the amount of time needed to accomplish each step, provides the data needed to understand and measure what improvements and efficiencies are yielded through the process improvement exercise. This data ultimately helps determine the 'value-added' steps in the process, along with potential design criteria for the final future state map.

HOW?
  • Rely on the team to develop best estimates based on the first-hand experience
  • Use consistent increments of time for all steps (minutes or hours) to save time on analysis
  • Consider special circumstances, such as legal or compliance requirements
  • Establish a Data Sheet template and use it for all tasks