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Improving Industrial Attachment Programme (IAP) Allocation
Process
By Team BISBe Innovative and SHINE
Team MembersMembers Roles Area of Expertise
Hon Lye Kiat Facilitator Project Management
Hu Huimei Team Leader Software Engineering
Ismail AhmadJerry Wee
Members IAP Process Flow
Patrick ChiaPeter Low
Members Software Engineering
Victor SengPreethi Jebaraj
Members Database Design
Noor ShahidahLau Pik Yew
Members PC Networking
2
3
Each memberproposesa project title.
Order theproject titlesaccording topreference.
Final score foreach title istotalled and tabulated.
Methods/ Tools for Project SelectionBrainstorming Technique
• To identify possible improvements on work processes and teaching methods
Borda Count Technique
• To derive our final project
The project that ranked the highest will be awarded 7 points,the second highest will be awarded 6 points and so on untilthe lowest ranked title which will be awarded 1 point.
Criteria for Project Selection
4
Criteria ReasonsAuthentic Learning Potential
• In line with ITE’s Vision to be “A Trailblazer in Career and Technical Education”
• Selected project should matches our student skills set so that we can involve them in the implementation phase, to maximise their learning through real work
Positive Impact on the Organisation
• In line with ITE’s Vision to be “A Trailblazer in Career and Technical Education”
• Selected project should bring a positive image to ITE so that it would help in the strengthening our relationship with industry and partners
Beneficial to Stakeholders
• In line with our core values "Excellence" and "Teamwork“• Selected project should be beneficial to the department
and have possibility of spin-offs
Project SelectionProposed Project A B C Score
Improving Student's Attendance 21 64 54 139
Improving Course Subscription Rate 28 30 26 84
Enhancing Classroom Learning Experience 47 39 42 128
Enhancing Teaching Methods for Tough Modules 50 33 50 133Improving Lab's Faulty Equipment Reporting Process
54 10 40 104
Improving Industrial Attachment Programme (IAP) Allocation Process
65 63 58 186
Improving Student's Awareness Towards the Classroom Cleanliness
15 41 10 66
5
Criteria:A: Authentic Learning Potential
B: Positive Impact on the OrganisationC: Beneficial to Stakeholders
Stakeholders and the Potential Impact
InternalStakeholders
Positive Impact Level of Impact
Management Enhance corporate image HighIAP Coordinator/Assistant Coordinator
To ease the management of companies informationTo facilitate the allocation of studentsTo reduce the time required to generate letters
Very High
Class Advisors To allow students who missed CARE lesson to still be able to create their resume without much difficulty
High
Liaison Officers To improve the accuracy of details in letter HighStudents To ease the resume creation process High
6
External Stakeholders
Positive Impact Level of Impact
Industry Partners To get a faster response from the IAP Coordinator, resulting in a better image of ITE
High
Methods/ Tools used for Target Setting
7
Process Flow Chart
• Used to describe the IAP allocation flow
• Team analysed and identifiedchallenging and time consuming areas
Target SettingProblem Areas Total Time TakenC1 Creating of Students'
Resumes24 hrs
C2 Checking for Correctness Approx 3.5 hrsP1 Match Student to
CompanyApprox 17 hrs
P2 Generate Letters Approx 8.5 hrs
8
SMART Principle for Target SettingS Specific Improving challenging and/or time consuming areas in the
IAP Allocation ProcessM Measurable Reduce the time taken for the identified areas by 50%
As the IAP allocation process begins in the middle of the semester, a time-saving of 50% will be beneficial as the staff involved usually have to juggle between IAP allocation and other teaching/ non-teaching duties.
Project Target’s Impact to Organisational Goals
9
Business Goal: To impart skills and knowledge to our students and to cultivate good habits and values in them
• Staff involved can dedicate the saved time to conduct extra lessons, class bonding activities
• In line with our ITE Care value.
ITE's Vision: A Trailblazer in Career and Technical Education
• Time reduction also implies that we can shorten the response time to our industrial partners, thereby creating a positive image for ITE.
• Strengthens our engagement with industry partner
Timeline
10
Project Timeline
• Adopted the Plan, Do, Check, Action (PDCA) model and Gantt chart to monitor our progress
…Activities W1 W2 W3 W4 W1 W2 W3 W4 W5 W1 W2 W3 W4 W1 W2 W3 W4 W5 W1 W2 W3 W4 W1 W2 W3 W4
Jun-164 May 2015 - 1 July 2016
Enhancements
Action
Implementation and TrialResults EvaluationStandardisation and Review
Plan
Do
Check
Plan Schedule
Collect Data
Set Target
Analyse Cause
Determine Solution
Sep-15Jun-15 Aug-15
Action Plan
May-15 Jul-15
Analysis - Root Causes
11
Analysis - Root Causes
12
Potential Root Cause A B CEnvironment
All students need to be attached out as IAP is a compulsory module. √ X XMachine
No knowledge of integration between tools √ √ √No formal training on tools √ √ √
ManCompany representative is on leave √ X XCompany representative is no longer working with the company √ X XCompany representative receives too many emails √ X XStudent is absent during CARE lesson √ X XStudent is not confident √ √ √Students is easily distracted with their classmates' company √ √ √CAs have teaching duties √ X XStudent database is down √ X X
MethodNo checks by tools to inform over/ under allocation √ √ √Manual copy and paste requires careful checks √ √ √
MaterialStudent needs a more guided process to creating their resume √ √ √
A: Is it a Valid Cause? B: Is it within our control? C: Can it be resolved?
Confirmation of Final Root Cause
13
Based on the Pareto chart and using the 80-20 rule, the 4 final root causes were confirmed as highlighted above
Team Members’ Involvement (Analysis)
14
Analysis Stage Members Involved
Tasks
Sharing of Background/ Current Practice
Ismail AhmadJerry Wee
• Shared with the team members on the current situation
Brainstorming to identification of possible root causes
All members • Huimei led brainstorming session under the advice of Lye Kiat• Team members contributed ideas• Preethi assisted to draw the Cause and Effect diagram
Analysis of root causes
ShahidahLau Pik YewHu HuimeiIsmail AhmadJerry Wee
• Shahidah and Pik Yew gathered feedback from the Year 2 students on the resume creation process
• With the data gathered, Huimei led the discussion with Ismail and Jerry to verify the possible root causes
Confirmation of Final Root Cause
All members • Patrick, Peter, Victor, Preethi, Shahidah and Pik Yew conducted an informal survey with staff from 6 different courses
• Huimei collated the results and presented the Matrix table and Pareto chart to the team members
Solution DevelopmentRoot Cause Solution Advantages Disadvantages Innovative Elements1.No formal training on tools, and
4. No knowledge of integration between tools
S: Replace current tool (Develop customised tool)
New software that is developed is able to meet the needs of the IAP Coordinator
Requires time to develop new software
Requires time for training to use new software
Using IT to solve problem Possibility of engaging
students in meaningful projects
S: Replace current tool (Purchase customised tool)
New software that is purchased is able to meet the needs of the IAP Coordinator
Requires time to search new software
Requires time for training to use new software
Incur cost
Using IT to solve problem
C: Combine the functions of each tool into a new system
New software that is to be chosen or developed is able to meet the needs of the IAP Coordinator
Single tool to master
Requires time to search/develop new software
Requires time for training to use new software
Using IT to solve problem Possibility of engaging
students in meaningful projects
M: Modify the process by sending the IAP Coordinator for training on tools before appointment
Gained knowledge Requires time to attend training
IAP Coordinator are tools experts
P: Put all the functions into a single current tool
Single existing software is able to meet the needs of the IAP Coordinator
Requires time to explore all existing software
Might be impossible to force all functions in a single current tool
Using IT to solve problem Possibility of engaging
students in meaningful projects
E: Eliminate the use of tools
Minimal cost No assistance from tools is more time consuming and prone to error
None
15
Solution Development
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Root Cause Solution Advantages Disadvantages Innovative Elements2. Student needs a more guided process to creating their resume
S: Replace CA with HR Professional to guide the students in resume writing
HR Professionals will be able to better guide the students
Standards by HR Professional might be too high for our students
Incurs cost
Providing our students with added skills that are useful for them in the future
A: Work with Lifeskills lecturers to allow all students to attend Lifeskills lessons when the class is on the topic of resume writing
Progression students who are exempted from Lifeskillswill also be guided by Lifeskills lecturers to create their resume
Students' resistance to attend extra lessonsAdditional load from Lifeskills lecturers
Make use of existing resources in problem solving
M: Modify the process by getting the students to create their resumes only when companies requested
Reduce the process time Poor response time to companies as student requires time to write their resumeLow quality as CA might not be available to guide the student
None
E: Eliminate the need for resume
Minimal cost Stakeholders resistanceStudents requires the resume for interview
None
R: Reverse the role by allowing students to develop their resume writing guide
Standard of resume writing can be pitched at right level
Requires time to develop the resume writing guide
Standard of resume may not meet employer expectation
Allow students to take ownershipEngaging students in meaningful projects
Solution Development
17
Root Cause Solution Advantages Disadvantages Innovative Elements3. Manual copy and paste requires careful checks
S: Replace manual copy and paste with customised tool that supports automation (Develop customised tool)
Automation would reduce the time IAP Coordinator spends on checks
Requires time to develop required automation process
Incur man hours
Using IT to solve problem Possibility of engaging
students in meaningful projects
S: Replace manual copy and paste with customised tool that supports automation (Purchase customised tool)
Automation would reduce the time IAP Coordinator spends on checks
Requires time to search for tools that supports required automation process
Using IT to solve problem
M: Modify the process by assigning LOs to create the attachment notification letters for the students and companies by themselves
Process is speed up when the load is distributed
Manual process still requires careful checks by the LOsNo 2nd level checks
Make use of existing resources in problem solving
E: Eliminate the attachment notification letters
No letters, therefore no need for checking
Stakeholders resistanceStudents and companies requires information about the attachment allocation
None
Potential Solutions
18
Potential Solutions AddressesRoot Cause
Develop a customised tool 1, 4 and 3
Purchase a customised tool 1, 4 and 3
Modify the process by sending the IAP Coordinator for training on tools before appointment
2
Replace CA with HR Professional to guide the students in resume writing
2
Work with Lifeskills lecturers to allow all students to attend Lifeskills lessons when the class is on the topic of resume writing
2
Reverse the role by allowing students to develop their resume writing guide
2
Modify the process by assigning LOs to create the attachment notification letters for the students and companies by themselves
3
Team Members’ Involvement (Solutions Development)
19
Solutions Development Stage
Members Involved
Tasks
Solutions Generation All members • Huimei led the brainstorming session under the advice of Lye Kiat.
• Team members contributed ideas• Victor assisted to document the SCAMPER
table. Solutions Analysis Hu Huimei
Patrick ChiaPeter LowVictor Seng
• Possible solutions were further analysed by Patrick, Peter and Huimei.
• Victor assisted to document the advantages, disadvantages and innovative elements alongside with the SCAMPER table.
Criteria for Solution SelectionCriteria
Rating Scale
1 2 3 4 5
A Authentic Learning Potential
Solution does not allow the involvement of students
Solution allows the involvement of students but coincides with none of the modules taught
Solution allows the involvement of students and coincides with 1 of the modules taught
Solution allows the involvement of students and coincides with 2 of the modules taught
Solution allows the involvement of students and coincides with 2 or more of the modules taught and skills beyond
B Positive Impact on the Organisation
No Positive Impact
Impact up to Department level
Impact up to School level
Impact up to College level
Impact up to ITE level
C Beneficial to Stakeholders
Benefits 1 type of stakeholders
Benefits 2 types of stakeholders
Benefits 3 types of stakeholders
Benefits 4 types of stakeholders
Benefits 5 or more types of stakeholders
D Implementation Cost
More than $4000
Between $3000 and $4000
Between $2000 and $3000
Between $1000 and $2000
Less than $1000
20
Additional criterion was added
Solution SelectionPotential Solutions A B C D Total
Develop a customised tool 534 400 318 560 1812
Purchase a customised tool 112 400 318 137 967
Modify the process by sending the IAP Coordinator for training on tools before appointment
112 117 137 142 508
Replace CA with HR Professional to guide the students in resume writing
112 224 124 417 877
Work with Lifeskills lecturers to allow all students to attend Lifeskills lessons when the class is on the topic of resume writing
112 224 124 560 1020
Reverse the role by allowing students to develop their resume writing guide
350 224 184 560 1318
Modify the process by assigning LOs to create the attachment notification letters for the students and companies by themselves
112 123 126 560 921
21
Proposed Solution: Develop a Customised tool for IAP Allocation andResume Creation
Interests and Concerns of Stakeholders
22
Stakeholders Concerns Response
Management Should the IAP Coordinator resigns, who will provide the training for the usage of the IAP tool?
User Guide will be created to guide the user on the various functions of the tool.
IAP CoordinatorAssistant Coordinator
Can the IAP tool support reassignment of students should a student be terminated?
Yes, such situation will be catered for. Students can be reassigned and letter of attachment can be regenerated.
Class Advisors Can the Customised IAP tool help to monitor who are the students who had not created their resume?
Yes. We will include the function to list the names of students who had not created their resume.
Liaison Officers Will I be able to generate the letters of attachment for my students?
Yes. The tool will be made available for all the staff in the department.
Students Will I be able to provide the inputs for my resume at my convenience?
Yes. Resume creation will be made available online so that students can follow the steps to create their resume at their convenience.
Industry Partners Will the IAP Coordinator be able to advise me the reporting time and number of students that I requested for in the previous year?
Yes. Past information, of up to 3 years, will be archived.
Stakeholders Involvement
Management Endorsed the proposed solution and implementation plan
IAP CoordinatorAssistant Coordinator
Provided the requirements of IAP tool Provided suggestions and feedback on the user interface of IAP tool Assisted in test trial
Class Advisors Provided suggestions and feedback on the user interface of IAP tool
Liaison Officers Provided suggestions and feedback on the user interface of IAP tool
Students Provided the suggestions for resume guide
Stakeholders’ Involvement (Implementation)
23
Implementation Plan
24
Activities W9 W10 W11 W12 W13 W14 W15 W16 W17Requirements GatheringSolutions Analysis and DesignSolutions DevelopmentTestingTrial
29 June 2015 - 28 August 2015
By communicating with our stakeholders and addressing their concerns, our team is able to obtain the buy-in from them.
Member(s) Involvement
Hon Lye Kiat Presented the proposed solution and implementation plan to management
Hu Huimei Oversees the progress of the project, ensuring that it is on schedule Involved in the requirement gathering, analysis and design phase Worked with Google, BAD and DBA members in the development of the
solution Documented the IAP tool User Guide
Ismail Ahmad Involved in development phase (Google Form)
ShahidahLau Pik Yew
Involved in the requirement gathering by seeking suggestions from the students on resume guide
Patrick ChiaPeter Low
Involved in the analysis and design phase Involved in the development phase (Software Development)
Victor SengPreethi Jebaraj
Involved in the analysis and design phase Involved in the development phase (Database Design)
Jerry Wee Involved in the testing phase Provided feedback on the comprehensiveness and clarity of the User Guide
Team Members’ Involvement (Implementation)
25
Results Achieved
26
Problem Area Time Taken (Before) Time Taken (After) Time Reduction
C1: Creating of Students' Resumes
8 hrs x 3 staff = 24 hrs
30 min x 3 staff = 1.5 hrs
93.75%
C2: Checking for Correctness
2 min x 102 students = 3.5 hrs
1 min x 102 students = 1.75 hrs
50%
P1: Match Student to Company
10 min x 102 students = 17 hrs
2 min x 102 students = 3.4 hrs
80%
P2: Generate Letters5 min x 102 students = 8.5 hrs
< 1 min 99.8%
Time savings generated from the IAP Tool are encouraging as we managed to achieve more than our target of 50%
Reasons for Variation in Achieved Results
27
Reasons for variation• The Google Form is well constructed
− Students are able to understand the guided procedure such that the CAs do not have to spend too much time explaining
• Students are familiar with filling up forms and have no issues filling up the details for their resume at their own convenience
• IAP Coordinator is tech-savvy − Reduce the learning curve for new tool
Tangible and Intangible Benefits
28
Intangible Benefits
• Gave the students an authentic learning opportunity• Enhanced students’ analytical skills, independence and confidence• CAs to free up the CARE hours to conduct meaningful activities for the
students• Information is centralised and more organised• IAP Coordinator can now provide a better service to our industry partners
when they request for information.
Tangible Benefits
• Time savings• Cost avoidance
− Market rate for a software development: $10,000− Developing in-house will result in $10,000 savings
Sustainability
29
Procedures Made to Sustain the Results
• Revised IAP allocation work flow was standardised and documented
• Documentation for the IAP tool is done
System for Measuring and Sustaining Results
• Continue to track the time savings for each round of IAP allocation to monitor the effectiveness of the IAP tool
Overall Organisational Impact
30
Value Creation for ITE and Students
• Provide authentic learning for our students• Inculcate the core values of Teamwork, Excellence and CARE• Reinforces ITE's vision “A Trailblazer in Career and Technical Education”
Spin-Offs
• Project is easily customised for other sections
Benefits for Organisation
• Spin-offs would bring about communication and collaboration among the different sections and school− Provides platform for knowledge sharing and exchange of ideas
Sample Screens from IAP Tool (Main Screen)
31
Sample Screens from IAP Tool (Company Details)
32
Sample Screens from IAP Tool (Student-to-Company Allocation)
33
Sample Screens from IAP Tool (Student-to-LO Allocation)
34
Sample Screens from IAP Tool (Appointment Letter Generation)
35
Sample Screens from IAP Tool (Resume Creation)
36
The End
By Team BISBe Innovative and SHINE
