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1Design. Build. Ship. Service.
HR Lean (US & Canada)
Project Owner: Leslie Thompson
Project Sponsor: Jeff Minyard
Project Team: Ana Abina, Monica Ek, Martin Morales
FY11 & FY12
2Design. Build. Ship. Service.
HR Lean – Agenda
Overview Lean Office Strategy (HR, IT, & Finance)
Overview Project Charter
Key Milestones
Regional HR Lean List
Next Steps
3Design. Build. Ship. Service.
Lean Office Strategy (HR, Finance, & IT)
Objective:
1. Identify the 8 wastes at Office area using VSM for further Kaizen opportunity.
2. Secure “engagement” of leadership and team through Kaizen participation.
2. Establish Best Practices to share and yokoten for further Office productivity improvement.
Scope:
Office functions : IT, Finance and HR.
Measurement:
1.Measured on a Quarterly Basis
2.Measured at a site level (Reported by Business Excellence)
3.Must be HR led to count towards HR Lean Office
4.Only HR participants involved can get credit for their site
4Design. Build. Ship. Service. 4
Lean Office Strategy (HR, Finance, & IT)
Embedded as a part of current Operation LMT , Element Number 5- VSM (Changes are highlighted in Red) The score for VSM element as a part of Operation LMT in turn will become Office LMT score. Our target remains to take the same >= 3.
5Design. Build. Ship. Service.
HR Lean Charter (US & Canada)
Objective:
1.Develop more efficient and effective HR Operation processes.
2.Work with Sites to meet the GBE Lean Office Strategy requirement.
3.Develop VSM’s and road maps for Regional Key HR processes.
4.Increase level of Lean activity
5.Embed Lean in HR’s DNA.
6.Trystorm
Scope:
USA-Canada. Processes that are driven or supported by HR Operations.
Regional Deliverables:
1.HR List of Regional Lean projects for US-Canada/ Prioritize Lean List of HR Activities
2.Identification of training requirements for all HR Operations
3.VSM (Roadmap) Key Processes
4.Lean activities through the remaining FY11 & FY12 to support site goals.
6Design. Build. Ship. Service.
HR Lean Charter (US & Canada) – Key Milestones
Site Goals for All Office Areas per
quarter:1 VSM 2 Kaizen
7Design. Build. Ship. Service.
Regional HR Lean List (Priority)
Improve efficiency
of LOA (Return to
Work)
• Result: Current State VSM• Opportunity: Kaizen (3)• Opportunity: SGA (1)
Performance Rating NE Employees
• Result: Current State VSM• Opportunity: Kaizen (1)• Opportunity: TBD (1)
Termination Process
• Result: Current State VSM• Opportunity: Kaizen (2)• Opportunity: SGA (1)
Hiring Process Grade 25
and Below
• Result: Current State VSM• Opportunity: Kaizen (3)
VSM11/8-11/9
All Opportunities will incorporate lean tools including Future State VSM
8Design. Build. Ship. Service.
Item Opportunity Type Value
Intake ProcessDo not have consistent ProcessCheat Sheet or Check List SGA Indirect Labor Time
Employee/Employer Response PlanValidate Entry
Redundancy (Multiple Owners)Instructions UnclearTimeline not clearly definedPayroll and Benefit Deduction Issues (Triggered)Too Many TouchesEmployee is unclear on timeline and actionsSystems Input Kaizen
Clear ProcessDelivery TimeReduce TouchesCustomer Satisfaction
Taking Leave
Overpayment IssueUnderpayment IssuesPoor Communication - systems (Standard, Payroll & Ben)PTO - systems????Leave Type Changes Kaizen
Hard SavingsCustomer SatClear Roles & Responsibility
Return to Work/ Activate Systems
Medical Release to RTW (Workers Comp & ADA)Compliance - no clear processFMLA Conversion to Medical (1 year) - CobraCommunication unclear to employeeSystems Access - Productive Employee Kaizen
Hard SavingsComplianceReduce TouchesClear Roles & Responsibility
Item Opportunity Type Value
Termination Processing & Prep
Who initiates systems Entry in Workday (Mgr/HR)No true ownership of processduplicate documents located in different areas of FlexIntranet & eRoom (Document Control & Management)Termination Packet Creation Kaizen
Reduce TouchesLeadtimeComplianceSystemsSoft Savings
Termination Delivery & Exit
Exit Interview (In-Person, Mail, Address?) & how is it usedMake sure all reimburseables are captured (Sign-On, Tuition, Relo, etc.)Escort to door (Roles & Responsibility)Communication to IT, Security & Facilities SGA
ComplianceAttritionCosts
AssetsAsset Identification and Retreival (Headsets, Laptop, etc.)Imaging Critical Files (Not handing over computer) Kaizen Hard Savings
Item Opportunity Type Value
Interim: Standardized NE Performance Review Process
Consistent Communication on Deadlines & Non-Exempt ProcessManager training for NE ProcessCallibration? (Some Sites do and Some Sites don't)Review of Performance Reviews for ComplianceCommon Spreadsheets and ToolsNeed future state & standardization Kaizen
ComplianceReduce Touch TimeConsistency
Final: Non-Exempt Performance Rating Form & Tracking Format, Spreadsheet, Tool, etc. (Similar to Exempt - More efficient) TBD
Item Opportunity Type Value
Initial Request
Clear Process for Manager/GuideEasy Access to information to complete requisition properlyApproval Process for Requisition (Confusion on who approves, timing, manual, etc.) Kaizen
Reduce Touch TimeCustomer Satisfaction (HM)Consistency
HR Smart
Interaction with Tool (HR Smart)Training on ToolApplicant Tracking/OFCCPRoles & ResponsibilityCandidate DispositionRoles & ResponsibilitiesClose Requisition Kaizen
ComplianceReduce Touch Time
SourcingSourcing - all passive (no search capability - saved searches)Internal Job Applicant Form Confusing Mini-Kaizen
Reduce Touch TimeCustomer Satisfaction (HM)
LOA
Termination
Non-Exempt Performance Rating
Hiring 25 & Below
Eastern
Western
Central
Canada
TBD
10Design. Build. Ship. Service.
VSM Activity: Benefits of Coming Together
• Best Practice Shared through differing processes and in some cases we realized that we didn’t have a process just had to accomplish the task. •Streamlining the process touches and working together helped us identify the opportunity for improvements.
11Design. Build. Ship. Service.
Next Steps
Approve HR Regional Lean Office Charter
Approve HR Lean List Priority (Select Regional VSM) – Selected LOA and Termination as priority then as time is available complete any or all of top 5
Approve VSM Option (Steering Team or Within Regions) – Approved Steering Team meeting on November 8th & 9th in Charlotte, NC
Communicate during regional Staff Calls Lean Office Strategy and Site Level Participation
Review Outcome of VSM for Priority SGA & Kaizen Opportunities
Approve Priority List for SGA and Kaizen Opportunities from VSM exercise
Communicate Opportunities to the HR Ops Organization
Schedule Kaizen’s, Leaders and Participants
Launch Kaizen Activity in Creedmoore – January (TBD)
EXECUTE