Government Plan

Government System Improvement Build Process

2 Year, High-Level Plan

  1. Phase 1: *** Management Education, Setup office, Build Guiding Principals ***
  2. Management Commitment. Benefit: Executive Buy-In and Commitment
  3. Start an Office of Operational Excellence.
  4. Above all, Start the build of your System Guiding Principles. This includes goals, and responsibilities designed to create an agile and robust system, if not currently existing.
  5. Educate the Management Team on the System Improvement Process.
  6. Phase 2: *** Staff up, Build Project Charter, Organize Improvement Projects ***
  7. Staffing. Benefit: Staffing Initiated, Project Selection, and Success Metric Agreement
  8. Subsequently, start the project by bringing in 3 Black and 2 Green Belts. Start this early because this will take time and is a Critical Success Factor. Each Black Belt averages $1 million of cost savings.
  9. Select Improvement projects: (Your System is comprised of Value Streams and Overhead functions). Map Value Streams on critical government systems and poor-performing systems.
  10. Plan Improvement Projects.
  11. Start of Project Charter Build. This provides much-needed direction and project management guidance.
  12. Execute Improvement Projects.
  13. Phase 3: *** Standardize, Level, & Flow ***
  14. SDD – Standardize, Document, and Display. If customer-facing put documentation in a binder.
  15. Investigate Production Leveling Options. This could make your Government System operate smoother.
  16. Identify areas of Flow. This is the ideal process to process transfer method.
  17. Find ripe areas to implement Pull. The link describes Kanban, Toyota’s Pull technology, and Lean Production.
  18. Evaluate andon as an option. andon means that you stop to fix a defect when detected. Toyota still averages 800 a year. This helps create a learning organization.
  19. Phase 4: *** Initiate Continuous Improvement Program & Educate on Waste or Fat ***
  20. Meanwhile, start the build of the Kata Continuous Improvement Program materials with 1 Black Belt. A competitive advantage for Toyota.
  21. Select Value Stream Managers. It’s important for future improvement that Value Streams have ownership. A Value Stream Manager would have additional time to perform other job functions such as managing other Value Streams or operational responsibility.
  22. Educate employees on Waste, or activities a customer would not willingly pay for. Use the Lean Six Sigma acronym DOWNTIMES. Setup an internal web page.
  23. Phase 5: *** Educate on Lean Six Sigma Tools & Report. ***
  24. Explore important Lean Six Sigma tools.
  25. Initiate Monthly Reporting.
  26. Phase 6: *** Continue Improvements ***
  27. Continue Improvement Efforts. Benefit: Generate and Promote Measurable Benefits
  28. Above all, Map and Improve the performance of each Value Stream (VS). VS’s, as an example, include every process between customer order and delivery. VS performance is essential, Individual process performance may not be important, but VS performance is key. VSs move your Government system to create a focal point on Value Delivery. A VS gives the Government:
    • – Profound Knowledge of Value Stream processes,
    • – Built-in performance metrics,
    • – Value Stream velocity improvement,
    • – Decreased Value Stream cost, and
    • – Increased Value Stream output quality.
  29. Phase 7: *** Improve Supply chain ***
  30. Supply Chain. Benefit: Lower Acquisition Prices, increased sigma
  31. Align your Supply Chain into 5 tiers of partners.
    1. Tier 1:Critical and Just-in-Time,
    2. Tier 2: Critical and Just-in-Time possible,
    3. Tier 3: Critical but no Just-in-Time,
    4. Tier 4: Other suppliers that deliver Just-in-Time,
    5. Tier 5: Other suppliers Just-in-Time Possible, and
    6. Tier 6: Other non-critical suppliers.
  32. Explore enhanced relationships with Tier 1.
  33. Constantly push performance improvements that benefit you in your supplier contracts.
  34. Determine which Tier 2 Suppliers could move to Just-in-Time.
  35. Phase 8: *** Promote & Educate ***.
  36. Document and Promote the successes of targeting Value delivered and building project inertia.
  37. Initiate an Education and Instruction Program to increase improvement velocity.
  38. Phase 7: *** Promote Milestones ***
  39. Estimated Progress Milestone: At the end of the first quarter you will have put in place all the parts needed to optimize the implementation of your Production System. 4 Value Streams are Mapped and Improved. The next steps accelerate your march forward.
  40. Phase n: *** Plan Future Steps Towards Your Production System ***
  41. (Optional, based on aggressiveness) Hire additional Black and Green Belts. This will ramp up the improvement effort through your company.
  42. Select additional critical Value Streams to Map, and so on throughout the whole system. Your system now focuses on the value it creates for customers.

Estimated Progress Milestones:

At the rate of 5 Values Streams Mapped and Improved every 4 weeks you will have:

  • First Quarter: 9 Value Streams
  • Second Quarter: 24 Value Streams
  • Third Quarter: 39 Value Streams
  • Fourth Quarter: 54 Value Streams
  • Second Year: 114 Value Streams (or more if you continue to staff up)

Benefits of your new Government System:

  • Profound Knowledge of your System
  • Operational Excellence
  • Increased Value Stream velocity
  • Decreased costs
  • Improved product/service quality
  • Continued improvement with a quest for Perfection

In Conclusion

This is a significant effort, but measurable benefits start within the second month. This effort will move your system to constantly change, create an improvement culture, and comes with Performance Metrics. Your government system is now on its way to excellence.