The University of Trinidad and Tobago - Quality Assurance and Institutional Effectiveness - Process Management

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style="font-weight:200;line-height:1.2;color: aliceblue">Process Management - Improvement and Advantages</span></div> </div> </div> </div> <br> <div style="float:left; width: 100%; margin-top:10px;"> <div style="max-width:1220px; margin:0px auto; " id="page-content"> <div style="margin:5px;"> <div style="width:100%; background-color:rgba(0, 0, 0, 0.6); padding-top:3px; padding-bottom:3px;" class="uttBorderRadius"><div style="display: flex"><div style="width: 30px; margin-left:20px; margin-top: 10px;"><a href="index.php"><img src="https://utt.edu.tt/images/icon_home_white.png" width="30px" alt="home" border="0" onmouseover="this.src='https://utt.edu.tt/images/icon_home_black.png'"; onmouseout="this.src='https://utt.edu.tt/images/icon_home_white.png'" /></a></div><div class="smallbodycell" style="margin-left: 5px;"><ul class="breadcrumb"><li><a href="https://utt.edu.tt"> <span width="15px" class="showMobileOnly" style="float:left; color:#fff"/>Home</span><span class="mobile_hide" style="float:left; color:#fff"> The University of Trinidad and Tobago </span></a><a href="https://utt.edu.tt/accreditation//accreditation/" style="color:#fff"> <a href='?wk=53' style='color:#fff'>>> Accreditation</a> </a></li><li><a href="https://utt.edu.tt/accreditation/pages/1182" style="color:#fff">Process Management - Improvement and Advantages</a></li></ul> </div> </div> </div> </div> </div> <div style="float:left; width: 100%" class="transparency_background"> <div style="max-width:1220px; margin-top:20px; margin:0px auto; padding-left:5px;" id="page-content"> <div style="margin-left:20px; margin-right:20px; margin-top:20px;"> <div class="grid_half"> <a id="reasons" name="reasons"></a> <p class="homeTitle"> The reasons that processes are mapped</p> <ul> <li> Allows teams to agree on steps needed to produce outputs</li> <li> Helps to identify process boundaries, i.e. where a process starts and ends</li> <li> Helps to identify process participants</li> <li> Improves communication within and across groups</li> <li> Shows problem areas and unnecessary steps</li> </ul> </div> <div class="grid_half"> <a id="advantages" name="advantages"></a> <p class="homeTitle"> Advantages of Process Mapping</p> <ul> <li> Increase efficiency</li> <li> Eliminate activities that do not add value</li> <li> Reduce cycle time</li> <li> Expand service capabilities</li> <li> Simplify work flow</li> <li> Minimise dependencies</li> <li> Gain buy-in and organisational support for change</li> </ul> </div> <div style="clear:both"> <a id="process_improvement" name="process_improvement"></a> <p class="homeTitle"> Process Improvement</p> <p> If after a process has been checked, a decision is taken to leave it unchanged, there is a high probability that after an extended period of time has elapsed, that process may begin to degrade. This process should now be improved to restore its productivity.</p> <p> Methodology</p> <ol> <li> Identify performance issue(s). Involve an evaluation of the capability to meet service levels, delivery, quality, minimise cost and meet all functionality commitments. (Evaluate effectiveness, efficiency and quality).</li> <li> Conduct Root Cause Analysis (RCA).</li> <li> Define and analyse current performance of activities related to the issue.</li> <li> Communicate results.</li> <li> Implement improvements (for example re-design).</li> <li> Manage operational transition and monitor.</li> </ol> <p>  </p> <a id="root_cause" name="root_cause"></a> <p class="homeTitle"> Root Cause Analysis</p> Root Cause Analysis may be conducted using tools such as: <p>  </p> <ol> <li> <strong>5 Whys Method</strong> or</li> <li> <strong>Fishbone or Ishikawa Diagram</strong></li> </ol> <div class="grid_half"> <p class="homeTitle"> 5 Whys Method</p> Ask 5 Whys and have team members answer.<br /> Follow through on a trail.<br /> Stay focused on objective evidence.<br /> Advantage: Simple<br /> Disadvantage: The team members may be difficult and attempt to derail the questioning. <p>  </p> <p> <img alt="5 Whys" src="https://utt.edu.tt/files/cms/qaie_process_management_5_whys.jpg" width="100%" /></p> <p>  </p> </div> <div class="grid_half"> <p class="homeTitle"> Fishbone or Ishikawa Diagram</p> This tool requires brainstorming by category of potential causes. Potential causes (6M) fall into the following categories: <p>  </p> <ol> <li> Man</li> <li> Materials</li> <li> Machine</li> <li> Method</li> <li> Measurement</li> <li> Milieu (Environment)</li> </ol> <p> <img src="https://utt.edu.tt/files/cms/qaie_process_management_fishbone.jpg" width="100%" /><br /> These categories help to guide the thoughts of the team. Efforts should be made to eliminate potential cause until only the root cause is left.</p> <p>  </p> <p> <strong>Here’s how to use this tool:</strong></p> <ol> <li> Clearly define the problem. This problem is written in the circle to the right (effect).</li> <li> Identify potential cause categories – 6M. These go into the six rectangular boxes around the diagram.</li> <li> Extend a line from each major cause in the boxes to the ‘backbone’. Attach ideas to the potential causes on the horizontal arrows.</li> <li> Brainstorm potential causes by each category.</li> <li> Discuss potential causes with the goal of eliminating all but the root cause. In other words, determine the cause that, once addressed, will solve the problem (effect) for good.</li> </ol> <p> When and where to stop brainstorming is the most important part of this approach. It would be wise to stop only after reaching a policy, process, procedure or a person that seems to be a root cause.</p> <p> It should be noted that this is not a blame game. 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