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Project Title : Improvement of Event ID Issuance Process Team Leaders : M. C. Abad, Jr. and R. Salvo
Champion : Director Cécile Gregory
Members : C. Araullo; P. Calcetas; L. Escalante; E. Gonzales
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Project Charter
DEFINEDEFINE
Business Case:
The Event Management Unit (EMU) has been established to assist Host Departments/Units (HDU) in planning and coordinating events held at ADB HQ. One of the most time consuming work of EMU was the production of event IDs.
Six Sigma method is hereby used as a “project study” to verify and confirm the quality improvement undertaken by EMU in this work process.
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Project Charter
DEFINEDEFINE
Opportunity Statement:
EMU supported 46 events in 2008 involving an average of 80 participants per event or a total of about 3,680 names who had to be registered and issued with event IDs. Production of event IDs take significant time and resources, which are better spent in other logistical aspects of the EMU work, including travel arrangements, conference venue layout, visuals, accommodations, catering, protocols, etc.
The burden is particularly felt because EMU is only composed of 2 regular staff and assisted intermittently by contractual staff funded under RETA.
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Project Charter
DEFINEDEFINE
Goal Statement:
The Event IDs streamlining project was aimed at shortening the time and simplifying the process of ID production.
The project aimed to reduce the time spent in producing event IDs by 70 percent.
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DEFINEDEFINE Time Line
April May June JulyFebruary – March
30 days
30 days
30 days
30 days
60 days
DEFINE MEASURE ANALYZE IMPROVE CONTROL
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SIPOC DiagramDEFINEDEFINE
SUPPLIERS INPUTS PROCESS OUTPUTS CUSTOMERS
EMU List of participants from HDU
Data entryfor EMU database
Database of participants(MS Access Online)
HDU
DER Design of ID Computer-aided design; consultation between DER and HDU
Final design HDU
LM Printing machine Printing Printed ID HDU
EMU Gum label Printing of names and sticking of label
ID with names Participants
EMU List of participants from HDU
Data entry for VISREG registration
Participants registered at the ADB reception
Participants
SE Temporary pass,VISREG data
Presentation of identification by participants
Temporary access pass
Participants
EMU/SE Printed ID,camera, laminating machine
Picture taking, printing, lamination, punching and issuance
Issued ID Participants
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High Level Process MapDEFINEDEFINE
EVENTS MANAGEMENT PROCESSSTART
Registration Phase
HDU ---• Sends letter of
nomination• Receives name/s of
nominated participant &/or Registration Form
• Accepts nominated participant/ registration form
• Forwards to EMU nominated participant/ registration form
EMU ---• Inputs name in MS
access database (list of participants)
Event ID Production
Phase
DER – designs the event-specific ID
LM – prints the event-specific ID
EMU ---• Inputs into VISREG• Informs OAFA-SE of event
SE Contractor ---• Fields staff to assist in the ID issuance• Sets-up camera, id paraphernalia in front of
auditorium and/or hotel
Participants ---• Present passport/id card with photo
Receptionist ---• Gives out events temporary pass
Participants ---• Proceed to auditorium for photo taking
SE Contractor ---• Photo taking, printing, cutting, lamination,
punching, inserting clip or lanyard, issuance
ENDProject Focus on these processes
Logistical Arrangemen
t Phase
Public Awareness Materials
Visa/s Arrangements
Hotel Accommodations
Air Travel
Facilities, Equipment, and Furnishings
Catering Requirements
Registration/Events ID
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DEFINEDEFINE
This Project Study covers and reviews the production of Event IDs as an area for process improvement.
However, the statistical analysis part of the study limits itself
to the final stages or the actual issuance of Event IDs because of the unavailability of actual measurement data in all other steps in the production phase, including:
- DER ID design/layout process- LM printing and cutting of IDs- SE issuance of temporary pass, photo taking, printing, cutting, lamination, punching, insertion of clip or lanyard- EMU’s staff support and coordination work for each event- specific ID
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DEFINEDEFINE CTQ Matrix
High-Level NeedReduce Processing time for Issuance of Events ID
Output Unit Events ID
Output Characteristic
(Big-Y)
Timely registration and issuance of Events ID
CTQ
Project-Y (Little-Y)Measure
Operations Definition:Process starts from the time the participants arrive in ADB until the Event ID is issued
How process will be measured: By number of minutes
Specification Limits
LSL and USL are indicated in the succeeding slides
Target To reduce turn-around time by 70% of the estimated processing time
Defect Beyond USL
No. of Defect Opportunities Per
Unit
1 Opportunity for a defect per issued Event ID
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Baseline Data 2008Baseline Data 2008MEASUREMEASURE
Event TitleTotal No. of Participants Total no. of seconds Mean Seconds Mean minutes
1 ADO Workshop 30 3435 114.50 57.25
2Public Transport Planning and Industry Reform Workshop 71 8236 116.00 137.27
3 Philippine Energy Summit 206 24888 120.82 414.8
4 ADF X Manila 123 14675 119.31 244.58
5Training Workshop on Appraisal of Cross-Border Infrastructure Project 72 8421 116.96 140.35
6 Regional Forum on Small Scale Piped Network 60 6978 116.30 116.3
7Financing Village-Level Energy for Development in Asia 80 9158 114.48 152.63
8 Economics of Climate Change 40 4731 118.28 78.85
9RETA 6396: Technical Workshop on Non-Revenue Water 62 7244 116.84 120.73
10RETA 6141: Enhanced Calculator for Loan Account and Servicing Workshop 38 4487 118.08 74.78
Summary of Time Spent for Participants to be Issued an ID
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Baseline Data 2008Baseline Data 2008MEASUREMEASURE
Event TitleTotal No. of Participants Total no. of Seconds Mean Seconds Mean Minutes
11RETA 6150: 13th Poverty Environment Partnership Meeting 82 9506 115.927 158.43
12 ACEF 2008 504 61194 121.417 1019.9
13 Conference on Microfinance 258 31303 121.329 521.72
14RETA 6403: Regional Seminar on Project Implementation and Administration 48 5584 116.333 93.07
15 2nd National Sanitation Summit 252 30513 121.083 508.55
16Consultation on Regulatory Framework for Water Utilities 86 10133 117.826 168.88
17 Water Regulation Workshop 116 13591 117.164 226.52
18RETA 6330: Restructuring Beyond the Subprime 130 15250 117.308 254.17
19RETA 6416: ADB Transport Forum: Asia on the Move: Energy Efficient and Inclusive 268 32482 121.201 541.37
20 RETA 6285: ADB Safeguard Policy Update 89 10380 116.629 173
Summary of Time Spent for Participants to be Issued an ID
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Baseline Data 2008Baseline Data 2008MEASUREMEASURE
1000800600400200
Median
Mean
400350300250200150100
Anderson-Darling Normality Test
Variance 55551.44Skewness 2.05149Kurtosis 4.76696N 20
Minimum 57.25
A-Squared
1st Quartile 117.41Median 163.663rd Quartile 374.64Maximum 1019.90
95% Confidence I nterval for Mean
149.85
1.73
370.47
95% Confidence I nterval for Median
124.62 251.91
95% Confidence I nterval for StDev
179.24 344.25
P-Value < 0.005
Mean 260.16StDev 235.69
95% Confidence I ntervals
Summary for Mean minutes
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Comments on BaselinePerformance 2008
Comments on BaselinePerformance 2008
MEASUREMEASURE
• 20 sample events held in 2008• Mean processing time for all events took 260 minutes• Median processing time was 164 minutes• Minimum time to process all participants was 57
minutes This event was the ADO workshop with 30 participants
• Maximum time to process all participants was 1020 minutes
This event was the ACEF 2008 with 504 participants
• There is a correlation between the total processing time and the number of participants as shown in the next slide
• Using 57 minutes as the LSL and 164 minutes as the USL the baseline process capability is computed
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Correlation Processing Timevs Number of participants
Correlation Processing Timevs Number of participants
MEASUREMEASURE
Total No. of Participants
Mean m
inute
s
5004003002001000
1000
800
600
400
200
0
S 2.44267R-Sq 100.0%R-Sq(adj) 100.0%
Fitted Line PlotMean minutes = - 6.216 + 2.037 Total No. of Participants
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Baseline ProcessCapability
Baseline ProcessCapability
MEASUREMEASURE
10008006004002000
LSL USL
LSL 57Target *USL 164Sample Mean 260.158Sample N 20Shape 1.29082Scale 284.252
Process DataPp 0.09PPL 0.74PPU -0.05Ppk -0.05
Overall Capability
PPM < LSL 0.00PPM > USL 500000.00PPM Total 500000.00
Observed Performance
PPM < LSL 118093.88PPM > USL 611603.10PPM Total 729696.98
Exp. Overall Performance
Process Capability of Mean minutesCalculations Based on Weibull Distribution Model
Baseline Process Capability:Ppk= -0.05, Sigma =-0.61
Defects per Million= 729,696
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EVENTS ID PROCESSING DETAILED PROCESS MAP
HDU fills out online “Publishing Request
Management System” for required event materials
DER prepares draft lay-out of required event
materials; submits to HDU for approval
HDU reviews proposed lay-out; consult with other co-host/s, as
required; sends back to DER either (i) for any required
revision; or (ii) endorse for final production
DER submits final lay-out of event materials to LM
for final production
LM coordinates production of event materials for delivery
directly to HDU or EMU
EMU receives all venue-related event materials (which includes the
specific event ID)
EMU prints on clear gum label form names of participants
EMU emails SE pertinent details of the event, to include
arrangements on ID issuance
EMU input in VISREG names of participants
Is the event
more than 1 day?
NOEMU informs SE that participants will only be issued an “Events” temporary pass. If HDU separately arranged for a specific-event ID (without provision for photo), this will then be issued instead of the “Events” temporary pass.
YES
Less than 60 external
participants
NOOff-site ID processing is arranged with SE
EMU coordinates with hotel/s detailed
arrangements for off-site ID processing
EMU conveys to SE detailed
arrangements with hotel/s concerned
SE coordinates Security Team
required for off-site ID processing
ST prepares all required equipment and material for ID
processing and proceed to venue
YES
SE coordinates with the Security Team (ST) event ID processing
3
3
Participant hands over to security staff
specific event ID; or queue as required
HDU/EMU hands over to participant the specific
event ID
SE receptionist issues “Events” temporary pass to
participantsRegistered Participant
NO
ST 1takes photo of the participant and print
ST 2 cuts photo to size
YESSE informs HDU or EMU
name of participant
HDU/EMU inputs in VISREG name of participant
EMU prints on clear gum label form name of
participant
ST takes photo and indicate name of participant at the
back of photo paper
EMU gives ID with printed name to ST
1
1
Puts over the laminating sheet in
specific event ID and insert photo
Laminates event ID with photo
Inserts ID clip or lanyard
Displays processed ID on registration
table
Punches ID hole
EMU/ST/Participant locate processed ID, hand-over to
participant, and retrieve the “Events” temporary pass
END
2
2
START
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Quick Wins InitiativesQuick Wins InitiativesMEASUREMEASURE
In coordination with DER, OIST, SE and HDUs
• Obtain concurrence to eliminate production of event-specific ID: introduce standard ID for all events held in ADB HQ (February 09)
• Integrate existing systems i.e., EMU Database and VISREG (March 09)
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ANALYZEANALYZE
Event Title Inclusive Dates of
EventTotal No. of Participants
Total no. of
SecondsMean
Seconds Minutes
1.Enhanced Calculator for Loan Accounting and Servicing Refresher Workshop a/ 03 Feb 2009 15 436 29.067 0.48445
2.Meeting on Action Plan for Water and Climate Change b/ 25-27 Feb 2009 19 2174 114.421 1.90702
3. ADB-DMC Sanitation Conference 2009 b/ 3-5 March 2009 114 13452 118 1.96667
4. Trade Mission c/ 04 Mar 2009 30 1341 44.7 0.74500
5.Environmental Justice and Dispute Resolution Mechanisms in Asia c/ 06 Mar 2009 30 1321 44.033 0.73388
6.South Asia Forum on the Impact of Global Economic and Financial Crisis d/ 9-10 March 2009 55 6397 116.309 1.93848
7.
Strengthening Governance for Infrastructure Service Delivery: The Role of Public Private Partnerships e/ 9-11 March 2009 35 1457 41.629 0.69382
8.Launch of the Capacity Development Facility for Development Effectiveness d/ 12-13 March 2009 90 10649 118.322 1.97203
9.APEC Financial Regulators Training Initiative f/ 23-27 March 2009 44 1838 41.773 0.69622
10.Capacity Building Workshop/Dialogue (PRC) f/ 24-27 March 2009 32 1348 42.125 0.70208
a/ One-day event; used “Events” pass
b/ Under the old system
c/ Used “Official” ID
d/ Under the old system; with off-site registration
e/ Pilot event for the enhanced ID system
f/ Under the enhanced ID system
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ANALYZEANALYZE
Event Title Inclusive Dates of
EventTotal No. of Participants
Total no. of
SecondsMean
Seconds Minutes
11.Workshop on Challenges in Managing National Statistical System f/ 30 Mar-03 Apr 2009 22 922 41.909 0.69848
12.
High Level Forum on Emerging Vision for Shared Prosperity: South Asia and Beyond d/ 16-17 April 2009 24 2753 114.708 1.91180
13. Workshop on ADB Financial Products f/ 20-21 April 2009 43 1774 41.256 0.68760
14. Access to Justice for the Urban Poor f/ 22-24 April 2009 34 1639 48.206 0.80343
15.
High Powered Expert Committee on Urban Infrastructure in India Regional Best Practices Seminar d/ 29-30 April 2009 11 428 38.909 0.64848
16.Project Implementation Seminar for PHI: Dept. of Energy f/ 08 May 2009 41 1604 39.122 0.65203
17.
Workshop on Translating Asian Good Practices in Innovation and Development for MON, SRI, and VIE f/ 11 May 2009 18 706 39.222 0.65370
18.Workshop on Building Climate Resilience in the Agric Sector of Asia & Pacific f/ 14-15 May 2009 41 1926 46.976 0.78293
a/ One-day event; used “Events” pass
b/ Under the old system
c/ Used “Official” ID
d/ Under the old system; with off-site registration
e/ Pilot event for the enhanced ID system
f/ Under the enhanced ID system
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ANALYZEANALYZE
Inclusive Dates of Event
Min
ute
s
14-15 May
200
9
8 May
200
9
22-2
4 Ap
ril 200
9
16-1
7 Ap
ril 200
9
24-2
7 March
200
9
12-1
3 March
200
9
9-10
Mar
ch 200
9
4 Mar
ch 200
9
25-2
7 Feb
200
9
2.00
1.75
1.50
1.25
1.00
0.75
0.50
Time Series Plot of Minutes
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Cause-and-Effect Diagram(Initial)
Cause-and-Effect Diagram(Initial)ANALYZEANALYZE
Delays in the processing time for Issuance of Events ID
MACHINEMETHOD
MATERIALS MANPOWER
Camera/Printer being used for other requirements
EMU database and VISREG incompatible
Set-up of event-specific ID processing center takes time
Availability of printed ID form as endorsed by DER
Availability of plastic laminating sheets, ID clips or lanyard
• EMU to input participants name into VISREG
• DER to design each event-specific ID in consultation with HDU
• LM to print each event-specific ID• EMU to print and gum label each name• SE to set-up, take, print, and cut photo;
laminate, punch holes, insert clip or lanyard, and issue event IDs
• Participants to obtain events pass first and then the event-specific IDs
Non-inclusion of event ID format in request to DER
Lack of manpower in EMU
Delayed submission of Publishing Request to DER
Non-receipt of registration form and/or confirmation of participation
Segregated, repetitive, and redundant process
Delayed nomination from concerned DMCs/Institutions
Late or did not receive invitation from ADB on time
Workshop dates not firm or determined at the last minute
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Cause-and-Effect Diagram(Initial)
Cause-and-Effect Diagram(Initial)ANALYZEANALYZE
Delays in the processing time for Issuance of Events ID
MACHINEMETHOD
MATERIALS MANPOWER
Camera/Printer being used for other requirements
EMU database and VISREG incompatible
Set-up of event-specific ID processing center takes time
Availability of printed ID form as endorsed by DER
Availability of plastic laminating sheets, ID clips or lanyard
• EMU to input participants name into VISREG
• DER to design each event-specific ID in consultation with HDU
• LM to print each event-specific ID• EMU to print and gum label each name• SE to set-up, take, print, and cut photo;
laminate, punch holes, insert clip or lanyard, and issue event IDs
• Participants to obtain events pass first and then the event-specific IDs
Non-inclusion of event ID format in request to DER
Lack of manpower in EMU
Delayed submission of Publishing Request to DER
Non-receipt of registration form and/or confirmation of participation
Segregated, repetitive, and redundant process
Delayed nomination from concerned DMCs/Institutions
Late or did not receive invitation from ADB on time
Workshop dates not firm or determined at the last minute
Controllable; to be addressed by EMU
NC
C
NC
NC
NC
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EVENTS ID PROCESSING FLOW CHART (Enhanced System)
EMU coordinates with Host Division/Unit (HDU) shortened event title (if
applicable) and background color scheme
EMU sends to HDU ID prototype
HDU endorses prototypeSTART
EMU or HDU inputs names of
participants in VISREG
Participants present photo ID to VRC
receptionist
Receptionist takes photo of the
participant, print ID, and insert ID in ID
jacket
Receptionist hands-over official event ID to participant
END
IMPROVEIMPROVE
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Enhanced Events ID Registration System
• Has only 7 steps which are all fully automated.
• Duration of event, number and level of participants; listing in VISREG are not major considerations anymore
• Actual list of participants can generated at once (to indicate actual date, time and lobby entrance used by participants). This is a welcome change by Controllers Dept. in relation to payment of applicable allowances
IMPROVEIMPROVE
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IMPROVEIMPROVE
12010080604020
Median
Mean
50454035302520
Anderson-Darling Normality Test
Variance 676.301Skewness 1.89328Kurtosis 3.78558N 18
Minimum 11.000
A-Squared
1st Quartile 21.250Median 33.0003rd Quartile 43.250Maximum 114.000
95% Confidence I nterval for Mean
25.845
1.29
51.710
95% Confidence I nterval for Median
23.036 41.964
95% Confidence I nterval for StDev
19.514 38.986
P-Value < 0.005
Mean 38.778StDev 26.006
95% Confidence I ntervals
Summary for Mean
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IMPROVEIMPROVE
Old Process Improved Process
Mean 260.16 minutes per event
38.78 minutes per event
Median 163.66 minutes per event
33.00 minutes per event
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DEFINEIMPROVEImplementation Plan
Problem areas Actions taken Date implemented
Target
METHOD: Segregated, repetitive, and redundant process
-EMU to input participants name into VISREG
-DER to design each event-specific ID in consultation with HDU
-LM to print each event-specific ID
-EMU to print and gum label each name
-SE to set-up, take, print, and cut photo; laminate, punch holes, insert clip or lanyard, and issue event IDs
GR/EMU and SE met and agreed to work together to simplify the process
Dec 2008 Dec 08
OAS and OIST technical meetings Jan-Feb 2009 Jan-Feb 09
OIST Lotus Notes-Domino team created Jan 2009 Jan 09
DER designed a new, standard, and dynamic template for event IDs able to accommodate different requirements
Jan-Feb 2009 18 Feb 09
OIST Lotus Notes-Domino team worked to integrate the visitor registration and events management database systems
Jan-Mar 2009 30 Mar 09
Final production, testing and deployment of a standard event ID system
March 2009 30 Mar 09
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DEFINEIMPROVEImplementation Plan
Problem areas Action taken Date implemented Target
SPACE & TIME:
Participants’ line and waiting time on site to obtain ADB pass first and then event-IDs
Started issuing event IDs at VISREG Center/s On-going;
(Prototype initially tested for (1) APEC Financial Regulators Training Initiative, 23-27 March 09 and (2) Workshop on Challenges in Managing National Statistical Systems, 30 Mar - 3 Apr 2009
March 09
Eliminated issuance of ADB Pass to events participants
On-going March 09
MACHINE:
Incompatibility of EMU database and VISREG system
Linked/integrate EMU database with VISREG (both in Lotus Notes platform)
30 March 2009 March 09
Enabled on-site registration to accommodate unregistered events participants
On-going June 2009
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DEFINEIMPROVE
Mann-Whitney Test
Ho = median ID issuance times are the sameHa = median ID issuance times are not equal
Since p value = 0.0000 and less than 0.05, we reject Ho and accept Ha
We can conclude that the issuance time has been reduced
(Process capability test cannot be completed due to lack of actual data; only 12 data points available)
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IMPROVE
FAILURE MODES AND EFFECTS ANALYSIS (FMEA)
Process Potential Failure Mode
Potential
Failure Effects
Severity Potential
Causes
Occur-rence
Current
Controls
Detection
RPN
Actions Recommende
d
Response
Actions Taken
Severity
Occur
-rence
Detection
RPN
Input participant's name in VISREG
Not in VISREG
No Event
ID
10 No pre-registration
3 Inform SE of contact person for unregistered or walk-in participants
5 150 Ensure SE is informed of right contact person for unregistered or walk-in participants
Closer coordination with Host Dept/Unit and SE
EMU sends follow-up email and/or phone call to SE on agreed arrangements for unregistered or walk-in participants
10 1 5 50
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IMPROVE
FAILURE MODES AND EFFECTS ANALYSIS (FMEA)
Process Potential Failure Mode
Potential
Failure Effects
Severity
Potential
Causes
Occur-rence
Current
Controls
Detection
RPN
Actions Recommende
d
Response
Actions Taken
Severity
Occur
-rence
Detection
RPN
Printing of Events ID at the VRCs
Failure of printing machine
No Event ID
10 Unanticipated printer/s breakdown
5 Multiple printers
5 250 Print test before each event; have back up printers; as a last resort, use "Events" pass
Increased printers in each VRCs
ADB Ave 4; Main Lobby 4; Bank Drive 2; Guadix 2; West Core 1; Loading Dock 1
10 1 5 50
Picture taking at VRCs
Failure of cameras
Event ID without picture
5 Unanticipated camera breakdown
2 Multiple camera
5 50 Picture test before each event; have back up cameras
Increased camera in each VRCs
ADB Ave 4; Main Lobby 4; Bank Drive 2; Guadix 2; West Core 1; Loading Dock 1
5 1 5 25
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IMPROVE
FAILURE MODES AND EFFECTS ANALYSIS (FMEA)
Process Potential
Failure Mode
Potential
Failure Effects
Severity
Potential
Causes
Occur-rence
Current
Controls
Detection
RPN
Actions Recommende
d
Response
Actions Taken
Severity
Occur
-rence
Detection
RPN
Supply of paper and printer ink
None or Insufficient supply
No Event ID
10 Did not anticipate large requirements and did not order on time
5 Monitoring of Supply Inventory; advance request by EMU and confirmation by SE
5 250 Sharing of events calendar between EMU and SE for supply planning purposes.
Events Management System (database in LNADBG1) can be accessed by all OAS staff
Coordinated with OIST read access of all OAS staff
10 2 2 40
Supply of plastic ID and lanyard
None or Insufficient supply
No plastic ID and lanyard
5 Host Dept/Unit did not order in advance
2 Advance request by EMU and confirmation by host dept/unit
5 50 EMU reminds host dept/unit to place order for required plastic ID and lanyard
Constant reminder to host dept/unit
Ensures EMU has ample supply of plastic ID and lanyard
2 2 2 8
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CONTROL
Actions Recommended Responsible Unit/s/Staff
Ensure SE is informed of right contact person for unregistered or walk-in participants
• EMU staff sends email advise to OAFM-SE’s Senior Security Officer, with copy to Incident Coordinator, the event’s detailed program and/or activities, including agreed arrangements with Host Dept/Unit on unregistered or walk-in participants
EMU staff: either Events Management Officer of Senior Events Management Assistant
Print test before each event; have back up printers; as a last resort, use "Events" pass
• EMU staff goes to one of the VRCs for actual ID issuance at least an hour prior to the event and try to solve any glitches, if any. If remains unresolved until first arrival of participants, will temporary use the laminated “Events” pass
EMU: either Senior Events Management Assistant or Events Management Officer
OAFM-SE: Access Control Officers and/or Senior Security Assistant
Picture test before each event; have back up cameras
•EMU staff goes to one of the VRCs for actual ID issuance at least an hour prior to the event and try to solve any glitches, if any. If remains unresolved until first arrival of participants, will temporary use the laminated “Events” pass
EMU: either Senior Events Management Assistant or Events Management Officer
OAFM-SE: Access Control Officers and/or Senior Security Assistant
34
CONTROL
Actions Recommended Responsible Unit/s/Staff
Sharing of events calendar between EMU and SE for supply planning purposes.
•EMU staff ensures that the Events Management System (found inLNADBG1) is regularly updated
EMU staff: Senior Events Management Assistant or the Events Management Officer
OAFM-SE staff: Senior Security Assistant or the Senior Security Officer
EMU reminds host dept/unit to place order for required plastic ID and lanyard
• EMU staff coordinates procurement of required plastic ID and lanyard during the early preparation phase of the event.
• EMU ensures availability of required ID materials by keeping ample stock inventory
EMU staff: Senior Events Management Assistant or the Events Management Officer
Host Dept/Unit main contact persons
35
CONTROL
Events
Num
ber of M
inute
s per Part
icip
ant
2018161412108642
2.00
1.75
1.50
1.25
1.00
0.75
0.50
Variable20082009
Time Series Plot of 2008, 2009
Target
0.75 minutes or 45 seconds per participant
Old Process: 2 minutes per participant
Improved Process: 30-45 seconds per participant
Old process as ID materials have been prepared
36
CONTROL
LESSONS LEARNED
1. Focus on the purpose – on EMU and ID;
2. Process mapping is not just an improvement exercise, but an elimination exercise;
3. Take advantage and build on existing IT platforms; build dynamic IT solutions;
4. Sustainability of process improvements depends on identification of potential problems and putting in place preventive and mitigation measures.
