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WITS PROJECT 2013
THE NERVE CENTRE
Project Selec+on Process
S/N Decision Criteria Poten+al Projects
A B C D Total Rank
1 Upda%ng the Corporate Website for user-‐friendliness
4 2 5 1 12 2
2 Upda%ng the Corporate Video for accuracy based on changes in the Court
4 3 2 2 11 3
3 Solve the problem of losing ins+tu+onal knowledge due to high turnover rate
3 4 4 5 16 1
4 Migra%ng physical photo CD-‐ROM inventory into a digital cloud or format to save physical space.
2 2 3 3 10 4
5 Refreshing Corporate giH inventory to have more variety and to be consistent in brand iden%ty and corporate look and feel
3 2 2 3 10 4
Ra+ng Scale 1-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐3-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐5 (Meets Criterion Least) (Meets Criterion Moderately) (Meets Criterion Most)
A. Urgency of the problem B. Improvement to work processes C. Time and Cost Savings achieved D. Ease of Implementa%on
Original situa+on
• No electronic back-‐up of hard copy informa%on in Physical Files on pre-‐2008 projects – probably due to migra%on of servers
• No electronic back-‐up of QSM mails. Officers will archive QSM mails in their personal mailbox and delete mails from QSM mailbox (space constraints) and retain hard copy physical files
• Media materials such as previous speeches, media releases, clippings have no addi%onal back-‐up except in network drive.
• Inconsistent filing system in network drive.
Problems To Tackle
• Retrieval of hard copy informa%on in Physical Files on pre-‐2008 projects is very %me consuming and tedious
• Upon QSM officers leaving organisa%on, archival of previous emails in electronic form are lost and only available in physical hard copies
• Media materials (which are very important in the Office of Public Affairs) have no addi%onal back-‐up except in network drive and if there were network problems, there is no back-‐up to refer to.
• Staff find difficulty in loca%ng and retrieving files due to inconsistent filing in network drives.
Plan, Do, Check, Act! PDCA Cycle GanQ Chart
Data Collec+on
TYPES OF PROBLEMS FREQ
A Staff unable to locate files or documents in Z Drive 17
B Staff incorrectly files documents in Z Drive 12
C Staff unable to retrieve old QSM correspondences for reference 24
D Delay in planning and processing of projects due to %me spent loca%ng correct physical files
9
TOTAL: 62
Pareto Analysis
Problem Frequency (No.) Frequency (%) C u m u l a + v e Frequency (No.)
C u m u l a + v e Frequency (%)
1 C 24 38.7 24 38.7
2 A 17 27.4 41 66.1
3 B 12 19.3 53 85.5
4 D 9 14.5 62 100.0
Total: 62 100
PARETO CHECK SHEET
Data Collec+on
24
17
12 9
0%
39%
66%
85%
100%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
0
10
20
30
40
50
60
C A B D
Freq
uenc
y
PARETO CHART (BEFORE IMPLEMENTATION)
Problem Analysis People Equipment
Control System
Manpower changes and improper handover
Improper <iling
habits of staff
No electronic back up for QSM documents
No proper <iling grid system No controlled <iling system
with administrator rights for important media materials
New staff not adequately educated on <iling system
Lack of “policing” of staff who do not <ile documents properly
Lack of regular reminders to staff to stress importance of proper <iling
PROBLEM: LOSS OF
INSTITUTIONAL KNOWLEDGE
No electronic back up for physical <iles on pre-‐2008 projects
Proposed Solu+ons
Proposed Solu+ons
Post-‐Implementa+on Type of problem Frequency
(Before) Target F r equency
(A]er)
A Staff unable to locate files or documents in Z Drive
17 8 7
B Staff incorrectly files documents in Z Drive
12 5 6
C Staff unable to retrieve old QSM correspondences for reference
24 12 10
D Delay in planning and processing of projects due to %me spent loca%ng correct physical files
9 5 3
Total 62 30 26
Target Reduc+on in Frequency
Reduce the frequency of occurrence of the iden+fied problem areas by 51.6%
Varia+on – Results vs Target
Type of problem Frequency (Before)
Target F r equency (A]er)
A Staff unable to locate files or documents in Z Drive
17 8 7
B Staff incorrectly files documents in Z Drive
12 5 6
C Staff unable to retrieve old QSM correspondences for reference
24 12 10
D Delay in planning and processing of projects due to %me spent loca%ng correct physical files
9 5 3
Total 62 30 26
Post-‐Implementa+on
Problem F requency (No.)
Frequency (%)
Cumula+ve F requency (No.)
Cumula+ve Frequency (%)
C 10 38.5 10 38.5 A 7 26.9 17 65.4 B 6 23.1 23 88.5 D 3 11.5 26 100 Total: 26 100
Post-‐implementa+on frequency of errors: 26 Before Implementa+on frequency of errors: 62
PARETO CHECK SHEET
Post-‐Implementa+on
Comparison – Before & A]er
Tangible Benefits
BEFORE AFTER Man-‐hours saved
Es+mated cost savings (annual)
A Annual man-‐hours spent loca%ng files or documents in Z drive
390 182 208 $3,120
B Annual man-‐hours spent re-‐filing incorrectly filed documents in Z drive
390 78 312 $4,680
C Annual man-‐hours spent retrieving old QSM correspondence from physical files
910 390 520 $7,820
D Annual man-‐hours spent on loca%ng correct specific documents in precedent physical files when planning for new projects
1,040 520 520 $7,800
GRAND TOTAL 1,560 $23,400
ESTIMATED MAN-‐HOURS SAVED (ANNUAL BASIS)
Tangible Benefits
REDUCING OUR CARBON FOOTPRINT
Intangible Benefits
• Beger sense of direc%on • Higher confidence level of staff • Reduc%on of cluger • Higher sense of security and insurance
Next Steps
• Systema%cally digi%ze physical documenta%on of all future projects
• Achieve a “paperless” office!
THANK YOU.
