Burlington Document Control goes Kaizen Crazy

Note: This Kaizen activity was done in 3 days with only 4 people. It was a grueling 3 days however the progress that was made really inspired me. The hardwork and dedication of this team was incredible.

WHY IT WAS DONE

• To document entire process
• To capture what the document controllers were/are responsible for
  To create work instructions to help ease new document controller into position
  To create an area for data booking
• To reduce current backlog and ensure current data books are to the customer on time

WHAT WAS DONE

• Process mapped entire process, including active data (expediting final certified documents, expediting documents for approval, transmittals, document returns and data booking)
• Created comprehensive work instructions for the processes mentioned above, as well as those which pertain to the processes
• Trained in standard work
• Created a knowledge/training matrix for main processes
• Created a specific area to allow for POU conditions (new layout)/5S area
• Created kanban system for the ordering of supplies (min/max stock levels)
• Created a pull system for the copying of data booksCreated library for engineer books

LESSONS LEARNED

• Setting goals at the beginning of kaizen helps to accomplish them
• Kaizen brings out problems that were hidden/only known by those that are directly affected by them.
• Process maps shows the differences of how 1 controller differs from anotherStandardization/work instructions are important for training as well as for quality

AND THE RESULTS...

• Comprehensive work instructions
• Team building
• New layout in engineering to accommodate “copy centre” and library
• Kanban cards created/stock levels determined
• Eliminated 2 processes (cutting down active data time by 25%)Reduced data booking time/active data time by introducing mandatory A01 for every order.

VISUAL CONTROLS AND METRICS

• Folders in ‘copy centre’ for all outside documentation
• Kanban cards for reorder point for all supplies
• Pull system for ‘copy centre’ queue – by team colour
• Issue board/chart for outstanding materials required by document control (to be viewed during weekly Gemba walk)

TEAM THOUGHTS

• “Work instructions provide an in-depth look at ‘document controllers’ jobs”
• “There will always be some resistance to change – feel good that Kaizen is the right thing to do”
• “In only 3 days, we knocked down ~25% cycle time and created a new space for us to do our work in – what a team effort!”