LEAN PROJECT PRESENTATION

REDUCING A4 PAPER WASTE IN AKYEM

STAGES OF LEAN PROJECT

CUSTOMER NEEDS & VALUES

Who is the customer? Internal Environment, Site service, CR, HR, Communication, Exploration, project Team etc.

What are their needs and requirements? Issues Waste of A4 sheets and cartridges through irrelevant printing. Needs Reduce waste in the consumption of A4 & A3 printing on site. Requirements Better understanding of the need to save paper among employees and contractors. Reduce multiple accesses to several printers on site. Provide well defined regulation Data collection methods Employ interview and observation to collect data on A4 paper waste in the offices.

What value stream delivers this value? Value stream Department raised requisition in ellipse; Request approved by department authority; purchasing officer purchase orders; Collect papers from warehouse & distribute A4 sheets to printers. What do they consider value add in the stream? Customer value add Distribute A4 sheets to printers. Business value add Non value add Department raised requisition in ellipse; Request approved by department authority; purchasing officer purchase orders; Collect papers from warehouse

What is the customer demand? Units per day/ # of orders 50% availability of A4 sheets & quality supplied of A4 sheets. How well are we meeting that demand? Current Measurement Currently consumption level of A4 paper on site is 50 boxes per month.

PROJECT TEAM MEMBERS

CORE MEMBERS Catherine Avorseh Emmanuel Ansah Bismark Akwafo Emmanuel Dompreh Sampson Owusu Victoria Quaye Doreen Lamptey Bernice Anamon
SUBJECT MATTER EXPERSTS Raphael Sakponou Felix Ankrah James Kanga James Kanga

PROJECT CHARTER
Project Name Project Start Date Completion Date Project Owner Project Sponsor Contact Information for project manager Current State
Reducing A4 Sheets Waste July 26, 2011 October 26, 2011 Nii Odenkey Abbey Oduro-Kwarteng Marfo P O Box 251 Nkawkaw E/R Cell: 0243067234/+233307011852*52048 Email: Nii.Abbey@Newmont.com Every day on site a reasonable amount of A4 sheets papers go wastes resulting in financial loss to the company. Volumes of A4 papers are shredded and dispose of on daily basis and cartridges are frequently ordered due to the pressure on these machines. Management is currently worried about the situation and readily need solution to the problem. Available data from Supply Chain Department indicate that within the period of every six months three hundred to four hundred boxes of A4 sheets are consumed on site. For instance the period between January to June this year recorded 300 boxes A4 sheet consumption representing the cost of GH11, 100. This level of consumption on site can be minimized by applying Lean (FOCUS) methodology for elimination of waste. Reduced waste in the usage of A4 sheets by 50 %. Better understanding of the need to save paper among employees and contractors. Reduce multiple accesses to several printers on site. Provide well define quota printing for all printers. Currently, cost of A4 sheet per ream is $5 we want to take waste out of the usage by 50% Offices: No.1, No.2, No.3, No.4, No.6, & Security Badging office.
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Business Case

Desired Future State Estimated Benefits $ Project Value Stream & scope

BASELINE DATA
DEPARTMENTS
BOXES OF A4 SHEETS CONSUMPTION A4 Consumption

SECURITY 6%

JANUARY JULY 2011

SITE SERVICE 18%

GEOLOGY 5%

SITE SERVICE/HR
GEOLOGY ESR SECURITY

50
ESR 71%

14 195 17
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CURRENT VALUE STREAM MAP

OPEN DOCUMENT SELECT PRINTING PREFERENCE SELECT PRINTER ISSUE COMMAND GET PRINT OUT

ANALYSIS OF CURRENT VALUE STRAM AND WASTE IDENTIFICATION

TYPES OF WASTES
DEFFECT/REWORK

OBSERVATION
When tonner in a printer fall low can cause defect in a print out leading to waste of A4 sheets. When printer setting is not correctly selected for printing of document can cause one to reprint the document and this can lead to waste. If one print a document and the quality of the print out look poor, one may have to print again and this result in waste generation.

SKILLS

If one lack knowledge about printing properties and want print a document he/she might end up printing wrongly leading to waste. If one does not know how to set print area for document and go ahead to print can cause waste.

OVERPROCESSING

If one want to cancel a document from a printing queue and does not know how to do it he/she might end up over processing the documents. When one print wrong/ irrelevant document or printing volume of document instead of portion of portion of it may result in over processing of document. When one print document for editing instead of performing editing on computer can result in over processing leading to waste.

OVERPRODUCTION

Printing document s more than one needed can lead to overproduction and would eventually become waste. Selecting another printer for the same document when the same document is choke/pending in another printer and one fail to cancel it can lead to overproduction. When someone forget to pick a print out from the printer and the document get missing the person might print another leading to over processing. 8

SAMPLES OF WASTE GENERATED ON SITE

CREATE PHASE: RUNNING KAIZEN EVENT

Project Name:
Kaizen event team meeting agenda Target area/departments Date and Time Venue/Room# Desired Outcomes: ESR, Exploration, Site service, Security office August September 2011 Recreational Hall Understand the root causes of A4 sheet waste Develop improvement list Future value stream process Method Owner Brain storm/Fishbone diagram/5 whys

Reducing A4 Sheet waste

Desired Outcome Task Perform root cause analysis

Day/Time 30th/Aug/2011 1st /Sep/2011

Team/Kate

Develop Improvement list Develop future value

Brainstorming

Team/Victoria

6th/Sep/2011
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TEAM MEMBERS PERFORMING ROOT CAUSE ANALYSIS

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ROOT CAUSE ANALYSIS: FISHBONE DIAGRAM

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ROOT CAUSE ANALYSIS: FIVE WHYS

THE PROBLEMS
A4 paper waste as a result of printer settings

THE WHYS
When printer settings are not properly set, there are always an experience of print error. Because some people dont have skills about printer settings they turn to print document that result I waste. Instead of reviewing document electronically, they turn to print them out after which they throw them away. Most people after issuing command to a printer and realized that there is choked in the printer queue they then go ahead to issues command to another printer without cancelling the earlier command and as result create waste Because most people dont have knowledge about printer settings they turn to print more document that need resulting in waste. People waste a lot of A4 papers when printer is faulty and IT Department or help desk is not informed. Power fluctuation some times cause damage to printers resulting in mechanical fault. Low tonner cause damage to print out quality and as a result lead to waste generation. Wrongful selection tray during printing can lead to waste of A4 papers. When the printer is faulty it can cause a Jammed paper jammed or pick double A4 sheet instead of one leading to waste.

A4 paper waste as a result of Mechanical Fault

A4 paper waste as a results of Unregulated Access

There are too many people with multiple access to several printers. There are no restriction on printers as a result some people print unnecessarily. Because there are no regulations on the printers most people print document that are not business related e.g. Pictures from the internet. Individuals with multiple access to several printers
Most people dont know how to print front & back and as result waste paper. Most people dont know how to cancel print command from printer queue. Because some people dont know how to print specific part of documents they in turn to print a whole document which result in waste.
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A4 paper waste as a results of Lack of Skills

FUTURE VALUE STREAM

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Recommendations to Reduce Printed Paper Waste in Akyem

Communication Messages
1. 2. 3. 4. 5. 6. 7. 8. 9. Dont print out emails and documents if you dont need to. Set print ranges so you dont print pages with no text. Before printing or making copies, be sure to check your device settings. Print front and back whenever possible. Preview document before printing and print only the pages needed. Think of filing electronically. Check printer queue before issuing print command. keep printer machine area always clean. Do not temper with printer when faulty. Kindly call help desk (50555)

10. Remember printers are for business purpose only.

Technical Solutions
Install duplex paper feeds by default on all printers and encourage their use. Set all printers to economy monochrome mode, urging users to choose colour only if they really need it. Obtain software that will , improve printer utilization and save up to 50% in printing costs by eliminating unnecessary printing, reducing waste and encouraging responsible resource use.
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INTERNAL COMMUNICATION
.

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WORKPLAN FOR IMPLEMENTING THE SOLUTION(S)

STEPS
TRAINING PLAN

OCT 2011

NOV 2011

DEC 2011

JAN 2012

FEB 2012

MAR 2012

COMMUNICATION PLAN

ROLLOUT SCHEDULE

MONITORING & EVALUATION PROCESS

CHANGE MGT PLAN

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COMMUNICATION PLAN
ACTIVITY BY WHOM & WHEN RESOURCES TARGET(S) MEASURE OF SUCCESS

Key Objective: To educate and sensitized employees to reduce A4 paper waste in the offices.
Promote an office culture of printing on both sides of paper By LEAN TEAM, from 24th 28th Oct 2011 Distribute communication support materials. ESR Exploration Site Service HR Project Employees demonstrating culture of printing on both side of paper.

Promote a "Think Before You print" Attitude.

By LEAN TEAM, from 24th 28th Oct 2011

Distribute communication support materials.

ESR Exploration Site Service HR Project

Employees demonstrating attitude of think before you print.

Educate staff to check printer queue before issuing print command.

By LEAN TEAM, from 24th 28th Oct 2011

Distribute communication support materials.

ESR Exploration Site Service HR Project

When employees begins to check printer queue before issuing print command.

Encourage electronic filling of documents.

By LEAN TEAM, from 24th 28th Oct 2011

Distribute communication support materials.

ESR Exploration Site Service HR Project

When more and more employees begin to file their documents electronically.

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TRAINING PLAN
DATE DEPARTMENT TECHNICAL TRAINING TRAINING BY

6/2/12 8:00 -830am 3:00 3:30pm

LEAN BELT TEAM

Printing options & settings Justice Asante

ESR

Printing options & settings Justice Asante

SITE SERVICE

Printing options & settings Justice Asante

TBD TBD TBD TBD TBD TBD TBD

HR

Printing options & settings Justice Asante

EXPLORATION

Printing options & settings Justice Asante

PROJECT

Printing options & settings Justice Asante

SECURITY

Printing options & settings Justice Asante

MANAGEMENT

Printing options & settings Justice Asante

INTERSOCIAL/ DAVICREY

Printing options & settings Justice Asante

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CURRENT NUMBER OF COMPUTERS, PRINTERS & PHOTOCOPIERS

DEPARTMENT
NUMBER OF COMPUTERS NO. OF PHOTOCOPIERS NO.OF PRINTERS

Newmont

218 50 268

Lycopodium

8
8

16
8
20

Total

Monthly Consumption of A4 paper on site

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Monthly Boxes of papers purchased by Department

DEPARTMENTS

MONTH
OCT 2011 NOV 2011 DEC 2011 JAN 2012 FEB 2012 MAR 2012 TOTAL UNIT COST TOTAL COST

Environment Ext Affairs Exploration Security SS/HR Lycopodium Project Comm L&D TOTAL

20 5 20 15 60

2 20 4 20 15 3 15 79

10 5 25 40 10 36 5 15 6

GH 38 GH 38 GH 38 GH 38 GH 38 GH 38 GH 38 GH 38

GH GH GH GH GH GH GH GH

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Error proofing- Reducing errors to reduce costs

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