Project Charter

1. Project Title : Improvement of Event ID Issuance ProcessTeam Leaders : M. C. Abad, Jr. and R. SalvoChampion : Director CécileGregory Members : C. Araullo; P. Calcetas; L. Escalante; E. Gonzales

2. Project Charter DEFINE 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.

3. Project Charter DEFINE 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.

4. Project Charter DEFINE 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.

5. DEFINE Time Line DEFINE MEASURE ANALYZE IMPROVE CONTROL February – March April May June July 60 days 30 days 30 days 30 days 30 days 5

6. DEFINE SIPOC Diagram

7. Registration Phase Logistical Arrangement Phase Event ID Production 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) Public Awareness Materials Visa/s Arrangements Catering Requirements Air Travel Registration/Events ID Hotel Accommodations Facilities, Equipment, and Furnishings END START DEFINE High Level Process Map EVENTS MANAGEMENT PROCESS • 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 Project Focus on these processes

8. DEFINE • 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 IDsbecause 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

9. DEFINE CTQ Matrix

10. Baseline Data 2008 MEASURE Summary of Time Spent for Participants to be Issued an ID

11. Baseline Data 2008 MEASURE Summary of Time Spent for Participants to be Issued an ID

12. Baseline Data 2008 MEASURE

13. Comments on Baseline Performance 2008 MEASURE • 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

14. MEASURE Correlation Processing Time vs Number of participants

15. MEASURE Baseline Process Capability Baseline Process Capability: Ppk= -0.05, Sigma =-0.61 Defects per Million= 729,696

16. EVENTS ID PROCESSING DETAILED PROCESS MAP DER submits final lay-out of event materials to LM for final production HDU fills out online “Publishing Request Management System” for required event materials SE coordinates with the Security Team (ST) event ID processing DER prepares draft lay-out of required event materials; submits to HDU for approval SE receptionist issues “Events” temporary pass to participants SE informs HDU or EMU name of participant NO Is the event more than 1 day? ST takes photo and indicate name of participant at the back of photo paper Puts over the laminating sheet in specific event ID and insert photo ST 1takes photo of the participant and print YES EMU gives ID with printed name to ST 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 NO YES Off-site ID processing is arranged with SE Laminates event ID with photo Less than 60 external participants ST 2 cuts photo to size EMU coordinates with hotel/s detailed arrangements for off-site ID processing Punches ID hole HDU/EMU hands over to participant the specific event ID HDU/EMU inputs in VISREG name of participant EMU prints on clear gum label form name of participant YES NO Inserts ID clip or lanyard Registered Participant EMU conveys to SE detailed arrangements with hotel/s concerned Displays processed ID on registration table SE coordinates Security Team required for off-site ID processing LM coordinates production of event materials for delivery directly to HDU or EMU Participant hands over to security staff specific event ID; or queue as required ST prepares all required equipment and material for ID processing and proceed to venue EMU input in VISREG names of participants START END EMU receives all venue-related event materials (which includes the specific event ID) 1 2 3 2 1 3 EMU 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. 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/ST/Participant locate processed ID, hand-over to participant, and retrieve the “Events” temporary pass

17. MEASURE Quick Wins Initiatives • 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)

18. ANALYZE 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

19. ANALYZE 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

20. ANALYZE

21. ANALYZE Cause-and-Effect Diagram (Initial) METHOD MACHINE EMU database and VISREG incompatible Segregated, repetitive, and redundant process Camera/Printer being used for other requirements • 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 Set-up of event-specific ID processing center takes time Delays in the processing time for Issuance of Events ID Availability of printed ID form as endorsed by DER Lack of manpower in EMU Non-receipt of registration form and/or confirmation of participation Delayed submission of Publishing Request to DER Non-inclusion of event ID format in request to DER Delayed nomination from concerned DMCs/Institutions Late or did not receive invitation from ADB on time Availability of plastic laminating sheets, ID clips or lanyard Workshop dates not firm or determined at the last minute MATERIALS MANPOWER

22. ANALYZE Cause-and-Effect Diagram (Initial) NC C NC NC NC Controllable; to be addressed by EMU METHOD MACHINE EMU database and VISREG incompatible Segregated, repetitive, and redundant process Camera/Printer being used for other requirements • 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 Set-up of event-specific ID processing center takes time Delays in the processing time for Issuance of Events ID Availability of printed ID form as endorsed by DER Lack of manpower in EMU Non-receipt of registration form and/or confirmation of participation Delayed submission of Publishing Request to DER Non-inclusion of event ID format in request to DER Delayed nomination from concerned DMCs/Institutions Late or did not receive invitation from ADB on time Availability of plastic laminating sheets, ID clips or lanyard Workshop dates not firm or determined at the last minute MATERIALS MANPOWER

23. IMPROVE EMU coordinates with Host Division/Unit (HDU) shortened event title (if applicable) and background color scheme HDU endorses prototype EMU sends to HDU ID prototype 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 START END EVENTS ID PROCESSING FLOW CHART (Enhanced System)

24. IMPROVE 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

25. IMPROVE

26. IMPROVE

27. Implementation Plan IMPROVE DEFINE

28. Implementation Plan IMPROVE DEFINE

29. IMPROVE DEFINE Mann-Whitney Test Ho = median ID issuance times are the same Ha = 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)

30. IMPROVE FAILURE MODES AND EFFECTS ANALYSIS (FMEA)

31. IMPROVE FAILURE MODES AND EFFECTS ANALYSIS (FMEA)

32. IMPROVE FAILURE MODES AND EFFECTS ANALYSIS (FMEA)

33. CONTROL

34. CONTROL

35. CONTROL Target 0.75 minutes or 45 seconds per participant Old Process: 2 minutes per participant Old process as ID materials have been prepared Improved Process: 30-45 seconds per participant

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.