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OAS-06-020-(2W)

OAS-06-020-(2W).

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OAS-06-020-(2W)

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  1. OAS-06-020-(2W) Project Title : To improve the disposal process of confidential documents in an efficient and effective mannerChampion : Ken CheeTeam Leader : Sunil MitraAsst. TL :Manny MabalotMembers : Nestor Martin Cindy Bernal Lito Baldisimo

  2. Project Charter Business Case To achieve efficiency in administrative services, OAS is constantly reviewing and streamlining its procedures and processes. In so doing, we would like to introduce new methods to ensure that confidential documents are properly collected and shredded. A sampling done in May 2006 of recycled paper showed that there were 45 confidential documents from 22 unit/section/dept. Data analysis using the pareto chart shows that significant part of the recovered confidential documents came from CTL & TD, the two financial departments of ADB.

  3. DEFINE Problem Statement: Some confidential documents are inadvertently improperly discarded, which may lead to potential damages to the Bank. Project Goal: To improve the disposal of confidential documents in ADB and reduce the number of incidents to 0%.

  4. High Level Process Map Handling of discarded confidential documents DEFINE Sorts documents Confidential? or with back to back printing? No Start Store for reuse/ recycling Yes • Dept/Offices discard confidential • ADB documents through • Black waste bin • Sealed envelope, labeled confidential • Copy Centers Send for shredding End Receives/collects paper for disposal

  5. Detailed as-is Process Map DEFINE

  6. Confidential Document Handling Operations DEFINE CTQs S I P O C Supplier Input Process Output Customer ADB Staff Contractor (HMR) EGSI staff Used Paper (confidential & non-confidential) Discards Documents Collects Paper Sorts/ Classifies Shreds Store for recycling No-leakage of ADB confidential documents ISO targets for paper recycling Management ADB wide ISO Secretariat Maintain confidentiality of ADB documents ISO Compliant

  7. CTQ DEFINE

  8. MEASURE Recovered Confidential ADB Documents, May 2006

  9. MEASURE Recovered Confidential ADB Documents, May 2006

  10. Pareto Chart of Recovered confidential documents per Dept MEASURE

  11. Pareto Chart of Recovered confidential documents as per type MEASURE

  12. Detailed as-is Process Map ANALYZE

  13. Process Sigma ANALYZE Total no. of documents (300 kgs x 50 docs/kilo) = 15,000 Total recovered confidential documents = 45 DPMO = Total recovered documents / Total no. of documents x 1,000,000 = 45 /15,000 x 1,000,000 = 3,000 Compute Z score: by interpolation 4 - 6,210 X - 3,000 5 - 233 X = 4.25

  14. Cause and effect diagram – Discarding ADB documents (initial) ANALYZE Policies/Procedures Process Unescorted hauling& shredding of confidential documents ISO’s EHSMP Improper sorting of collected paper Improper use of waste bin Unclear guidelines on disposal of confidential ADB documents Erroneous turnover /disposal of confidential documents Ineffective disposal of ADB docs Misleading labels of waste bin Big waste bins that have no locks EGSI staff (limited scope) ADB staff (awareness) Unavailability of big waste bins in some areas Contractor, HMR (limited scope) ISO Secretariat (information dissemination) Unlabelled waste bin Equipment/Facility People/Dept

  15. Cause and effect diagram – Discarding ADB documents (with Noise and Control Factors) ANALYZE Policies/Procedures Process Unescorted hauling& shredding of confidential documents N ISO’s EHSMP N Improper sorting of collected paper C C Unclear guidelines on disposal of confidential ADB documents N Improper use of waste bin Incorrect discarding of ADB documents C Ineffective disposal of ADB docs Misleading labels of waste bin C Big waste bins that have no locks N EGSI staff (limited scope) N ADB staff (awareness) C N Unavailability of big waste bins in some areas N Contractor, HMR (limited scope) C ISO Secretariat (information Dissemination) Unlabelled waste bin N Equipment/Facility People/Dept

  16. Survey results on discarding ADB documents ANALYZE ADB staff awareness C Incorrect discarding of ADB documents C

  17. Inspection and Survey of Black Waste Bin ANALYZE C Misleading labels of waste bin C Unlabelled waste bin

  18. ANALYZE Draft paper collected and sorted by EGSI staff C Improper sorting of collected paper

  19. ISO guidelines on discarding documents, extracted from Guidelines for Housekeeping and Safety at workstation ANALYZE C Unclear guidelines on disposal of confidential documents • 5.4 Waste segregation at the Work station • Put paper for shredding, re-use and recycling in the black bin. • Note: Waste segregation strategies under the paper for shredding category are as follows: • Paper marked confidential shall go directly to shredding • Papers not marked confidential but with both sided print shall go directly to shredding. • Papers not marked confidential but other side can still be re-used/re-issued to staff as draft paper. This is part of paper conservation program.

  20. Guidelines on paper conservation IMPROVE • Extracted from EHS Guidelines – Guidelines on conservation and usage of Electricity, water, paper and other office supplies. • 5.3 – Paper and other office supplies • Paper for shredding are collected by the janitors and sorted according to type, shred and sold to accredited paper recyclers.

  21. Sample data – collected draft paper IMPROVE

  22. Proposed solutions IMPROVE

  23. Detailed Process Map – Should be IMPROVE

  24. Risk Assessment for improved Discarding of confidential documents IMPROVE

  25. Stakeholders Analysis for Improved discarding of confidential documents IMPROVE X-current level of commitment O-level of commitment needed

  26. Control and Monitoring – Discarding of confidential documents CONTROL

  27. Random check of Draft paper CONTROL

  28. Random check of Draft paper CONTROL

  29. Random check of Draft paper CONTROL

  30. Random check of Draft paper CONTROL

  31. ADB Today Announcement CONTROL Thursday, 19 October 2006 Disposal of confidential documents To ensure confidentiality of documents, staff members are encouraged to tear or shred confidential papers. You may also put documents for shredding in a sealed envelope labeled "confidential" or "for shredding" and place in black trash bins or in wooden boxes marked 'for shredding' in copy centers near your offices. Nestor Martin, 4214

  32. Process Sigma CONTROL

  33. Financial Benefits Financial Benefits – Confidential Documents Hard Savings Soft Savings

  34. Estimated Time line

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