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Control Plans. Presented By The University of Texas-School of Public Health.
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Control Plans Presented By The University of Texas-School of Public Health This material was produced under grant number SH-22316-SH-1 from the Occupational Safety and Health Administration, U.S. Department of Labor. It does not necessarily reflect the views or policies of the U.S. Department of Labor, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. Government.
Learning Objectives By the end of this module participants should be able to: Identify the concept of a control plan Identify the importance of a control plan Describe the five elements of a comprehensive Control Plan Define project sign-off
DAY 3 5 Phase Define The DMAIC Process with Tools • Tools: • Controls Plans • Lean Visual Controls • Mistake Proofing (Poke Yoke) Measure Analyze Improve Control
What is a Control Plan? A control plan is: A written summary for monitoring or controllingprocesses or variation A formal document that details all control methodsused to meet goals A living document to be updatedas new measurement systems and control methods are added for continuous improvement Often used to create concise operator inspection sheets An ESSENTIALportion of final project report A control plan is not: A replacement for instructional informationcontained in detailed operating, maintenance, or design manuals
Why is a Control Plan Necessary? Sustainability Control plans require stakeholders to follow designated control methods to guarantee quality throughout system Prevents the need for constant heroes in an organization who repeatedly solve the same problems Control plans are becoming more of a customer requirement • Track benefits • Reference for results not sustained
Who Should Create a Control Plan? The team working on the project ANYONE who has a role in defining, executing or changing the process: • Associates • Technical Experts • Supervisors • Managers • Site Manager • Human Resources
Five Control Plan Elements • 1 1. Aligning Systems & Structures 2. Documentation Plan 3. Monitoring Plan 4. Response Plan 5. Training Plan
Five Control Plan Elements 1. Aligning Systems & Structures 2. Documentation Plan 3. Monitoring Plan • Process owners accountable to maintain new level of process performance. • The team develops the Control Plan by utilizing all available information from the DMAIC phases. 4. Response Plan 5. Training Plan
1. Aligning Systems and Structures Create a control plan that supports people to change their behaviors permanently • Performance goals/objectives • Policies/procedures • Job descriptions • Incentive compensation • Incentive programs, contests, etc Evaluate measurements to ensure they align with desired behaviors Beware of multiple measures for the same desired behaviors
2. Documentation Plan Documentation is necessary to ensure that what has been learned from the project is shared and institutionalized Used for on-going training Must be updated prior to transition to customer (Final Report) Items to be included in the documentation plan Roles and responsibilities Updated process maps/flowcharts Procedures (SOP’s) FMEA Training manuals Monitoring plan Response/ escalation plan Change management process (updates, ownership)
3. Monitoring Plan Purpose Assures gains are achieved and sustained Provides insight for future process improvement activities Sustainability Functional managers are responsible for adherence to the monitoring plan Training and accountability Statistical process control Control charts Posted in area where data collected, plotted real-time Record actions taken to achieve in-control results. Alert Management Signals to trigger action (can be visual and/or audible) Red/yellow/green reports or pagers to signal process performance 5S is necessary for Visual Management
4. Response Plan Response plans—outline process(es) to follow when there is a defect or Out of Control point from monitoring: Out of control point on control chart Non random behavior within control limits in control chart Condition/variable proven to produce defects present in process Method for keeping track of defects or “out of control” points over time Components of response plan: The triggers for a response What are the failure modes to check for? Usually monitor the highest risk x's in the process Document the recommended responses and responsibilities Communication strategy for updates
5. Training Plan Who? Who requires training? People who are involved in or support the process or are impacted by the improvement Employees new to the process, department, etc. or needing a refresher Who will provide the training (and create the training materials)? The planning, development and execution is a responsibility of the project team What? What topics or modules need to be covered? Should different modules be available for different audiences? When? When will training be conducted? Consider busy seasons, different shifts, how long will the training take How? In what format will the training be delivered? Some options include online (CBT), workshop, on-the-job, etc.
Project Sign Off Establishing a Control Plan is an essential element to successfully closing a project • Best method to assure acceptance of a Control Plan is having supervisors and management for the area involved. • During your report-out, remember to highlight specific changes to the process that are included in your Control Plan • Communicate where the Control Plan lives, and the Change Management Plan for making changes and communicating those changes to all involved parties
In teams, select an element of one project and create a Training Plan to address the following questions: Who? Who requires training? Who will provide the training (and create the training materials)? What? What topics or modules need to be covered? Should different modules be available for different audiences? When? When will training be conducted? How? In what format will the training be delivered? Exercise # 1:
Summary • A control plan is a written summary for monitoring or controlling processes or variation. • Five Control Plan Elements • 1. Aligning Systems & Structures • 2. Documentation Plan • 3. Monitoring Plan • 4. Response Plan • 5. Training Plan • Best method to assure acceptance of a Control Plan is having supervisors and management for the area involved.
