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DEFINE

Project Title : To improve overall clearance time of inbound personal shipments at Manila port Project no. : OAS-05-02 Team Leader/Asst : R. Rajan/Olive Sebastian Members : Carina Soriano, Elsa Sumabat, Norie Borja, Oscar Gamil, Gregg Garcia 25 November 2005.

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DEFINE

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  1. Project Title : To improve overall clearance time of inbound personal shipments at Manila portProject no. : OAS-05-02Team Leader/Asst : R. Rajan/Olive Sebastian Members : Carina Soriano, Elsa Sumabat, Norie Borja, Oscar Gamil, Gregg Garcia25 November 2005

  2. DEFINE PROBLEM STATEMENT : There is a need to reduce/improve total clearance time of personal shipments of staff and reduce port costs. GOAL STATEMENT : Reduce the overall processing and clearance time of shipments by 20% in order to better meet staff expectations and needs. Project implementation is June 2005.

  3. DEFINE DEFINE PROJECT SCOPE Focus on data on inbound, household goods sea shpts processed in 2004. The process encompasses shipping arrangements from receipt of shipping documents to clearance of shipments in Manila and delivery to warehouse.

  4. DEFINE High Level Process Map

  5. Detailed Process Map

  6. S I P O C

  7. S I P O C

  8. DEFINE DATA FOR PROJECT Y

  9. CTQ DEFINE

  10. MEASURE Data Collection Plan • Household Goods sea shipments processed in 2004 • Sample size: 59 • Weekends & Holidays not included • Data Source: 2004 Status Report – HHG Shipments • Who will collect/verify data: Olive/Elsa

  11. MEASURE Data Collection Plan Total Processing Time includes: A. No. of Days – DFA file vs DFA Release of Endorsement to ADB (DFA Performance) B. No. of Days – DFA Release vs. Filing at DOF (OAIS-LM Performance) C. No. of Days – Filing at DOF vs. Clearance of Shpt (Broker Performance) D. No. of Days – ATA vs. Clearance of Shpt (Broker Performance) E. Actual Performance of Broker – Lower value of C & D Total P = A + B + E + 1* * 1 day processing from receipt of shipping documents to Filing at DFA

  12. MEASURE Data Collection Form Data Sheet

  13. MEASURE Specification Limits • LSLUSLTarget • DFA File vs. DFA Release 1 3 2 • (DFA Performance) • DFA Release vs. DOF File 1 2 1 • (OAIS-LM Performance) • Actual Broker Performance 1 5 3 • Total Processing Time + 1 4 11 7

  14. MEASURE Minitab Statistics Descriptive Statistics: DFA Total Variable Count N N* CumN Percent CumPct Mean SE Mean TrMean StDev DFA 59 59 0 59 100 100 2.542 0.173 2.415 1.330 Sum of Variable Variance CoefVar Sum Squares Minimum Q1 Median Q3 DFA 1.770 52.33 150.000 484.000 1.000 2.000 3.000 3.000 Variable Maximum Range IQR Skewness Kurtosis MSSD DFA 10.000 9.000 1.000 3.04 16.39 1.759

  15. MEASURE Minitab Statistics

  16. MEASURE Minitab Statistics

  17. MEASURE Minitab Statistics Zlt = Ppk x 3; 0.12 x 3 = 0.36 Zst = 1.5 + Zlt; 1.5 + 0.36 = 1.86 Sigma

  18. MEASURE Minitab Statistics Descriptive Statistics: OAIS-LM Total Variable Count N N* CumN Percent CumPct Mean SE Mean TrMean StDev OAIS-LM 59 59 0 59 100 100 1.0847 0.0366 1.0377 0.2809 Sum of Variable Variance CoefVar Sum Squares Minimum Q1 Median Q3 OAIS-LM 0.0789 25.89 64.0000 74.0000 1.0000 1.0000 1.0000 1.0000 Variable Maximum Range IQR Skewness Kurtosis MSSD OAIS-LM 2.0000 1.0000 0.000000000 3.06 7.62 0.0862

  19. MEASURE Minitab Statistics

  20. MEASURE Minitab Statistics

  21. MEASURE Minitab Statistics Zlt = 0.08 x 3 = 0.24 Zst = 1.5 + 0.24 = 1.74 Sigma

  22. MEASURE Minitab Statistics Descriptive Statistics: Broker Total Variable Count N N* CumN Percent CumPct Mean SE Mean TrMean StDev Broker 59 59 0 59 100 100 3.966 0.288 3.774 2.213 Sum of Variable Variance CoefVar Sum Squares Minimum Q1 Median Q3 Broker 4.895 55.79 234.000 1212.000 1.000 2.000 3.000 5.000 Variable Maximum Range IQR Skewness Kurtosis MSSD Broker 11.000 10.000 3.000 1.43 2.31 4.819

  23. MEASURE Minitab Statistics

  24. MEASURE Minitab Statistics

  25. MEASURE Minitab Statistics Zlt = 0.16 x 3 = 0.48 Zst = 1.5 + 0.48 = 1.98 Sigma

  26. MEASURE Minitab Statistics Descriptive Statistics: Total P. Total Variable Count N N* CumN Percent CumPct Mean SE Mean TrMean StDev Total P. 59 59 0 59 100 100 8.576 0.351 8.377 2.692 Sum of Variable Variance CoefVar Sum Squares Minimum Q1 Median Q3 Total P. 7.248 31.39 506.000 4760.000 4.000 7.000 8.000 10.000 Variable Maximum Range IQR Skewness Kurtosis MSSD Total P. 17.000 13.000 3.000 1.10 1.48 7.353

  27. MEASURE Minitab Statistics

  28. MEASURE Minitab Statistics

  29. MEASURE Minitab Statistics Zlt = 0.29 x 3 = 0.87 Zst = 1.50 + 0.87 = 2.37 Sigma

  30. MEASURE ProcessCapabilitySummary • MeanTargetST Capability • DFA Performance 2.542 2.0 1.86 • B. OAIS-LM Performance 1.0847 1.0 1.74 • C.Actual Broker Performance 3.966 3.0 1.98 • D. Total Processing Time + 1 8.576 7.0 2.37

  31. ANALYZE Defects Count

  32. PARETO CHART MEASURE

  33. CAUSE & EFFECT ANALYZE

  34. CAUSE & EFFECT ANALYZE • #1 Cause:Delay in Receiving Documents • Analysis: • Need to increase staff awareness on importance of receiving shipping documents early. • Apart from the Staff Information Handbook, staff needs to access important shipping information while still at origin which may be relayed directly and accurately to the origin mover. • should be short, 1 page, can be handed over to the mover

  35. CAUSE & EFFECT ANALYZE

  36. CAUSE & EFFECT ANALYZE • #2 Cause:Delay at the DOF • Analysis: • Need to coordinate with the DOF for an alternate signatory in case of absence of main signatory. • Need to strictly monitor the approval dates of 2nd Endorsements by the DOF. 3. Need to strictly monitor the clearance performance of broker based on the approval of 2nd endorsement by the DOF.

  37. IMPROVE ProposedSolutions • Provide staff, while still at origin, with vital information containing • shipping instructions which can be handed over to the origin agent. • Shipping Instructions – for origin agent (ITOM) Commencement: Since 01 June 2005 • 2. Monitoring sheet to include additional dates for: • Receipt of shipping documents • Approval of 2nd Endorsement by DOF Commencement: Since 01 June 2005 • 3. Coordinate with brokers to submit copies of approved DOF 2nd • endorsements. Commencement: Since 01 June 2005

  38. Project Implementation CONTROL • From 1 June 2005, all new staff with signed offer letters were sent the ITOM by e-mail • To date, only 10 shipments have arrived and cleared thru Customs • Data sample size for this review = 10

  39. CONTROL Revised Specification Limits • LSLUSLTarget • Recpt of Docs vs DFA File 0 1 1 • (LM Performance) • B. DFA File vs. DFA Release 1 3 2 • (DFA Performance) • C. DFA Release vs. DOF File 1 2 1 • (LM Performance) • D. Broker Performance 1 5 3 • E. Total Processing Time 3 11 7

  40. Process Capability Charts CONTROL A. LM1 – Receipt of Docs to DFA File

  41. Process Capability Charts CONTROL

  42. Process Capability Charts CONTROL B. DFA Performance

  43. Process Capability Charts CONTROL

  44. Process Capability Charts CONTROL D. Broker Performance

  45. Process Capability Charts CONTROL

  46. Process Capability Charts CONTROL E. Total Processing Time

  47. Process Capability Charts CONTROL

  48. CONTROL Process Capability Comparison

  49. Benefits CONTROL • With the implementation of proposed solutions, total processing time was reduced from an average of 8.58 days to 6.40 days or a reduction of 25.41% in clearance time. • Process Sigma improved from 2.37 to 4.10.

  50. Soft Savings CONTROL • Soft Savings – 25.41% reduction in clearance time results in: • Savings in storage and demurrage costs of US$1,542.00 per year for shipments processed within 7 days or faster. • Increased customer satisfaction – staff will be able to settle down faster and concentrate on work. • Savings in staff time previously spent on correcting errors in documentation, explaining delays to staff, arguing with agents, etc., may be diverted to more profitable work. • Enhanced relationship with agents due to clear guidelines and instructions received from ADB

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