1Design. Build. Ship. Service.

HR Lean (US & Canada)

Project Owner: Leslie Thompson

Project Sponsor: Jeff Minyard

Project Team: Ana Abina, Monica Ek,

Martin Morales

FY11 & FY12

2Design. Build. Ship. Service.

HR Lean – Agenda

Overview Lean Office Strategy (HR, IT, & Finance)

Overview Project Charter

Key Milestones

Regional HR Lean List

Next Steps

3Design. Build. Ship. Service.

Lean Office Strategy (HR, Finance, & IT)

Objective:

1. Identify the 8 wastes at Office area using VSM for further Kaizen opportunity.

2. Secure “engagement” of leadership and team through Kaizen participation.

2. Establish Best Practices to share and yokoten for further Office productivity improvement.

Scope:

Office functions : IT, Finance and HR.

Measurement:

1.Measured on a Quarterly Basis

2.Measured at a site level (Reported by Business Excellence)

3.Must be HR led to count towards HR Lean Office

4.Only HR participants involved can get credit for their site

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Lean Office Strategy (HR, Finance, & IT)

Embedded as a part of current Operation LMT , Element Number 5- VSM (Changes are

highlighted in Red)

The score for VSM element as a part of Operation LMT in turn will become Office LMT score. Our target remains to take the same >= 3.

5Design. Build. Ship. Service.

HR Lean Charter (US & Canada)

Objective:

1.Develop more efficient and effective HR Operation processes.

2.Work with Sites to meet the GBE Lean Office Strategy requirement.

3.Develop VSM’s and road maps for Regional Key HR processes.

4.Increase level of Lean activity

5.Embed Lean in HR’s DNA.

6.Trystorm

Scope:

USA-Canada. Processes that are driven or supported by HR Operations.

Regional Deliverables:

1.HR List of Regional Lean projects for US-Canada/ Prioritize Lean List of HR Activities

2.Identification of training requirements for all HR Operations

3.VSM (Roadmap) Key Processes

4.Lean activities through the remaining FY11 & FY12 to support site goals.

6Design. Build. Ship. Service.

HR Lean Charter (US & Canada) – Key Milestones

Site Goals for All Office Areas per

quarter:

1 VSM

2 Kaizen

7Design. Build. Ship. Service.

Regional HR Lean List (Priority)

Improve efficiency

of LOA (Return to

Work)

• Result: Current State VSM• Opportunity: Kaizen (3)• Opportunity: SGA (1)

Performance Rating NE Employees

• Result: Current State VSM• Opportunity: Kaizen (1)• Opportunity: TBD (1)

Termination Process

• Result: Current State VSM• Opportunity: Kaizen (2)• Opportunity: SGA (1)

Hiring Process Grade 25

and Below

• Result: Current State VSM• Opportunity: Kaizen (3)

VSM11/8-11/9

All Opportunities will incorporate lean tools including Future State VSM

8Design. Build. Ship. Service.

Item Opportunity Type Value

Intake ProcessDo not have consistent ProcessCheat Sheet or Check List SGA Indirect Labor Time

Employee/Employer Response PlanValidate Entry

Redundancy (Multiple Owners)Instructions UnclearTimeline not clearly definedPayroll and Benefit Deduction Issues (Triggered)Too Many TouchesEmployee is unclear on timeline and actionsSystems Input Kaizen

Clear ProcessDelivery TimeReduce TouchesCustomer Satisfaction

Taking Leave

Overpayment IssueUnderpayment IssuesPoor Communication - systems (Standard, Payroll & Ben)PTO - systems????Leave Type Changes Kaizen

Hard SavingsCustomer SatClear Roles & Responsibility

Return to Work/ Activate Systems

Medical Release to RTW (Workers Comp & ADA)Compliance - no clear processFMLA Conversion to Medical (1 year) - CobraCommunication unclear to employeeSystems Access - Productive Employee Kaizen

Hard SavingsComplianceReduce TouchesClear Roles & Responsibility

Item Opportunity Type Value

Termination Processing & Prep

Who initiates systems Entry in Workday (Mgr/HR)No true ownership of processduplicate documents located in different areas of FlexIntranet & eRoom (Document Control & Management)Termination Packet Creation Kaizen

Reduce TouchesLeadtimeComplianceSystemsSoft Savings

Termination Delivery & Exit

Exit Interview (In-Person, Mail, Address?) & how is it usedMake sure all reimburseables are captured (Sign-On, Tuition, Relo, etc.)Escort to door (Roles & Responsibility)Communication to IT, Security & Facilities SGA

ComplianceAttritionCosts

AssetsAsset Identification and Retreival (Headsets, Laptop, etc.)Imaging Critical Files (Not handing over computer) Kaizen Hard Savings

Item Opportunity Type Value

Interim: Standardized NE Performance Review Process

Consistent Communication on Deadlines & Non-Exempt ProcessManager training for NE ProcessCallibration? (Some Sites do and Some Sites don't)Review of Performance Reviews for ComplianceCommon Spreadsheets and ToolsNeed future state & standardization Kaizen

ComplianceReduce Touch TimeConsistency

Final: Non-Exempt Performance Rating Form & Tracking Format, Spreadsheet, Tool, etc. (Similar to Exempt - More efficient) TBD

Item Opportunity Type Value

Initial Request

Clear Process for Manager/GuideEasy Access to information to complete requisition properlyApproval Process for Requisition (Confusion on who approves, timing, manual, etc.) Kaizen

Reduce Touch TimeCustomer Satisfaction (HM)Consistency

HR Smart

Interaction with Tool (HR Smart)Training on ToolApplicant Tracking/OFCCPRoles & ResponsibilityCandidate DispositionRoles & ResponsibilitiesClose Requisition Kaizen

ComplianceReduce Touch Time

SourcingSourcing - all passive (no search capability - saved searches)Internal Job Applicant Form Confusing Mini-Kaizen

Reduce Touch TimeCustomer Satisfaction (HM)

LOA

Termination

Non-Exempt Performance Rating

Hiring 25 & Below

Eastern

Western

Central

Canada

TBD

9Design. Build. Ship. Service.

VSM Activity

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VSM Activity: Benefits of Coming Together

• Best Practice Shared through differing processes and in some cases we realized that we didn’t have a process just had to accomplish the task.

•Streamlining the process touches and working together helped us identify the opportunity for improvements.

11Design. Build. Ship. Service.

Next Steps

Approve HR Regional Lean Office Charter

Approve HR Lean List Priority (Select Regional VSM) – Selected LOA and Termination as priority then as

time is available complete any or all of top 5

Approve VSM Option (Steering Team or Within Regions) – Approved Steering Team meeting on November

8th & 9th in Charlotte, NC

Communicate during regional Staff Calls Lean Office Strategy and Site Level Participation

Review Outcome of VSM for Priority SGA & Kaizen Opportunities

Approve Priority List for SGA and Kaizen Opportunities from VSM exercise

Communicate Opportunities to the HR Ops Organization

Schedule Kaizen’s, Leaders and Participants

Launch Kaizen Activity in Creedmoore – January (TBD)

EXECUTE