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Lean Project Description

Lean Project Summary

Kier’s A585 Scheme Inspection and Test Plan Lean project resolved paper-based quality observation issues that had caused delays and data loss. Over 10 months, the Quality Manager and IQVT Inspectors reviewed observations and defect processes. Lean tools such as fishbone analysis identified root causes and guided the creation of standardised observation procedures. Actions included introducing Microsoft Forms for real-time data, integrating Clear Box Forms for mobile use, and providing printed forms for immediate access. Benefits included improved data capture, efficiency, and user engagement. Digitisation reduced delays and strengthened data management. Key improvements featured digital ITP submission and enhanced training to ensure swift adoption.

Lean Project Benefits Summary

The project delivered significant positive impacts, including improved data collection with greater accuracy and reduced data loss. Efficiency increased as processes were streamlined, minimising delays. Cost savings were achieved by lowering labour costs and rework rates, resulting in estimated savings of £1,291.24 overall. Quality improved through a reduced rework rate, further enhancing project outcomes. On average, 21.5 observations were made per month, previously taking about 645 minutes (roughly a full working day) to re-enter into the system. After the improvement project, this was reduced to around 300 minutes. Digitisation demonstrated clear value by reducing delays, strengthening data management, and achieving measurable cost savings.

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Lean Construction Development Programme (LCDP) Project

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Stakeholders Involved - Other

Problem Solving Strategy (DMAICT)

Define

The inspection and test plan (ITP) rationalisation project addresses inefficiencies caused by manual paper forms, which can be lost, miscommunicated, or delayed—wasting both paper and time. Digitising forms is expected to boost efficiency by reducing input time and enabling site teams to focus more on delivery. Replacing paper forms also promotes sustainability and reduces waste, while digital storage improves information availability and minimises miscommunication. With effective training, rapid adoption is anticipated. Success will depend on the reliability of the mobile app for site input and the strength of a robust, accessible central database to support ongoing use.

Measure

The project baseline focuses on identifying issues with manually recording quality observations on paper, which often leads to data loss, miscommunication, and delays. The goal is to transition to a digital system to mitigate these problems. To quantify improvements, monthly quality observations will be measured, recording totals digitally versus on paper. Success rates of accurate recordings will be evaluated to establish an operational definition. Data collection involves monthly assessments comparing digital and paper submissions. For sampling, observations will be tracked over the first four months against the baseline period. Comparisons will assess submission counts, accuracy, and completeness to ensure all observations are recorded correctly. Using these metrics, the project can demonstrate efficiency, accuracy, and sustainability gains from digitisation.

Analyse

To address issues identified in the analysis, several Lean methodologies and tools were applied. Monthly observations were examined, considering operational defects both positive and negative. To determine the number of observations returned each month, their application in quality systems and engagement levels were reviewed. Responsibility for this process over a 10‑month period lay with the Quality Manager, IQVT Inspector, and NCR Inspector. Value Stream Mapping was used to visualise the flow of observations and highlight process waste. Mapping the current state of recording, processing, and returns identified bottlenecks, delays, and areas of data loss or miscommunication. In addition, Fishbone Diagrams were created to systematically pinpoint potential causes of problems. Developing a diagram for each major issue helped categorise and visualise root causes, supporting targeted improvement actions.

Improve

Microsoft Forms were introduced for online questionnaires via IT equipment, streamlining observations, reducing manual errors, and enabling real‑time data collection. Clear Box Forms were integrated into the central database, allowing field teams to submit observations directly from mobile devices, improving accuracy and speed. Printed forms were also provided to site teams, ensuring immediate recording without delays from digital tool constraints.
Positive Impact: These initiatives improved data collection by ensuring accurate and complete records, reducing loss and miscommunication. Efficiency gains led to faster submission and processing of observations, minimising delays. Offering multiple submission methods increased site team engagement, ensuring consistent and reliable data.
Improvement Outcomes: This approach delivered higher quality assurance, with more accurate records, improved efficiency, and stronger sustainability through reduced paper use.

Control

To sustain improvement, measures were implemented based on initial success. Continuous Monitoring: The Quality Manager and BIM Manager track how many ITPs are recorded onto the system after training, monitoring site team progress and the percentage of new users. Training and Support: Ongoing training sessions ensure all team members remain proficient in using the system and understand its benefits. Data Management: All information is digitally stored to mitigate the risk of data loss. These measures secure sustained improvement and continued success of the new system, enabling benefits to be realised quickly and maintained over time.

Transfer

Knowledge Gained: Digitising observation processes reduced delays, improved efficiency, and strengthened data management by preventing information loss. Ongoing training supported rapid adoption and maximised system benefits.
Advice: Monitor user engagement and system usage metrics to identify improvement needs and refine processes.
Key Processes Improved: Digital ITP raising increased speed and accuracy, cutting delays. Enhanced training accelerated user adoption, while regular system updates optimised functionality and improved user experience.

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Other Project Benefits

Meeting the needs of all users

Meeting the needs of all users - Other

Improving safety, health & wellbeing for all

Improving safety, health & wellbeing for all-Other

Delivering better environmental outcomes

Delivering better environmental outcomes - Other

Sustain a well-maintained and resilient network

Sustain well-maintained & resilient network- Other

Providing fast and reliable journeys

Providing fast and reliable journeys - Other

Achieve efficient delivery

Achieve efficient delivery - Other

Project Detail

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