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Visual Performance Management Benefits
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Project Summary
Lean Project Name
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Unique ID
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Lean Project Description
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Lean Project Summary
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Regulatory Monitoring & ORR Relations SharePoint Improvements
Lean Project Benefits Summary
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Distinct working areas for both teams with clear ownership of documents to avoid confusion for our stakeholders, improved user satisfaction and average user time.
Roads Period Efficiency Reported
RP1 2015-2020
RP2 2020-2025
RP3 2025-2030
N/A
Efficiency Value Assured
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Efficiency Register ID
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Lean Construction Development Programme (LCDP) Project
Lean Construction Development Programme (LCDP) Project
No
Lean Construction Development Programme (LCDP) Project
Yes
Supplier
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Contact Email
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Stakeholders involved in project
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Stakeholders Involved - Other
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Problem Solving Strategy (DMAICT)
Define
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Following a divisional restructure , the Regulatory Monitoring Team were split into two distinct teams but still using the same internal SharePoint page. This had the potential to cause confusion with our internal stakeholders as it wasn't clear what each team was responsible for. Also, the existing RMT SharePoint was not updated regularly, consisted of unstructured filing and a lack of archiving.
Measure
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To get a baseline I used a MS Form survey with a Net Promoter score to measure user satisfaction , I also used the activity tracked on the existing RMT SharePoint to measure the average time spent per user.
Analyse
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As part of my line manager's Lean advocate visual performance board project huddles, we used the 3C's and I identified a concern with the current RMT SharePoint. I then used a quad of aims, the Kipling analysis and the stakeholder analysis tool. Next I looked at my baseline measurement and data collection plan, as this was improvements to a SharePoint page, I had limited options so I used a MS Form Net Promoter score and the SharePoint activity tracker. I used the root cause analysis fishbone and identified the following root causes: - Environment - Sharing a SharePoint page made it unclear as to what each of the two teams did. - People - Divisional restructure and new team members, unstructured filing, lack of regular archiving, page not updated regularly.
Improve
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From the user survey, the preferred option was to create a new ORR Relations Team SharePoint rather than updating and keeping the existing page. Following discussions with both teams about file ownership and what they would like to see on the new page, I set up a new ORT SharePoint page and transferred all associated files, I then communicated this with the stakeholders I identified in my stakeholder analysis,. After 4 weeks of the new ORT SharePoint going live, the average user time on the RMT SharePoint has dropped by 49%, from 9m 54s to 3m 18s, this was because users were finding the information they wanted more easily.
Control
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To sustain this improvement I have set time in my calendar each month to update the ORT SharePoint, the Regulatory Monitoring team have also updated their page. My colleague has recently undertaken an additional Lean improvement project to implement some structure to the filing and remove any duplications.
Transfer
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I have learnt not to try and jump straight to finding a solution before working through the Lean tools. A key improvement was having a dedicated, informative team SharePoint page.
What Lean Tools & Methodologies were used for your Lean Project?
If Other, please specify
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Other Project Benefits
Meeting the needs of all users
Meeting the needs of all users - Other
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Improving safety, health & wellbeing for all
Improving safety, health & wellbeing for all-Other
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Delivering better environmental outcomes
Delivering better environmental outcomes - Other
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Sustain a well-maintained and resilient network
Sustain well-maintained & resilient network- Other
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Providing fast and reliable journeys
Providing fast and reliable journeys - Other
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Achieve efficient delivery
Achieve efficient delivery - Other
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Project Detail
National Highways Directorates involved in project
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Division
Scheme Name
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Scheme PIN
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Was a Departure Required?
Was a Departure Required?
No
Was a Departure Required?
Yes
DAS Reference
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How would you categorise your Lean project?
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