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Lean Project Description

Lean Project Summary

Manual end-of-month reporting was slow, repetitive, and prone to errors due to outdated, non-live data and excessive repetitive work. Using Lean tools like process mapping and cause-and-effect analysis, major issues were identified in data collection and standardisation. Power BI was implemented to automate KPI extraction and reporting, creating live dashboards that reduced preparation time, improved accuracy, and enabled real-time decision making. Sustained improvements came from clear guidance documentation and automated monthly email reminders for manual inputs. The new process streamlined reporting, reduced stress, increased data reliability, and offered a scalable model, now being adopted across multiple Kier projects.

Lean Project Benefits Summary

The new automated reporting system brought substantial benefits, including a 36-hour reduction in monthly data-gathering time, cutting effort from 48 to 12 hours. This efficiency led to a labour cost saving of £1,440 per month. The adoption of live dashboards and standardised processes improved data accuracy, encouraged real-time insights, and reduced repetitive manual tasks, making reporting quicker and less stressful. Additionally, the platform’s improved visibility boosted Health and Safety observations to about 15 per month, supporting a safer work environment. These improvements provide a scalable, high-impact solution now being used across multiple Kier projects.

Roads Period Efficiency Reported

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Lean Construction Development Programme (LCDP) Project

NoYes

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Stakeholders involved in project

Stakeholders Involved - Other

Problem Solving Strategy (DMAICT)

Define

Each month, the project team is required to create updated reports for the client, allowing them to stay up to date with all key performance indicators for the project. Manual extraction and compilation of monthly reporting data created significant inefficiencies, duplication of effort, and stress for stakeholders, particularly at the end of each month when KPIs needed timely delivery. Automating data extraction and report generation promised a reduction in time spent, enabled live access to performance information, and minimised repetitive activity. This required close management of dependencies, including reliable data inputs from current systems, integration of information-gathering sheets, and ensuring the automated solutions worked seamlessly with existing tools.

Maintaining data accuracy, successful graphical automation, and engaging users with the new process were also essential considerations for success.

Measure

Measuring required KPIs and understanding data sources involved several meetings with section leads to ensure accuracy for external users. To assess the time and actions taken to improve KPIs, it is essential to define operational terms and understand project production and progress in order to determine monthly improvements. The collection and sampling process relies on the current reporting framework, which must be implemented and refined to establish whether the time and effort invested deliver functional outputs. Monitoring the time and results of the reporting process is necessary to evaluate its effectiveness. Analysing outputs over time will help determine whether monthly reporting provides meaningful results.

Analyse

To resolve the issue, the team used Lean tools such as process mapping and fishbone (cause-and-effect) analysis. Process mapping helped to visualise each step of the monthly reporting process, clearly highlighting delays, bottlenecks, and duplications. The fishbone analysis enabled the team to break down root causes, revealing that outdated data sources, manual data conversions, and inconsistent formats were responsible for both the time-consuming nature of report collation and the delivery of non-live, less relevant information. Key observations included excessive manual intervention, data being stored in multiple locations, and a lack of standardisation each contributing to hours lost and an increased risk of errors every month. Historical data was not live, and collating these records required several hours each month to alter formats and compile information for distribution.

Improve

Actions taken included the implementation of a Power BI dashboard to automate the collection and reporting of monthly KPIs. By integrating live data sources and establishing automated flows, the team gained access to real-time information for analysis with minimal manual input. This made reporting faster and more accurate, ensuring key project data was readily available to support informed decision-making. The positive impact included a significant reduction in time spent preparing reports, improved data accuracy, and increased stakeholder confidence. Teams experienced a less stressful month-end process, fostering a more productive and positive working environment, while also enabling quicker responses to trends or issues through immediate data visibility.

Control

To sustain the improvement, a guidance document was developed to explain how, where, and when data should be collected and entered, ensuring users understood the process. In addition, an automated monthly email reminder was introduced to prompt timely manual data entry into the dashboard. These measures helped maintain data consistency and kept all team members aligned.

Key points to monitor going forward include ensuring the guidance document remains current, the reminder system functions correctly, and periodic checks confirm that data is being entered consistently and accurately. Regular user engagement and support also remain essential to address any technical or process changes.

Transfer

The project demonstrated the value of automating data collection and reporting, delivering significant benefits to both individual projects and the wider company. The approach is adaptable and can support future projects across different work areas. Key processes improved included streamlining data gathering, automating report generation, and ensuring consistent data input through documentation and reminders. This knowledge has been implemented across all Kier projects, providing substantial benefits not only to the project but to the wider company The process will continue to be adapted for other areas and different types of work, offering further support to similar projects in the future.

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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

National Highways Directorates involved in project

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