Question

Consider a process with which you are familiar. it can be one that involves your work (e.g., conducting a laboratory test) or one that involves your home life (e.g., making a home improvement). It should be a fairly involved process (target between 10 to 20 steps). Map the process using flow chart symbols. You may use any program with sifficient drawing capability to properly display the required symbols, but you may find that PowerPoint, MS Visio, or Word may be the easiest to use. Next, determine how long each of the process steps takes. Then, determine which of the steps adds value to the process and which of the steps do not add value. Calculate the ratio of value added time to total time (this is sometimes called velocity and it is expressed as a percentage). Lastly, determine which of the non-value added steps could be eliminated (please note, sometimes non-value added tasks may need to be completed inorder to make a process function or meet regulatory requirements) and discuss what would need to happen to eliminate these steps, Your submission should include the following:

1. A flow chart of the original process

- Use standard flow chart symbols

- Annotate the duration of the task

- Distinguish between value added and non-value added steps

- The calculated ratio of value added to total time

2. A flow Chart of the revised process

- Use standard flow chart symbols

- Annotate the duration of the task

- Distinguish between value added and non-value added steps

- The calculated ratio of value added to total time

3. Discuss the requirements for moving from the original to the revised process.

- Make sure your discussion is in APA format

- Your discussion should be between 250-500 words

Answer 1

In this post, I will be sharing the process flowchart that was revised for the Rewards and Recognition Committee to select candidates for the awards. Initially, when I took up the leadership position for the committee, the acceptance rate for the committee was very less due to lack of transparency and employees felt that the selection procedure was biased. Due to these reasons, my team and I took steps to revise the entire process for the selection procedure. Below, you can find the flowchart for the committee’s old and new process.

• In the old system, the voting link is just sent to the employees to vote for the surveys. This was considered as a value-added task as it is the important part of the process. However, due to non-acceptance, the voting number was very less. The time to vote for the survey was 0.5 hours.
• Then, the team lead downloads the survey feedback and shares to the team members. This is a value-added activity and the time taken was 1.5 hours.
• The Team Lead collects feedback from Team Managers- Non-value added task as the activity is redundant. Time taken is 1 hour hours as it is difficult to contact the TM.
• The Team Lead collects all the feedback and shares to the team members.- Value-added task and time taken is 2 hours.

Total time- 5 hours.

Value added time- 4 hours.

The ratio of value added to total time- 4:5

In the new system, the process was revised as below-

• Awareness session to employees on selection criteria redesign- value added task- time taken- 1 hour.
• Flash ads to highlight the importance of the voting system- value added task- time taken 15 minutes.
• Voting survey link was sent to employees to vote in the new survey questionnaire- value added task- time taken 15 minutes.
• Team lead downloads the survey with two other members- value added task- time taken -0.5 hours.
• Team lead segregates the downloaded data- value added task- time taken- 0.5 minutes
• Data is shared with the committee members to avoid redundancy- value added task- time taken 15 minutes.
• Team members are assigned two nominees for each category for evaluation- value added task- 0.5 hours.
• The respective committee members sends emails to the team managers for the feedback- value added task- time taken 0.5 hours.
• Feedback is collected by a deadline- value added task- time taken 15 minutes
• Members meet and give weightage to the feedback- value added task- 15 minutes.
• Final results are sent to top management for evaluation- value added task- 15 minutes.
• Final decision on the winners are taken together by the management and the committee- value added task- time taken 0.5 hours.
• Results are shared during the ceremony and the employees are awarded- value added task- time taken 0.5 hours.

Total time= 5.5 hours

Value added=5.5 hours

The ratio of value added to total time- 5.5:5.5

From the two systems, it is evident that the old system had one hour of non- value added task that was removed and the new system had a total time of 5.5 hours to complete the whole process and all were value added tasks that contributed to the success of the process. The result was that the new process was accepted by the employees and the participation rate increased to 99%.

NEW SYSTEM