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Process Improvement Request Tracker

Develop a holistic digital environment for the Kaizen request process, from ideation to execution. This platform promises to enhance transparency, quicken timelines, and produce actionable data insights — in true spirit with Kaizen principles.

Overview

Continual improvement is non-negotiable!

Customer: Global Heath Exchanger Manufacturer
Objective: Digitize, track and implement Kaizen requests

Challenge

In the traditional system, once a Kaizen request is initiated, it is manually routed through various stages including validation, approvals, and implementation. Due to the manual nature of this process, many requests faced significant delays, particularly during the validation and approval stages.

Current conventional Kaizen request approaches:

Lack efficiency and heavily rely on manual input.
Encounter miscommunications due to a disjointed communication framework.
Struggle with tracking and implementing broader organizational improvements.

These delays were often caused by:

Validators or approvers being unaware of new requests.
No system in place to prioritize or flag urgent requests.
Cumbersome back-and-forths due to lack of clarity or missing information.

Solution

Originator Interface: Tailor-made Power Apps interface integrated with SharePoint Lists for traceability.
Validator Interface: Automated notifications via Power Automate with a custom Power Apps interface for validation.
Approver Interface: Power Automate drives the workflow, with Power Apps providing an interaction overview.
Implementer Interface: Power Apps dashboard presents prior interactions, with Power BI updating request statuses.
Analytics & Dashboard: Power BI synergizes with SharePoint Lists for a dynamic dashboard, providing holistic insights

Implementation

Current Process State:
Manual Intake and Physical handovers risk delays and information loss.
Verbal/Written feedback elongates timelines.
Manual Approvals may lead to miscommunications.
Implementations occur without traceability.
Data is stored in disparate locations.

Future Digital Process State:
Standardized data capture via Power Apps.
Power Automate ensures instant availability to validators and streamlines the request process.
Transparent Feedback Loops via Power Apps.
Streamlined approvals through the same platform.
Centralized Data Storage on SharePoint Online.

User Journeys:
Originator: Recognizes process flaws, uses Power App to submit observations, and transitions to the waiting phase.
Validator: Prompted by notifications, assesses the submission via Power App, and concludes by forwarding or returning the request.
Approver: Reviews previous interactions and approves or declines the request.
Implementer: Focuses on execution using all prior data and updates the system upon task completion.

Technology Stack:
Microsoft Power Platform: Power Apps, Power Automate, Power BI
SharePoint Online: Data integrity, accessibility, and integration

Results

Putting in place the all-encompassing digital space for Kaizen requests has led to:
Better efficiency: Processing time has been cut down by a large amount since human processes were replaced with digital ones.
Better communication: Automated feedback loops and alerts have made it easier for people to work together and cut down on misunderstandings.
Centralized data keeping makes it possible to keep track of requests in real time, which improves tracking and makes sure that everyone is responsible.
Actionable insights: Power BI screens give you a lot of information about analytics, which helps you make smart decisions and keep getting better.

Conclusion

Integrating Kaizen principles with tech stack elevates the very idea of continuous improvement. Embracing this change empowers organizations to be forward-thinking, data-centric, and swift in their quest for unparalleled operational excellence.