Daily planning system

01/05/2023 C P CHANDRASEKARAN QUALITY MANAGEMENT CONSULTANT INDIA

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Daily Planning system

C P CHANDRASEKARANINDIA


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Introduction

• We discuss planning in many different contexts.– Strategic planning or business planning – to set the

directions for the entire organisation– Product Quality Planning –to define the

characteristics for the end product and to define the processes and measurements for achieving them

– Daily planning- the systematic way in which day to day activities are planned in a cohesive way


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Daily Planning

• Daily or day to day planning also called daily routine planning is the system of planning for each individual in a group of people working in offices.

• This has its origin and is sometimes referred in TQM books as DWM. (Daily Work Management)


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Planning is essential for every one

• Not only people at senior level need to plan but the people in junior levels also have to plan their own activities in line with seniors.

• Many times the challenge is in keeping the priorities same across the individuals. If the priorities are known and the work is aligned, people are able to plan easily.

• The intent here is to link the levels so that the plans are coherent.


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Let us take a Stores Department in a company having three lvels

HOD

Stores asst Stores asst Stores asst

Stores Officer


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What could pose as a challenge?• Let us say HOD has three things to report

namely a) Time taken for issue 2) stock 3) space utilisation

• In case Stores officer only focusses on shelf life items but not all stock.

• In case the Stores assistant focusses only on updating the stock but only for steel items.

• We will have conflicts all around. People will run around to answer queries and will be tense.


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Let us avoid conflicts by making the priorities clear

• Suppose we have the priorities clearly laid out at all the three levels namely HOD, Sr Stores officer and Stores assistants.

• We do this by a system of measurements of two types CHECK POINTS and CONTROL POINTS.

• Let us see how it works.


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HOD’s priorities

• HOD has multiple tasks. Some of them are – Attending operational meetings, Guiding the

people, Speaking to Vendors, Coordinating Inspection etc

– But say he decides on two things critical atleast for this quarter. They are• Stock of diesel• Receipt Inspection


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He installs check points

• Check Items or check points are the critical things which he will check every week.

• What is the change in stock of diesel? Is it in acceptable range?

• What is the backlog of receipt inspection? Is it in acceptable range?


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Check items

• Check items or check points are usually discrete. It means the numbers are collected and there is a good/not good level for each.

• How much is the change in stock of diesel? 20% or < 20% (ok) >20% (No good)

• How much backlog for inspection this week from last week ? > 20 items (too much?) < 20 (OK)


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Let us take his reportee ie Stores officer

• Stores Officer knows that apart from other things, there two are to be reported and so he has his plan. He says, – “ On diesel, I should know the quantity drawn

every day and the balance remaining”– “Receipt inspection -I need to know if any item

exceeds one business day in waiting for inspection- every day. “


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Control points

• Control points are so called because the data is not reported as good or bad but as actual quantities. ( we also call these as continuous data). Control here means to know the exact status.

• For instance, if you check whether food is hot or cold you are using temp. as check point. If you measure the temperature and evaluate how hot it is then you use it as a control point.


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On diesel quantity, Officer defines a control point

• Every week, HOD asks whether there is a variation of more than 20% or <20%.

• But, Officer asks his asst to report exact quantity and the difference on that day from the previous day every evening before close of office hours.

• Check point for stores HOD was >20% or less than 20% every week has become daily quantity data or it has become control point.


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Let us come to Stores asst. now

• Stores Asst. knows his boss that is the Stores Officer will ask in the evening exact quantity and so he collects every hour how much is the quantity issued and how much is the balance.

• Now we have a system of check and control point running across the hierarchy and this can be extended if required.


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A combination of check items and control items drive the work

HOD

Stores Officer

Stores Asst.

Tell me every week the diesel issue is <20% or

more Tell me every evening how much is the

variation from yesterday

Let us see the qty issued every

hour

Diesel consumption Check item/Monitoring frequency weekly

Control Item/monitoring frequency daily

Control Item/monitoring frequency hourly


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Let us see the second critical aspect receipt Inspection

HOD

Want to know whether >20

items are pending from

last week

Stores Asst.

Stores Officer

Every day how many items are getting cleared and how many

are backlog

What is the time taken for

inspection and what is the time

waiting?

Receipt InspectionCheck item/>20 ?Weekly monitoring

Check item/exact noDaily monitoring

Control item/time taken for inspectionDaily monitoring


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Summary

• We have seen in the above example how the two critical aspects link the three levels namely HOD, Officer and Asst.

• Now can you write a similar Check point/control item list for Productivity of stores employee as shown by completed issue slips/day. (for simplicity assume slips have got equal number of items).

• Wait for two minutes before going to next slide.


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Solution

HOD

Stores Officer

Stores Asst

Productivity target met or

not Productivity Number of

completed slips per day for

each asst in a week

Productivity time taken to

complete a slip collected daily

Productivity Check point /Monthly

Productivity Check point /weekly

Productivity Control point /Time taken /daily


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How to install it in your Dept?

• In the beginning of the quarter, HOD decides atleast three check points which he would review.

• Starting from these three, the reportees should decide the check points and control points and thus build the system of measurements.

• These measures drive the work by prioritisation and it is in fact a good planning tool.


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Key things to remember

• Usually boss has check points and reportees have control points.

• Check points and control points may have a cause and effect relationship. (like exam marks to hours of study)

• Every quarter, the check items and control items can be reviewed.

• The frequency of monitoring is higher at lower level than at the higher level.

Business

Daily planning system