By Hui Qin Teoh07th October 2016

LIMELIGHT PROJECT MRD PROCESS IMPROVEMENT

Project Description

76% of project/program managers' time in the Huawei team space in MRD is spent generating  reports instead of managing vendors. To improve efficiency of the PMO space in MRD, this project:• Developed various reports that can be generated automatically.• Distributed workload within the team to run different reports. • Established a governance process to maintain the quality of the vendor’s data that is 

uploaded into the MRD centralised database system. With the success of this project,  it is planned that the process improvements can be expanded to external teams in the future.  

.

Project Completed: 07/10/2016

Hard Financial BenefitsCost savings (Type 1)• Reduced total time spent on producing report  by 49% (Approx. 156 hours per month)• Prevented additional cost spend on purchasing additional space to store data in share 

folder.• Decreased printing cost by removing tasks that required printing.

Revenue enhancement (Type 3)• Enhanced speed of mobile sites delivery which allow the sites to generate revenue once 

the sites are taking traffic. 

Soft BenefitsProductivity improvement (Type 2)• Enlarged job scope of each individual which assist with their career development.• Enriched team’s motivation created by sense of achievement.• Generated positive energy in working environment as a result of reduced frustration 

caused by to over processing .• Increased delivery numbers as a result of spending more time managing vendors.• Empowered team members to identify process problem and improve process.• Introduced stronger team spirit by introducing tasks to be done as a team.• Enhanced productivity in our team.

Customer Experience Benefits• Decreased waiting time for financial team & material forecast team to received 

forecast report.• Removed waiting time by providing  easy access to trackers for senior management.• Shorten delivery times for critical sites that was requested by sales/Optus Business 

teams . • Improved mobile network coverage in specify regions to accommodate special events’ 

capacity requirements.• Enabled marketing team to extract forecast data out of our database to assist them to 

plan SA3 marketing strategy.

PersonnelLimelight:  Hui Qin TeohBlackbelt:  Libby HeydonProcess Owner:  David William

MRD Process improvement

Project Started: 26/08/2016

Process Improvement Process

Learn to SeeType of Waste Issues Solutions Tools

Waiting Time • 80% of project manager’s time are spent generating reports instead of managing vendor.

• Automate reports by using Excel macro and Excel formula.

• Dedicate one resources to generate automation reports instead of each project managers generate their own for their project only.

• Additional milestone added into database.

Standardisation

Movement • Forecast generated by program manager was not shared.

• This prevents project managers completing their month end delivery report.

• Proposed program manager to stored forecast on share folder upon due date.

Standardisation

Motion • Running out of space in share folder• Folder name outdated due to project name changes as the result of  restructure. 

• Folders are not stored in a centralised location.

• Team members not aware of where documents are located

• Spring clean for share folder• Folder needs to be renamed• Create tracker to track locations for important documents

5S

Process Errors • Vendor needs to reflect their actual & forecast milestone into Optus database.

• Optus database is not accurate, and should act as single source of truth.

• Find the root cause & implement changes to the current work process.

Cause & Effect Diagram

WASTE OF WAITING TIME

Generate Reports Process

1. Print Full Dashboard

Report

Once a week - Full Dashboard Report

2. Request report from

database

3. Download report

4. Reflect report data into tracker

5. Retrieve vendor report

from email

6. Reflect report data into tracker

7. Combine data and prepare Full

Dashboard Report

8. Print new Full Dashboard Report

9. Compare current and previous

dashboard report

Daily - Engineering order pending raised & sites not fully ready for services 

10. Print Full Dashboard

Report

11. Request report from

database

12. Download report

13. Produce list of engineering order pending raised

14. Produce list of sites not fully ready for services.

To Be Continued

Generate Reports Process

15. Prepare Deep Dive breakdown report

Once a week – Deep Dive Breakdown Report & SA3 Greening Report

16. Prepare SA3 Greening report

Once a month – Month End Delivery Report 

17. Prepare Month End Delivery Report

Waste of waiting timeProblem:• 76% of project manager’s time are spent generating reports instead of managing vendor:

• Multiple reports required by senior management and external teams: 1. Full Dashboard Report weekly.2. Month End Delivery Report.3. Deep Dive Breakdown Report.4. SA3 Greening report.

• Current report that is generated from system contains too much data, need to spend time to filter:1. Engineering order pending raised.2. Sites not fully ready for services. (Some technologies still not ready but can’t be easily 

spotted in the report)• Some data is not captured into database and required to be tracked manually into a separate 

tracker.

Solutions: 

• Automate reports by using Excel macro and Excel formula.• Dedicate one resource to generate automation reports instead of each project manager generating their 

own for their project only.• Additional milestone added into database.

Tools: 

• Standardisation

Standard Work Combination SheetDate 05/10/2016 Zoom in/out

Monthly Requirement 1 Walking

Takt Time 85.92 Hr Computer Interaction

Process Name: MRD PM monthly reporting task Queue Time (waiting)

Task/ Activity Wlk Cl QT

No. time per month

No. Resourcers

1 Print Full Dashboard report 0.08     4 2

2 Request report from database   0.08   4 2

3 Download report     0.17 4 2

4 Reflect report data into tracker   0.08   4 2

5 Retrieve vendor report from email   0.08   4 2

6 Reflect report data into tracker   0.08   4 2

7 Combine data and prepare Full Dashboard report   2   4 2

8 Print new Full Dashboard report 0.08     4 2

9 Compare current and previous dashboard report    0.5   4 2

10 Print Full Dashboard report 0.08     20 2

11 Request report from database   0.08   20 2

12 Download report     0.17 20 2

13 Produce list of engineering order pending raised   0.5   20 2

14 Produce list of site not fully ready for services.   2   20 2

15 Prepare Deep dive break down report   8   4 2

16 Prepare SA3 greening report   4   4 2

17 Prepare month end delivery report   4   1 2

Totals : (0.08+0.08+0.17+0.08+0.08+0.08+2+0.08+0.5)*4*2 + (0.08+0.08+0.17+0.5+2)*20*2 + (8+4)*4*2 + 4*2 = 242.4 hr

Total working hr per month = 20*8*2 = 320

Total time spend on reporting = 242.2/320 = 76%

Processing Times (hours)Zio - Zoom in/out Wlk – Walking CI – Computer Interaction QT - Queue Time 5 10 15 20 25 30 35 40 45 50

Page 1 of 2

Standard Work Combination SheetDate 05/10/2016 Zoom in/out

Monthly Requirement 1 Walking

Takt Time 85.92 Hr Computer Interaction

Process Name: MRD PM monthly reporting task Queue Time (waiting) Page 2 of 2

Task/ Activity Wlk Cl QT

No. time per month

No. Resourcers

1 Print Full Dashboard report 0.08     4 2

2 Request report from database   0.08   4 2

3 Download report     0.17 4 2

4 Reflect report data into tracker   0.08   4 2

5 Retrieve vendor report from email   0.08   4 2

6 Reflect report data into tracker   0.08   4 2

7 Combine data and prepare Full Dashboard report   2   4 2

8 Print new Full Dashboard report 0.08     4 2

9 Compare current and previous dashboard report    0.5   4 2

10 Print Full Dashboard report 0.08     20 2

11 Request report from database   0.08   20 2

12 Download report     0.17 20 2

13 Produce list of engineering order pending raised   0.5   20 2

14 Produce list of site not fully ready for services.   2   20 2

15 Prepare Deep dive break down report   8   4 2

16 Prepare SA3 greening report   4   4 2

17 Prepare month end delivery report   4   1 2

Totals : (0.08+0.08+0.17+0.08+0.08+0.08+2+0.08+0.5)*4*2 + (0.08+0.08+0.17+0.5+2)*20*2 + (8+4)*4*2 + 4*2 = 242.4 hr

Total working hr per month = 20*8*2 = 320

Total time spend on reporting = 242.2/320 = 76%

Processing Times (hours)Zio - Zoom in/out Wlk – Walking CI – Computer Interaction QT - Queue Time 40 60 80 100 120 140 160 180 200 220 240

Generate Reports Process

1. Print Full Dashboard

Report

Once a week - Full Dashboard Report weekly

2. Request report from

database

3. Download report

4. Reflect report data into tracker

5. Retrieve vendor report

from email

6. Reflect report data into tracker

7. Combine data and prepare Full

Dashboard Report

8. Print new Full Dashboard Report

9. Compare current and previous

dashboard report

Daily  - Engineering order pending raised & Site not fully ready for services 

10. Print Full Dashboard

Report

11. Request report from

database

12. Download report

13. Produce list of engineering order pending raised

14. Produce list of sites not fully ready for services.

To Be Continued

Task 5, 6 & 7 removed by introducing vendor to upload data into our database & develop tracker with Excel 

 formulas

Task 10, 13 & 14 removed by  developing tracker with Excel Marco 

to filter lists

Generate Reports Process

15. Prepare Deep Dive Breakdown report

Once a week – Deep Dive Breakdown Report & SA3 Greening Report

16. Prepare SA3 greening report

Once a month – Month End Delivery Report 

17. Prepare Month End Delivery Report

Task 16 removed by  developing tracker with Excel Marco & Excel 

formulas

Halve work time by dedicating one resource to 

perform this task

WASTE OF MOVEMENT

Generate Month End Delivery Reports Process

1. Request report from database

2. Download report

3. Request report from program

manager

4. Received response from

program manager

5. Print both reports

6. Analysis and consolidate

report

7. Upload Manual forecast and actual

in database

Waste of Movement

Problem:

• Forecast report generated by program manager was not shared. This required a request to be sent to program manager.

• This prevented project managers to complete their month end delivery report.

Solutions: 

• Proposed program manager to store forecast report on share folder upon due date.

Tools: 

• Standardisation

Standard Work Combination SheetDate 29/09/2016 Work (physical)

Monthly Requirement 1 Walking

Takt Time 60 mins Computer Interaction

Process Name: Month End Delivery Report Queue Time (waiting)

Work Instruction No. 1

Task/ Activity Wrk Wlk Cl QT

1Request report from

database5

2 Download report 10

3Request report from

program manager5

4Received response from

program manager30

5 Print both reports 5

6Analysis and

consolidate report30

7Upload Manual forecast

and actual in database10

Totals : 5+10+5+30+5+30+10 = 95 mins

* With assumption: queue time is 30 mins for Program manager to response.

Processing Times (minutes)Wrk – Work Physical Wlk – Walking CI – Computer Interaction QT - Queue Time 10 20 30 40 50 60 70 80 90 100 110

Generate Month End Delivery Reports Process

1. Request report from database

2. Download report

3. Request report from program

manager

4. Received response from

program manager

5. Print both reports

6. Analysis and consolidate

report

7. Upload Manual forecast and actual

in database

Task 3 & 4 removed by proposed program manager to store 

forecast report on share folder upon due date.

Standard Work Combination SheetDate 29/09/2016 Work (physical)

Monthly Requirement 1 Walking

Takt Time 60 mins Computer Interaction

Process Name: Month End Delivery Report Queue Time (waiting)

Work Instruction No. 1

Task/ Activity Wrk Wlk Cl QT

1Request report from

database5

2 Download report 10

3Request report from

program manager5

4Received response from

program manager30

5 Print both reports 5

6Analysis and

consolidate report30

7Upload Manual forecast

and actual in database10

Totals : 5+10+5+30+10 = 60 mins

* Task 3 & 4 remove as program manager is storing forecast on share folder upon due date.

Processing Times (minutes)Wrk – Work Physical Wlk – Walking CI – Computer Interaction QT - Queue Time 10 20 30 40 50 60 70 80 90 100 110

WASTE OF MOTION

Waste of Motion

Problem:

• Running out of space in share folder.• Folders are not stored in a centralised location which makes it 

challenging for program manager to find data.• Folder name is outdated due to project name changes as the result of 

restructure.• Memory reaching capacity which slows down driver and increases wait 

time.• Team members are not aware where documents are located.

Solutions: 

• Spring clean the share folder.• Folder need to be renamed• Create tracker to  log locations for important documents.

Tools: 

• 5S.

5S

S0: Starting• Meeting with team members.• Agree on new folders structures. • Create new folders.

S1: Sort• Move files into new locations.• Unwanted files goes into “unwanted” folder. (Just in case 

other team members might still want the files)• Agreement from team members before remove files in 

Unwanted” folder.

 

S2: Set in Order:• Update “File Location”

  

S3: Shine:• Set reminder in Outlook to clean up twice a year.

S4: Standardise:• Agree with stakeholders to maintain the current format.• Agree with stakeholders the auditing timeline.• Provide quick training to new members to follow the 

standard.

S5: Sustain:• Schedule audit quarterly.• Setup quick session before clean up day to reinforce 

expectations.

Attendees:

1. Program Manager2. Project Manager 13. Project Manager 24. Project Manager 35. Project Coordinator

WASTE OF PROCESS ERRORS

Data Upload Process

Data updated in vendor’s database

Optus project manager use 

data to generate report and 

manage vendor

Vendor compiles FTP

Files and set it to Optus

File uploaded

Data reflected into Optus database

Waste of Process Errors

Problem:

• Vendor needs to reflect their actual & forecast milestone into Optus database.• Optus database which should act as single source of truth is not accurate.• Multiple reports have been scattered around via email.• Request additional reports from vendor to understand which milestones have 

been completed.• Additional effort required to micro manage milestone to be signed off in 

database.

Solutions:

• Find the root cause & implement changes to the current work process.

Tools: 

• Cause & Effect Diagram.

Cause & Effect Diagram

Data is not accurate in Optus database

ManpowerMachinesMeasurement

Mother Nature Materials Methods

1

No Handover document

No work manual

Change of Resources

Milestone not actualised in vendor’s database

1

1

1

New Database implemented in vendor space

1 1

No check list

Full Milestone report was not shared

1

Attendees:

1. Vendor Program Manager2. Optus Program Manager3. Vendor Project Manager4. Optus Project Manager5. Vendor Database

administrator6. Optus Database

administrator 17. Optus Database

administrator 2

Optus firewallprevents data upload

Action

Issues Action

Milestone not actualised due to human error.

1) Setup governance meeting.2) Block actualisation of successor milestone if 

depended milestone is not actualised.  

Milestone not actualised due to owner of milestone not definite

1) Define milestone’s owner.2) Setup responsible matrix.3) Automation actualising some milestone. 

Full Milestone report was not shared 1) Instructed internal team to share the report.

New Database implemented in vendor space

1) Vendor to work on transferring data from new database to Optus database.

Optus firewall prevents data upload 1)  Ensure specific resource have the required access to upload file.