The document outlines a project to eliminate overdue payments to Mazda Japan by achieving a maximum of 14 days between document dispatch and payment transfer (TTR) date. A team is selected to define the project charter and complete define, measure, analyze, improve, and control phases. In the measure phase, the team finds that delays are concentrated in the accounting and banking steps, representing 70% of the process time. The analyze phase identifies long approval cycles, use of original documents, lack of tracking systems, and currency constraints as causes. The improve phase recommends automating approvals, delegating tasks, and communicating holidays to address delays.

1. Eliminate any over-dues in payment to
Mazda Japan to achieve a maximum of 14
days between the document dispatching
date and theTTR date.
By:
1- Asmaa Metwally
2- Islam Abu Elelaa
3- Ahmed El Komy
4- Abdelfattah Elghawaby
5- Mohamed Amr
6- Hend Hesham

2. 1-Define:
1.1 - Identify Project:
1.1.1 -Nominate:
Nominated Projects
a Decrease the variation of lead time for sea orders from 9 months to 3 months
b Eliminate any over-dues in payment to Mazda Japan
b
Enhance order processing time from the day of receiving the order to be 3 days maximum, instead
of 7 days.

3. 1-Define:
1.1 - Identify Project:
1.1.2 – Evaluate :
0
5
10
15
20
25
30
35
40
45
0
1
2
3
4
5
6
7
8
9
10
b c a
Project Evaluation
Importance to Partner Satsfaction from 10 percentage

4. 1- Define
1.2 EstablishThe Project
1.2.1 Mission Statement: Eliminate any over-dues in payment to Mazda Japan to
achieve a maximum of 14 days between the document dispatching date and theTTR
date.
1.2.2 SelectTeam
Asmaa Metwally
Islam Abu Elelaa
Ahmed El Komy
Abdelfattah Elghawaby
MohamedAmr
Hend Hesham

5. 1- Define
0
0.02
0.04
0.06
0.08
0.1
0.12
0 5 10 15 20 25
Bell Chart – Days from docs received toTTR

6. 1-Define
1.3 Project Charter:
Business case
This project support Ghabour goal to achieve supplier and customers
satisfaction.
Opportunity Statement
An opportunity to enhance payment to Mazda Japan not to exceed the
14 days payment facility, as the current situation is exceeding the due
date in 66.6% of the invoices, to avoid orders delays, enhance
credibility, and to enhance customer satisfaction through product
availability.
Current Sigma Level 1.12
Goal Statement
Eliminate any over-dues in payment to Mazda Japan to achieve a
maximum of 14 days between the document dispatching date and the
TTR date.
To enhance sigma level from 1.12 to 3
Project Scope
From document dispatching date to the due of TTR date
Project Plan Team Selection
1- Asmaa Metwally Champion
2- Islam Abu Elelaa
3- Ahmed El Komy
4- Abdelfattah Elghawaby
5- Mohamed Amr
6- Hend Hesham
Activity Start End
Define 1-Feb 8-Feb
Measure 8-Feb 15-Feb
Analyze 15-Feb 22-Feb
Improve 22-Feb 27-Feb
Control

7. 2- Measure:
2.1 SIPOC
Suppliers Inputs Process Outputs Customers
Mazda -Soft Copy of Invoice.
-Software
Receive Documents
by email
BankTransfer Mazda
TNT
Mazda
- Courier
- Hardcopy
Receive hardcopy
after 2 days
Ghabour - Planning & Stock
Control
Revise P.O ,P.R and
Amount
Ghabour Admin Deliver to accounting
ForApprovals
Ghabour Accounting Deliver to treasury
for approvals
Ghabour Treasury Bank transfer

8. 2- Measure:
2.2VOC
2.2.1 Critical customer requirements (CCR):To Pay within the 14 days
2.2.2 Critical to process: Accuracy of documents

9. 2- Measure:
2.3 Define Boundaries
2.3.1 Process map
2.3.1.1 High Level Flow Diagram
Process
Receive Documents by email
Receive hardcopy after 2 days
Revise P.O ,P.R andAmount
Deliver to accounting For Approvals
Deliver to treasury for approvals
Bank transfer

10. 2- Measure:
2.3 Define Boundaries
2.3.1 Process map
2.3.1.2 Detailed Flow Diagram
Mail
Soft Copy
Of Invoice
Hard Copy
ByTNT
S.P.
Review
Bank
Transfer
Document
Cash In
Advance
Document
S.P. Sign
Review
P.R & P.O
Admin
Account
Approval
Admin
Treasury
dept
review
Treasury
Signature
Admin
Acc Dep
Review
amount
Bank
SWIFT Treasury Customer

11. 2- Measure
Value Added Non-Value Added
Receive Documents Spare Parts Department Invoice decisions
BankTransfer Review PR & PO
Send Bank SWIFT Print PR & PO
Approvals by S.P.Dept.
Review and approvals by Accounting Dept.
Review and approvals byTreasury Dept.
Send Documents to Bank
2.3.3Value Added & Non-Value Added

12. 2- Measure
50
69
81
94
100
0
1
2
3
4
5
6
7
8
9
Bank Acount dep Dhl treasure dep S.part
0
20
40
60
80
100
120
Pareto Diagram
days percentage
2.4 Concentrate on the vital few: (Pareto)

13. 2.Measure
• Focus problem statement
Decrease the lead time of the banking and the accounting steps which represent
around 70 % of the whole time of the process.

14. 3.Analyze
• Brainstorming
• 1- Accounting:
• a- long approval cycle (2-5 days)
• B- using original document (2days)
• C- poor document tracking (no tracking system)
• D- no Software available for approvals
• E-The KPIs do no reflect the presence of the delay

15. 3.Analyze
• 2-Banking
• a- only one bank available (QNB)
• B- No credit available (No Letter of credit)
• C- Currency constraint (OnlyYen)
• D-Swift Delay

16. 3.Analyze
• 5 whys tools:
• 1-currency availability:
a-need yens
b-low flow of this currency in bank

17. 3.Analyze
18
15
16
8
17
20
16
15
13
23
14
13
0
5
10
15
20
25
0 2 4 6 8 10 12 14
Days To Pay

18. 3.Analyze
• 5 why’s tools:
• 1-long approval cycle:
• A-Depend on people
• B-These people are not available all the time in the building
• C- All approvals are done in a hard copy

19. 5.Improve

20. 5.Improve
Item Potential Failure Potential Effect
Severit
y
Potential cause of
failure
concurre
ncy
current
controls
detectio
n
RP
N
Recommended
action
Target date and
resp.
1
Internet connection
problem
Delay in
approvals
10 Server problems 3 UPS 3 90
No Mail Follow up
Delay in
approvals
10 So many mails 5 no 8 400 Deputy System by first of May
Vacancies
Delay in
approvals
8 no backup 4 no 8 256 Delegation by first of May
2
Vacations Egypt
Wrong counting
from Mazda for
the 14 days
8
No communication
with Mazda with the
official vacations in
Egypt
5 no 6 240
Communicating
annual official
vacations with
Mazda
Immediately after
getting Mazda
approvals
3
Send documents to
Wrong Bank
Delay inTransfer 8
No visual indication
on the bank name
8 no 5 320
Printing 2
different colors of
envelops with
clear big Bank
name
Directly after
signing the
contract with the
new bank
FMEA

21. 5.Controle
Item Potential Failure Potential Effect
Severit
y
Potential cause of
failure
concurre
ncy
current
controls
detectio
n
RP
N
Recommended
action
Target date and
resp.
1
Internet connection
problem
Delay in
approvals
10 Server problems 3 UPS 3 90
No Mail Follow up
Delay in
approvals
10 So many mails 5 no 8 400 Deputy System by first of May
Vacancies
Delay in
approvals
8 no backup 4 no 8 256 Delegation by first of May
2
Vacations Egypt
Wrong counting
from Mazda for
the 14 days
8
No communication
with Mazda with the
official vacations in
Egypt
5 no 6 240
Communicating
annual official
vacations with
Mazda
Immediately after
getting Mazda
approvals
3
Send documents to
Wrong Bank
Delay inTransfer 8
No visual indication
on the bank name
8 no 5 320
Printing 2
different colors of
envelops with
clear big Bank
name
Directly after
signing the
contract with the
new bank
FMEA