This document summarizes Andy Smith's EPA project to improve structures at Rodgers Leask Ltd. using the DMAIC Six Sigma methodology. The project aimed to ensure consistent application of health and safety procedures and documentation storage. Key phases included defining the problem, measuring current practices, analyzing causes of issues, improving processes through training and templates, and controlling new processes. The goals of consistent procedures and documentation were achieved, improving health and safety as well as quality.

1. Andy Smith EPA project
April 2019
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2. Andy Smith EPA Project
Project name: Structures Improvements
Project Methodology: DMAIC 6 Sigma
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3. Andy Smith EPA Project
Structures Improvements
DMAIC Methodology
Define
Measure
AnalyseImprove
Control
Summary

4. Andy Smith EPA Project
Structures Improvements
Define phase
Purpose:
To have the team and it's sponsor reach
agreement on the scope, goals, financial and
performance targets for the project
Examples of good project deliverables:
A project charter including Problem Statement,
business impact, goals, scope, timeline and
defined team
Documentation detailing Customers who are
effected by this project
High Level process maps
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5. Andy Smith EPA Project
Structures Improvements
Define phase
Evidence of Tools utilised in the Define phase:
SIPOC
Minutes of meetings
Problem Statement (including redefinition)
Gant Chart
Project Charter

6. Andy Smith EPA Project
Structures Improvements
Define phase
Minutes to Structures Improvement Meetings:
Kick Off meeting minutes
May 2018 meeting minutes
June 2018 meeting minutes
September 2018 meeting minutes
November 2018 meeting minutes
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7. Andy Smith EPA Project
Structures Improvements
Define phase
Initial Problem Statement: Structures are not consistently
applying all relevant Health & Safety procedures to their
engineering projects and are not storing all significant project
documentation into Workspace inline with the companies Quality
manual – ISO9001.
These practices need to be measurably improved.
Revised Problem Statement: Structures are not consistently
applying all relevant Health & Safety procedures to their
engineering projects and are not storing all significant project
documentation into Workspace inline with the companies Quality
manual – ISO9001.
A training plan needs to be implemented to ensure consistent use
of Workspace and Health & Safety application to all Structures
projects.
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8. Andy Smith EPA Project
Structures Improvements
Measure Phase
Purpose:
To thoroughly understand the state of the
process and collect reliable data to help expose
underlying causes of problems
Examples of good project deliverables:
Collecting data the represents the process, base
line of the current process, process flow
diagrams and to identify anything that could be
addresses quickly – “quick wins”
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9. Andy Smith EPA Project
Structures Improvements
Measure Phase
Evidence of Tools utilised in the Analyse phase:
Data collection from Preliminary project audit
Agreed list of input and output critical project
documentation
Example of audit sheet utilised for data
collection

10. Andy Smith EPA Project
Structures Improvements
Measure Phase
Critical project documents agreed:
Designer Risk Assessment: should be stored in
Health & Safety
Method Statements: should be stored in Health
& Safety
Design Completion Statement: - should be
stored in Contract Documents
Schedule of Services - should be stored in Fees
and Appointments - Contract Documents
Invoice Submission Form - should be stored in
Fees and Appointments – Invoice Submission
Forms
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11. Andy Smith EPA Project
Structures Improvements
Analyse Phase
Purpose:
To analyse all collected data from the Measure
phase to pinpoint and verify causes affecting the
key inputs and outputs – “critical to’s”
Examples of good project deliverables:
List of potential causes considered in the
analysis, data charts showing link between
targeted inputs and the critical outputs, route
cause analysis, updated project charter
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12. Andy Smith EPA Project
Structures Improvements
Analyse Phase
Evidence of Tools utilised in the Analyse phase:
Updated project charter
Agree changes to critical documents
Causes of poor quality identified:
• poor or no Workspace training
• little or no understanding of legal obligations
• Inconsistent application of project documentation
controls
• Little or no understanding of quality processes
• No quality control measures were in place
The “as is” position was worse than originally thought.

13. Andy Smith EPA Project
Structures Improvements
Improve Phase
Purpose:
Learn from the Analyse phase, to generate
solutions and execute a full scale implementation
plan
Examples of good project deliverables:
Identification of a “to be” process, robust and
tested solutions and a process that is stable,
predictable and meets the sponsors
requirements
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14. Andy Smith EPA Project
Structures Improvements
Improve Phase
Evidence of Tools utilised in the Improve phase:
Iterations od auditing documentation
Development/Improvement Plan:
Introduction to Workspace training
Designers Risk Assessment template
Risk Rating Matrix
Risk Assessment Hierarchy
Dynamic Risk Assessment
HSE Risk Assessment
Safety Media Training
Lone Working
5 Steps to Risk Assessment
Training Matrix dashboard

15. Andy Smith EPA Project
Structures Improvements
Control Phase
Purpose:
To complete all project work and hand off the
improved process to the process owner.
Examples of good project deliverables:
Documented plan to transition improved process
back to owner, shared data collection with
process owner, Training plans, instructions,
training documentation and system for ongoing
monitoring of the process
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16. Andy Smith EPA Project
Structures Improvements
Control Phase
Evidence of Tools utilised in the Define phase:
New Project Auditing Templates
Auditing Log
Non-Conformance reporting
Conformance meetings – Plan and Actions
Reinforcement via Appraisal process
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17. Project Summary
• Rodgers Leask Ltd identified that they wanted to make a significant
business change to the way the engineering departments operated and
for this to have a Quality and Financial benefit to the business
• Andy Smith undertook a project to identify and deliver this change, this
project became his apprenticeship project which has been presented as
part of the EPA process today
• The engineering departments have already changed their processes and
identified best practice is being shared across departments
• Health and Safety have been significantly improved, the risk of future
claims have been significantly mitigated, Workspace is now a tool we can
be proud of and we are in a better position to enter into negotiations to
reduce our PI insurance even further
• The goals of the project have more than been delivered and
expectations for my next project have been raised significantly.
Andy Smith EPA project presentation 4/16/2019 17
Define
Measure
AnalyseImprove
Control