Performance tracking

Copyright © 2013 Asis@NZ Limited. All rights reserved.
PERFORMANCE TRACKING

Team Charter
Business Case
• To have an effective performance monitoring by
site that will enable prompt action to be taken
incase of performances failure.
• Effective performance tracking is important to
business because it has strong correlation to client
satisfaction.
• Self monitoring will create Hawthorne effect that
will motivate process owners to improve their
respective performance.
Align to business strategic direction
Opportunity Statements
1) To deep dive into problematic scope and take
action before performance deteriorated
2) To be able to take pro-active and prioritized
actions through trend analysis.
3) To provide dashboard for overall performance
review by senior leaders.
4) Standardize performance reporting for all
sites
2 level of pains - $ and operational
Goal Statement: Project Scope
Process Name: Performance tracking
Process Start: Month end reporting
Process End: Dashboard completed by 7th
of each month.
Out of Scope: Performance Improvement
Description Baseline Target Due Date
To create a
performance
dashboard for
operations
Not available 100% complete
per
specification
April 09,
2015
D M A I C

Translating Voices of Customer and Business
Voice of Customer
Critical Customer
Requirements (CCR)
Critical to Quality
(CTQ)
1. Service level up to
requirement
1. To meet 90-100
percent SLA.
1. SLA = 100%
Key Customer Issues
1. Wants service level
to achieve the
target as required.
Voice of Business
Critical Business
Requirements
Critical to BusinessKey Business Issues
1. Using manual
tracking takes long
time
Based on company’s
requirements
1. Near misses
2. # of self audit
1. ITP
2. ITS
3. WO %
4. PPM %
5. P/RA %
6. # of cumulative
C/WE
1. # of open R1
1. Current Forecast
are within budget
2. # of invoices
overdue > 60 days
1. Wants to shorten
the time needed for
the performance
tracking activity.
2. Wants to ease the
decision making
processes.
D M A I C

D M A I C
Key Requirements for Performance Monitoring System
• Database must be able to take in different target for different
measurements for each site.
• Master performance sheet to show key performance indicators of all sites.
• Master performance sheet must be able to calculate % of sites meeting
performance target by category.
• Category of performance indicators and their targets shall be given by
JLL.
• Database to be designed in such a way that it is flexible to allow addition
of categories and/or performance indicators.
• Traffic light system to visualize performance. Colors are to be RED-
YELLOW-GREEN.
• Data to be updated by site supervisor on monthly basis, and show up
automatically on the master performance sheet.
• Data can only be input for current month. Supervisor should not be allow
to input data for previous month or next month.
• Site supervisor can only input data for his/her respective site only.

SIPOC DIAGRAM
Process name: Performance Tracking
Process start: Monthly Report Process end : Actions based on the reports
CustomersOutputsInputsSuppliers Process
WIP
D M A I C
Send report
Read report by
supervisor
Actions based
on the reports
All the data in
the format of
paragraph with
words and
numbers,
consist the
information of:
1. EHS
(Environmen
t and Health
Safety)
2. Site
Performance
3. Risk
Management
4. Financial
7th of the month
template
must be populated
1. 32 sites’
supervisors
1. 32 different
reports from
each
supervisor
that have
been read
and analyzed
1. Manager of
Operation
Monthly report
done per site
by each
supervisor

Why-Why Analysis
(Current System)
Current Condition
It takes a long time to analyze the
report
After Improvement
• Integrated quantitative data
• Easier to take conclusion and see the
trendline from month to month
• Easier to decide on the actions based
on the report results.
Why
Why does it take a
long time to analyze
the report?
Why 2
Why 3Why 4
Conclusion
Build a standardize
report which can
easily read and
analyze the 32 sites
in one database
Plant Process DateMachine #
Approval
Implement
Leader
Due Date Verification
D M A I C
Because there
are 32 reports in
the descriptive
format, so that it
took a long time
to analyze.
.
Why was it a
descriptive-format
report?
Because previously
there was no
standardization of the
report format, moreover
when there are many
data to compile

Metric Alignment
7
Operation
Near
Misses
# Of Self
Audit
Finding
# Of
Opened
Requests
% Of Work
Closure
Safety
D M A I C
ITP
Finance
% Of Plant
Preventive
Maintenance
Closure
SLA
ITS
Customer
EHSBusiness
Performance
Amount of
Invoice
Overdue
CF Within
Budget

NEW SIPOC
Process name: Performance Tracking
Process start: Monthly Report Process end : Actions based
on the report
CustomersOutputsInputsSuppliers Process
WIP
D M A I C
Monthly report key
in to database by
supervisor
Send to the director
of operation
The data quickly
read by the manager
with the help of
color indicator and
trend comparison
All the data in the
format of excel
database with
only numbers,
consist of
information:
1. EHS
(Environment
and Health
Safety)
2. Site
Performance
3. Risk
Management
4. Financial
7th of the month
template
must be populated
1. 32 sites’
supervisors
1. Integrated
database
containing all
32 sites with
color
indicator
2. Trend chart
1. Manager of
Operation
Action (proactive
and reactive) can be
taken quickly based
on the report and
trend

Proposed Process Mapping for
Performance Monitoring
D M A I C
Site Supervisor Input data
Data
processing
Analyze
Yes
Discuss
No Action BAction A
Receive
report
Report to Head
of Operation
Fulfill
target?
Head of
Operation
Start

Database Design
D M A I C
Refer attachment

THANK YOU

Performance tracking

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