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2ND WAVE

2ND WAVE. Project Title : Reduce Photocopy Services Cost Project No : OAS-06-009(2W) Champion : R. Rajan Team Leaders : Gregg Garcia / Philip Gutierrez Lead Member : Victor Lo Members : Olive Sebastian Ramil Ibarreta , Crystal Suba. 21 September 2006. DEFINE. PROBLEM STATEMENT:

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2ND WAVE

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  1. 2ND WAVE Project Title :Reduce Photocopy Services Cost Project No : OAS-06-009(2W)Champion:R. RajanTeamLeaders :Gregg Garcia / Philip GutierrezLeadMember :Victor LoMembers:Olive Sebastian Ramil Ibarreta , Crystal Suba 21 September 2006

  2. DEFINE PROBLEM STATEMENT: Currently, OAIS-LM uses 55 machines bankwide to photocopy approximately 36 million pages at an annual operating cost of about $213,134.08. This amount includes supplies / consumables, maintenance/parts and labor costs. Due to a major budget constraint, there is a need to reduce the operating cost by 30% by end 2006. GOAL STATEMENT: Reduce operating cost by 30% and still meet the photocopying needs of the Bank without sacrificing quality of service.

  3. DEFINE Business Case • Photocopying services bank-wide is provided through 55 copying machines in 26 operator–assisted centers. About 1.38 million pages are produced monthly per copy center. Total cost of service is charged to OAS Admin. Budget. • There is no cost control on the part of the user (Bank staff). The project aims to cut the operating cost by 30%.

  4. DEFINE Detailed Processing

  5. SIPOC

  6. Control Define Measure Analyze • Improve 15Jan to 30Jan 1Feb to 7Apr 10Apr to 30Apr 1May to 31May 1Jun to 15Sept 105 days 15 days 66 days 20 days 31 days MEASURE

  7. MEASURE

  8. Cost Drivers in Photocopying Operation • Consumables 99, 825 • (incldg toner, developer, excludes paper) • Maintenance / Spare Parts 41,197 • Labor 67,900 • Overtime 4, 212 • Total $213,134

  9. Pareto of Total Operating Costs

  10. Cost of Consumables for Each Copy Center TOTAL $99,825.04

  11. Cost of Maintenance for Each Copy Center TOTAL $41,197.04

  12. Cost of Labor for Each Copy Center TOTAL $67,900

  13. Cost of Overtime for Each Copy Center TOTAL $4,212

  14. Total Cost for Each Copy Center TOTAL $213,134.08

  15. 2005 Total Pages Made for Each Copy Center TOTAL 35,706,217

  16. Copy Center Operates 10 hrs - 8 hrs a day

  17. Data based on Cost per Page per Printer Unit Mean: $0.006585/page

  18. Short-term process capability is 1.50 sigma

  19. 2ND WAVE Project Title :Reduce Photocopy Services Cost Champion:R. RajanTeamLeaders :Gregg Garcia / Philip GutierrezLeadMember :Vic LoMembers:Olive Sebastian Ramil Ibarreta , Crystal Suba 4th Meeting Updated: 15 May 2006

  20. ANALYZE C C C C C C C C C C C N C N C C C N C C Policy People Contract rates AO on Replacement AO on Copying Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  21. ANALYZE C C C C C C C C N C C N C C C C C N C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client At the moment, printing machines should be replaced every 5 years (Appendix 1, ACD-5). Actual situations however vary because of budget constraints and some copying machines even extend up to 7 to 9 years. Please note that old machines are more expensive to maintain and correspondingly contributes to high cost of photocopy service. Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  22. ANALYZE C C C C C C C C N C C N C C C C C N C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent • At present, print jobs for copying are just given to copy operators to copy without a control form to monitor or police as official or not. Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  23. ANALYZE C C C C C C N C C C C N C C C C C N • Copying services are since the 90’s, covered under a contractual agreement with an external agency. A corresponding uncontrolled labor cost on the contractor will have a major impact on the total copying services costs. C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Reduce Cost of Photocopying Services by 30 % and Optimize Resources Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  24. ANALYZE N C C C C C C N C C C C C C C N C C This refers to the budget that has been allocated for printing services C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  25. ANALYZE N C C C C C C N C C C C C C C N C C This are the indicated salary rates of contractor staff/ operators. C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  26. ANALYZE N C C C C C C N C C C C C C C N C C At present, copying contract presently deploys a minimum number of staff to man the 26 centers. C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  27. ANALYZE C C C C C C C C N C C N C C C C C N C C Policy Labor Contract rates AO on Replacement • This refers to overtime incurred by operators as LM caters to flexi and workload schedule of staff. AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  28. ANALYZE C C C C C C C C N C C N C C C C C N C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts • At present , the Bank has a number of models which provide the copying service- some are energy efficient and some are not, some has control functions and some has no scanning or other efficient features. Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  29. ANALYZE C C C C C C C C N C C N C C C C C N C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Only roughly 26 machines (less than 25 %) are M550 model, the latest machine which is network ready and with scanning capability. Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  30. ANALYZE C C C C C C C C N C C N C C C C C N C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget • This is a major cost factor for copying services. Quantity of copies made correlates with cost of consumables and or parts. Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  31. ANALYZE C C C C C C C C N C C N C C C C C N C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing • In the previous slides, equipment spare parts account for major bulk of copying services cost. Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  32. ANALYZE C C C C C C C C C C C C C C C N N N • As machines age, most mechanical and electronics component will fail or may need replacement for smoother operations. . C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  33. ANALYZE N N C C C C C C C C C C C C C N C C • This is shown in slide 22. This is actually the number of copies outputted by the machine. This varies per location and the type of machine used. . C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  34. ANALYZE N C C C C C C N C C C C C C C N C C This refers to the type of file that is sent for printing. If it’s big file say > 20 MB, it will correspondingly consume more toners, time to print etc. C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  35. ANALYZE N N C C C C C C C C C C C C C N C C This refers to the type of paper used. . C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  36. ANALYZE N N C C C C C C C C C C C C C N C C • At the moment, there seems to be less implementation on informing clients on machine capabilities and features and technology changes. . C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  37. ANALYZE C C C C C C C C N C C N C C C C C N . C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Bank’s reorganization/ realignment is a noise factor Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  38. ANALYZE C C C C C C C C N C C N C C C C C N . C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget • With less manned centers, less labor cost is attained. Client Errors Technology Printing Type of Docs Sent Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

  39. ANALYZE C C C C C C C C N C C N C C C C C N C C Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Overtime Reduce Cost of Photocopying Services by 30 % and Optimize Resources Allocated Budget Client Errors Technology Printing Type of Docs Sent Lack of a real-time database to track utilization of machines. Machine Model Electronic Media Hard Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of copy center Utilization Process Equipment

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