digital 5s - ilc website · • highlight differences w/traditional 5s • share case study and...
TRANSCRIPT
![Page 1: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/1.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Digital 5S
![Page 2: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/2.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Agenda
• Introduction, Objectives & Scope
• Why Digital 5S?
• Planning
• Sort
• Set in Order
• Security
• Standardize
• Sustain
• Metrics & Lessons Learned
![Page 3: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/3.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
![Page 4: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/4.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Objectives
• Introduce Digital 5S
• Enable participants to envision Digital 5S
within your org
• Highlight differences w/traditional 5S
• Share case study and lessons learned
![Page 5: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/5.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Out of Scope
![Page 6: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/6.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Out of Scope
Before
After
![Page 7: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/7.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
In Scope
![Page 8: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/8.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Disclosure
I am not a technocrat! (Nerd … maybe.)
![Page 9: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/9.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Digital 5S
![Page 10: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/10.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Eight Forms of Waste
Transportation
Waiting
Over-Production
Defects
Inventory
Motion
Extra Processing
Squandered Creativity (Skills)
![Page 11: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/11.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Wastes Due to Disorganized Data
• Searching
• Interrupting co-workers
• Recreating
• Updating an obsolete version
• Purchase of unnecessary storage space
![Page 12: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/12.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Valuing the Standard
PLAN
DO
CHECK
ACT
![Page 13: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/13.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Planning for Success
PLAN
DO
CHECK
ACT
What should you do before an event to
ensure its success?
![Page 14: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/14.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Pre-Work Doc & Meeting
![Page 15: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/15.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
ScopeIn Out
Electronic data Paper data (unless obvious)
Work (W), Hard Drive (C)Beehive (L Server), GIS (Q), Archive (U), Photography (V)
File retention (what stays/what goes)
File structure
File naming conventions
File revision control
File & folder security
Proposed sol’n aligned w/other depts.
Implementation within BACGEIImplementation within other depts.
Standard Work documents
Audits
5S training Process improvements kaizen
![Page 16: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/16.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Participants
Identify right participantsIT
Sys. Ad
min
.
City E
ng
r.
City M
gr.
Pro
cess O
wn
er
![Page 17: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/17.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Before Stats
Master Server
(W & Q Drives)
Archive Server
(U Drive)
Total Space (TB) 1.55 2.68
Free Space (TB) 1.20 2.04
Used Space (TB) 0.36 0.66
Percent Used 23% 25%
Cost ($) $8000 $600
Cost/GB $5.16 $0.22
![Page 18: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/18.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Before
Engineering Planning
![Page 19: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/19.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Data Policies
1. What data is/is not stored on org’s
servers, C drives, etc.
2. Role of various data locations
3. Document and revision control
4. Access to read/write
![Page 20: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/20.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Back-Up Current State!!!
![Page 21: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/21.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Sort
![Page 22: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/22.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Sort
• Duplicates (software available to help)
• “Outdated”
• “Obsolete”
• Personal (non-work related)
• System files (e.g., shortcuts,
executable)
• Poor quality or untitled photos
• Personnel sensitive (move to HR drive)
![Page 23: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/23.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Sort – Definitions
Outdated Obsolete
DefinitionNot current version or active but
has historical value
No historical value
(irrelevant)
Examples
Replaced/updated plans Old templates
Budget sheets from prior yearsFiles for software no longer
available
Supporting data (including
calculations from prior projects)
Unsigned docs that are later signed
and have value in searching content
Unsigned docs that are
later signed and have NO
value in searching content
Action Taken Move to Archive Drive Delete
![Page 24: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/24.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Sort
Challenged team to ID behaviors that caused waste
![Page 25: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/25.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Sort - Key Lessons
• City data, not departmental or personal data
• ONE copy
• When sharing info via email
– LINK the document’s network location
– Not an ATTACHMENT
![Page 26: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/26.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Set in Order
![Page 27: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/27.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Set in Order
Hunters & Gatherers
Gearheads
![Page 28: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/28.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Set in Order
Develop new, logical folder structure
![Page 29: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/29.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Set in Order
• Create folder structure template for repetitive work
• Populate folders with useful templates, examples
![Page 30: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/30.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Set in Order
• Build new redundant folder structure
• COPY (not cut) & paste Sort survivors to new folders
• Delete older folder structure
![Page 31: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/31.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Security
• Shine, Sweep, Showcase not applicable
• Read access for everyone; modify access as
required by job
![Page 32: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/32.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Security
![Page 33: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/33.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
5S Algebra
3S
Sort
Set In Order
Security
2S
Standardize
Sustain
5S Success
![Page 34: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/34.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Standardize
![Page 35: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/35.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Standardize Sort
Data Expiration Date
![Page 36: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/36.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Standardize Set in Order
File/Folder Names
• Sequence (generic to specific)
• Dates
• Abbreviations
• Acronyms
• Spaces
• Names
• Addresses
![Page 37: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/37.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Standardize
• New file names required for new and revised files
• Renaming all legacy files typically not practical
![Page 38: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/38.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Standardize
![Page 39: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/39.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Standardize
Before After
![Page 40: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/40.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Sustain
Sustain
Sort
Set in
Order
Security
Standardize
![Page 41: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/41.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Sustain
![Page 42: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/42.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Dashboard
Area Item Before After
Engineering
Folders 6307 178 (3%)
Files 49,980 1606 (3%)
Size (GB) 52.4 1.1 (2%)
Planning
Folders 6311 167 (3%)
Files 77,071 2149 (3%)
Size (GB) 70.2 2.3 (3%)
Total
Folders 12,618 6500 (52%)
Files 127,051 59,324 (47%)
Size (GB) 122.6 55.1 (45%)
![Page 43: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/43.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Lessons Learned
• Use cable (not wireless) when moving big data
(10X faster)
• Co-locate during Sort & Set in Order phases
• Rename “active” Sort survivor folders only; files
as created or modified
• Admin create folders
• Time well-spent!
![Page 44: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/44.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Lessons Learned
• Digital shortcuts & tips are powerful!
– Email link to master file
– Shortcut to file/folder rather than duplicate
– Search techniques!!!
– Use pin, favorites for easy access
– Cut/Paste available when naming
• Develop a 5S process to share
• Recognize contributors!
![Page 45: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/45.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC
Want to Learn More?
• $30 (includes tax +
shipping/handling)
• Accept credit cards
![Page 46: Digital 5S - ILC Website · • Highlight differences w/traditional 5S • Share case study and lessons learned. Guiding Iowa Organizations to New Heights ©2020 ... 5S training Process](https://reader035.vdocuments.mx/reader035/viewer/2022081400/60a072919fbac2034c1f2422/html5/thumbnails/46.jpg)
Guiding Iowa Organizations to New Heights ©2020
Brimeyer LLC