PPMP20009 Leading Lean Projects

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Assessment 1- The Case Study (Mid-Term Break Week)

This is an individual submission worth 40% of your overall grade.

Due Monday Mid-Term Break Week. (Maximum 4 pages)

Your Task

You will complete a Gemba Walk on a process performed at your workplace or other selected organisation. Students are required to identify an organisation for this activity before the end of Week 3 and get permission from a responsible person in that organisation to complete the Gemba Walk activity. If you do not work or cannot get approval from your workplace, you can select any other workplace. However, you must physically attend that workplace for the Gemba Walk. Students cannot use a previous workplace experience or complete an online version of the Gemba Walk for this assessment.

During the Gemba Walk, you will look to identify an opportunity for Lean Transformation in that environment, specifically by identifying a Lean Waste within a specific process within the organisation.

Create a four-page (maximum) case study using knowledge you obtain from performing the Gemba Walk.

NOTE: Your case study will be shared with others as a part of Assessment 2. Please ensure what you provide is appropriate and able to be shared. You will need to provide a photo of you completing the Gemba Walk, therefore ensure you have permission from the organisation to do this. Discuss with your tutor and other class members early if you are unable to identify an organisation for completing the Gemba Walk.

This Unit does not allow the use of AI tools such as ChatGPT to complete this assessment. Students are expected to write their own assessment answers.  

For more information on developing case studies:

https://venngage.com/blog/case-study-examples/#5

For more information on ‘Gemba walks’:

https://insights.btoes.com/resources/what-is-going-to-gemba-lean-kaizen-definition-introduction

HINT The Week 1 tutorial considers a process that you would review, and whether the scope of the process was narrow enough.  The table below gives an example of feedback identifying issues with the process they chose. If you are unsure of the scope of your process, you should discuss this with your tutor early in your tutorial.

Example common feedback. “What you have described is not a process but a number of processes.” How to avoid the issue – Considering the above feedback, ensure you narrow the scope down to a single process. The process should be one where ‘Lean Waste’ is associated.

Criteria and marking breakdown:

1. Using your knowledge of the organisation and a ‘Gemba Walk’ provide an overview of the organisation. You should include: (1.5 marks).
   1. the name of the organisation. If it is a large organisation with multiple branches, you must include the local branch details where you will complete the Gemba Walk. This is the physical scope for your assessment,
   2. what type of business the organisation performs, and
   3. your role within the organisation (staff or visitor/consultant etc).

2. Pre-Gemba Walk Management Meeting

Before completing the Gemba Walk you will need to talk to the manager of the organisation or the section you will be performing the Gemba Walk. Before meeting with them, you should prepare a list of questions and a short plan for the meeting. During the discussion you should ask them which process they think could benefit from a lean transformation and why – you should give priority to their suggestion where possible.

You should explain to them the nature of the Assessment and seek permission from them to complete it. This should be completed in your own time (*The Gemba Walk is NOT TO BE COMPLETED during your normal shift – you will not be able to address the requirements effectively as your normal work and the Gemba Walk will be different).

1. Provide the questions and the plan you developed for your meeting with the manager. (1 mark)
2. Provide a summary of information that the manager provided about the process, including the process they suggested to observe and their reasons. (2 marks)
3. Describe how you completed the Gemba Walk. (2 marks)

Include the following:

1. The location that you performed the Gemba Walk (e.g., the address of the organisation’s building you attended to complete the Gemba Walk).
2. When the Gemba Walk was undertaken including date and time,
3. How long the Gemba walk took to complete.
4. Who was present during the Gemba Walk.

4. Explain the process that you observed during the Gemba Walk. This should enable someone with no knowledge of the organisation or the process to understand the process fully. In your response you should address the following: (3.5 marks)
   1. What is the purpose of the process?
   2. What is the input to the start of the process?
   3. What is the output of the process?
   4. Who is the customer of the process you observed?
   5. Is the customer internal or external?
   6. What would be the voice of the customer about the output of the process?
   7. What is the value the process adds to the organisation’s goals.

Make sure the scope of the process is well defined and small.

Large scopes may reflect multiple processes, and this may hinder your ability to obtain good marks.

5. To ensure that your Gemba Walk progresses smoothly you should use certain tools e.g., pre-prepared questions, tally sheet etc. (4 marks)
   1. Describe the tool/s that you used,
   2. why you used the tools.
   3. provide a photo of the completed tool/s.
   4. Also provide a photo of you completing the Gemba Walk using a selected tool, and the marker needs to identify you clearly in the photo.

NOTE a photo of you working on the process or at the organisation will not be sufficient for a photo of you performing the Gemba Walk.

Some organisations may require you to wear safety clothing during the Gemba Walk for safety requirements. Those safety clothes cannot be considered as a tool to complete your Gemba Walk.

6. Describe a summary of insights you gained from completing the Gemba Walk (6 marks) Include the following:
   1. What you visually observed.
   2. What you learnt from speaking with staff working with the process (include their name/s and role/s)
   3. Name and discuss ONE specific ‘Lean Waste’ that you identified during your Gemba Walk.

NOTE You must not identify more than one Lean Waste for this assessment. If you observe more than one problem/waste, prioritise ‘one waste’ for the assessment. Otherwise, you may not be able to effectively address the rest of the assessment.

The diagram below was sourced from the following website which provides more information on Lean Wastes

https://tulip.co/blog/8-wastes-of-lean-manufacturing/

7. Describe the lean transformation project you will propose to address the Lean Waste identified (to eliminate or mitigate the Waste). (6 marks)
   1. Your response should identify how will you remove or reduce the Lean Waste you identified.
   2. Ensure you state key activities that will be required to implement the lean transformation project.
   3. Ensure the actions you propose align with the concept of ‘Lean thinking’ which is described in the following quote:

“Lean thinking is used by companies who are looking to improve efficiency and eliminate wastes. The ultimate goal for Lean manufacturing is to create quality products that satisfy the customer and meet demand with as little resources as necessary.”

https://www.creativesafetysupply.com/qa/lean-manufacturing/what-is-the-goal-of-lean

8. Discuss and justify whether the lean transformation project that you propose should be managed as a waterfall or agile project. (2 marks)

Note: Just because this is a ‘lean transformation project’ it is not necessarily suited to an Agile project management approach.

HINT:  If you can easily plan and execute the entire lean transformation project (which in this case is the removal or reduction of the lean waste you identified), then it is more likely that an Agile project approach is not required.

9. Using the ADKAR model, describe how you would manage the change necessary to implement the outputs of the lean transformation project that involves the actions described in question 5. Your response must be specific to your project. (10 marks)

The following website provides further information about the ADKAR model for organisational change.

https://www.prosci.com/methodology/adkar

Your response needs to be specific to the lean transformation project you are proposing and demonstrate that you not only understand the ADKAR model but are also able to apply it to your specific case study.

Therefore, ensure you include details about your specific organisation, process etc. Responses that are general in nature or simply define the ADKAR elements will be marked down. The answers must clearly refer to your selected scope and the stakeholders, the process you selected for the Gemba Walk and to your proposed project.

Case Study Presentation

10. Your case study must be presented professionally, including correct spelling and grammar, is a maximum of four pages, and is reflective of the examples provided in the Venngage web link on the first page of this document, (e.g., visually appealing, concise, etc.). (2 marks).

This case study must be in the format of a brochure and not in the format of a conventional report. There should be no executive summary, Table of Contents, Introduction, Conclusion or Recommendations. References are not expected to be included in this assessment which is the output of your own Gemba Walk.

Do not include a cover page. It will form a part of your page limit and is wasted space.

NOTE: Venngage case study templates have a cost associated if you want to use them.