OFFICE TPM1. Why Office TPM? What are its Benefits? To bring 1S & 2S concepts in Office area and for improving productivity in Office area. Office TPM is a Supporting Pillar to the main functions of the Organization. Administrative Office TPM supports the manufacturing departments to improve their profitability by increasing the value addition by eliminating losses. It’s objectives are • • • • Streamlining Systems & Procedures in Office Area Supporting Production System Incurred on the administrative activities and helps to improve overall company’s performance Reducing Cost of Factory Overheads Benefits: • • • • • • • • • • • Elimination f Non Value Added Activities Reduction of Cost of Procurement, Logistics & Office Overheads Reduction of Inventory Levels Reduction of Document Retrieval Tim & No of Files Elimination of hidden losses Installation of Good House Keeping Practices (5S) JIT practice and hence reduced inventory and cost Alternate sourcing of supplies for cost reduction Reduction in transport cost Reduce the delivery time Improves the quality 2. How to define PQCDSM in Office TPM? P - Increase Manpower Productivity in Office Area - Purchase efficiency will be improved by 20% - To improve the value addition of work through elimination of duplication of work, non-value added activities, design of efficient workflow, improving the effectiveness of work through work function development table and clearly defined authority and responsibility. - Reduction in number of files, space and cubboards - Improve House Keeping Standards (5S) in Office Area Q Reduce Logistics Expenses . timely payment to the outstanding. cubboards and stationaries . well-timed and judicious feedback to the manufacturing departments for cost control activities.No of suggestions given by the people . At What Stage Sub-Committee to be formed? The Sub-Committee to be formed after completing the following formalities • • • • Imparting knowledge to all the members on OTPM concepts Awareness will be created before Office TPM Sub-Committees may be formed for Office TPM as and when other Sub Committees are formed Successful implementation of 1S & 2S activities in office premises . administrative costs.Mistake proofing of the output of the work through Kaizens.To reduce the Purchase Cost by 25% .Alternative Material .Reduce Inventory Levels .Reduction in number of files. avoiding grapevines ( ef fective communication).Logistics Costs .Inventory cost reduced by 20% .Negotiate with existing suppliers .Eliminate Accidents in Office Area . JIT in procuring the materials.No delay in MIS.Reduce Consumables Expenses .Reduce administrative cost by 20% . daily update of the data.Better layout of the office premises.Increase No of Kaizens in Office Area . reduction in inventory carrying cost.Safety pertaining to loose wires and cables in Office area .Reduce the Accident .Paperless office.Ensuring proper identification with fool-proof arrangements .Alternative Sources .Easy retrieval ( Filing System) C .Ontime Delivery to Customers .Reducing searching time D S M 3.Reduce Inventory Carrying Costs . . .Bulk Purchases . thorough practice of 1S & 2S . ..Revenue Saving .Quick retrieval of records .Reduce Procurement Costs . alternative sourcing / bargaining for cost reduction.Reduce Office Related Expenses . easy retrieval of files.Reduce the Rework . 6.Office Automation . Finance & Accounts. How to form Sub-Committee? Sub-Committee is to be formed with the members from Purchase & Stores (SIT. Customer Interface (CIT). 5. Logistics & Industrial Engineering Departments. Administration & Logistics Areas. it should be headed by the finance head.Ease out the existing Procedures . Customer Interface (CIT).4. Unkeep the office records . Who should head Sub-Committee? Sub-Committee is to be headed by a person who has got good Knowledge & Strong Commitment towards Cost Management. How to form TPM Circles in Office TPM? Who should be the members? TPM Circles in Office TPM are formed in Purchase & Stores (SIT). which can be taken by Office TPM Prepare an Activity Plan and Identify the Members & Circles to carry out the activities Monitor the Activities on a regular basis and motivate the people to participate through Suggestions or Kaizens The work function development table. In our Unit it is headed by Manager (Industrial Engg. 7. R&D.Supplier Interface). How to Start Office TPM? Steps: • • • • • • • Form Office TPM Sub-Committee Educate the Members about Office TPM List the activities & Losses.Multiskill Teamwork Development Build Autonomous Maintenance Education & Training Staffing Work Evaluation • • • • . Marketing.) In foundry. Finance. as the committee comprises of all the non-manufacturing department head. Accounts. workflow diagram are to be made for further improvement. In addition Cross-functional Circles are formed as guided by Sub-Committee Members based on the Activities drawn out in the Activity Plan. HRD. (Eg : Reconciliation) Wastage of Time(Eg : Excess time used for Bill Passing) Under Utilization of Manpower(Eg : Improper Work Load Distribution) Areas of High Costs (Eg : Logistics & Distribution Costs) Record retrieval time loss. Also responsible for preparing of estimated expenses for office area along with the sub-committee members. motion loss. . Analyze the Present Work System and Procedures Creativity in the Existing Activities Critically examine the work system and the losses With the available data. 4. master plan and targets progressively for 3 years. the OTPM sub-committee will arrive at a ROSS tree ( losses relating & fixed costs) and priorities the losses through Pareto analysis. How to Select KK? KK is done in Office TPM in the following Steps: 1. 2. Training Programmes & Office TPM related inputs are to be provided on a regular basis by TPM Coordinator. What is the role of TPM Co-ordinator in Office TPM? TPM Coordinator has to guide and monitor the activities regularly so that the targets as drawn out in Activity Plan are met. Approve the monthly target and action plan Review of the monthly progress 10. • • • • • To obtain long and short term objectives from the management Set OTPM objective. How to identify Losses in Office TPM? Identification of Losses in Office TPM is done by identifying • • • • • • • • • • • Non Value Added Activity. Co-ordinate to form sub committee and small circles.8. 3. space loss Waiting for materials. men and machine Delayed / failure in payment to the supplier and sub-contractors Failure / delay in MIS Failures in fulfilling the statutory requirements by the government agencies and regulatory authorities Delay in dispatches due to lack of transportation Findings of the internal and external audit 9. It reflects the base against which the improvement can be done. Sub Committee Chairman Fortnightly audit TPM Secretariat Monthly audit 12. Fortnightly review of progress of targets and their results and Take appropriate corrective Actions. Monthly review of progress of the results and take corrective Actions to achieve the set targets. A report is submitted by the TPM Coordinator to the Management on the Progress made. It is normally taken by averaging the data of past one year. 6. Project teams should be formed to eliminate / minimize them. Circle Committee Leader Weekly audit Weekly reviews of progress of The set target. OTPM personnel should eliminate the supporting department’s slackness to realize the TPM benefits comes true in the model machines.5. How to Benchmark? Benchmark is nothing but the measure of the present state. Should the Office TPM Circle members take part in the Plan TPM activities in the beginning? In the initial stages. activities and The results and take corrective actions for any deviation. . Evaluate the activities and segregate value added and non value added activities 7. Evolve and implement ways to eliminate non value added activities by implementing Kaizens 11. How to do Audit? Auditing is done by the TPM Coordinator by reviewing the Progress against the Activity Plan every month. Retrieval time for the records less than 60 seconds in Phase I and less than 30 seconds in Phase II 13. Office TPM Circle Members should take part in the Plant TPM activities from the beginning itself. Targets and action plan should be identified. How to do visuals in Office TPM? Visuals can be made in Office TPM by using Photographs. Converting losses into cost and proposing suitable corrective actions Alternate sourcing to minimize the inward material cost. man and machine Implementation of JIT for the procured materials to minimize inventory cost and ensure timely availability. One Point Lessons must be displayed The objective & transparent targets The overall plans to achieve the target The monthly action plan to achieve the set target Monthly progress and results achieved 15. 14. How Office TPM supports Plant TPM? Office TPM supports Plant TPM in the following ways : • • • • • • • • • To provide inputs to Plant TPM about Losses & Costs To educate Plant TPM about the impact of Costs on the Business To provide useful information to Plant TPM for fast decision making like Cost Benefit Analysis. Elimination of losses arising out of waiting for material. The following should be visualized in the department’s activity board: • • • • • • • Filing System for easy retrieval Colour Coding Display the Performance Measures Targets & Kaizens. The situation before & after can be compared by using visuals. Return on Investment etc. Feedback on monthly expense against the budgeted amount Timely forecast of the business and sales scenario . Flowcharts & Posters. By this Plant TPM members become aware of the Losses and Costs incurred.The main aim of Office TPM is to support the Plant TPM activities and provide inputs on the Loss & Cost angle. Office TPM can be used as a tool by the Systems Department to provide useful Cost data to the Business Managers to evolve Strategies for sustaining & enhancing the business. Monitoring and minimizing the variable and fixed costs Spare Parts Procurement Education and Training Inventory Management. record retrieval becomes easy. Since Suppliers & Distributors are the Components of the Value Chain. 17. They should be trained in on-time delivery to minimize the inventory cost.• • • • • • • Establishing and maintaining the system for collecting losses. OTPM can be applied in the system department by removing the unwanted files stored and by storing the details with proper identification and backup ( GRAND FATHER – FATHER – SON ) The introduced system should be • User friendly • Office Automation – Paperless Factory • Expert System • Decision Support System • Operation System • Free from bugs . Can we extend it to our suppliers and distributors? We have to extend Office TPM to our suppliers and Distributors Customer satisfaction is our Prime Factor. OTPM supports plan TPM by furnishing details as and when required without dealy. JIT Purchasing Activities Improvements By proper identification of records. 16. Correct and necessary documentations for fulfilling the requirements of the customers and governmental agencies. Office TPM will not be complete without involving them. How to apply it System Department? Office TPM can be very effectively applied in System Department. computerized maintenance management system etc. To bring about a paperless office 18. For any new customer the customer satisfaction survey will be carried out after regular supplies with in stipulated years of commencing bulk supplies. The faster the time response more will be the internal Customer Satisfaction. How to measure Customer Satisfaction ( Internal & External )? A. According improvements will be initiated. Internal : The measure of internal Customer Satisfaction is by the time response to the Service. 19. B. The customer will evaluate a Questionnaire having different categories. If the Customer Complaints have reduced and increased in Business has accrued it means the Customer is satisfied. comprising various questions. What is Your Company’s Office TPM? In our Company Office TPM addresses the following issues : • • • • • • • • • Raw Material Cost Reduction Spares & Tools Cost Reduction Consumables Cost Reduction Reduction of Office Overheads Reduction of Logistics Expenses Inventory Control House Keeping Encouragement for Kaizen Activity 1S & 2S activities are being implemented . External : The measures is by Customer Complaints.• • • The output should be made available to different users in different forms whenever required The available systems should be decoded and should be documented so that further modification should easily be done. Customer satisfaction is evaluated annually through a set of questionnaire and through visits. • • • • • • • • • • • Awareness on office TPM concepts has been imparted Sub-committee has be formed Flow of work studied and subsequently the office lay out has been modified Departmental objectives have been set Targets have been set and action plan has been arrived for the manufacturing losses Collection of Losses in the supporting departments are in progress Record Keeping Simply Operational Procedures Automation Multiskill Development Winning Teams .