Students walking to class

July 2016

TMA/Kronos Project

Time tracking is an important aspect of Physical Facilities' business processes.  The Kronos system is used to record employee time, while TMA is the PFD system used to track work orders and time spent by employees on work orders.  Unfortunately, Kronos and TMA are separate systems that do not normally 'talk' to each other.  The TMA/Kronos Lean team set out to improve this. 

In addition to business process improvements, a large portion of this project was devoted to making technical improvements which would allow an audit of the time in each system.  Through a strong collaboration with IT Services, a TMA and Kronos exception report was created that enables PFD supervisors to find and easily correct time discrepancies between TMA and Kronos.  This double-check ensures PFD customers are appropriately charged for work performed and eliminates the extensive manual auditing that was previously required. 

One of the keys to the success of this initiative was how Physical Facilities and IT Services approached the project using an Agile Scrum approach.  Staff from both divisions allocated time almost every work day to spend on the project.  This Agile Scrum approach incorporated constant review and feedback from both PFD and IT Services.  The team also developed an early prototype that was shared with a larger PFD audience, providing them an opportunity to make suggestions for improvement. 

A special thanks to all involved in this project:  Sheila Barger, Keith Buckley, Mary Brooks, Brandon Burke, Paul DiBenedetto, Rose Duh, Steve Feck, Liz Hooven, Bill Miley and Sandra Mohr.

Lean Metrics

As another fiscal year comes to a close, the Lean Initiatives Office would like to take this time to share the Lean program‘s metrics.  Since tracking of the program began in 2011, Lean teams across campus have closed over 900 projects, another 186 are currently in process, and 55 more projects remain in the parking lot awaiting resources.  Currently, 79­­­ employees are enrolled in the Lean Certification program, 12 will begin in fall 2016, and 47 have completed the program and are now Senior Lean Leaders.  The program has yielded over $27 million in cost avoidance, over $9 million in cost reduction, and over $5 million in increased revenue with over 780 staff members serving on at least one Lean team and 265 of them serving as a team leader.  Through these projects, Miami University has been able to continuously improve service, generate new ideas for resource creation, and eliminate or reduce waste in our processes.  As of 2016, all University divisions have some involvement in Lean continuous improvement. 

These outcomes are truly amazing, and were only possible due to the exceptional contributions of Miami’s staff.

Certification News

Jennifer Williams and H. Dean Smith from Housing, Dining, Recreation and Business Services are our newest Certified Lean Leaders. They both recently completed all requirements for the Lean Leader Certification Program. Congratulations Jennifer and Dean!