Streamlining Employee Records Files

Process Cycle Time

By Mohamed Abdelaziz
Project Champion Michelle
:
Project Coach
Delos
Simon
: Reyes
Process Owner Crossland
Contact
: Center

Date Started: 08/02/2017 Date Updated: 08/03/2017

 Current Inventory File : Target AF Travel

Inventory Files Sort by :

Company Lock Number

Name
 Define Problem Statement

Problem Statement :

The turnaround time to request an employee personal file is 3 working days.

Linkage to Business :

The unnecessary time waste could be used for some other productive
purposes ,Improve
process cycle time as result creating standard process.

Operation Definition :

Employees files are request will be provided in 2 working days from date
request.
Project Scope :

The scope of this project covers employee records of UAE based employees :

- Internal customers : On boarding , Off boarding and Government services team.

- External customers : Line Managers , HRBPs, Employee Relations , Legal and AFG
Employees.

Project Scope :

1- Reduce process cycle by 60 % .

2- Projected cost avoidance of minimum 6000 AED / per annum.
3- Create and establish an SOP ( Standard Operating Procedure ).
 Define Process Map

Records Life Cycle

Waiting Time
Process Time

Employe New
Action
Type e Hire Action
Type

Retenti Create
on & File
Disposal
Focus Focus
on on

AF
Action
Employee Type
Focus
on

Manage &
Use
 Define Process Map

31
6
Months
days Actual Work
Time
Create File

Actual Process

10 10 20
Minute Minute Min
Time

On
Join Contact Waiting Time
Boardin Create File File Record End
formalities Transfer Center Process 6
g
Analyst File
Analyst Months
+
31
days

3 Days Actual Work

Manage & Use

Time
Actual Process

2
5 Days
Time

Minute
Waiting Time
Contact
Record Maintain Retrieve End
2 days
Center Process
File File File +
Analyst 8
hours

3 Days Actual Work

Time
10
Retention &

Actual Process

2
Minute
Disposal

Days
Time

Off boarding Retrieve Maintain End Waiting Time

Analyst File Process
File 2 days
+
530
Min
Measure

Pre
Pilot
Actual Work Time
Records
Team Per Minute Salary
Lifecycle Time (minutes) Request/Month Cost
(Employee Services)
On Boarding Create 10 1.6 150 2,400.00
Contact
Center Manage & Use 5 1.6 80 640.00
Off Retention &
Boarding Disposal 10 1.6 600 9,600.00

Waiting Time
Follow Up Received-Email
Time(Days Received per Time Per Minute Time
Work In Progress per Per Minute Salary Salary
) month (minute Cost (minute Cost
month (Employee) (Emp
s) Services) s)

528.0
212 150 33 1.3 1 42.90 1.6 10 0

512.0
3 80 32 1.3 1 41.60 1.6 10 0

1,056.
2 600 66 1.3
Process Cycle 1 85.80 1.6 10 00
Time Cost
212 days 10mins 2,970.90
3 days 5mins 1,193.60
2 days 10 mins 10,741.80
Analyse root cause

Cause and Effect Diagram

People Process
LM & Employee
HRBP
Onboarding Off boarding SOP
Team Team
Contact Government
Center Services
Internal External
Audits Audits
Turnaround
Employee Personal File time is 3
working days
SR ES Portal ES Portal

Enquir Exc
y el
MS
Internal
Office
mail

Technology Outlook
Channels
Analyse graphical summary

Volume received by team

700 660
600
500
400
Sum of Received files
300
Sum of Exceeded
200 150 SLA
Volume 80 50
100 32 33
0

Estimate SLA Vs Actual SLA

Target SLA Exceeded SLA

25
20
20

15

10

5 3 3
2
0
O n b o a rd i n g Te a m C o n ta c t C e n tre O ff b o a rd i n g Te a m
Improve

Proposed solutions:

Sigma
Yellow Belt Lean Six
1- Schedule a fix time to
transfer the files from
Onboarding.
3 4
2- Re-organize the files by
sorting it with Employee ID
numbers.

2
3- Reduce turnaround time
to process employee files
( Record/Pull/Set )

4- E- Filling solution.
 Improve

Before After

Current Inventory File : Target AF Travel New Inventory File : Target AF Travel
Company
Company
Inventory Files Sort by :
Inventory Files Sort Employee
Company Lock Number
by : Number
Name
 Improve

Pre
Pilot Process
Actual Work Time Waiting Time Cycle
Follow Up Received-Email
Records Per
Team Work Per Minut
Lifecycle
Per Minute Salary Received per In Minute Time e
Time (minutes) Request/Mo Cost Time(Days) Time Time Cost
(Employee Services) month Progre Salary (minut Cost Salary Cost
nth (minutes)
ss per (Emplo es) (Emp
month yee) Servic
es)

On 2,400.0 42.9 528.0 212 days

Boarding Create 10 1.6 150 0 212 150 33 1.3 1 0 1.6 10 0 10mins 2,970.90

Contact 41.6 512.0 3 days

Center Manage & Use 5 1.6 80 640.00 3 80 32 1.3 1 0 1.6 10 0 5mins 1,193.60

Off
Pilot Retention & 9,600.0 85.8 1,056. 2 days 10 10,741.8
Boarding Disposal 10 1.6 600 0 2 600 66 1.3 1 0 1.6 10 00 mins 0
Process
Actual Work Time Waiting Time Cycle
Follow Up Received-Email
Records Per
Team Work Per Minut
Lifecycle
Per Minute Salary Received per In Minute Time e
Time (minutes) Request/Mo Cost Time(Days) Time Time Cost
(Employee Services) month Progre Salary (minut Cost Salary Cost
nth (minutes)
ss per (Emplo es) (Emp
month yee) Servic
es)

On 2,400.0 42.9 528.0 212 days

Boarding Create 10 1.6 150 0 212 150 33 1.3 1 0 1.6 10 0 10mins 2,970.90

Contact 41.6 512.0 3 days 3

Center Manage & Use 3 1.6 80 384.00 3 80 32 1.3 1 0 1.6 10 0 mins 937.60

Off Retention &

Time Contact 4,800.0
Time Off85.8
Boarding 1,056. 2 days 5
Team Cost
Boarding Disposal 5 1.6 Center
600 0 2 600 66 1.3 1 0 1.6 10 00 mins 5,941.80 Avoidance
Yearly
Current Actual Work 10 Minute
Current Actual Work Time
5 Minute Contact Center 3,072.00
Time AED
Reduced Work 5 Minute
Control & Replication

Pla Stat
n us

4 In process
Thanks!

Any questions?
You can find me at
Mohamed.abdelaziz@Alfuttaim.com