OFFICE TPM

1. 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. Its objectives are Streamlining Systems & Procedures in Office Area Supporting Production System Incurred on the administrative activities and helps to improve overall companys 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

- Mistake proofing of the output of the work through Kaizens, avoiding grapevines ( ef fective communication). - Ensuring proper identification with fool-proof arrangements - Reduce the Rework - Reduce the Accident - Easy retrieval ( Filing System) C - Reduce Inventory Carrying Costs - Reduce Logistics Expenses - Reduce Procurement Costs - Reduce Consumables Expenses - Reduce Office Related Expenses - Paperless office, reduction in inventory carrying cost, administrative costs, alternative sourcing / bargaining for cost reduction. - To reduce the Purchase Cost by 25% - Inventory cost reduced by 20% - Reduce administrative cost by 20% - Negotiate with existing suppliers - Alternative Sources - Alternative Material - Bulk Purchases - Revenue Saving - Logistics Costs - Reduction in number of files, cubboards and stationaries - Ontime Delivery to Customers - Reduce Inventory Levels - No delay in MIS, daily update of the data, timely payment to the outstanding, JIT in procuring the materials, well-timed and judicious feedback to the manufacturing departments for cost control activities. - Quick retrieval of records - Eliminate Accidents in Office Area - Safety pertaining to loose wires and cables in Office area - Increase No of Kaizens in Office Area - No of suggestions given by the people - Better layout of the office premises, easy retrieval of files, thorough practice of 1S & 2S - Reducing searching time

S M

3. 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

4. Who should head Sub-Committee? Sub-Committee is to be headed by a person who has got good Knowledge & Strong Commitment towards Cost Management. In our Unit it is headed by Manager (Industrial Engg.) In foundry, as the committee comprises of all the non-manufacturing department head, it should be headed by the finance head. 5. How to form Sub-Committee? Sub-Committee is to be formed with the members from Purchase & Stores (SIT- Supplier Interface), Customer Interface (CIT), Finance & Accounts, Logistics & Industrial Engineering Departments. 6. How to form TPM Circles in Office TPM? Who should be the members? TPM Circles in Office TPM are formed in Purchase & Stores (SIT), Customer Interface (CIT), Finance, HRD, Marketing, R&D, Accounts, Administration & Logistics Areas. In addition Cross-functional Circles are formed as guided by Sub-Committee Members based on the Activities drawn out in the Activity Plan. 7. How to Start Office TPM? Steps: Form Office TPM Sub-Committee Educate the Members about Office TPM List the activities & Losses, 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, workflow diagram are to be made for further improvement. Unkeep the office records - Ease out the existing Procedures - Office Automation - Multiskill Teamwork Development Build Autonomous Maintenance Education & Training Staffing Work Evaluation

8. How to identify Losses in Office TPM? Identification of Losses in Office TPM is done by identifying Non Value Added Activity.(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, motion loss, 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. 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. Training Programmes & Office TPM related inputs are to be provided on a regular basis by TPM Coordinator. Also responsible for preparing of estimated expenses for office area along with the sub-committee members. To obtain long and short term objectives from the management Set OTPM objective, master plan and targets progressively for 3 years. Co-ordinate to form sub committee and small circles. Approve the monthly target and action plan Review of the monthly progress

10. How to Select KK? KK is done in Office TPM in the following Steps: 1. 2. 3. 4. Analyze the Present Work System and Procedures Creativity in the Existing Activities Critically examine the work system and the losses With the available data, the OTPM sub-committee will arrive at a ROSS tree ( losses relating & fixed costs) and priorities the losses through Pareto analysis.

5. Targets and action plan should be identified, Project teams should be formed to eliminate / minimize them. 6. 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. A report is submitted by the TPM Coordinator to the Management on the Progress made. Circle Committee Leader Weekly audit Weekly reviews of progress of The set target, activities and The results and take corrective actions for any deviation. 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.

Sub Committee Chairman

Fortnightly audit

TPM Secretariat

Monthly audit

12. How to Benchmark? Benchmark is nothing but the measure of the present state. It is normally taken by averaging the data of past one year. It reflects the base against which the improvement can be done. Retrieval time for the records less than 60 seconds in Phase I and less than 30 seconds in Phase II 13. Should the Office TPM Circle members take part in the Plan TPM activities in the beginning? In the initial stages, OTPM personnel should eliminate the supporting departments slackness to realize the TPM benefits comes true in the model machines. Office TPM Circle Members should take part in the Plant TPM activities from the beginning itself.

The main aim of Office TPM is to support the Plant TPM activities and provide inputs on the Loss & Cost angle. By this Plant TPM members become aware of the Losses and Costs incurred.

14. How to do visuals in Office TPM? Visuals can be made in Office TPM by using Photographs, Flowcharts & Posters. The situation before & after can be compared by using visuals. The following should be visualized in the departments activity board: Filing System for easy retrieval Colour Coding Display the Performance Measures Targets & Kaizens, 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. 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, Return on Investment etc. Elimination of losses arising out of waiting for material, man and machine Implementation of JIT for the procured materials to minimize inventory cost and ensure timely availability, Converting losses into cost and proposing suitable corrective actions Alternate sourcing to minimize the inward material cost. Feedback on monthly expense against the budgeted amount Timely forecast of the business and sales scenario

Establishing and maintaining the system for collecting losses, computerized maintenance management system etc. Monitoring and minimizing the variable and fixed costs Spare Parts Procurement Education and Training Inventory Management, JIT Purchasing Activities Improvements By proper identification of records, record retrieval becomes easy. OTPM supports plan TPM by furnishing details as and when required without dealy.

16. 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. Since Suppliers & Distributors are the Components of the Value Chain, Office TPM will not be complete without involving them. They should be trained in on-time delivery to minimize the inventory cost. Correct and necessary documentations for fulfilling the requirements of the customers and governmental agencies. 17. How to apply it System Department? Office TPM can be very effectively applied in System Department. 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. 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

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. To bring about a paperless office

18. How to measure Customer Satisfaction ( Internal & External )? A. External : The measures is by Customer Complaints. If the Customer Complaints have reduced and increased in Business has accrued it means the Customer is satisfied. B. Internal : The measure of internal Customer Satisfaction is by the time response to the Service. The faster the time response more will be the internal Customer Satisfaction. Customer satisfaction is evaluated annually through a set of questionnaire and through visits. For any new customer the customer satisfaction survey will be carried out after regular supplies with in stipulated years of commencing bulk supplies. The customer will evaluate a Questionnaire having different categories, comprising various questions. According improvements will be initiated. 19. What is Your Companys 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

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