Technology and process improvement

Tightening organisational flow to improve productivity and minimise costs is a growing concern for many businesses post the Global Financial Crisis. Businesses can no longer afford to waste time and personnel on inefficient processes. Organisations using either Six Sigma or Lean techniques better manage their existing resources to maximise product out-put. Both of these techniques involve considerable evaluation of current processes.

What is Six Sigma?

Six Sigma is an organisational management strategy that evaluates processes for variation. In the Six Sigma model, variation equates waste. Eliminating variation for customer fulfilment allows a business to better serve the end-user. In this thought model, the only way to streamline processes is to use statistical data. Each part of a process must be carefully recorded and analysed for variation and potential improvements. The heart of the strategy embodied by Six Sigma is mathematical. Every process is subject to mathematical analysis and this allows for the most effective problem solving.

What is a Lean Model?

Lean businesses do not rely on mathematical models for improvement. Instead, the focus is on reducing steps in the customer delivery cycle, which do not add value to the final deliverable. For example, maintaining excess inventory or dealing with shortages would both be examples of waste behaviour. Businesses that operate using Lean strategies have strong cash flow cycles. One of the best and most famous examples of Lean in action is the Toyota Production System (TPS). In this system, not only is inventory minimised, but physical movement for employees also remains sharply controlled. Employees are able to reach everything needed to accomplish their tasks, without leaving the immediate area. By reducing the amount of movement needed to work, companies also remove wasted employee time.

Industry Applications for Lean and Six Sigma

Lean businesses reduce the number of steps between order and delivery. The less inventory on hand, the less it costs a business to operate. In industries where it is possible to create to order, Lean thinking offers significant advantages. Lean is best utilised in mature businesses. New companies, operating on a youthful model, may not be able to identify wasteful processes. Six Sigma has shown its value across industries through several evolution’s. Its focus on quality of process makes it a good choice for even brand new businesses. The best use is the combination of the two strategies. With the Lean focus on speed and the Six Sigma focus on quality combined, the two organisational processes create synergy. By itself, Lean does not help create stable, repeating success. Six Sigma does not help increase speed and reduce non value-added behaviours. Combined, these two strategies offer incredible value to every business in cost savings.

Using Technology to Implement Lean Six Sigma

Automation processes represent an opportunity for businesses to implement a combination of both Lean and Six Sigma strategies. Any technology that replaces the need for direct human oversight reduces costs and increases productivity. A few examples of potentially cost saving IT solutions include document scanning, the Internet, and automated workflow systems.

  • Document Scanning – Reducing dependency on paper copies follows both Lean and Six Sigma strategies. It is a Lean addition in that it allows employees to access documents instantly from any physical location. It is Six Sigma compliant in that it allows a reduction on process variation, since there is no bottleneck on the flow of information.
  • The Internet – The automation potential offered by the Internet is limitless. Now, businesses can enter orders, manage logistics and perform customer service activities from anywhere, through a hosted portal. With instant access to corporate processes from anywhere, businesses can manage workflow globally, allowing them to realise cost savings from decentralisation.
  • Automated Work Systems – One of the identified areas of waste in any business is processing time. The faster orders are processed and delivered, the greater the profits for the company and the less the expense per order. When orders sit waiting for attention, they represent lost productivity and waste. Automated work systems monitor workflow and alert users when an item sits longer than normal. These systems can also reroute work to an available employee when the original worker is tied up.

Each of these IT solutions provides a method for businesses to either reduce the number of steps in a process or improve the quality of the process for improved customer service.

Identifying Areas for Lean Six Sigma Implementation

Knowing that improved processes result in improved profits, identifying areas for improvement is the next step. There are several techniques for creating tighter processes with less waste and higher quality. Value Stream Mapping helps business owners and managers identify areas of waste by providing a visual representation of the total process stream. Instead of improving single areas for minimal increases in productivity, VSM shows the entire business structure and flow, allowing management to target each area of slow down for maximum improvement in all areas.

Seeing the areas of waste helps management better determine how processes should work to best obtain the desired outcomes. Adding in automated processes helps with improved process management, when put in place with a complete understanding of current systems and their weaknesses. Start with mapping and gain a bird’s-eye view of the situation, in order to make the changes needed for improvement.

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EU Energy Efficiency Directive & UK?s ESOS

In 2012 the European Union passed its EU Energy Efficiency Directive (EED) into law. This aims to reduce overall energy consumption by 20% by 2020. It placed an obligation on member states to pass back-to-back local legislation by June 2014.

EED Guidelines

The EED provides specific guidelines it expects member nations to address. The list is long and here are a few excerpts from it:

  • Large companies must use energy audits to identify ways to cut their energy consumption
  • Small and medium companies must be incentivised to voluntarily take similar steps
  • Public sector bodies must purchase energy-efficient buildings, products and services
  • Private energy-consumers must be empowered with information to help manage demand
  • Energy distributors / resellers must cut their own consumption by 1.5% annually
  • Legislators are free to substitute green building technology e.g. through better insulation
  • Every year, European governments must audit 3% of the buildings they own

Definition of Energy Audit

An energy-consumption audit is a question of measuring demand throughout a supply grid, with particular attention to individual modules and high demand equipment. While this could be an exercise repeated every four years to satisfy ESOS, it makes more sense to incorporate it into the monthly energy billing cycle.

Because energy use is not consistent but varies according to production cycle, this can produce reams of printouts designed to frustrate busy managers. ecoVaro offers an inexpensive, cloud-based analytic service that effortlessly accepts client data and returns it in the form of high-level graphic summaries.

Potential ESOS Beneficiaries

As many as 9,000 UK companies are obligated to do energy audits because they employ more than 250 employees, have a balance sheet total over ?36.5m or an annual turnover in excess of ?42m. Any smaller enterprise that finds energy a significant input cost, should also consider enlisting Ecovaro to help it to:

  • Obtain a better understanding of the energy side of their business
  • Achieve energy savings and share in a estimated ?3bn bonanza to 2030
  • Reduce carbon emissions to help meet their CRC commitments

More About ecoVaro

We offer web-based energy management software that helps you measure and manage energy costs. This strips data from your meters and generates personalised reports on a dashboard you control. This information helps you accurately zoom in on worthwhile opportunities. With Ecovaro on your side, ESOS truly becomes an Energy Saving OPPORTUNITY Scheme.

The Types of Industries That Can Benefit from Field Service Software

Initially, field service software was designed with field techs and their managers in mind. However, in the recent past, other industries have taken this path to better the performance of their businesses. Any industry that deploys skilled laborers and assets to off-site locations benefits from field service software. It’s all about resource allocation and data centralization for efficient management and running of the business? activities. With field service software, you got all your business? functions logged in one place.

So, who needs field service management software? Professionals like electricians, plumbers, IT technicians, construction workers, and carpenters all find it useful. Moreover, there?s a wide range of application in many different types of industries.

Here are some industries that benefit from field service management software.

  • Fire and Life Safety

In a fire and life safety industry, equipment and safety systems should be kept running at peak efficiency. Therefore, it’s necessary to provide appropriate services that will ensure the smooth running of processes. On top of complying with government codes, fire and security systems installed should offer reliable services. Since service is at the core of this industry?s operation, most people in fire and security industries are turning to field service software to automate operations of their service delivery. With the field service software tools, the industry can easily monitor security technologies, quickly respond to customers, and manage compliance, inspections, and procedures effectively.

  • Medical Device Enterprises

For medical device companies seeking to improve their services, sales, and compliance, field service software becomes very essential for the smooth running and operations of their functions. The medical device enterprises that greatly benefit from this software include those offering installations, repair, and maintenance of medical equipment. With the comprehensive field service tools, service delivery and performance is greatly improved.

Moreover, with the field service software, these industries find better ways of tracking critical records needed for regulatory compliance since the medical industry is one of the most regulated industries in the globe. For the companies doing the manufacturing of medical equipment, they can integrate field service software in their accounting systems to streamline their invoice processes and shorten their billing cycles.

  • IT and Communications Services Companies

With the remarkable technological advancements in the recent past, Internet service providers, cable companies, and communications organizations are looking for better ways of service delivery to keep up with the pace of the growing technology. Connections are becoming more complex day by day propelled by an explosion in new data sources, and the use of the devices. To keep up with the increased demand for instant services by customers, the IT and communication service companies, are turning to field service software to make their service delivery more effective.

A combination of the robust, advanced scheduling system and rich functionality makes this software very useful to the communication service companies. They can use the software to design and install complex internet infrastructure. Moreover, field service software can be used by these companies to set up recurring maintenance plans to maintain the installed internet systems.

  • Oil and Gas Enterprises

Most oil and gas industries are faced by complexities which need special handling for better business performance. Since the running of projects is at the cornerstone of their businesses, they’re always looking for better ways to ensure a smooth running of their project activities. For this reason, most of the oil and gas enterprises that have discovered the benefits of field service software are integrating the main activities of their projects in this software.

With the project-based software tools, there?s an efficient flow of information and transparency throughout the enterprise ensuring excellent project management. With the checklist feature included in most field service software, inspections, compliance, site surveys, and maintenance of procedures is made easier in oil and gas companies.

  • Facilities Management Industry

Given that this is a service industry, high-level of efficiency is paramount. To meet customer expectations and battle against cost, most facility management industries are turning to field service software. With the comprehensive tools included in the field service software, supervisors can assign tasks to their reports, monitor their progress, and receive alerts on critical issues while in a remote place or at the comfort of their office.

Maintenance and emergency repairs in the facility management industry are greatly supported by this software ensuring increased productivity and efficiency. Additionally, with field service software the industries benefit from a streamlined workflow and improved communication that greatly reduces administration time and cost.

  • Industrial Equipment Enterprises

Industrial equipment companies aim at maximizing their overall productivity and preventing equipment downtime. There?s a wide range of activities that take place in industrial equipment companies which require field service software for higher levels of efficiency.

From load testing, installation projects, and load testing to emergency repairs, this software, enables the managers to design work orders, and get them ready for scheduling, and distribute them in a moment. With the equipment and asset tracking software, the supervisors can gain instant visibility into the equipment and assets in the field to ensure their regular maintenance. The scheduling and resourcing tools ensure the supervisors are in full control over the dispatching of their workforce, their schedules, and the route taken by each for maximum work output. Additionally, with the field service software, industrial equipment companies can meet their customer expectations.

  • Construction Industry

Since construction work involve both site work and office work, building industries find field service software very useful in integrating their field and office activities. Field service software is designed to establish effective communication between the office staff and the field operators. With inclusive software tools, the supervisors can easily manage daily inspections and receive feedback from the field workers without leaving the office. Moreover, documentation is simplified, and everything is documented in a central place so that it’s easier to retrieve important information at any time. With field service software, building industries can manage their construction efficiently while minimizing cost, and saving on time.

Filed service software is gaining popularity in the industrial world as most enterprises seek to improve their business? performance, and keep up with the competition. Moreover, more companies are expected to come on board as the field service software companies work extra hard to add more tools to suit a wide range of functions.

The Rights of Individuals Under The General Data Protection Regulation

The General Data Protection Regulation or GDPR is a European Union law reinforcing the rights of citizens concerning the confidentiality of their information, and confirming that they own it. We thought it would be interesting to examine the GDPR effective 25 May 2018 from an Irish citizen?s perspective. This article is a summary of information on the Data Protection Commissioner?s website, but as viewed through a businessperson?s lens.

How the Office Defines Data Protection

The Office believes that organisations receiving personal details have a duty to keep them private and safe. This applies inter alia to information that individuals supply to government, financial institutions, insurance companies, medical providers, telecoms services, and lenders. It also applies to information provided when they open accounts.

This information may be on paper, on computers, or in video, voice, or photographic records. The true owners of this information, the individuals have a right:

  • To make sure that it is factually correct
  • To the assurance that it is shared responsibly
  • That all with access only use it for stated purposes

Any organisation requesting personal information must state who they are, what the information is for, why they need to have it, and to whom else they may provide it.

Consumer Rights to Access Their Personal Information

Private persons have a right under the GDPR to a copy of all their information held or processed by a business. The regulation refers to such businesses as ?data controllers? as opposed to owners, which is interesting. They have to provide both paper and digital data, and ‘related information?.

Data controller fees for this are discretionary within limits. The request may be denied under certain circumstances. The data controller may release information about children to parents and guardians, only if it considers a minor too young to understand its significance. Other third parties such as attorneys must prove they have consent.

Consumer Rights to Port Their Data to Different Services

Since the personal information belongs to the individual, they have a right not only to access it, but also to copy or move it from one digital environment to another. The GDPR requires this be ?in a safe way, without hindrance to usability?. An application could be a banking client that wants to upload their transaction history to a third party price comparison website.

However, the right to data portability only applies to data originally provided by the consumer. Moreover, an automated method must be available for porting. Data controllers must release the information in an open format, and may not charge for the porting service.

Consumer Rights to Complain About Personal Data Abuse

Individuals have a right under the General Data Protection Regulation to have their information rectified if they discover errors. This right extends to an assurance that third parties know about the changes – and who these third party entities are. Data controllers must respond within one month. If they decline the request, they must inform the complainant of their right to further remedial action.

If a data controller refuses to release personal information to the owner, or to correct errors, then the Data Protection Office has legal power to enforce the consumer?s rights. The complainant must make full disclosure of the history of their complaint, and the steps they have taken themselves to attempt to set things right.

Further Advice on Getting Things Ready for 25 May 2018

The General Data Protection Regulation has the full force of law from 25 May 2018 onward, and supersedes all applicable Irish laws, regulations, and policies from that date. We recommend incorporating rights of data owners who are also your customers into your immediate plans. We doubt that forgetting to do so will cut much sway with the Data Commissioner. Remember, you have one month to respond to consumer requests, and only one more month to close things out subject to the matter being complex.

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