Kanban as a Business Analysis Tool - A SwiftKanban Customer Case Study

100 %
0 %
Information about Kanban as a Business Analysis Tool - A SwiftKanban Customer Case Study
Business & Mgmt

Published on February 21, 2014

Author: maheshsingh01

Source: slideshare.net


A presentation by Gigante Consultoria, Brazil on their successful consulting with Poiesis – a Culture, Language and Literature Support Institute - to improve their Procurement Process, using Kanban and SwiftKanban

Kanban as a Business Analysis Tool A Case-study

Introduction Clarinha Prado • Consultant in business analysis and information technology. • 20 years of experience in companies from various branches, mainly in the financial sector. • Graduated in computer engineering, with postgraduate studies in business administration. clarinha.prado@giganteconsultoria.com.br

Introduction • Gigante Consultoria is a consulting company that works with: – – – – Business Analysis Project Management System Analysis Training • This presentation refers to one of our projects, where we worked to improve the procurement process of one customer.

Objective • Present the Kanban as a tool to support business analysis. • Describe the introduction of Kanban in the procurement process of Poiesis – a Culture, Language and Literature Support Institute.

Agenda Contextualization: • Description of the company, the procurement area and its process. Problems Encountered: Suggested solution: • Problems that prompted the hiring of consultancy. • Suggested actions by consulting. Deployment of Kanban: • Stages of deployment, key challenges, obtained results. Conclusion: • Main conclusions and recommendations.


Poiesis - Culture, Language and Literature Support Institute • Where are we? São Paulo – state of Brazil. SÃO PAULO Area: 248.209 km2 Population: 43.663.669 inhabitants

Poiesis - Culture, Language and Literature Support Institute • Non-governmental organization, qualified by the State Government of São Paulo. • Promotes socio-cultural and educational development, focused on project management in cultural spaces. • Develops programs and research in cultural spaces geared to the training of students and the general public.

Poiesis - Culture, Language and Literature Support Institute • Performs the management of 29 cultural units : – – – – 21 Cultural workshops, 5 Culture factories, 2 Museums, 1 Reading space.

Procurement Department • Responsible for making purchases for cultural spaces managed by Poiesis and to the headquarters of the Organization. Approximate volume of 400 procurements/month.

Procurement Department Organizational structure: Administrative Manager Contract Manager Procurement Manager 5 buyers 1 intern

Procurement Process Receive Request Assign Buyer Quote or Negotiate Get Signatures Draw Up A Contract Approve Purchase Wait For Delivery Validate Delivery Request Payment

Motivation to Contract Business Analysis

Problems Faced by Poiesis • Lack of transparency to solicitants. • Process time consuming, complex and bureaucratic. • Lack of clarity in the distribution of responsibilities. • Lack of knowledge of business rules. • Problems in the purchases prioritization. • Uneven distribution of workload between buyers. • Lack of management information.

The Business Analysis

The Business Analysis • The consulting company Gigante held a job of diagnosing problems and proposal for improvements. • Several actions were proposed to address the problems singled out, among them the introduction of a Kanban.

The Kanban Proposal • Use the Kanban as a tool for: – Increase the transparency of the procurement process. – Enable strategic management over acquisitions. – Control the flow of the department purchases. – Optimize productivity quickly.

The Kanban Proposal 1st phase – Physical Kanban: Process modeling, board assembly, training, daily meetings 2nd phase - Automated Kanban: Choice of tools, training, definition of indicators, acquisition of TV.

1st phase – Physical Kanban Deployment of Kanban

1st phase – Physical Kanban • Start: May 14, 2013. • Used for about 2 months. • Deployment steps: – Process modeling with managers. – Team training. – Monitoring the deployment. – Use of available materials: brown paper, masking tape, post-its, A4 sheet.

1st phase – Physical Kanban Profile of purchases Staff overload Identification of bottlenecks

1st phase – Physical Kanban Capacityconstrained resource Non-instant availability resource

Manually Extracted Metrics

Board Customizations • Suggestions from the team, during the daily meetings.

Board Customizations • Stamp: standardization and practicality for a low cost.

Last Board Configuration

Main Challenges • Fixing the frame and the cards. • Motivation for the team to use the new tool. • Establishment of new concepts. • Manual generation of metrics. • Maintaining the daily meeting.

Obtained Results • The team's involvement in the proposed improvements and troubleshooting. • Customer awareness. • Sharing information. • Workload visualization. • Analysis of performance metrics. • Reducing the index of complaint.

2nd phase - Automated Kanban Deployment of Kanban

2nd phase - Automated Kanban • Start: September 16, 2013. • Deployment steps: – Selection and hiring of the Kanban application. – Team training. – Import of the cards. – Customization of indicators.

Kanban Products Analysis A B C D

2nd phase - Automated Kanban

2nd phase - Automated Kanban

Obtained Metrics

Obtained Metrics

Main Challenges • Choice of the Kanban tool. • Two months interval between automated and physical Kanban. • Adaptation of the team to the new system. • Loss of board visibility, that used to be displayed on the Department wall.

Obtained Results • Ongoing purchases controlled by Swift-Kanban. • Metrics to support managerial activity: – Data in real time, backlog, productivity, costs, purchase volume, lead time, cycle time. • Customized web page to search for the purchase status. • The contracts area wants to start using Swift-Kanban.


Conclusions • Kanban is a solution easy to adopt, with an affordable cost. • Helped solve the main encountered problems. • Gave the manager support through the workflow visualization and analysis of indicators.

Kanban as a Business Analysis Tool A Case-study

Add a comment

Related presentations

Canvas Prints at Affordable Prices make you smile.Visit http://www.shopcanvasprint...

30 Días en Bici en Gijón organiza un recorrido por los comercios históricos de la ...

Con el fin de conocer mejor el rol que juega internet en el proceso de compra en E...

With three established projects across the country and seven more in the pipeline,...

Retailing is not a rocket science, neither it's walk-in-the-park. In this presenta...

What is research??

What is research??

April 2, 2014

Explanatory definitions of research in depth...

Related pages

Kanban in Procurement – Customer Case Study | SwiftStream

Kanban in Procurement – Customer Case Study. ... of Business Analysis and IT ... electronic Kanban tools, they selected SwiftKanban to ...
Read more

Kanban For Business Analysis | SwiftStream

Kanban for Business Analysis. ... Kanban in Procurement – Customer Case Study. ... another case-study on the successful use of SwiftKanban for ...
Read more

What is Kanban?

A software development process can be thought of as a pipeline ... analyse the requirements ... a kanban system consists of a big board on the wall ...
Read more

Product Overview | LeanKit - Lean for Business | LeanKit

See how work flows through your team’s process using virtual Kanban ... teams to improve the delivery of customer ... Case Studies; Board ...
Read more

A Study on Total Quality Management and Lean Manufacturing ...

A Study on Total Quality Management ... focuses on control of business processes and customer manufacturing ... analysis of data”. Tools that of TQM to ...
Read more

Visual Requirements Management with Kanban

VISUAL REQUIREMENTS MANAGEMENT WITH KANBAN ... “Lean/ Agile ALM” Tools company ... Kanban/ Scrumban – SwiftKanban ...
Read more

Business Resources: Case Studies–Analyzing a Case Study

... detailed analysis of a case study should ... and customer responsiveness and to ... you must use to do a successful analysis. Case Studies: ...
Read more

Case Study Analysis - Acadia University

An Approach to Case Analysis Winter 2006 What is a Case ... The Case Method as a Learning Tool The case method of analysis is a ... Preparing A Case Study
Read more