Improving Efficiency in the Reporting Process—Enhancing Process Quality and Reducing Lead Time

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1. challenges:

As part of the "Process Excellence" initiative, we were commissioned by our client to optimize processes and workflows. The aim was to increase process efficiency, improve process quality and reduce throughput times. Digitalization and automation play a key role in process optimization.

Various methods, both end-to-end process optimization and team-based optimization, were tested. As a result, a tailored optimization setup was identified for our customer.

The optimization of the NfE report was the first test of end-to-end optimization according to lean management principles in the so-called bottom-up approach.

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2. procedure:

Complete analysis of the ACTUAL process

• Definition of the (sub-) processes for the detailed analysis & recording of the individual process steps
• Estimation of processing times, quantities and capacities for the individual process steps
• Measurement of throughput times and evaluation of process quality and employee perspective
• Classification of process steps into value-adding (value creation) and non-value-adding activities (hidden performance, waste)
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Realignment & definition of the TARGET process

• Determination of the specific TARGET process based on the defined criteria
• Estimation of processing times, quantities and capacities for the new individual process steps
• Species classification: testing standardization, digitalization, automation and process flow
• Bundling and linking processes with target processes
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Optimization & implementation

• Design of optimization measures and derivation of potentials
• Achieving "quick wins" and realizing the TARGET process: to-dos, responsibilities and time frame
• Definition of the categories of measures and impact levels
• Development of an implementation plan

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3. result types:

Result Type 1 – Optimization Measures

• Eight optimization measures were developed in the categories of digitalization, process flow changes, standardization and automation

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Result Type 2 – Process Quality

• The effects of process optimization are a 16% increase in efficiency, an increase in process quality and a reduction in throughput times. In addition, a cost reduction of € 50 thousand p.a. due to the reduction in support from an external service provider

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Outcome Type 3 – Reduction in Capacity

• The 16% increase in efficiency means a reduction of 0.07 MA K for the NfE report (from 0.45 MAK in the ACTUAL process). If the optimizations are extended to all external parts of the report , the potential increases to 0.52 MAC.

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