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CONSTRUCTION OF A FLOW CHART DR OKUNOWO BOLANLE EDM UNIT

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If you can't describe what you are doing as a process, you don't know what you're doing. W. Edwards Deming

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INTRODUCTION Flow charting is the first step we take in understanding a process Organized combination of shapes, lines, and text Flow charts provide a visual illustration, a picture of the steps the process undergoes to complete it's assigned task

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INTRODUCTION From this visual picture we can see a process and the elements comprising it Shows how interactions occur Makes the invisible visible

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DEFINITION A flowchart is a type of diagram that represents an algorithm, workflow or process, showing the steps as boxes of various kinds, and their order by connecting them with arrows. Flowcharts are used in analysing, designing, documenting or managing a process or program in various fields.

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BENEFITS OF A FLOW CHART Gives everyone a clear understanding of the process Planning a new project Documenting a process Modeling a business process Managing a workflow Facilitate team work

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BENEFITS OF A FLOW CHART Data management Mapping computer algorithm Chemical and process engineering

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TYPES OF FLOW CHART There are different classification system: Steneckert 2003 Process/basic flowchart Cross functional/swimlane flow chart Work flowchart Data flow chart others

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PROCESS FLOWCHART Illustrate the way a manufacturing, administration or service process works/plans out project Maps out roles and responsibility Drawing up a proposal/project

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SWIMLANE FLOWCHART Describes how department, processes or employees interact. Shows multiple things side by side.

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WORK FLOWCHART Explains document flow within an organization Shows how a business function Use to train new employees Discover potential problems Clarify business operations

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DATA FLOWCHART Explains how data flows in and out of an organization Often use software Used to analyze any type of information flow

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Basic Flow Chart Symbols Activity: Operation/Inspection Decision STARTtart/End Bookends Wait/Delay Flow Lines

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Flow Chart Construction There is no one right way to develop a flowchart, but the following guidelines provide a general structure: Start with a simple one-line description or title of the process being flowcharted, e.g., "How to..." Once the use of flowchart is known the next step is to select the best type of diagram to represent it

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Flow Chart Construction Using a basic flow chart Start with an oval symbol named start Connect each successive action step in the logical sequence of events. Complete the big picture before filling the details Reference detailed information through annotations or connectors

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Flow chart construction Identify time lags and non adding steps Follow the process through to completion denoted by an oval symbol named END Circulate the flow chart to other people involved in the process

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Flow Chart Construction Use common symbols Realize everyone is not doing it the same way there will be disagreements It will take multiple passes to get to the As Is State

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Flow Chart Symbols Activity: Operation/Inspection Decision Start/End Bookends Document Wait/Delay Storage Data Base Transport Input Output Flow Lines A Connector Forms Comment Collector Input/ Output Data Manual Operation Preparation Manual Input Display Unfamiliar/ Research

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Olmsted County, MN Performance Appraisal Process

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EXAMPLES

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Flow Charting Forms Flow Process Chart Before and After Comparison Flow Chart Work Flow Analysis Form Others?

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Before and After Comparison Flow Chart

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Improvement Opportunities What to look for on a Flow Chart: Duplication of effort Unnecessary Activities/Steps/Tasks Delays/Waits Transports Storage Illogical Sequencing of Activities Unclear Lines of Responsibility Opportunities for Error Supplier Error Opportunities Disconnects

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How Improvements Are Made Standardizing all the same Automating if possible Timing? Eliminating unnecessary steps/waste Combining/Rearranging parts/steps Simplifying reducing complexity Changing people/place/sequence Reducing storage/transports/rework

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Continuous Improvement Plan Do Check/ Study Act The continuous improvement phase of a process is how you Make a change in direction. The change usually is because the process output is deteriorating Or customer needs have changed

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REFERENCES Public Health Quality Improvement Handbook, Quality Press, American Society of Quality, Spring 2009 Public Health Infrastructure Resource Center www.phf.org/infrastructurewww.phf.org/infrastructure