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slide1

OAS-06-020-(2W)

Project Title : To improve the disposal process of confidential documents in an efficient and effective mannerChampion : Ken CheeTeam Leader : Sunil MitraAsst. TL :Manny MabalotMembers : Nestor Martin Cindy Bernal Lito Baldisimo

slide2

Project Charter

Business Case

To achieve efficiency in administrative services, OAS is constantly reviewing

and streamlining its procedures and processes. In so doing, we would like to

introduce new methods to ensure that confidential documents are properly

collected and shredded.

A sampling done in May 2006 of recycled paper showed that there were 45

confidential documents from 22 unit/section/dept.

Data analysis using the pareto chart shows that significant part of the

recovered confidential documents came from CTL & TD, the two financial

departments of ADB.

slide3

DEFINE

Problem Statement:

Some confidential documents are inadvertently improperly discarded,

which may lead to potential damages to the Bank.

Project Goal:

To improve the disposal of confidential documents in ADB and reduce the

number of incidents to 0%.

slide4

High Level Process Map

Handling of discarded confidential documents

DEFINE

Sorts documents

Confidential? or

with back to back

printing?

No

Start

Store for reuse/

recycling

Yes

  • Dept/Offices discard confidential
  • ADB documents through
  • Black waste bin
  • Sealed envelope, labeled confidential
  • Copy Centers

Send for shredding

End

Receives/collects paper

for disposal

slide6

Confidential Document

Handling Operations

DEFINE

CTQs

S

I

P

O

C

Supplier

Input

Process

Output

Customer

ADB Staff

Contractor

(HMR)

EGSI staff

Used Paper

(confidential

&

non-confidential)

Discards

Documents

Collects

Paper

Sorts/

Classifies

Shreds

Store for

recycling

No-leakage

of ADB

confidential

documents

ISO targets

for paper

recycling

Management

ADB wide

ISO

Secretariat

Maintain

confidentiality

of ADB

documents

ISO

Compliant

slide7

CTQ

DEFINE

slide8

MEASURE

Recovered Confidential ADB Documents, May 2006

slide9

MEASURE

Recovered Confidential ADB Documents, May 2006

slide10

Pareto Chart of

Recovered confidential documents per Dept

MEASURE

slide11

Pareto Chart of

Recovered confidential documents as per type

MEASURE

slide13

Process Sigma

ANALYZE

Total no. of documents (300 kgs x 50 docs/kilo) = 15,000

Total recovered confidential documents = 45

DPMO = Total recovered documents / Total no. of documents x 1,000,000

= 45 /15,000 x 1,000,000

= 3,000

Compute Z

score: by interpolation

4 - 6,210

X - 3,000

5 - 233

X = 4.25

slide14

Cause and effect diagram – Discarding ADB

documents (initial)

ANALYZE

Policies/Procedures

Process

Unescorted hauling& shredding of confidential documents

ISO’s EHSMP

Improper sorting of collected paper

Improper use

of waste bin

Unclear guidelines on disposal

of confidential ADB documents

Erroneous turnover /disposal of confidential documents

Ineffective

disposal of

ADB docs

Misleading labels of waste bin

Big waste bins that have no locks

EGSI staff (limited scope)

ADB staff (awareness)

Unavailability of big waste bins in some areas

Contractor, HMR (limited scope)

ISO Secretariat (information

dissemination)

Unlabelled waste bin

Equipment/Facility

People/Dept

slide15

Cause and effect diagram – Discarding ADB

documents (with Noise and Control Factors)

ANALYZE

Policies/Procedures

Process

Unescorted hauling& shredding of confidential documents

N

ISO’s EHSMP

N

Improper sorting of collected paper

C

C

Unclear guidelines on disposal

of confidential ADB documents

N

Improper use of waste bin

Incorrect discarding of

ADB documents

C

Ineffective

disposal of

ADB docs

Misleading labels of waste bin

C

Big waste bins that have no locks

N

EGSI staff (limited scope)

N

ADB staff (awareness)

C

N

Unavailability of big waste bins in some areas

N

Contractor, HMR (limited scope)

C

ISO Secretariat (information

Dissemination)

Unlabelled waste bin

N

Equipment/Facility

People/Dept

slide16

Survey results on discarding

ADB documents

ANALYZE

ADB staff awareness

C

Incorrect discarding of ADB documents

C

slide17

Inspection and Survey

of Black Waste Bin

ANALYZE

C

Misleading labels of waste bin

C

Unlabelled waste bin

slide18

ANALYZE

Draft paper collected and sorted

by EGSI staff

C

Improper sorting of collected paper

slide19

ISO guidelines on discarding documents, extracted from Guidelines for Housekeeping and Safety at workstation

ANALYZE

C

Unclear guidelines on disposal of confidential documents

  • 5.4 Waste segregation at the Work station
  • Put paper for shredding, re-use and recycling in the black bin.
  • Note: Waste segregation strategies under the paper for shredding category are as follows:
  • Paper marked confidential shall go directly to shredding
  • Papers not marked confidential but with both sided print shall go directly to shredding.
  • Papers not marked confidential but other side can still be re-used/re-issued to staff as draft paper. This is part of paper conservation program.
slide20

Guidelines on paper conservation

IMPROVE

  • Extracted from EHS Guidelines – Guidelines on conservation and usage of Electricity, water, paper and other office supplies.
  • 5.3 – Paper and other office supplies
  • Paper for shredding are collected by the janitors and sorted according to type, shred and sold to accredited paper recyclers.
slide24

Risk Assessment for improved

Discarding of confidential documents

IMPROVE

slide25

Stakeholders Analysis for

Improved discarding of confidential documents

IMPROVE

X-current level of commitment

O-level of commitment needed

slide26

Control and Monitoring –

Discarding of confidential documents

CONTROL

slide31

ADB Today Announcement

CONTROL

Thursday, 19 October 2006

Disposal of confidential documents

To ensure confidentiality of documents, staff members are encouraged to tear or shred confidential papers. You may also put documents for shredding in a sealed envelope labeled "confidential" or "for shredding" and place in black trash bins or in wooden boxes marked 'for shredding' in copy centers near your offices. Nestor Martin, 4214

slide33

Financial Benefits

Financial Benefits – Confidential Documents

Hard Savings

Soft Savings