The document discusses daily planning through a system of check points and control points. It provides an example of how these can be implemented across levels in a stores department. At the highest level (HOD), check points are defined to monitor critical aspects weekly. These become control points at lower levels, with more frequent daily or hourly monitoring. This links the levels and priorities, driving aligned work through clear measurements from senior to junior staff. Implementing a system of check points and control points can help plan and prioritize work effectively.

1. Daily Planning system
C P CHANDRASEKARAN
INDIA
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C P CHANDRASEKARAN QUALITY
MANAGEMENT CONSULTANT INDIA
17-12-2015

2. Introduction
• We discuss planning in many different
contexts.
– Strategic planning or business planning – to set
the directions for the entire organisation
– Product Quality Planning –to define the
characteristics for the end product and to define
the processes and measurements for achieving
them
– Daily planning- the systematic way in which day to
day activities are planned in a cohesive way
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MANAGEMENT CONSULTANT INDIA
17-12-2015

3. Daily Planning
• Daily or day to day planning also called daily
routine planning is the system of planning for
each individual in a group of people working
in offices.
• This has its origin and is sometimes referred in
TQM books as DWM. (Daily Work
Management)
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4. Planning is essential for every one
• Not only people at senior level need to plan
but the people in junior levels also have to
plan their own activities in line with seniors.
• Many times the challenge is in keeping the
priorities same across the individuals. If the
priorities are known and the work is aligned,
people are able to plan easily.
• The intent here is to link the levels so that the
plans are coherent.
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17-12-2015

5. Let us take a Stores Department in a
company having three lvels
HOD
Stores asst Stores asst Stores asst
Stores
Officer
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MANAGEMENT CONSULTANT INDIA
17-12-2015

6. What could pose as a challenge?
• Let us say HOD has three things to report
namely a) Time taken for issue 2) stock 3)
space utilisation
• In case Stores officer only focusses on shelf life
items but not all stock.
• In case the Stores assistant focusses only on
updating the stock but only for steel items.
• We will have conflicts all around. People will
run around to answer queries and will be
tense.
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7. Let us avoid conflicts by making the
priorities clear
• Suppose we have the priorities clearly laid out
at all the three levels namely HOD, Sr Stores
officer and Stores assistants.
• We do this by a system of measurements of
two types CHECK POINTS and CONTROL
POINTS.
• Let us see how it works.
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8. HOD’s priorities
• HOD has multiple tasks. Some of them are
– Attending operational meetings, Guiding the
people, Speaking to Vendors, Coordinating
Inspection etc
– But say he decides on two things critical atleast for
this quarter. They are
• Stock of diesel
• Receipt Inspection
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MANAGEMENT CONSULTANT INDIA
17-12-2015

9. He installs check points
• Check Items or check points are the critical
things which he will check every week.
• What is the change in stock of diesel? Is it in
acceptable range?
• What is the backlog of receipt inspection? Is it
in acceptable range?
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10. Check items
• Check items or check points are usually
discrete. It means the numbers are collected
and there is a good/not good level for each.
• How much is the change in stock of diesel?
20% or < 20% (ok) >20% (No good)
• How much backlog for inspection this week
from last week ? > 20 items (too much?) < 20
(OK)
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MANAGEMENT CONSULTANT INDIA
17-12-2015

11. Let us take his reportee ie Stores
officer
• Stores Officer knows that apart from other
things, there two are to be reported and so he
has his plan. He says,
– “ On diesel, I should know the quantity drawn
every day and the balance remaining”
– “Receipt inspection -I need to know if any item
exceeds one business day in waiting for
inspection- every day. “
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MANAGEMENT CONSULTANT INDIA
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12. Control points
• Control points are so called because the data is
not reported as good or bad but as actual
quantities. ( we also call these as continuous
data). Control here means to know the exact
status.
• For instance, if you check whether food is hot or
cold you are using temp. as check point. If you
measure the temperature and evaluate how hot
it is then you use it as a control point.
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13. On diesel quantity, Officer defines a
control point
• Every week, HOD asks whether there is a
variation of more than 20% or <20%.
• But, Officer asks his asst to report exact
quantity and the difference on that day from
the previous day every evening before close
of office hours.
• Check point for stores HOD was >20% or less
than 20% every week has become daily
quantity data or it has become control point.
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14. Let us come to Stores asst. now
• Stores Asst. knows his boss that is the Stores
Officer will ask in the evening exact quantity
and so he collects every hour how much is
the quantity issued and how much is the
balance.
• Now we have a system of check and control
point running across the hierarchy and this
can be extended if required.
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15. A combination of check items and control items drive the work
HOD
Stores Officer
Stores Asst.
Tell me every
week the diesel
issue is <20% or
more Tell me every
evening how
much is the
variation from
yesterday
Let us see the
qty issued every
hour
Diesel consumption
Check item/
Monitoring frequency weekly
Control Item/
monitoring frequency daily
Control Item/
monitoring frequency hourly15
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MANAGEMENT CONSULTANT INDIA
17-12-2015

16. Let us see the second critical aspect receipt Inspection
HOD
Want to know
whether >20
items are
pending from
last week
Stores
Asst.
Stores
Officer
Every day how
many items are
getting cleared
and how many
are backlog
What is the time
taken for
inspection and
what is the time
waiting?
Receipt Inspection
Check item/>20 ?
Weekly monitoring
Check item/exact no
Daily monitoring
Control item/time taken for inspection
Daily monitoring
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17. Summary
• We have seen in the above example how the two
critical aspects link the three levels namely HOD,
Officer and Asst.
• Now can you write a similar Check point/control
item list for Productivity of stores employee as
shown by completed issue slips/day. (for
simplicity assume slips have got equal number of
items).
• Wait for two minutes before going to next slide.
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18. Solution
HOD
Stores
Officer
Stores
Asst
Productivity
target met or
not
Productivity
Number of
completed slips
per day for
each asst in a
week
Productivity
time taken to
complete a slip
collected daily
Productivity
Check point /Monthly
Productivity
Check point /weekly
Productivity
Control point /Time taken /daily
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19. How to install it in your Dept?
• In the beginning of the quarter, HOD decides
atleast three check points which he would
review.
• Starting from these three, the reportees should
decide the check points and control points and
thus build the system of measurements.
• These measures drive the work by prioritisation
and it is in fact a good planning tool.
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MANAGEMENT CONSULTANT INDIA
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20. Key things to remember
• Usually boss has check points and reportees
have control points.
• Check points and control points may have a
cause and effect relationship. (like exam marks
to hours of study)
• Every quarter, the check items and control
items can be reviewed.
• The frequency of monitoring is higher at lower
level than at the higher level.
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MANAGEMENT CONSULTANT INDIA
17-12-2015