Emerging Trends in Security “How to use Lean Six Sigma approach in Security Optimization”. Success Story ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 Presented by: Lili-Ann Mitchell, CPP © 2008, ALCAN Inc. The past months… July 2007 - Rio Tinto Offer October 2007 - Offer accepted by Alcan February 2008 - Rio Tinto Integration May 2008 - Rio Tinto Global Security Integration The project presented was completed prior to the integration and reflects the Alcan context Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 2 © 2008 ALCAN Content Global Security Project CI at Alcan The Success Story (DMAIC Process) Define Phase Measure Phase Analysis Phase Improve Phase Control Phase Conclusion Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 3 © 2008 ALCAN Global Security Project ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Alcan Global Security Project (Pechiney Integration) Lean Six Sigma Security Survey 2004 Security Guard Global Contract 2005 CI Project 2006 (Pilot) 2007 (Roll-out) Security Optimization Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 5 © 2008 ALCAN CI at Alcan ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. CI: To better execute Alcan’s business strategy “Continuous Improvement will enable us to better execute our business strategy. This is one of the biggest investments in our people that we ever made. Offering a common toolbox to meet your individual and team objectives, it will empower you as you will benefit from training techniques, sharing of best practices and knowledge transfer” . Travis Engen, CEO, 2003 CI Strategy 2010: Green Belt and Black Belt at Senior Level Total 0,7% of BB : approximately 420 people trained Total 2-3% of GB: approximately 1800 people trained Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 7 © 2008 ALCAN Alcan CI is the integration of two approaches Gate Review Gate Review Gate Review Gate Review DMAIC Lean Speed+Low Cost Success Story Six Sigma Customer+Quality Goal – Reduce waste and increase process speed Goal – Improve performance on critical criteria for customers Focus – Identify non-valueadded steps and causes of delay Focus – Use DMAIC with other tools to eliminate variation Bias – Quick wins and Kaizen events Method – Broader management engagement, 1% dedicated as Champions and Black Belts ASIS INTERNATIONAL, Barcelona, April 13-16, slide 8 © 2008 ALCAN CI essential steps Success Story Project selection (Project Charter) Team selection Team launch Sponsor = Stakeholder Gate reviews every phase to obtain the GO! CI Tool Box FOCUS, FOCUS, FOCUS… stick to the process! Celebrate success!! ASIS INTERNATIONAL, Barcelona, April 13-16, slide 9 © 2008 ALCAN The Success Story ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Opportunity (Project Charter) Alcan spends over 7.5 million US$/yearly (2003 survey results) for External Security Guard Services, in more than 70 facilities in 23 countries. With an earlier CI project we reduced cost of security services by 40% with an annual savings of 132K while improving the service level. Roll-out this methodology to other Alcan facilities with external security guards in order to optimize security services across the company. Mandate: Upgrade effectiveness of the external security services while reducing aggregate Alcan monthly cost of external security services by 20%. Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 11 © 2008 ALCAN Results 51% of Alcan sites (35) increased efficiency 957K USD Recurrent Savings 22,8% Value of total cost reduction Creation of more than 6.5M USD Investment Success Story (CAPEX) of 1,1 M. ASIS INTERNATIONAL, Barcelona, April 13-16, slide 12 © 2008 ALCAN Define Phase ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. SIPOC (Y = f (X) Supplier Alcan sites with external security guards Corporate Security Input (X) Process Output (Y) Requirements Delivery for security security services by external security guards Security Existing security measures risks of Customer Aggregate Plant costs of external security guard services managers Alcan personnel, visitors and contractors Effectiveness of external security guard services Corporate Security Metrics Input (impact on Y) Process x = # of sites with external security guards (to be validated in define phase) x = Opportunity for improvement x = Cost of security recommendations x = # of sites using Procurement Master Service Agreement for Security Guards x = Number of Guards x = Average hourly rate x = Average of hours worked by external security guards x = Security equipment used x = Security risks (Business Profile) x = Security requirements (based on Alcan Security Program) x = Security level (GAP between recommended and current level) x = Security Incidents X= Security guards background check Success Story X = Hours of security guards training X = Qualifications (1st aid, fire, etc.) X = Security guards number of years of experience ASIS INTERNATIONAL, Barcelona, April 13-16, slide 14 Output Y1 = Aggregate Alcan monthly cost of security services at sites with external security guards. Y2 = Effectiveness of security services at Alcan sites with external security guards. © 2008 ALCAN Voice of Customers Improvements required in terms of security services (response rate: 77% of the sites in the project) : Personnel 25,8% (More training for security guards, Reduce turnover) Security Management 37,6% (improve candidate selection, increase supervision, implement/increase daily checks, reduce number of guards/hours, overall satisfied with the service level) Security equipment 36,6% (increase/improve use of technology (CCTV, alarm system, access control, communication, parking security, etc.) Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 15 © 2008 ALCAN Measure Phase ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Data Collection Plan A generic example... Performance Measure Operational Definition Data Source and Location How Will Data Be Collected Who Will Collect Data Developed earlier in SIPOC 2 3 4 5 When Will Data Be Collected How will data be used? How will data be displayed? Examples: Identification of Largest Contributors Identifying if Data is Normally Distributed Identifying Sigma Level and Variation Root Cause Analysis Correlation Analysis Examples: Pareto Chart Histogram Control Chart Scatter Diagrams Sample Size 6 Stratification Factors 1 Let’s see how a data collection plan is developed… Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 17 © 2008 ALCAN Stratification Factors 1 2 3 4 Questions About Process Stratification factors X Variables Measurements Is security at Alcan sites efficient? Delivery of Security services # of guards used by day Period of the day # of minutes per day Security Services at Alcan Facilities Does data exist to support these measurements? (Y/N) 5 What task With security equipment Will these measurements By people other help to predict Y? than security personnel (Y/N) (Output) How much does it cost? 1 Monthly cost by site Hourly rate paid 6 # hours per day 2 Critical Xs = What Xs have the biggest impact on my quality (Y1) and my cost (Y2) Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 18 © 2008 ALCAN Data Collection Plan Data Collection Plan Performance Measure Operational Definition Data Source How will the data be collected By whom # of guards used by day # guards per 24h Sites Data sheet Security Managers Measure Phase 35 sites Delivery of security services Period of the day day, evening, night, w-e orSites holiday Data sheet Security Managers Measure Phase 35 sites Delivery of security services # minutes per day # minutes of security per 24h Sites Data sheet Security Managers Measure Phase 35 sites Delivery of security services What Task duties of security guards Sites Data Sheet Security Managers Measure Phase 35 sites Delivery of security services is security equiment use list of security equipment Sites Data sheet Security Managers Measure Phase 35 sites Delivery of security services By other people other thannot security security personnel personnel Sites Data sheet Security Managers Measure Phase 35 sites Delivery of security services Hourly rate paid USD hourly rate Sites E-mail Security Managers Define Phase 90 sites Cost of security services # hours per day # of hours per 24h Sites E-mail Security Managers Define Phase 90 sites Cost of security services 2 Success Story 3 4 When 5 ASIS INTERNATIONAL, Barcelona, April 13-16, slide 19 sample size stratification factor 6 © 2008 ALCAN Who Will Collect the Data? Be sure they... Give input during the check sheet design / validation Understand operational definitions Understand how data will be tabulated Helps them see the consequences of changing Have any necessary process knowledge Have adequate training and practice Will remain unbiased Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 20 © 2008 ALCAN Data Collection Sheet (1/2) External Security Guard Services Evaluation General Information Date: Alcan Site: Alcan resource managing this contract: External Security Guard Supplier: Supplier contact name, position and phone number: Monthly cost (US$): Contract end date: Master Service Agreement Implemented Security Manager Completing the Evaluation Plan of the site/Pictures obtained Business Security Profile Security Costs Evening (16h Personnel Number of External Security Guards Number of Alcan personnel performing security duties Day (8h - 16h) 12h) Night (12h - 8h) Week-end Security chief Shift Supervisor Guard Used Yes/No Annual Investment Annual Maintenance fee Planned Patrol Guard Holiday Alcan Personnel (performing security duties) Other Hourly rate in USD$ Equipment Access Control Security Alarm System Fire Alarm System CCTV Recording device Security Communication (walkie-talike, cell phone, etc.) Perimeter Protection Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 21 © 2008 ALCAN Data Collection Sheet (2/2) Security Duties What Who When Select from Menu Select from Menu Select from Menu Security Data Evening (16h 12h) Day (8h - 16h) Security # of hours by manager task Evaluation Notes on Potential improvements Select from Menu Night (12h 8h) Week-end Holiday Access control # of employees accessing site # of visitors/contractors accessing site average time for visitors/contractors registration (in minutes) # of vehicles Patrol and Security Inspections # of security patrols # of security check points in patrol and/or security inspections Alarm System Response and Monitoring # of alarm average Response time for on-site external security guards average Response time from outside patrol Comments Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 22 © 2008 ALCAN Analysis Phase ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Analysis – Critical Xs Surveillance standby is the security task requiring the most time (44%) and is not a value add task Week-end shift efficiency is very low (14%) Evening/night shift efficiency at 50% Other non security duties should be reviewed (14% of the time) No CCTV monitoring Access Control (Visitors, employees, contractors) Alarm System Response and Monitoring CCTV Monitoring Patrol and Security Inspections Surveillance/standbye Emergency Intervention (Security, Fire, Medical) Supervision, Replacement (lunch, breaks) Communication, Reporting (Daily and special events reports) Other security duties Other non security duties Total hours of security duties Total available hours % security hours vs available hours Total hours of security duties (without standbye time) % security hours vs available hours (without standbye time) Success Story Security Duties guard evening/nigh guard w-e (48h) holiday guard day (6h- t (18h-6h) 2 Total per day (24h) 18h) 2 FTEs FTEs 2 FTEs Total w-e (48h) # of hours 5,5 0,5 0,5 0,5 5 2,5 0 1,5 1 0 0 8 12 8 12 18 38 16 38 2 1 2 1 1 1 2 1 8 20 24 83% 18 75% 1 28 24 117% 12 50% 3 1 8 48 48 100% 30 63% 51,5 96 54% 13,5 14% ASIS INTERNATIONAL, Barcelona, April 13-16, slide 24 0 0 0 51,5 96 54% Pareto analysis 80/20 % of Total hours per hours per week week 28 12,5 0 52 128 11 0 15 5 40 291,5 336 87% 163,5 49% 10% 4% 0% 18% 44% 4% 0% 5% 2% 14% 76% © 2008 ALCAN Critical X Analysis Analysis Improve Critical X Potential Solutions Security Level Security Evaluation Hourly rate renegotiate contract with Graber, no procurement effort was done yet for a volume negotiation (phase 1) Number of guards Reduce guards (2) Install CCTV with infra-red perimeter detection system and other devices Monthly fire extinguisher inspection Low Efficiency of the security services (security incidents) Standbye time (42%) Service level of supplier is mediocre Access Control Lighting around perimeter is not sufficient Success Story Example Improve Control Actions Plan Quality Impact Implement SAV Recommendations Increase Security Level choose companies to 2nd phase, facilities visit, proposals, choose supplier, negotiate cotract, Day shift (L-V 4 guards), Night Shift (L-V, w-e, hol. 3 guards) Install CCTV(12) with infra-red perimeter detection system and other devices, ensure lighting is adquate for CCTV needs. Cancel monthly external contract assign task internally to foot patrol guard or fire brigade personnel. Maintain annual inspection by external company. Change Security Company, Change Contract manager (external), implement security Implement SAV policies and directives. recommendations Reduce guards, reassign security tasks New supplier Master service agreement Improve service Implement automated gates for access control outside rush period Implement SAV (after and before shifts) recommendations CCTV surveillance of access Implement SAV increase lighting recommendations Control Potential Savings Control Investment required Who When 121K XYZ Oct XYZ Q2 2007 XYZ Q4 2007 XYZ Oct 90k Improve Improve Better knowledge of fire extinguisher localisation by security personnel and/or fire brigade. Q4 2007 Security of the site improvement and followup. Q4 Q4 Q4 Q4 Q4 Better use of standbye time, more security for parking lot. Reduce personnel ASIS INTERNATIONAL, Barcelona, April 13-16, slide 25 TBD XYZ XYZ Oct Oct XYZ Oct © 2008 ALCAN Improve Phase ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Improvements For the 35 sites in the project: 51% increased their efficiency 43% renegotiated their security guard contract 34% reduced the number of hours for security guards 29% implemented new CCTV equipment 22,8% cost reduction from total cost Status quo maintained for 29% of the sites. Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 27 © 2008 ALCAN Control Phase ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Control Plan Is delivered to transfer knowledge to the process owners (summary of project) Contains performance indicators to sustain the gains (Quality/Costs) Assists in highlighting opportunities for further improvement activities Is a living document Is interesting and easy to understand – use pictures and colors Is signed by the process owner Is validated during the validate phase (6-12 months after the control phase) Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 29 © 2008 ALCAN Performance Indicators 1 of 2 Performance Indicators of Security Guard Services Security Duties Performed Access Control (Visitors, employees, contractors) Alarm System Response and Monitoring CCTV Monitoring Patrol and Security Inspections Surveillance/standbye Emergency Intervention (Security, Fire, Medical) Supervision, Replacement (lunch, breaks) Communication, Reporting (Daily and special events reports) Other security duties Other non security duties Total hours of security duties without standbye Total available hours % security hours vs available hours Security Equipment Access Control Security Alarm System Fire Alarm System CCTV (Videosurveillance) Recording device (enregistrement) Security Communication (walkie-talkie, cell phone, etc.) Perimeter Protection Time spent per week (7 days) Comments/ Diagram Before After 28 28 12,5 12,5 0 30 validate after 52 52 128 56 less standbye time 11 11 0 0 15 15 5 5 40 40 163,5 193,5 336 228 security guard reduce to one only on night and w-e 49% 85% Used Yes/No Before After yes yes partial no no complete yes yes partial complete Security Cost (Personnel) Before improvement of the fire detection system $ USD After Number hours per month Hourly rate ($US) Monthly Cost ($ US) 25K euros Security Cost (Equipment) Before Maintenance fee per month ($ US) Investment (CAPEX) fee per month ($ US) Success Story 12,5 K euros savings of 150K Euros, starting in Q3 2008 $ USD After 300 K Euros Q1 2008 ASIS INTERNATIONAL, Barcelona, April 13-16, slide 30 © 2008 ALCAN Performance Indicators Security Data (Quality) Before $ USD After Access Control Efficiency of access control (visitors, employees, vehicles) % Time to register one visitor (in minutes) Time dedicated for EHS training at reception (in minutes) Time to control one vehicle (in minutes) anti-pass back Patrol/Security Inspections # of patrol/security inspections # of checkpoints per patrol/security inspection (extérieur) # of checkpoints per patrol/security inspection (intérieur) Alarm system Response and Monitoring Intrusion Detection Alarm # of alarms average Response time for on-site external security guards (in minutes) 3 min. average Response time from outside patrol (in minutes) non 2 7 13 2 7 13 30 sec. 5 min. caméras validation de l'alarme Centr'Alp Technical Alarm (ESS) # of alarms average Response time for on-site external security guards (in minutes) 3 min. average Response time from outside patrol (in minutes) non 8 min. 5 min voir possibilité mettre caméras????? Four, salle informatique Centr'Alp four (risque critique) average Response time for on-site external security guards (in minutes) 3 min. average Response time from outside patrol (in minutes) non 30 sec. 5 min. mettre une caméra Centr'Alp gaz (risque moyen) average Response time for on-site external security guards (in minutes) 3 min. average Response time from outside patrol (in minutes) non 8 min. 5 min. ok comme performance (à valider avec ESS) Centr'Alp Fire Detection Alarm # of alarms average Response time for on-site external security guards (in minutes) 3 min. average Response time from outside patrol (in minutes) non 30 sec./ 8min. avec caméras 30 sec. Si non 8 min. (cibler les endroits à risques) 5 min Centr'Alp Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 31 © 2008 ALCAN Sites Status Dashboard EMEA SITES Status Excluded/ Withdraw Measure/ 2008 Analyse Implementation Control Validate Success Story 1 4 x 3 2 10 1 1 21 2 3 4 5 6 7 8 AMERICAS 9 10 11 12 13 14 15 16 17 18 19 20 21 x x x x x x x x x x x x x x x x x x x ASIA-PACIFIC 22 23 24 25 26 27 28 29 30 31 32 33 3 0 0 0 10 x x x x x x x x x 34 35 x x x x x 2 x 12 ASIS INTERNATIONAL, Barcelona, April 13-16, slide 32 2 © 2008 ALCAN Conclusion ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Define Develop Charter and Frame Project Y = f (x) X XX X X X X X XX X X X XX KPIV’s 10 - 15 X X X X X X X X X Process Map Cause and Effects Matrix Basic Statistical Analysis FMEA X Measure Analyze FMEA Advanced Statistical Analysis Improve X X S Brainstorming Show Stoppers Business Culture Force Field Pairwise Critical X’s 1 - 3 S S S S S S S S S S S S S S S S S S S S S S S SS Solution Matrix S Best Solution Implement Control Success Story Sustain the Gain ASIS INTERNATIONAL, Barcelona, April 13-16, slide 34 © 2008 ALCAN Security Optimisation Strategy Global Security Survey Project Charter (opportunity, scope) Pilot project with DMAIC (1 sites - 12 months) Roll-out of the strategy (35 sites - 24 months) Security process (SIPOC) DMAIC phases using CI tools Results: 51% of sites increased efficiency 957K USD savings 22,8% of total costs reduction Patience! Focus! Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 35 © 2008 ALCAN Questions? ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Back-up slides ASIS INTERNATIONAL - EUROPEAN CONFERENCE Barcelona April 13-16, 2008 © 2008, ALCAN Inc. Potential Solutions 1/2 Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 38 © 2008 ALCAN Potential Solutions 2/2 Success Story ASIS INTERNATIONAL, Barcelona, April 13-16, slide 39 © 2008 ALCAN
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