Page 31 - DN Press Final NIQC

Poka Yoke

Platinum Winner

“There was a backlog huge backlog of emails
relating to different categories of Payroll and Pensions
processing such as refunds, reimbursement, change of
circumstance etc which had to be worked upon. To this back
every day new emails were getting added by onshore teams for
processing.

Weekly call with the onshore team was held to discuss the specific Payroll
accounts (also known as trusts ) to prioritize. Trust is nothing but each Payroll
location/ site. The emails were accumulated in generic email box accessed by all
the team members.”

This was the issue being faced by the Payroll team. All that was needed to sort this issue
was a small Macro to fix this situation. To start with different Payroll account wise folders
were created under generic email box. Under these main folder other sub folders named “in
progress” and “completed” were also created. Each account is assigned a numeric code for
simplification and easy identification.

POKA YOKE concept was used and a macro created which automatically moved all the emails from
inbox to the specific account folders. The macro also recorded the details such as account name,
subject of email containing information about the type of input / processing category and also the
date email was received.

This email macro was also used to help in estimating the data for call purpose with the onshore
teams and for current status of work completion.

Thus a major issue was sorted out and we had our favourite Poka Yoke making everyone say “ok
ok”.
Purva had again scored a goal and made her mark both in the fields of continuous improvement and
Lean by applying this hugely appealing concept.

This again won her an award and she had made a hat trick at the DN Business Excellence awards
with all these awards she won. She was emotional as she thanked the NIQC team for having got her
thus far and also DN Excellence team for recognizing her.

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