ABSA GROUP: Cash and records operations embarking on a transformation jorney - Business case

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ABSA GROUP: Cash and records operations embarking on a transformation jorney - Business case
Business case
                               ABSA BANK

ABSA GROUP: Cash and records operations
embarking on a transformation jorney
BY RYAN MILELLA
CENTER for ADVANCED RESEARCH           Discovering and Documenting Greatness

             SNAPSHOT
                                                                                       Introduction
       ORGANISATIONAL                    Implement and embed
       DETAILS:                          a Lean Manufacturing                          Absa Bank Limited (Absa) offers a complete range of
       Absa Bank Ltd. (Absa),            culture.                                      investment, commercial and retail banking products
       listed on the JSE, is one         Measure performance                           and services to the full spectrum of the South African
       of South Africa’s largest         using FranklinCovey’s                         customer base. Absa became a subsidiary of Barclays
       financial services groups.        xQ (Execution Quotient)                       Bank PLC on 27 July 2005, when Barclays acquired a
       Absa’s Cash and Records           Organisation Assessment.
                                                                                       controlling stake in the Absa Group. Absa’s business
       Operations (C&RO). C&RO           HIGH LEVEL RESULTS:
       secures, processes and
                                                                                       is conducted primarily in South Africa. Absa employs
                                         Staff morale up from 59%
       transports physical cash          to 74%                                        a customer-centric business model with business
       and documents. 1500               Execution culture up from                     units serving specific customer segments. The Group
       employees with costs of           51 to 69                                      interacts with its customers through a combination
       R452 million.
                                         Sustainable cost savings                      of physical and electronic channels.
       Date of study: January to         of R30 million per year
       December 2008                     (nearly 7% of total annual
                                                                                       Absa has a market capitalisation of over R60 billion
       KEY CHALLENGES:                   operating costs)                              (approximately US$7 billion). It is the biggest retail
       Embark on a                       Process improvements                          bank in South Africa with approximately 800 retail
       transformation journey.           resulting in:                                 branches and 10,000 ATM cash points. It is one of
       Improve employee morale.          • Cash recycling improved                     four major banks in the local market and employs
       Reduce operational costs            by 60% and inventory                        approximately 40,000 people.
       without impacting quality/          required reduced by 25%
       service.                          • Bond validation and                         Cash and Records Operations (C&RO) is responsible
       SOLUTION STRATEGY:                  Generic Banking Products                    for the processing, transporting and safe keeping
       Use FranklinCovey’s “4              cycle time reduced by 83%.                  of physical cash and documents for the bank. The
       Imperatives of Great              • Turn-around-time for                        Records Operations function essentially processes,
       Leaders”.                           retrieval of various
                                                                                       retains and archives; in both physical and electronic
       Apply 4 Disciplines of              documents reduced by
                                                                                       format, all bank records, i.e. records ranging from
       Execution.                          up to 94%.
                                                                                       customer information to bank securities. Records
                                                                                       Operations, in service at 800 branches, consists of:

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH           Discovering and Documenting Greatness

        • FICA Centre (Know Your Client)                                              Towards the end of
                                                                                      2007, Caesar Mtetwa was
        • National Securities Centre (NSC).                                           appointed to lead C&RO.
        The Cash Operations function essentially processes                            One of the challenges
        and transports cash, and loads ATMs with physical                             in Cash Operations, also
        cash. Cash Operations consists of 13 Cash Centres                             headed up by a new
        located throughout South Africa that service 3300                             appointee,      Hamilton
        off-site ATMs and over 300 branches.                                          Melane, is that physical
        Support provided to the Cash Operations includes                              cash attracts criminals,
        Change Management (including a Business                                       and owing to high crime levels in the country, the
        Impact Manager and Change Analyst), Financial                                 unit is considered a high risk environment in which
        Management, Internal Communications, Risk                                     to work. This makes attracting and retaining talent
        Management and Human Resources.                                               a key challenge, resulting in deficits in technical
                                                                                      know-how as well as leadership without sufficient
        The Problem to Solve                                                          maturity. The cash industry was is over-invested
                                                                                      in cash processing capacity and is characterised
                                    Hendrik      Oppermann,                           by few cash transporting companies, which makes
                                    head of Absa Operations,                          both service and price less competitive.
                                    had a vision: namely,
                                    for Operations to be                              Specific Challenges
                                    an industry pioneer in
                                    executing or fulfilling                           In 2007, the management of total cash inventory
                                    financial transactions.                           within the bank was decentralized, i.e. cash
                                    This meant embarking on                           management at retail branches and cash centres
                                    a transformation journey                          was managed separately, which resulted in a high
                                    for the entire division.                          and costly cash inventory. Turnaround times were
                                    In general, operations                            also too long and transportation costs too high.
        within the financial industry had followed a strategy                         The bulk cash deposits at retail branches imposed
        of standardisation, centralisation and automation                             high security risk and impacted negatively on
        to drive economies of scale and scalability of                                branch efficiencies as manifested by long queues.
        business. Operations, however, wanted to revise                               Management information systems were non-
        this type of strategy to standardise by activity                              existent, which made management of operations
        rather than by product and to aggregate task by                               very difficult.
        capability rather that by business line.                                      Too much attention was previously paid on reducing
        Hendrik and his executive team were also aware                                ATM cash outs (service), which pushed operating
        that overall employee morale was low owing to an                              costs up significantly. The bank needed a more
        entrenched, autocratic leadership style that had                              healthy balance between client service and cost-
        existed for a long time. There was also a lack of clear                       effective processes.
        strategic direction that created continuous shifting                          Measures were only being reported on a monthly
        of priorities. Managers experienced a culture of                              basis, after the fact, and there were no day-to-day
        “learnt helplessness” as most operational problems                            measures.
        were escalated by employees to their managers.
        Performance measures and documented workflows                                 The processing time of records at Records Operations
        were lacking, which resulted in favouritism and                               centres was too long. The documents could not be
        management only being alerted to “bad news” at                                tracked or traced easily and had high chances of
        the last minute.                                                              being lost in the process of transportation. The

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH             Discovering and Documenting Greatness

       retrieval time of documents when requested by                                    and factory operations experience (engineers who
       customers was not consistent and sometimes did                                   challenged the “rules of the bank”).
       not comply with the service agreement.                                           To ensure the execution of strategy aligned
       People-related challenges were, unfortunately,                                   to the new vision of Hendrik Oppermann, the
       plentiful:                                                                       transformation plan, developed and monitored by
        • leadership styles were autocratic,                           and              Change Management (Karen Morkel) was embedded
          micromanagement was common                                                    within the leadership and execution framework.
                                                                                        The transformation plan included:
        • employees did as they were told but no more
                                                                                        • Setting the case for change (rationale)
        • trust was lacking
                                                                                        • Effective stakeholder management (buy-in and
        • a “silo mentality” played out on a regular basis                                sponsorship)
          between interdependent teams
                                                                                        • Driving employee line-of-sight
        • operations employees felt that they could not
          speak openly with their direct managers                                       • Ensuring employee engagement

        • a paradigm of “things stay the same always”                                   • Leadership development
          even if the economic realities around you say                                 • Culture setting and instilling specific behaviours
          otherwise                                                                     • Communication – constant review of strategy,
        • an “us and them” situation between permanent                                    highlights, etc.
          and temporary employees, with permanent                                       • Performance management
          employees receiving preferential treatment.
                                                                                        • Talent development.
       Given these many challenges, the bank felt an
       urgent need to solve issues quickly to improve                                   The plan was to be monitored closely with
       service levels lest the negative perceptions of                                  measurements in place to ensure success.
       the Records Operations teams multiply and the                                    To discourage bogus team commitment and
       bad reputation inside Absa Group be reinforced.                                  “cloning,” a theme of “Before a Team there is an
       Simultaneously, there was pressure from Absa                                     Individual” was chosen. Team commitments were
       Group to get the cost/income ratio below 50                                      reinforced with team members that chose to stay,
       percent. With process inefficiencies and fixed cost                              while those who could not identify with the team
       overheads, daily volumes remained unpredictable                                  opted out. Senior members intentionally created a
       but steadily increasing. With little or no line of                               culture of inclusivity.
       sight from within and weak capacity planning,                                    The newly formed C&RO team, leveraging its newly
       there were, as one might expect, differences in                                  acquired engineering specialisations, put together
       opinion on the definition of “crucial.” In the FICA                              a three year strategy with strict annual milestones
       environment, it was taking as long as 10 days to                                 to take on the challenges C&RO were facing.
       process a document, a problem complicated by                                     The strategy focused on four themes which were
       having two buildings from which to operate.                                      referred to as “Must Win Battles”:
       Transformation Plan and Related                                                  1. Make cash operations effective and efficient
       Interventions                                                                       through reduction of cost and process
                                                                                           improvement
       By the end of 2007 Caesar Mtetwa had assembled a
       strong team with diverse experience. The group was                               2. Pioneer effective capacity utilization in the cash
       a balance between conventional banking experience                                   industry
       (those that understood the “rules of the bank”)                                  3. Deliver a customer excellence program

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH                           Discovering and Documenting Greatness

      4. Make document handling world-class through                                         • The 4 Disciplines of Execution as the execution
         conversion of paper records to electronic records                                    methodology.
         (imaging), thus improving processing efficiency                                    • The Speed of Trust concepts to create confidence
         and reducing records operational costs.                                              among the leadership.
      To support the organisational and individual                                        “Lean,” a business continuous improvement
      transformations, the following FranklinCovey                                        methodology, was introduced and integrated
      methodologies were used:                                                            with FranklinCovey’s leadership development and
       • xQ (Execution Quotient) Organisation Survey                                      execution methodologies.
         to provide hard measures on execution                                            In preparation for the new financial year in late
         improvements                                                                     2007, the xQ Survey was completed. This baseline
       • Leadership: Great Leaders, Great Teams, Great                                    survey gave insight into C&RO’s culture of
         Results and its leadership framework (The 4                                      execution at the time. This information was shared
         Imperatives of Great Leaders) to enable the                                      with everyone, highlighting their strengths and
         leadership community in implementing the                                         weaknesses, by execution driver (the 6 execution
         significant changes through people, and                                          drivers are Clarity, Commitment, Translation,
                                                                                          Enabling, Synergy and Accountability) and

                                                                               Purpose, Values, Vision
                                                                               Pioneering, Process centricity,
                                                                               Continuous growth, Absa Values

                                     Stakeholder Needs                                                                   Stakeholder Needs
                                                                                                                         Strategy
                                     Customer Employee Inventors                                                         FunctionalEmployee
                                                                                                                         Customer   structuring,
                                                                                                                                             Inventors
                                     Competition. Community                                                              Competition. Community
                                                                                                                         Re-engineering,  Capacity
                                     Government                                                                          Government
                                                                                                                         Planning, Talent & Innovation

                                                                                  CLAR IFY
                                                                                     P
                                                                                  PUR OSE

            Results
                                         Gap Closure
                                                                                  INSPIRE
                                                                                   TRUST
            Wildly Important Goals
                                                                    U N L EN

            Business as Usual
                                                                                                                      MS
                                                                                                                    TE N
                                                                       TA L

                                                                                                                 YS LIG
                                                                         EA

                                                                          S                                      A
                                                                         T H                                         S
                                     Leadership &Needs
                                     Stakeholder      Talent                                                               Processes, Structure,
                                                                                                                           Stakeholder   Needs &
                                     Development
                                     Customer Employee Inventors                                                           SystemsEmployee Inventors
                                                                                                                           Customer
                                     Competition.
                                     Leadership    Community
                                                 practices (LPI and                                                        Competition.
                                                                                                                           Functional     Community
                                                                                                                                       design  (what v how)
                                     Government
                                     the 4 Imperatives of Leadership)                                                      Government & Resource planning,
                                                                                                                           Operational
                                     Career validation                         Culture (Behaviours)                        4 Disciplines of Execution (4DX)
                                                                               Mental Capacity, Identity (xQ               Information environment
                                                                               & Cultural blueprint), Leverage
                                                                               Strengths

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH            Discovering and Documenting Greatness

       levels of execution (individual, intact team and                              In the FICA environment, headed up by Winston
       organisational). This information provided “hard                              Mangaru, the thirteen high trust behaviours
       data” to senior management on which action steps                              supported the uncovering of blind spots amongst
       were needed for the transformational journey that                             some of the management team. The high trust
       lay ahead.                                                                    behaviours remain today a key focus for Winston’s
                                                                                     management team.
       Adapted 4 Imperatives of Great Leaders                                        Imperative 2, Clarify Purpose: Create clarity and
       A key step in the transformation was the adoption                             buy-in with the various intact teams on the Job to
       and adaptation of The 4 Imperatives of Great Leaders                          be Done, Strategic Links, Money Making Model and
       model. Each imperative was further enhanced                                   Team Purpose. This was key both before and in the
       and explained (see outer ring below), providing                               early part of the new financial year. Deliberating
       management with greater clarity as to what the                                and agreeing on team purpose, strategy, and plans
       role looked like when practiced in the Operations                             for the new year was an inclusive affair taking
       environment. The leadership framework was used                                the best from operations and the best from the
       by individuals and teams as a roadmap to support                              support functions as well as the best from unique
       the key activities, behaviours, and outcomes                                  individuals. “I was allowed, no encouraged, to be
       required of leadership during this challenging                                different. Even though I was part of Finance I felt
       time. During times of change, it is very tempting to                          part of the team and as a result I worried about
       remain “stuck in the whirlwind” of the day-to-day                             a lot more than just my role. There was strong
       priorities and challenges. The framework provided                             alignment to a common purpose,” says Siyabonga
       support and guidance to help identify activities                              Nduli, Finance Manager.
       that are important, but not urgent.                                           Imperative 3, Align Systems: Within this
       The leadership group participated in FranklinCovey’s                          imperative, particular attention was paid to The
       Leadership: Great Leaders, Great Teams, Great Results                         4 Disciplines of Execution both before and in the
       programme. The programme was delivered in a                                   early part of the new financial year. Similar to
       manner that integrated individual development                                 the Leadership development programmes, the 4
       with what was asked of individuals in the planning                            Disciplines of Execution training was integrated
       phase for the new financial year.                                             with the annual planning process for the 2008
       Imperative 1, Inspire Trust: Build trust in                                   financial year and the individual performance
       challenging circumstances using Stephen M R                                   management process. The 4 Disciplines of Execution
       Covey’s thirteen high trust behaviours. Particular                            was the “vehicle” within which a balance between
       focus was placed on management displaying the                                 day-o-day whirlwind activities and the future state
       thirteen high trust behaviours. These behaviours                              of C&RO was created.
       were re-enforced and supported at every opportunity                           Imperative 4, Unleash Talent: This would remain
       by Karen Morkel and also by Caesar Mtetwa and                                 a key focus area for the entire year and as it turned
       Hendrik Oppermann. These behaviours, as well as                               out, into 2009 as well.
       the “whole person paradigm,” were measured and
       re-measured via quarterly, anonymous climate                                  National Securities Centre (NSC)
       surveys. Once management understood what these                                For the NSC specifically, the challenge for Thato
       behaviours looked like, each person was held                                  Matolong, NSC Manager, and his management
       accountable to ensure he or she was living the                                team was to somehow simultaneously address the
       behaviours. This was essential for the sustainability                         pressure from the outside as well as the pressure
       of the culture and the leadership change process.                             from the inside. Five high level issues had been

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH             Discovering and Documenting Greatness

     identified for the environment were summarised                                    acting as an internal 4 Disciplines of Execution coach
     as “PCDQCRMI”. It took a while for “PCDQRMI” to                                   was able to support fellow managers, re-enforcing
     emerge at the operational level, but when it did it                               the training they had previously attended.
     stuck:                                                                            Lean, a business continuous improvement
                                                                                       methodology, was introduced into the C&RO
       P     Productivity
                                                                                       environment in parallel with FranklinCovey’s
       C     Cost                                                                      leadership development and execution methodology.
       D     Delivery (of customer service)                                            Lean defines all activities in an organization as
                                                                                       either being value-adding or non-value adding from
       Q     Quality                                                                   the customer’s perspective. The purpose of Lean is
       R     Risk                                                                      to empower people to continuously identify and
                                                                                       eliminate the non-value adding activities that exist
       M     Morale (employee)                                                         in the organization in order to improve and deliver
       I     Innovation                                                                higher value to customers. Lean is defined as a
                                                                                       continuous improvement culture where all people
     Discipline 4, Create a Cadence of Accountability:                                 actively contribute to waste elimination in order to
     Institutionalising this rhythm of accountability                                  increase value to the customer. C&RO’s drive from
     proved a challenge. The rhythm of accountability                                  the start of 2008 was to embed and sustain Lean
     and reporting on progress of WIGs was first created                               thinking and waste elimination principles within
     at the management level via a number of forums/                                   the culture.
     meetings:
      • Weekly Change Team meetings (Change and
        Engineers)
      • Monthly Manco meetings for R&CM, a full 1-day
        review mechanism, whereby line of sight was
        improved with R&CM - both vertical and horizontal.
        These sessions focused on implementation
        initiatives, quality of outputs, costs incurred
        and later cost savings. These sessions became
        significant learning opportunities for members
        and helped strengthen the team because of
        the strong, inclusive team approach mentioned
        previously.
     The process allowed for constructive negotiations
     between the “engineers” and the “operators.” While
     WIGs were primarily driven top down, operational
     measures were driven bottom up. Operations staff                                  Cash Operations Challenges and Results
     were given the freedom within the parameters of                                   One of the WIGs identified to address the various
     the WIGs and support from management to figure                                    inefficiencies was the implementation of a “hub
     out what to measure and how to measure and to                                     and spoke” process design. Instead of the various
     create the scoreboards. Summarised scoreboards                                    retail branches and cash centres obtaining the
     became the basis on which reports were prepared                                   necessary funding from the South African Reserve
     for monthly management meetings. It was also in                                   Bank (SARB) independently of each other, branches
     these weekly and monthly forums that Dieter Halfar,                               agreed to direct their cash inventory requests to

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH               Discovering and Documenting Greatness

        the central cash centre (hence the name “hub                                     2. Information on supply and demand, which was
        and spoke”) and then the cash centre would do                                       always in the system, had to be found and
        the necessary calculations to determine the overall                                 transformed by teams into knowledge.
        inventory needs for the branches and ATMs as a                                   3. The Treasury team introduced daily planning
        whole and place the necessary cash inventory order                                  sessions to determine how much money would
        from SARB as required. This redesign resulted in                                    be needed from SARB – how much would they
        various efficiencies being created within the system                                receive from Tellers and Branches (supply) and
        as has been detailed in the “Results” section                                       how much demand there would be from their
        below. The Ormonde Cash Centre was used as the                                      clients: RASC, ATM solutions and All Pay.
        pilot site. Thereafter “hub and spoke” was rolled
        out nationally based on the results and learnings                                4. Weekly teleconference calls (weekly planning)
        from the pilot site.                                                                for the thirteen Cash Centre Managers around the
                                                                                            country was introduced. Results were monitored,
        To achieve a goal they had never achieved before                                    the managers being held accountable for their
        (the implementation of hub and spoke) they had to                                   results. The teleconference calls and related
        do things they had never done before:                                               information also provided benchmarking and
         1. Stretch goals were introduced for the first time,                               best practice sharing opportunities. At first,
            keeping no more than a certain percentage of                                    many managers felt as though there was an
            every R1 received (an optimum level of cash                                     attempt to catch them out, but over time,
            required balancing cost with service).                                          particularly with the support provided by Lean,

              Description                               From (2007)               To (2008)         % Improvement        Comments
                                                                                                                         R12.6 Million cost
              Cash Centre Inventory                     R514 Million              R387 Million      25%
                                                                                                                         saving
                                                                                                                         R2.2 Million cost
              ATM Inventory                             Factor of 2.11            Factor of 1.8     15%
                                                                                                                         saving
              Cash Recycling                                                                                             R4.4 MIllion cost
                                                        50%                       80%               60%
              (productivity)                                                                                             saving
              Cash Availalbility
                                                        98.59%                    98.86%            Service Maintained
              (service)

              Cash Outs                                 0.06                      0.08              Service Maintained

              People (Internal Employee
                                        59%*                                      74%               25%
              Opinion Survey)
                                                                                                                         Global Average
              People (xQ)                               51*                       69                35%
                                                                                                                         of 62
                                                        For the year under review, except for risks associated with change, risk
              Risk
                                                        levels were maintained at acceptable levels.

             *comparison score for prior year includes additional, related operating units (restructuring took place
              shortly after baseline data was obtained).

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH          Discovering and Documenting Greatness

            managers became more comfortable with the                                costs to be saved. Feedback created an opportunity
            transparent accountability process.                                      to always ask the question as to whether the team
        5. Solid walls were gradually broken down to be                              was effectively balancing progress on initiatives
           replaced with a strong interdependent culture                             (that made up the WIGs) with client needs. Both
           and a strong sense of purpose as demonstrated                             the NSC and FICA management meetings took
           by the new abilities to willingly share                                   place monthly with Manager, Heads of Department,
           information with each other at the right time.                            Supervisors and invited Team Leaders present.
                                                                                     Scoreboards were developed and put in place in
      Karen Morkel reflects, “In cases where cash centre                             the operations environment, updated weekly and
      management was not progressive towards this new                                discussed daily. The management teams used the
      leadership approach, we had to be more stringent                               scoreboards that operations employees developed
      and be quite firm with certain unacceptable                                    to consistently monitor productivity levels. The
      behaviours. It was a partnering effort of reflecting                           departmental scoreboards are aggregated and form
      back to business what their leadership styles were                             the report on which Thato Matolong, NSC Manager
      like and the impact thereof on their teams and                                 and Winston Mangaru, FICA Manager, report back
      then ensuring the support in re-enforcing the high                             to Caesar Mtetwa on a monthly basis. Fifteen
      trust behaviours. This process was one of great                                minute daily meetings take place in the operations
      discomfort and did not sit well with a number of                               environment for Team Leaders and their employees.
      management team members. However, there were                                   From the development of WIGs for intact teams,
      many who rose to the challenge and were willing                                individual performance contracting and regular
      to change.”                                                                    performance reviews became more meaningful and
      Change champions were nominated by operations                                  easier.
      employees. These champions were provided with                                  The weekly and daily meetings became the
      training and were mandated within each cash centre                             forum in which WIGs, related measures, and lead
      to ensure they monitored the pulse of the people                               behaviours were developed together. Over time, a
      and kept lines of communication open between the                               safe environment was created where people became
      operations employees and management.                                           more comfortable saying “You have not delivered.
      Hamilton Melane says “People now better                                        What do you intend to do about it?” These
      understand the impact of their behaviours on the                               questions were asked of peers and direct reports
      bigger picture thanks to creation and maintenance                              but also of direct managers whose role became
      of “line-of-sight.” The creation and development                               more of “clearing the path” (versus the previous
      of scoreboards resulted in improved morale -                                   micromanagement and autocratic leadership
      employees became more motivated and committed                                  styles). A rhythm of accountability was practiced
      to     continuous     improvement.”    Leadership                              and role modelled by senior management and later
      development, the practice of mutual accountability                             junior management.
      and the embedding of Lean as a culture remains as                              The introduction of Lean and the WIGs created
      a WIG for 2009.                                                                discomfort as certain functions needed to be
                                                                                     integrated and others split. Process Engineers
      Record Management Challenges and Results                                       and Team Leaders acted as one voice to drive the
      WIGs were first agreed and aligned to the Must                                 operations team forward. The message was “Get
      Win Battles. Progress on WIGs was measured in                                  involved and drive change.” Some Team Leaders
      percentage terms with “hard facts” to back up                                  took to these changes while others did not. This
      the percentage achieved to date. Measures were                                 discomfort lasted for about two to three months
      specifically time, quality and costs incurred, and later                       while individuals and intact teams grappled with

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH         Discovering and Documenting Greatness

           Productivity and Customer Service                                      From (2007)    To (2008)      % Improvement

           NSC Bond validation cycle time                                         6 Days         1 Day          83%

           NSC Generic Banking Products cycle time                                24 hours       4 hours        83%

           NSC Homeloan retrievals turn-around-time                               40 hours       2.4 hours      94%

           NSC Generic Banking Products retrievals turn-
                                                         24 hours                                6 hours        75%
           around-time
           FICA turn-around-time for the retrieval of
                                                                                  10 days        1 day          90%
           documents
                                                                                                 7 days
           FICA cycle time                                                        10 days                       30%
                                                                                                 maximum

           Costs                                                                  From (2007)    To (2008)      % Improvement

           Interest claims                                                        R494,000       R157,000       68%

           Document Replacement                                                   R1.5 Million   R0.9 Million   Nearly 40%

           Annualised cost saving as follows:
           Docufile system replacement and head count reduction of 50 (FICA)                                    R3.7 Million
           Lean implementation and head count reduction of 27 (NSC)                                             R3.5 Million
           Merger of two FICA buildings into one                                                                R2.5 Million
           Total (versus an annual target of R8.5 Million)                                                      R9.7 Million

           Risk and People                                                        From (2007)    To (2008)      % Improvement
           Risk Management: reduced number of
                                                                                  962            359            62%
           securities (title deeds and bonds) lost

           People: (Emoployee Opinione Survey)                                    59%*           74%            25%

           People: (xQ)                                                           51*            69             35%

          *comparison score for prior year includes additional, related operating units (restructuring took place
           shortly after baseline data was obtained).

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH            Discovering and Documenting Greatness

       their new challenges. Ownership of the challenges                              • An inclusive, integrated team - support functions
       by Team Leaders and their teams was fundamental.                                 ARE part of the team
       In the FICA environment, similar to the NSC, line-                             • Strong, internal expertise of the methodologies
       of-sight was achieved through clarification of                                   and frameworks being used – this includes
       purpose and development of WIGs. Regular, monthly                                both a coach to support line management AND
       communication forums for operations employees                                    knowledge of the methodology by the line
       followed, creating the opportunity to clarify and                                managers themselves
       discuss purpose, WIGs and related challenges.                                  • A co-ordinated approach to daily, weekly
       Slowly, employees began to own the process and                                   and monthly meetings (still inconsistent and
       issues began to be brought to the fore. Lean culture                             still requires significant management energy)
       was introduced in May and results became evident                                 creating a rhythm of accountability.
       two months later.
                                                                                     While trust and transparency on deadlines and
       Unnecessary NSC roles identified and employees                                deliverables played a major role during the year, it
       redeployed. While volume of work has increased by                             remains a focus area for operations employees and
       2.5 times, number of employees required in FICA                               management to give and receive honest feedback.
       has been reduced (there are 26 million documents                              Operations must be held accountable predominantly
       in storage).                                                                  for operations results while management must
       Although not tracked specifically a clear reduction                           be held accountable for clearing the path for
       of escalation of problems by employees and also                               operations employees. Operations employees have
       the development of the ability to educate a client                            experienced more respect from management in
       on the process, thereby reducing errors at source.                            comparison to the past. There are still gaps within
                                                                                     the management teams – some people embraced
       Conclusion                                                                    the change a lot quicker, whilst others are still
       The FranklinCovey and Lean training produced the                              trapped in their old behavioural thinking patterns.
       following:                                                                    While some teams took quickly to the support tools
                                                                                     and resources offered, others did not, with the
        • Right people on the team – create a team of                                difference being clearly evident.
          strong, unique contributors
                                                                                     The year was characterised by much self-
        • Embedding a transformation plan within an                                  development amidst the organisational change.
          adapted, holistic leadership model (including                              While the company made significant breaks from
          the execution methodology) to create and                                   the past and achieved significant results, it was
          execute strategy                                                           also aware of the mistakes made along the way.
        • Clarify team purpose and strategy – create clear,                          For example, amidst the excitement of doing things
          consistent and simple communications thereon                               differently, some leaders realized that they needed
        • Create line-of-sight - WIGS provide focus,                                 to have been more deliberate with more regular
          structure and stretch – limiting your focus to the                         stops to reflect and create building blocks from
          essential few really works!                                                which to take the next step. In certain instances,
                                                                                     the leadership team also over-committed, either
        • The acid test of the effectiveness of WIGs                                 not truly understanding the size of the challenge,
          being cascaded top-down is the development,                                or not involving certain stakeholders early enough.
          implementation and development of scoreboards
          bottom-up by operational employees.                                        While the company is proud of its results, it is aware
                                                                                     that the greatest work still lies ahead. Now that the
        • Visible executive support of change initiatives.                           basics have been put in place, there is a big need

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
CENTER for ADVANCED RESEARCH   Discovering and Documenting Greatness

       for focusing on the development and movement
       of people. An area for focus going forward is to
       “Unleash Talent”, which is a WIG for 2009.

       FranklinCovey Southern Africa is the southern
       and east African licensee of FranklinCovey
       Company – a worldwide consulting and
       leadership development organisation. We help
       organisations, intact teams and individuals to
       achieve great performance in good times and
       bad by providing a unique blend of leadership
       development and consulting solutions.

© FranklinCovey. Center for Advanced Research. All rights reserved. August 2009
FranklinCovey Middle East   Sheikh Zaed Road,Dubai   Phone +971 4 33 222 44   info@franklincoveyme.com
                            P.O.Box 53703            Fax +971 4 33 222 82     www.franklincoveyme.com
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