Operations Management Project

Group VI NITESH KUMAR GUPTA | MAHTAAB KAJLA | PRACHI CHAWLA RAHUL MITTAL | SACHIN KUMAR | VINNY ARYA | VISHAD DUBEY

It believes that components of the system can only be understood in the context of relationships with each other and with the system It is defined as an approach to solve a problem while taking a holistic view rather than taking a specific part

It is the process of understanding how things influence each other and taking a more holistic view while understanding any problem situation

Systems thinking

Backwaters An Introduction
Annual B-School Management fest of IIM Kozhikode 2000-2001but caught major media attention since 2003

What is it?

Inception

Participation
Backwaters v2.10: more than 3000 students from across 70 BSchools of India

Successful events
White Knight, Avatar, Labyrinth and Bizzathalon

Describe the System

Transformation Process
BW committee members gain valuable experience

Participants
Students from premier B-schools Working professionals across the world Sponsors Committee Members Flagship events White knight, Labyrinth, Avatar, Bizzathalon Domain Events

Value Add For Sponsors

Healthy relationshipHelp in recruitment process Broadening competitive edge Media Exposure Value Add For Participants Prizes of hefty amount Valuable experience

Input

Process

Output

Describe the System

Service Blueprint
Participant Enters Provide Accommodation End Service Feedback Provide Reimbursement
No

Registration Desk

Organize Event
No

is he a prize winner
Yes

Register for event

Valid participant
Yes

Award Certificates

Line of Visibility
Review last day progress Make entries in record book Evaluate events

Appoint a POC

Arrange for lodging

Arrange for events

Describe the System

STAKEHOLDER MAP
Participants Students Sponsors

IDENTIFYING STAKES
Stakeholder Participants Stakes Participation and rewarded for their performance As audience and volunteers Providing financial and event concept support Committee Members Organization and execution of the fest

Committee members

Backwaters

Kerala govt.

Students Sponsors

Media

Administration Faculty

POWER V/S STAKE GRID

POWER
STAKE Formal or Voting Committee Equity Members, Student Council Economic Political

Kerala Govt.

Visibility of Kerala both nationally and internationally

Administration Faculty

Infrastructure, logistics Event Conceptualization, Judging and educating students participants

Media

Visibility of the Media group, Corporate interaction and promotion of the event

Economic
Influencers

Sponsors
Student Council

Sponsors
Administration, Media

IMPORTANT STAKEHOLDERS Participants ,sponsors, committee members

Describe the System

BOT Chart for Backwaters

Efforts made for success of BW

Gradual increase in the prize money Better Media Coverage

Increase in number of sponsors Newer and smarter events.

Counterintutive Behaviour

Better media coverage

Problem Despite all the efforts, participation growth rate has declined over the years.

Describe the System

Analyze the System

Most participants Committee did not monitorTurn out rate more than anticipated from north India the number of registrations Location Process Inadequate Long travel amenities provided time Not adequate last year infrastructure Logistics arrangement issues High Tourism Less number of direct flights and trains

Ishikawa Diagram

Event Scheduling

Fest was not planned well in advance

Small Team Size Administration Committee did not work from the beginning

Participants were not well prepared for BW

Bad Past Record Late release of prize money from Prize money not administration disbursed on time Poor handling by sponsor administration

Frequent Clashes with other similar events Lack of information published by other institutes

Heavily booked flights and trains

Delay on behalf of sponsors Well informed but not interested

Committee not well informed about the schedule Decreasing growth rate Lack of experience to pitch to sponsors and follow up

No Cultural Events Cultural fest held separately Less innovative events Small team size Indifferent Administration Periphery Activities not incentivized Lack of promotion High workload Committee did not get enough time to prepare Small Team size

First Years not trained properly

Delay on Behalf of committee

Delay on Behalf of sponsors

Inadequate Knowledge Transfer

Indifferent Administration

Events

Man

Poor management of sponsors by Administration

Describe the System

Analyze the System

Statistical Process Control Analysis

Problem Analyzed: Over the years for few events the actual turn out as compared to initial registration was low. Statistical Process analysis of these events was conducted.
Year 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 Registration 150 150 150 150 150 150 150 150 150 150 150 No. of defaulters 12 14 13 15 56 13 14 54 14 13 15
0.25

UCL= 0.226513208

0.2

0.15

Mean = 0.141212121

0.1

0.05

LCL = 0.055911034
0 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010

Table. I Process control chart for both the events

Confidence interval of 3 sigma (99.7%) P = 0.141212 = 0.028434 UCL = 0.226514 LCL = 0.05591

Reasons: Last moment clash of events with IIM-A management fest in the year 2004 Withdrawal of the sponsorship before the occurrence of the campus events in the year2007

Describe the System

Analyze the System

The Bones of Contention

Location/ connectivity

Adopt a liberal reimbursement policy

Critical Issues
Sponsorship management Workload on Committee members Quality of events

Brand visibility amongst Corporates

Use alum network

Describe the System

Analyze the System

Causal Loop Diagram - Problem situation

Number of participants
+ +

Number of sponsors is increased over the years further led to increase in number of events at backwaters Quality of events deteriorated due to increase in workload on committee members participation growth rate declined over the years

Quality of events

No. of sponsors

B
+

Workload

funds

Number of Events

Describe the System

Analyze the System

Improve the system

Competitive Benchmarking
14000 12000 10000 8000 Vista 6000 4000 2000 0 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 80 70 60 50 40 Vista

Backwaters 30 20 10 0 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010

Backwaters

No. of students participating over the years Lesser participation in the case of Backwaters Enablers of Vista : location advantage Good quality events, strong brand image

No. of sponsors participating over past 10 years lesser number of sponsors supporting their events as compared to IIMB Enablers of Vista: Good alum network, Better management of sponsors by committee members

Describe the System

Analyze the System

Improve the system

Causal Loop Diagram

+
No. of events

Fundamental Solution Backwaters committee size increased Quick Fix Facilitating management of sponsors Quality of events improved
+
Backwaters committee size

R
+

Number of Participants

Workload

Participation rate increased

Quality of events

+ +
+
Sponsorship management

Fundamental Solution

Funds

Describe the System

Analyze the System

Improve the system

PDCA Cycle

PLAN
Aim increase the participation rate Potential causes Location /connectivity Alum network Sponsorship management Work load on committee members Quality of events

DO
Feedback from participants ,sponsors Financial reviews Involving interest groups and alum committee Professional help for event conceptualisation

CHECK
Management fest In house events

ACT
Share feedback Standardise measures taken to achieve the objective

Describe the System

Analyze the System

Improve the system

Recommendations

Increase the committee size to decrease the work-load and thereby increase the quality of work - learning curve will limit the need for longer durations

Rather than working on the number of events, improve the quality of events Involve Interest groups, Sponsors, and alums

Coordinated Sponsorship management

Describe the System

Analyze the System

Improve the system