Learning About Lean

Simplifying Forecasting: Lean Improvements in Medair’s Finance Process

At Medair, the monthly finance forecasting process was causing significant inefficiencies across country programs. Users frequently filled out the forecasting template incorrectly, requiring Finance Managers to send corrections each month.

These back-and-forth exchanges introduced delays in the financial cycle and added roughly four extra days of work per month per project—equating to 384 hours of wasted time per year, per project. The root causes included a lack of training on how to properly use the tool, limited Excel skills among staff, and a forecasting template that was overly complex and difficult to navigate. 

At one point, 100% of submitted templates were being rejected each month, and many users had to attempt filling them out up to three times before they were accepted.To address these issues, the team simplified the template design, making it more intuitive and user-friendly. Ownership of the task was shifted from Area Coordinators to Project Officers, better aligning responsibilities with operational roles. Additionally, storage and submission were transitioned from email to SharePoint, improving accessibility and reducing version control issues. To support these changes, Medair provided targeted training sessions on both Excel and proper use of the new tool, helping to close critical skill gaps.

 

The results were substantial. The average number of attempts needed to fill out the template dropped from three to just one , while the monthly rejection rate fell from 100% to 30%, representing a 70% reduction in errors. Most significantly, the annual hours lost to corrections dropped by 75%, from 384 to just 96 hours per project. The process is now faster, clearer, and less burdensome for both field staff and Finance Managers. This improvement has not only enhanced operational efficiency but also built staff confidence, laying the groundwork for similar forecasting and reporting improvements across the organization.

Answer Key – 5 Whys Quiz

Q1: What is the purpose of the 5 Whys method?
✅ Correct Answer: To identify the root cause of a problem
📌 Asking “Why?” repeatedly helps move past symptoms and surface-level causes toward something actionable that can be improved.

Q2: When should you stop asking “Why?” during the 5 Whys process?
✅ Correct Answer: When you identify a cause that is within your control and can be addressed
📌 The goal is not to reach an arbitrary number or assign blame — it’s to reach the point where you can intervene meaningfully.

The 7 Wastes Answer Key

Q1: Which of these is a type of waste in Lean?
✅ Correct Answer: Overproduction
📌 Overproduction happens when more is made than needed or before it’s needed — leading to excess inventory, defects, or delay.

Q2: “Motion” waste refers to:
✅ Correct Answer: Unnecessary movement of people during a process
📌 This includes walking, reaching, or shifting frequently between tools or workstations — often overlooked but cumulative in cost.

Answer Key – Value Stream Mapping Quiz

Q1: What is the primary purpose of Value Stream Mapping?
✅ Correct Answer: To visualize a process and identify waste
📌 VSM maps out every step in a process to show how materials and information flow — highlighting delays, inefficiencies, and opportunities to improve.

Q2: Which of the following is least likely to appear on a value stream map?
✅ Correct Answer: Customer names
📌 VSM focuses on process elements like steps, inventory, wait times, and handoffs. Individual customer data is not typically included unless specifically relevant to process variation.

 

Answer Key – 5S Quiz

Q1:
❌ Incorrect Option: “Simplify”
✅ Correct Answer: Sort, Shine, Sustain are all part of 5S — Simplify is not.

Q2:
✅ Correct Answer: “Shine” means clean the workspace and inspect for problems.