Final Grade: A

Maximizing Process Flow for the Function Lead Team at Ford Motor
Company

Prepared for
Dean Stevenson,
Chief Engineer Body Integration
Ford Motor Company

Prepared by
Jill Berdys Billardello, Supervisor
Body Integration Services
Ford Motor Company

November 23, 2015

Final Grade: A
TO:
FROM:
DATE:
SUBJECT:

Dean Stevenson, Chief Engineer Body Integration

Jill Berdys Billardello, Supervisor of Body Integration Function Lead Appearance Team
November 2, 2015

Maximizing Process Flow for the Function Lead Team at Ford Motor Company

Here is the report you requested on October 5 regarding the process flow for the Function Lead
Appearance Team.
Your thoughts were correct. We are wasting too much time on inputting and processing data in the
current Master Section tracking tool. Our current tool has outlived its intended functionality, leaving us
unable to further progress the system without fear of potentially breaking it. Although this tool has been
successfully producing results for the last four years, its time to retire it.
The solution is quite apparent. We need to develop a new tool that will create ease of use for data entry,
merge all programs into one main tool, and have reporting capabilities to produce the current results as
well as have the adaptability for changes/upgrades. We should also consider how this could affect other
smaller regions that may not have the need to convert, so well need a cross-functional tool capable of
interacting with the original tool. Above all else, we need a system that can produce real time data and
reports to eliminate the tedious and time consuming analyzing currently done by the Function Lead
Appearance Team in all regions.
Requiring the analysts to learn a new system will not be the easiest, but training them properly and
continuously asking for their input will result in a win in the end. Management from all the regions will
need to buy into the new system to help enforce the acceptance of each of their employees. One thing
is for sure: Employees need to feel they are part of the system and realize that it will be functioning
across all our regions in order to make this transition successful.
I appreciate the assistance from Heather Speier and Jonathan Holmes in collecting all the background
information that was used in my report.
Thank you very much for the opportunity of working on this assignment. I have gained so much process
knowledge that will be beneficial for future assignments. I look forward to providing you any
clarifications you may need on the report.

Final Grade: A
CONTENTS
PAGE
Executive Summary
Introduction

iv

The Need for a Productive Master Section Tool 1

Known Breakdowns in Current Tool 1
Program Inefficiencies to Communicate Successfully 2
The Need for Live Quality Data 2
Current Data Limits in Microsoft Excel
Microsoft Access Capabilities 3

Methods to Commonize Process Flow in Database

Universal Usage Between Regions and Programs
Reporting Metrics Commonized
4
Conclusions and Recommendations
Works Cited

3
4

LIST OF ILLUSTRATIONS
FIGURES

PAGE

Current Global Region Usage of Master Section Tracking Tool

TABLES

2
PAGE

Limitations of Microsoft Excel 3

The Ease of Customization in Microsoft Access 3

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Final Grade: A
EXECUTIVE SUMMARY
This report analyzes the need for maximizing process flow for the Function Lead Team at Ford
Motor Company by creating a new Master Section tracking tool.
Master Section Tracking Tool Limitations
The current system has reached its limitations and is on the verge of becoming a non-productive tool due
to all the patches and modifications requested and applied over the last four years. Many scenarios have
occurred in the last two years including
1.) The maximum data storage space allotted in Microsoft Excel was exceeded causing the tool
to become inoperable.
2.) Linking and styles were excessively utilized to run the tool causing it to delete data when new
data was entered.
3.) Business Process Reporting Management Metrics were collecting inaccurate data reflecting
the wrong information regarding programs.
The main responsibility for the Function Lead Appearance Team is to provide accurate information as to
the current health of a program throughout the Master Section process, but the tracking tool is making this
an impossible task to complete. Although data entry error can be to blame, the main reason is the Master
Section tracking tool itself.
Essential Quality Tools
Management has recognized that there is a huge problem with the reporting metrics not being correct and
the consequential effects this will have on programs once they arrive in the production facilities. This is
why a new tool is essential for the success of programs within Ford Motor Company.
Crucial Accurate Reporting
Thankfully, Ford Motor Company possesses the tools todays technology offers to enter into a more
accurate and manageable process. Utilizing Microsoft Access will provide this technology, and the best
part is that Ford Motor Company already owns the licensing subscriptions and can begin the conversion
in a timely yet cost-efficient manner. The following are the steps needed to complete the conversion:
1.) Utilize the 200 free IT technician hours allotted per department each year to create the
database to produce the Business Process Reporting Management Metrics.
2.) Extract the current data for each program from Microsoft Excel and import into Access.
3.) Educate and train all users as well as viewers of the system.
4.) Institute weekly virtual meetings with all regions to review any challenges.
This tool is essential to the success of programs and management has proven their support on past process
changes and will ensure analysts are given the necessary tools to accomplish their tasks. On a positive
note, over-time will be reduced and the analysts will once again enjoy the opportunity to sustain a
work/home life balance.

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Final Grade: A
MAXIMIZING FORD MOTOR COMPANYS FUNCTION LEAD APPEARANCE TEAM
PROCESS FLOW
INTRODUCTION
The Body Integration Team has always proven themselves to be the core department that successfully
moves programs from the design process to production by uncovering and eliminating potential problems
that the company could face once the program hits the production floor. Effective measurements and
accurate reporting to upper management is crucial in this process and up until recently has become flawed
due to inaccuracies being caused by analytical tools.
The Function Lead Appearance Team has uncovered a need for a new Master Section tracking tool. The
current system has reached its limitations and is on the verge of becoming a non-productive tool due to all
the patches and modifications requested and applied over the last four years. As a result of my interview
with Dean Stevenson, Chief Engineer, he has asked me to explore and analyze options for the most user
friendly system.
The purpose of this report is to analyze the need for a new system, evaluate all known breakdowns in the
tool, and develop a new tool that will be more universal across the globe. The report outlines the method
that will be used to make this a successful tool. The outcome should prove the best practice that we
need to put into place.
In preparing this report, I compared various software options, conducted interviews with past and present
users of the tool, and consulted the original programming staff to understand the original direction.
Physical system requirements in regards to hardware was investigated and proved that these items were
available in all regions. The finance department and we confirmed that no budget exists for this project
and was placed into the consideration model. Also, our other regions utilizing this tool were consulted for
their experiences and future needs.
THE NEED FOR A PRODUCTIVE MASTER SECTION TOOL
The Function Lead Appearance Team was created four years ago because programs were reaching the
production stage with a long list of issues to be fixed before any vehicles could be produced and Body
Integration created a tool and team to put a stop to all the program misses. During the first two years, the
Master Sections tool worked flawlessly, but the tool became so popular and programs were growing in
size that a breakdown in the software began. This breakdown caused the reporting to become inaccurate
and problems started occurring in the production facilities that were causing shutdowns in the process.
Known Breakdowns in Current Tool
The size and information of programs has grown to such magnitude that the Master Section tool, written
in Microsoft Excel, has begun to lose simple functions such as formatting and styles. The reporting
metrics have become unusable as they are continuously generating incorrect data giving management the
wrong projection as to the overall health of the programs. Because the file sizes have become so large,
our Share Point sites are continuously crashing and have become unusable.
Figure 1 describes the history and current global region usage of the Master Section Tracking Tool. The
tool currently is at 100% usage capacity and has been for the last two years. The issue is that the tool was
never intended to be utilized at this level.
Figure 1
Overall Global Usage of the Master Section Tool

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Final Grade: A

Program Inefficiencies to Communicate Successfully

The other type of issue we are experiencing is the inability for programs to follow a consistent process
due to the tool being built in Microsoft Excel. Data security is limited because cells, rows, and columns
cannot fully be locked down from the users. This problem can be eliminated with a new tool being built
within Microsoft Access.
THE NEED FOR LIVE QUALITY DATA
With our global regions interacting on a continuous basis due to programs being completed all over the
world, the need for live accurate data has never been so warranted. Yes, with our online meeting
capabilities we are able to show our current data to almost everyone, but these files are stored in the
respective region making it impossible to access from another. Moving to a database structure will open
up this opportunity and make the programs more successful.
Current Data Limits
Microsoft Excel disadvantages have become apparent because the data outputs are proving it. According
to Luke Chung, While it's easy to create formulas, reference cells, copy and paste data, and link
worksheets and spreadsheets together, as the work gets more complex, spreadsheets become more
difficult to change and manage. While spreadsheets are ideal for creating one time analysis, they become
problematic as the data grows and evolves over time. As new rows and columns get added, summary
ranges and formulas may need to be modified or new ones created, data and formulas aren't consistently
updated, and these mistakes lead to bad results and decision. (Chung, 2015). Table 1 shows us some of
the known limitations of Microsoft Excel.

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Final Grade: A
Table 1
Limitations of Microsoft Excel
Microsoft Excel Feature
Custom Functions
Fields in a data form
Hyperlinks in a workbook
Items displayed
Linking Data
Reporting
Sort references

Limitations
Limited by available memory
32
66,530 hyperlinks
10,000
Limited by available memory
Limited by available memory
64 in a single sort

Microsoft Access Capabilities

According to the Access Programmers article, A Microsoft Access database helps to quickly track and
report information using a rich user interface and interactive design capabilities. Microsoft Access
features a relational database. One of the major advantages of a relational database is the ability to
maintain relationships between different data tables. The power of a relational database makes it possible
to connect the data in many ways and ensure the consistency (or referential integrity) of this data from
table to table. Creating relationships and ensuring consistency saves time and accuracy since each piece
of information is only entered once, this eliminates everyday human and duplication errors (Access
Programmers, 2009). Table 2 reflects some of the features of Microsoft Access.
Table 2
Features in Microsoft Access
User Friendly
Concurrent Users

Unique Identifier

Custom Design
Selection Criteria
Reporting

Access is user friendly and features the familiar Windows look and feel; which
is appealing to most users.
Access was initially designed to operate on a network. Even though the latest
version of Access will support up to 255 concurrent users, it is more practical to
select Access when there will be approximately 15 to 20 users.
Each piece of information is assigned a unique identifier. This is extremely
important since it ensures that each piece of information is only entered once,
eliminating human and duplication errors.
Customized forms can be created that will make it easy for you to enter your
information.
Information can be easily retrieved based on selection criteria that you specify.
You can quickly create custom reports to that contain useful data that can help
streamline your business processes.

Source: Access Programmers

METHODS TO COMMONIZE PROCESS FLOW IN DATABASE
By converting the Master Section Tool to an Access database, we will be able to control the process in
which the data is collected and entered into the tool. This would provide much more data security as well

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Final Grade: A
as commonality between the regions. Also, the database can be housed in the cloud so all regions will
be updating and accessing in real time.
Universal Usage between Regions and Programs
In order to make this process a continuing success across all programs and regions, each team must be in
agreement to communicate in the same manner. This can be accomplished by limiting field entry,
creating standard queries, and ensuring that all data is being collected in the exact same manner.
Reporting Metrics Commonized
Over the last two years, the focus has veered away from a universal process to a program/region specific
by not utilizing the standard reporting. Consistent reporting must be common throughout the different
regions to provide a universal way of communicating the health of programs. Upper management will
only benefit by having results in a common manner so that it will not matter which program they are
viewing or what region it is from as it will have the same consistent reporting metrics.
CONCLUSIONS AND RECOMMENDATIONS
Body Integration needs to restore the original focus of the Function Lead Appearance Team and the
Master Section tracking process. The current tool has been proven to be unreliable because it resides
within Microsoft Excel. We need to regain the confidence level that was established four years ago with
our upper management as well as the other regions that adopted this process and tool.
The Function Lead Appearance can re-establish confidence in this process with Body Integration
following these steps:
1. Capitalize on the current down time for programs within the company and adopt a new tool
utilizing Microsoft Access. The next quarter is typically the slowest and is the time to optimize
your analysts and technical support employees to build a new tool for piloting.
2. In January, 2016, three small MCA programs are starting and they should be used as pilots for the
new tool, along with running the process through the existing Excel tool. Since the programs are
very small, the time impact on analysts will be minimal.
3. Once the pilots have run successfully through the first quarter of 2016, the roll-out should begin
first in North America and then to the other participating regions. Training, training, training,
cannot be emphasized enough for both users of the new system tool and anyone that will be
exposed to any of the reporting metrics.

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Final Grade: A
4. The roll-out would provide further information needed to successfully plan the execution to other
global regions. Upper management should play a crucial role in this step as they will need to
have the reporting metrics in place to successfully communicate with executives from the other
regions.
This process can be completed in a smooth and effortless manner if the above steps are completed
correctly. Microsoft Access is the future way for our global teams to communicate on the health of all
programs. With having all tools and reporting metrics in place, Ford Motor Company will continue to
produce safe and marketable vehicles.

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Final Grade: A
WORKS CITED
Access Programmers. The Benefits of using Microsoft Access Database, 2009. Web. 16 Oct 2015.
Chung, Luke. Microsoft Access versus Microsoft Excel for Data Analysis and Reporting, 2015. Web. 16
Oct 2015.
Stevenson, Dean. Personal Interview. 23 Sep 2015.

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