2024
Toyota
Lead Designer
Background
In any company, supply chain operations are inherently complex, detailed, and often messy. At Toyota, producing a single vehicle involves coordination across dozens of domains, hundreds of teams, and thousands of parts. At the heart of this process lies a critical tool: a robust, centralized calendar system that can be updated in real time without disruption.
From Toyota's perspective, this system is known as the GPS Calendar 🗓—a unified scheduling tool that connects the factory, headquarters, and dealerships. It governs everything from factory working days and vehicle production schedules to market-specific holidays in Japan and around the world.
Experience
Toyota’s supply chain calendar process had become fragmented, with multiple teams maintaining separate calendars. This led to inconsistencies, misalignment, and operational inefficiencies across global functions.
My task was to eliminate these silos by creating a unified, single source of truth—the centralized GPS Calendar. I collaborated across core functional teams and secured approvals from product owners in various departments to implement a harmonized, scalable scheduling system that now drives global coordination and operational clarity throughout Toyota’s supply chain.
The Approach for GPS Calendar
The key to tackling this project was customizability. We understood that the calendar system needed to be flexible—planners must be able to update events easily, without friction. Equally important was the ability to export and share this calendar across different dealerships and Toyota's headquarters in Japan. Our focus was on designing a user-friendly, adaptable interface that could cater to the unique needs of each team while maintaining a consistent, centralized structure. The goal was to deliver a personalized yet intuitive experience that empowers planners to manage complex schedules with ease—without overwhelming them with unnecessary complexity.
Steps Taken
✅ User-Centric Redesign:
We began with in-depth user research to uncover pain points and identify key needs. This informed the creation of a clean, simplified interface featuring an uncluttered calendar layout. Critical tools are now just a click away, making event management faster and more intuitive.✅ Customizable Workflows:
A major enhancement was the introduction of customizable workflows. Users can now tailor the TMC (Japan Master Calendar) to align with their specific business processes—eliminating the need for constant back-and-forth with headquarters in Japan. This gives local teams greater autonomy and flexibility.✅ Integrated Drafting Tool:
To support future planning, we introduced a draft feature that allows users to schedule and stage upcoming events without disrupting current operations. This enables seamless transitions between planning and execution.✅ Analytics Dashboard:
We integrated real-time analytics and customizable reporting tools to help users monitor available production days and understand how calendar changes may impact plant operations. This insight supports better decision-making across teams.
Bullet Points: Key Improvements
Unified System
Real-Time Updates
Export Capability
Scalable Architecture
Results and Impact
The latest GPS Supply Chain Calendar has become the standard dashboard linking the order cycle to vehicle development at the Toyota factory. It provides all the key dates our planners need, aligned with the official calendar from Japan. Additionally, it supports annual schedule planning years in advance.