Your Team

1
Your Teams Process Improvement Project

• Presented by
• Liz Rodriguez BBA, CQIA
• Systems Development Coordinator

2
What steps have been completed?

• Prioritize/ Select Process for Improvement
• Define Project and Build Teams
• Map Existing Process

• Develop Ideal Process

3
Developing the Ideal Process
4
Developing the Ideal Process

• Clearly identify areas for improvement
• Focus on value added steps
• Get rid of Waste
• Collect relevant data
• Use Best Practices
• Brainstorm
• Use Benchmarking methods
• Document the Ideal Process

5
Clearly ID Improvement Areas

• Identify Waste
• Ask Why? 5 times
• get beyond surface issues
• Use a Cause and Effect questions
• ID and explore possible causes of issues

6
Collect Relevant Data

• Data factual information (as measurements or
  statistics) used as a basis for reasoning,
  discussion, or calculation
• Ask the people involved in the process
• Ask customers/ those served by the process
• Examine records/ surveys/ observations of the
  process
• Research information and knowledge management
  systems

7
Focus on Value Added Steps

• Increase Value and eliminate Waste
• Increasing value to the customer should guide the
  development of the ideal processes
• Isolate a primary purpose of step
• Specify measures that indicate excellence
• These measures promote making decision based on
  fact and data

8
Get rid of Waste

• Overproduction doing work not requested by
  customers.
• Waiting reviews and approvals.
• Transportation transporting documents.
• Processing processing itself.
• Inventories data, work-in-process, and completed
  services.
• Moving searching for information.
• Defects errors in data or documents.
• Behaviors behaviors that do not add value

http//www.theclbm.com/papers/vsm_bbc.pdf
9
Collect Relevant Data

• Understand the process, rather than relying on
  hunches
• Make educated decisions based on facts
• Identify and prioritize and analyze issues
• Monitor improvement
• Predict future behavior, changes in process
• Share information

10
Use Best Practices

• Best Practices Techniques, methods, processes,
  activities, incentives or rewards that are more
  effective
• The most efficient (least amount of effort) and
  effective (best results) way of accomplishing a
  task, based on repeatable methods that have
  proven themselves over time for large numbers of
  people.

11
Brainstorm

• Brainstorming a group problem-solving technique
  that involves the spontaneous contribution of
  ideas from all members of the group
• Enables groups to
• Create several ideas in a short period of time
• Think more creatively
• Think about all the dimensions of a problem or
  solution

12
Benchmark

• Benchmarking Finding the best practices and
  preferred outcomes, tailoring and applying them
  to Palmer in order to achieve desired outcomes
  and optimal performance
• To seek and
• integrate excellence

13
Benchmark What?

• Established improvement areas
• Key Indicators
• Weak areas of process (methods for data
  collection, communication structures, change
  management rules methodologies)
• Best and leading practices

14
Benchmark Against Whom?

• Internal units compare within institution
• Other Colleges and Universities compare across
  institutions/ competitors
• Similar function compare across diverse
  settings higher education, corporate, industry,
  service, etc.
• Best in class compare against exceptional
  performers
• ID through professional associations, consortia,
  professional contacts, article citations, awards

15
Benchmark How?

• Collect comparative qualitative/ quantitative
  data from external partners
• Establish a Benchmark Plan

16
Document Ideal Process

• Integrate proposed changes to process
• Establish a shared understanding of differences
  and gaps
• Determine future performance
• Determine all changes involved

17
Ask, Does the ideal process...

• Meet needs of your College, Dept
• Align with your College, Dept Milestones and
  Initiatives
• Represent wide variety of best practices
• Require more / resources than available

18
Questions?
19
What happens next?
20
The Next Steps

• Prioritize/ Select Process for Improvement
• Define Project and Build Teams
• Map Existing Process
• Develop Ideal Process

• Id Document Recommended Improvements/
• Develop Communication Plan
• Get Approvals
• Implement Changes
• Monitor Progress