PDCA Training Series 2 PLAN, Part 1

1. PDCA Training Series 2PLAN, Part 1 Matt Gilman Brieshon D’Agostini August 31, 2011

2. We’re in trouble when…

3. Today’s objectives • Document and prioritize quality improvement plans • Business cases, including the problem statement and AIM statement • Baseline the process to be changed

4. PDCA Training Series 2 • PLAN, Part 1 • PLAN, Part 2 • Plan the improvement • Build a process map • Identify root causes • DO • Develop the future state • Build an activity and data collection plan • Pilot the improvement • CHECK & ACT • Analyze the data • Document and share results • Sustain the improvement

5. PDCA

6. Where to start? Identify and prioritize quality improvement opportunities www.adesblog.com/category/getting-things-done/

7. Where do ideas come from? • Continuous Improvement Sheets • Verbal • Email • Meetings • The public or media

8. What do I do with those ideas? • Prioritize • Impact achievability matrix • Consensus Tools (e.g. multi-voting) • Pareto Chart

9. Pareto Chart

10. Business Case-What’s included? • Background • Problem Statement • AIM Statement • Proposal for improvement • Resources needed for improvement • Participants • Logistics for planning • Performance Measures (Indicators of improvement)

11. Problem Statement • The problem statement can be the most important step in the improvement process. • If the problem statement is wrong, all the subsequent efforts to fix the problem will be a waste!

12. Problem Statement Criteria • Express in quantitative terms • Tie to business results ($) • Compare and assess gaps between the current condition and desired outcome • Do not include cause or solution Spend the time required to develop an accurate problem statement!!

13. The Problem “In 2009, a significant number of Oregonians had to be revaccinated.”

14. Vaccine Program Improved Problem Statement “In 2009, 60,000 Oregonians had to be revaccinated due to ineffective vaccine. This cost state and local government $500,000 to replace vaccines and clinicians lost $8,900,000 in revenue.”

15. Develop an AIM Statement • WHAT are we striving to accomplish? • WHEN will this occur (what is the timeline)? • HOW MUCH ? What is the specific, numeric improvement we wish to achieve? • FOR WHOM ? Who is the target population?

16. Comparing AIM Statements • Statement #1: “We will decrease the cycle time for receiving approval to apply for Federal grants.” • Statement #2: “By September 1, we will decrease the cycle time to receive permission to apply for Federal grants, from initial request to approval, by five business days.”

17. S.M.A.R.T. Goals

18. Business Case Example

19. Supporting the Business Case

20. The Basics

21. Examples of Improvement Metrics • Reduced number of errors and broken links • Improved training and communication among TeamSite users • Increased PHD staff satisfaction • Cycle time • Training status of all web editors

22. Next PDCA training • PLAN, Part 2 • Your plan for the improvement • Scope, scale, team and schedule • Construction of a process map • Root case analysis of the problem to be solved

23. Group exercise • Problem statement • Specific to your program/office • Something non-work related • What data would be important to collect to support your problem statement?

24. Problem Statement Criteria • Express in quantitative terms • Tie to business results ($) • Compare and assess gaps between the current condition and desired outcome • Do not include cause or solution