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Brevard, North Carolina

Brevard, North Carolina. Transylvania County Department of Public Health. Transylvania County “N” Drivers. Jim Boyer EH Supervisor. Maryann Mickewicz NCSU Cooperative Ext. Laura Petit Billing Coordinator. Miriam Brown Pepinsky Financial Officer. Patricia Hawkins

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Brevard, North Carolina

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  1. Brevard, North Carolina Transylvania County Department of Public Health

  2. Transylvania County “N” Drivers Jim Boyer EH Supervisor Maryann Mickewicz NCSU Cooperative Ext Laura Petit Billing Coordinator Miriam Brown Pepinsky Financial Officer Patricia Hawkins EH Program Specialist

  3. Final Aim Statement • Reorganize the shared document files on the health department server • Streamline staff access • Files poorly labeled, duplicated, outdated • Files have nothing to do with the program area where they are filed. • Document retrieval a time-consuming process • Increase staff productivity • By performing a thorough organizational update and/or purge of the system files, staff productivity should increase through reduced document search and retrieval times.  • Internal (staff) and external (public) benefits • Up to a 50% reduction in the total number of shared folders (primary or program level) • Better organization, reduction in overall file numbers • Eliminate duplicates and outdated/obsolete files Our goal should be achievable February 1, 2014.

  4. Before……100 Folders

  5. After…… 7 Primary Folders Hear ye, Hear ye! Our main goal: 50% reduction in overall file server space! Our result: 93% reduction primary folders

  6. Key Improvements and Key Learnings Key Improvements • Appointed Content Managers (gatekeeper) to coordinate with staff Key Learnings • Buy-in is essential for a successful project • Initial resistance = acceptance

  7. Developed and implemented common architecture for file folders based on departmental organizational chart • Began development of guidance documents • Newspaper as a project management tool Kaizen Event Results

  8. SAMPLE GUIDANCE DOCUMENT

  9. Project Management Tool

  10. Photos During Kaizen Event

  11. Establishing folder templates (basic categories) streamlined the process • Common folders will work across all disciplines (Aha!) • Photos, Public Educational Materials, Standard Forms, Rules, Program Management & Administration • Doing the work leads to great ideas for additional change and streamlining • Keeping to original scope of project makes task manageable • QI Program Tools help to make task easier What Have We Learned?

  12. Complete file reorganization project – February, 2014 • Weekly report to staff (added files, other changes, etc.) • Monthly content manager roundtable QUALITY IMPROVEMENT continues… Next Steps/Future Plans

  13. Future Plans • Training colleagues to use QI tools • Sample projects • Inventory control system • Workspace flow • Clinic workflow

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