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Your Team’s Process Improvement Project

Your Team’s Process Improvement Project. Presented by: Liz Rodriguez BBA, CQIA Systems Development Coordinator. Prioritize/ Select Process for Improvement Define Project and Build Teams Map Existing Process. Develop Ideal Process. What steps have been completed?.

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Your Team’s Process Improvement Project

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  1. Your Team’s Process Improvement Project Presented by: Liz Rodriguez BBA, CQIA Systems Development Coordinator

  2. Prioritize/ Select Process for Improvement Define Project and Build Teams Map Existing Process Develop Ideal Process What steps have been completed?

  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. 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 The Next Steps

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