PDCA Training Series 2PLAN, Part 1 Matt Gilman Brieshon D’Agostini August 31, 2011
Today’s objectives • Document and prioritize quality improvement plans • Business cases, including the problem statement and AIM statement • Baseline the process to be changed
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
Where to start? Identify and prioritize quality improvement opportunities www.adesblog.com/category/getting-things-done/
Where do ideas come from? • Continuous Improvement Sheets • Verbal • Email • Meetings • The public or media
What do I do with those ideas? • Prioritize • Impact achievability matrix • Consensus Tools (e.g. multi-voting) • Pareto Chart
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)
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!
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!!
The Problem “In 2009, a significant number of Oregonians had to be revaccinated.”
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 $8,900,000 in revenue.”
Develop an AIM Statement • WHAT are we striving to accomplish? • WHEN will this occur (what is the timeline)? • HOW MUCH ? What is the specific, numeric improvement we wish to achieve? • FOR WHOM ? Who is the target population?
Comparing AIM Statements • Statement #1: “We will decrease the cycle time for receiving approval to apply for Federal grants.” • Statement #2: “By September 1, we will decrease the cycle time to receive permission to apply for Federal grants, from initial request to approval, by five business days.”
Examples of Improvement Metrics • Reduced number of errors and broken links • Improved training and communication among TeamSite users • Increased PHD staff satisfaction • Cycle time • Training status of all web editors
Next PDCA training • PLAN, Part 2 • Your plan for the improvement • Scope, scale, team and schedule • Construction of a process map • Root case analysis of the problem to be solved
Group exercise • Problem statement • Specific to your program/office • Something non-work related • What data would be important to collect to support your problem statement?
Problem Statement Criteria • Express in quantitative terms • Tie to business results ($) • Compare and assess gaps between the current condition and desired outcome • Do not include cause or solution