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Site Visit Training. Learning Objectives:. Describe the purpose of each phase of the Site Visit process and the team’s deliverables. Describe the major steps of each phase of the Site Visit process. Clearly picture the team’s timeline and how it relates to each phase of the process.

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learning objectives
Learning Objectives:
  • Describe the purpose of each phase of the Site Visit process and the team’s deliverables.
  • Describe the major steps of each phase of the Site Visit process.
  • Clearly picture the team’s timeline and how it relates to each phase of the process.
the baldrige award process
The Baldrige Award Process

Independent Review

Consensus Review

Site Visit

Review

Oct- Jan

Jan-Feb

March

the site visit process
The Site Visit Process

What is the objective of the Site Visit Review?

  • Communicate Findings to Panel of Judges so that they may make award level determinations
  • Determine Most Relevant Feedback
  • Identify Role Model Practices
the site visit process5
The Site Visit Process

Completed Site Visit Scorebook

What is the output of the Site Visit Review?

site visit overview
Site Visit Overview
  • Congratulations to Applicant
  • Team Introductions
  • Team Organization
  • Team Conduct On-Site
  • On-Site Schedule
  • Schedule Changes
  • Exit Briefing Time
post site visit overview
Post-Site Visit Overview
  • Thanks to Applicant for Cooperation
  • Off-Site Activities
  • Completing the Site Visit Report
  • Return Materials to Contact
  • Team Recommendation
  • Judge’s Meeting
  • Announcements and Awards at Symposium
  • Feedback Report
site visit review three phases
Site Visit Review: Three Phases

POST SITE

PLANNING

ON SITE

site visit review timeline
Site Visit Review: Timeline

HOTEL

48 HOURS

PREPARATION

35 HOURS

TRAVEL

SUNDAY MEETING

5 HOURS

TRAVEL

POST SITE

ON SITE

ON SITE

10 HOURS / DAY

6 HOURS / EVENING

planning phase overview
Planning Phase Overview

Click He

PLANNING

ON SITE

POST SITE

What happens before

the planning starts?

Site Visit Review

Timeline

steps in the planning phase
Steps in thePlanning Phase

Review Planning Information

Create the Plan

Prepare for the Planning Call

Review Planning Information

Conduct the Planning Call

Develop Site Visit Issues (SVI) and Strategies

Develop Site Visit Issue (SVI) Worksheets

Review Team Member SVIs

what do you investigate
What do you investigate?
  • Clarify all OFIs
  • Verify significant Strengths

No “Not Clear” after SV

how do you investigate
How do you investigate?
  • Documentation
  • Group interviews/ meetings
  • Individual interviews
  • Walk around Questions
code of ethical conduct
Code of Ethical Conduct

Review and Sign!

If you have already signed one- you don’t need to sign another

on site phase overview
On Site Phase Overview

Click Here

PLANNING

ON SITE

POST SITE

Site Visit Review

Timeline

steps in the on site phase
Steps in the On Site Phase

DAY 1

DAYS 2 & 3

DAY 4

Conduct Opening

Meeting

Each Day: Team Members Caucus

Each Evening: Team Meets and Posts Work

Conduct Follow Up

Meetings/Interviews

& Document Review

Conduct Closing Meeting

Meet with Applicant’s

Category Leads

Schedule Day 2

and 3 Activities

and Interviews

post site phase overview
Post Site Phase Overview

PLANNING

ON SITE

POST SITE

steps in the post site phase
Steps in thePost Site Phase

Walk the Wall

Revise Key Factors, Key Themes,

Item and Score Summary Worksheets

Assemble and Sign the Scorebook

what s happening before the planning starts
What’s happening before the planning starts?
  • The Applicant is selected by the Baldrige Panel of Judges.

These Judges are charged withthe responsibility of making Award recommendations to the WSQA Board

of Directors

  • WSQA notifies the Applicant of its selection.
  • A Team Leader and Back Up are selected by WSQA from a poolof Senior Examiners.
  • Teams of 5-10 examiners are finalized. Team members selected based on experience, industry knowledge and availability.
  • A WSQA mentor (PEPD member) is selected to join the team .
  • The Applicant’s “Official Contact Point” (OCP) is notified of thepurpose and expectations of the site visit.
what s happening behind the scenes during the planning phase
What’s happening behind the scenes during the Planning phase?
  • The Team Leader and Mentor coordinate planning calls, logistics for the team, mentoring by the Team Leader, and the Site Visit Schedule, including the travel schedule.
  • 2 days in advance of the Site Visit the Team Leader sends the 1st day interview schedule and documentation requirements to the Applicant’s Official Contact Point (OCP).
  • The Team Leader sets the agenda for the Sunday planning meeting, and drafts a schedule for the rest of the site visit.
what s happening behind the scenes during the on site phase
What’s happening behind the scenes during the On Site phase?
  • The Team Lead or mentor meets with the Applicant’s 0fficial Contact Point (OCP) at the end of each day to debrief the day’s events.
  • The Mentor makes observations and recommends improvements to the site visit review process.
  • The Team Leader or mentordiscusses with the OCP ongoing communication and interview scheduling needs.
  • The team lead coordinates with the OCP for visits to other sites and other work shifts as necessary.
  • The Mentor and Team Leader ensure that the team and the Applicant are satisfied with the process.
what s happening behind the scenes during the post site phase
What’s happening behind the scenes during the Post Site phase?
  • The team consolidates all computer files.
  • The Team Leader and Mentor take an electronic copy of the Scorebook.
  • Shred unneeded documents
  • The scorebook editor, Team Leader and mentor edits the Scorebook and

performs other duties to prepare for the Judges meeting.

  • The Team Leader and mentor will participate in the Judges Meeting.
  • Chair of the Judges panel will notify the WSQA Board of their award

Recommendations

  • To close the process, WSQA will generate the Feedback Report andsend to the Applicant and will notify the applicant of the award level
timeline
Timeline

POST SITE

Thurs - Sat

ON SITE

Mon - Thurs

PLANNING

Sept / Oct

HOTEL

48 HOURS

10 HOURS / DAY

6 HOURS / EVENING

PREPARATION

12 HOURS

TRAVEL

TRAVEL

SUNDAY MEETING

9 HOURS

conduct professional
Conduct- Professional
  • Dress – professional on site attire
  • Safety rule adherence
  • NO SMOKING within 25 ft of building
  • NO SMOKING in the conference room
  • Respect the expense policy
  • Always travel in 2’s on site
  • Language professional (no cursing)
documenting your work
Documenting Your Work

Objectives

Upon completing this unit, Examiners new to

site visit will be able to:

  • Differentiate the 3 forms used to document their work by name and use
  • Identify Resource and Reference materials, their locations, and the additional details provided for completing each required form
site visit issue worksheet
Site Visit Issue Worksheet
  • Worksheets help you plan
  • Ensure issue has been addressed
  • Document findings
documenting your work27

Site Visit Issue Worksheets

Documenting Your Work

Site Visit Strategy Tool

Item Worksheets

step 1 gather the completed cr scorebook and the blank sv scorebook
Step 1 Gather the Completed CR Scorebook and the blank SV Scorebook

Completed CR Scorebook

Blank SV Scorebook

slide31
Step 3 List the Item references for each Consensus comment in the first column of the Item Worksheet

Consensus Item Worksheet

Site Visit Item Worksheet

step 4 copy and paste each consensus comment into the second column of the sv item worksheet
Step 4 Copy and paste each Consensus comment into the second column of the SV Item Worksheet

Consensus Worksheet

Process Item Worksheet

item worksheet review
Item Worksheet - Review
  • Gather your Consensus Scorebook and a blank Site Visit Scorebook.
  • Create an Item Worksheet for each of your assigned Items.
  • List the Item references for each Consensus comment in the first column of the Item Worksheet.
  • Copy and paste each Consensus comment into the second column of the Item Worksheet.
developing site visit issue statements from consensus comments
Developing Site Visit Issue Statements from Consensus Comments

Basic Requirements for Process Items

All bolded comments and all OFI comments must be verified (strength) or clarified (OFI’s).

SVI’s should be developed at the key process level.

Typically Examiners are able to verify or clarify 1 to 3 SVI’s per item.

developing issues at the key process level
Developing Issues at the Key Process Level

Several comments addressing multiple Criteria requirements within an

Area to Address can be grouped in an SVI focused on an Area to Address using language from the Overall Criteria requirements.

developing sv issues at the key process level
Developing SV Issues at the Key Process Level

Site Visit Issue Statements

Item 1.1 Requirements

  • Write the Site Visit Issue at the Area to Address level
  • When your comments are written at the multiple requirement level
drafting the svi statement
Drafting the SVI Statement

Site Visit Issue statements begin with the

objective to:

Verify (an applicant response) or

Clarify (an applicant response)

complete the svi statement
Complete the SVI Statement

Verify that the performance measurement system does exist and is operational.

Clarify whether a learning process is in place.

developing the sv issue worksheet process
Developing the SV Issue Worksheet - Process

Process Item Worksheet

Process

Site Visit Issue Worksheet

completing the sv issue worksheet process items
Completing the SV Issue Worksheet – Process Items
  • Copy and paste the Item Reference(s) from the Item Worksheet to the SV Issue Worksheet.
  • Copy and paste the SVI statement from the Item Worksheet.
  • Read through the entire Consensus Scorebook noting Item comments that could be impacted by your findings.
slide45
Identify the core questions that must be answered in order to draw conclusions about the accuracy of the Consensus comments
part four
Part Four

Developing Core Questions

analysis required
Analysis Required

The SVI Worksheet asks, “What core questions must be answered in order to draw conclusions about the accuracy of the comments affected?”

principle
Principle

Questions for Process Items should be built around verifying or clarifying the references to Approach, Deployment, Learning, and Integration (ADLI) included in the Consensus comment .

A-D-L-I

Questions for Results Items should be built around verifying or clarifying the references to Levels, Trends, Comparisons, and Integration (LeTCI).

Le-T-C-I

approach
Approach

Item Ref. STRENGTHS  

4.1a(1,3) The SLT is responsible for selecting data and information for tracking overall organizational performance. As part of the SPP, the SLT choosesperformance measures and ensures the measures address all principal success factors. The MAP data warehousing software is used to collect and manage the performance data. All members of the workforce can access MAP and enter their own performance data directly, with some real-time data automatically uploaded and integrated into process scorecards. Routine performance reports are automatically generated from MAP, including supplier scorecards that are shared with key suppliers and partners. Twenty-two key operational and strategic performance measures, with associated performance goals and comparisons, are presented in the organizational scorecard (Figure 4.1-1). These measures are linked to the applicant’s strategic objectives, strategic advantages and challenges, and core values, and they provide the potential for the integration of strategic planning, operations, decisions, and actions.

deployment
Deployment

Item Ref. STRENGTHS  

4.1a(1,3) The SLT is responsible for selecting data and information for tracking overall organizational performance. As part of the SPP, the SLT chooses performance measures and ensures the measures address all principal success factors. The MAP data warehousing software is used to collect and manage the performance data. All members of the workforce can access MAP and enter their own performance data directly, with some real-time data automatically uploaded and integrated into process scorecards. Routine performance reports are automatically generated from MAP, including supplier scorecards that are shared with key suppliers and partners. Twenty-two key operational and strategic performance measures, with associated performance goals and comparisons, are presented in the organizational scorecard (Figure 4.1-1). These measures are linked to the applicant’s strategic objectives, strategic advantages and challenges, and core values, and they provide the potential for the integration of strategic planning, operations, decisions, and actions.

learning
Learning

Item Ref. STRENGTHS  

4.1a(1,3) The SLT is responsible for selecting data and information for tracking overall organizational performance. As part of the SPP, the SLT chooses performance measures and ensures the measures address all principal success factors. The MAP data warehousing software is used to collect and manage the performance data. All members of the workforce can access MAP and enter their own performance data directly, with some real-time data automatically uploaded and integrated into process scorecards. Routine performance reports are automatically generated from MAP, including supplier scorecards that are shared with key suppliers and partners. Twenty-two key operational and strategic performance measures, with associated performance goals and comparisons, are presented in the organizational scorecard (Figure 4.1-1). These measures are linked to the applicant’s strategic objectives, strategic advantages and challenges, and core values, and they provide the potential for the integration of strategic planning, operations, decisions, and actions.

alignment and integration
Alignment and Integration

4.1a(1,3) The SLT is responsible for selecting data and information for tracking overall organizational performance. As part of the SPP, the SLT chooses performance measures and ensures the measures address all principal success factors. The MAP data warehousing software is used to collect and manage the performance data. All members of the workforce can access MAP and enter their own performance data directly, with some real-time data automatically uploaded and integrated into process scorecards. Routine performance reports are automatically generated from MAP, including supplier scorecards that are shared with key suppliers and partners. Twenty-two key operational and strategic performance measures, with associated performance goals and comparisons, are presented in the organizational scorecard (Figure 4.1-1). These measures are linked to the applicant’s strategic objectives, strategic advantages and challenges, and core values, and they provide the potential for the integration of strategic planning, operations, decisions, and actions.

quick quiz core questions
Quick Quiz – Core Questions

SVI Statement: Verify that the performance measurement system does exist and is operational. Verify the approach, deployment, and alignment described in the application. Clarify whether a learning process is in place.

What question(s) do you need to answer in order to draw conclusions about the accuracy of the feedback you are providing to the applicant about its performance management system?

quick quiz core questions54
Quick Quiz – Core Questions

SVI Statement: Verify that the performance measurement system does exist and is operational. Verify the approach, deployment, and alignment described in the application. Clarify whether a learning process is in place.

What question(s) do you need to answer in order to draw conclusions about the accuracy of the feedback you are providing to the applicant about its performance management system?

process and result items documentation
Process Items Documentation

Use the Consensus Scorebook and the Process Item Worksheet

Use the Process Site Visit Issue Worksheet

Calls for Item references

Use A-D-L-I evaluation factors.

All bolded comments and all OFI comments must be verified (strength) or clarified (OFI)

Use the Site Visit Strategy Tool

Results Items Documentation

Use the Consensus Scorebook and the Results Item Worksheet

Use the Results Site Visit Issue Worksheet

Calls for numbering the strength comments and the OFI comments

Use Le-T-C-I evaluation factors

All comments must be verified or clarified

Use the Site Visit Strategy Tool

Process and Result Items Documentation
developing the results site visit issue worksheet
Developing the Results Site Visit Issue Worksheet
  • Place holder for CR Results Item Worksheet
transfer the comment number and a brief description of the subject to the column labeled comment
Transfer the comment number and a brief description of the subject to the Column labeled Comment #.

Consensus Item Worksheet

Results Item Worksheet

  • Placeholder for CR Item 7.x worksheet
for each comment list the figures associated with that comment
For each comment, list the figures associated with that comment.

Consensus Item Worksheet

Results Item Worksheet

  • Placeholder for Consensus Results Comment
summarize for the comment as a whole your relevant analysis in each of the le t c i columns
Summarize for the comment as a whole your relevant analysis in each of the Le-T-C-I columns.

Levels

Trends

Comparisons

Segmentation & Linkage

developing svi strategies
Developing SVI Strategies

Once you have developed your core questions, you will need to draft your strategy for answering the questions and closing your site visit issue.

Closing the site visit issue refers to having determined that the answer to your questions does or does not exist.

completing the site visit strategy tool
Record the people you would like to interview and the questions you would like to ask. Completing the Site Visit Strategy Tool

Record the documents you would like to review and the information you want to see in these documents.

List your walk around questions.

Identify the events, meetings, activities, or processes you would like to observe

and what you would like to see.

List the sites you would like to visit and the purpose of the visit, e.g. location for a

scheduled meeting, a unique process to observe, or an opportunity to check

deployment with a specific group of employees.

completing the item worksheet process
Completing the Item Worksheet – Process

Transfer a summary of your findings to the column labeled Summary of Conclusions and Impact on Comments.

Revise the Consensus comments as appropriate and enter into the third column, Strength/OFI Comments After Site Visit.

completing the item worksheet results
Completing the Item Worksheet - Results

Results Item Worksheet

Complete the rows:

New Data Found on Site &

Newly Recognized Gaps

Discovered on Site

completing the item worksheet results70
Completing the Item Worksheet - Results

Results Item Worksheet

Complete the Summary of Findings and Impact on Comments column

part seven
Part Seven

Wrapping Up

summary of documenting your work
Summary of Documenting Your Work

Part One demonstrated how to transfer information from the Consensus Worksheet to the Item Worksheet.

Part Two described how to develop Site Visit Issue Statements.

Part Three described how to fill in the SVI Worksheet.

Part Four gave you practice in analyzing comments to form core ideas.

Part Five described the components of a Site Visit Strategy.

Part Six described Completing the Item Worksheet.

sv tips from others
SV Tips from others
  • Meetings

-improve focus by including an open question at the end of the meeting

-restate or summarize to ensure clear understanding and to reinforce that you were heard

  • Keep an open and friendly demeanor to help place the applicant at ease
  • Review key themes early – include in walk the wall
  • Have a fun coordinator to ensure there are breaks, food, and some fun
  • Remember to treat your teammates with respect, even if you are tired.
  • Work as a team- ask for help and give help
  • Be kind and supportive
sv tips from others74
SV Tips from Others
  • Have a fun coordinator to ensure there are breaks, food, and some fun
  • Remember to treat your teammates with respect, even if you are tired.
  • Work as a team- ask for help and give help
  • Be kind and supportive
  • Be organized and prepared
materials tools
Materials / Tools
  • 1st planning call –sent to mentors and lead
  • Manual
  • Slide set
  • Strategy Tool and sample
  • SV scorebook (process and results sample)
  • SV Quick start
  • Document Log
  • Interview log
  • Walk around Questions
  • Opening and Closing slides (mentor & lead)
congratulations
Congratulations

You have completed this learning module and should be able to:

  • Differentiate the three forms you will use
  • Enter the appropriate information on each form
  • Ensure the data remain consistent and accurate

as you transfer them from one form to another