Brevard, North Carolina

Transylvania County Department of Public Health

Transylvania County “N” Drivers

Patricia HawkinsEH Program Specialist

Jim BoyerEH

Supervisor Maryann MickewiczNCSU Cooperative Ext

Miriam Brown Pepinsky

Financial Officer

Laura PetitBilling

Coordinator

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server Streamline staff access Files poorly labeled, duplicated, outdated Files have nothing to do with the program area where they are filed.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level) Better organization, reduction in overall file numbers Eliminate duplicates and outdated/obsolete files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.   

Before……100 Folders

After…… 7 Primary Folders

Hear ye, Hear ye!

Our main goal:

50% reduction in overall file server

space!

Our result:

93% reduction primary folders

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

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

7

SAMPLE GUIDANCE DOCUMENT

Project Management Tool

10

Photos During Kaizen Event

What Have We Learned? 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

Next Steps/Future Plans Complete file reorganization

project – February, 2014 Weekly report to staff

(added files, other changes, etc.)

Monthly content manager roundtable

QUALITY IMPROVEMENT continues…

Future PlansTraining colleagues to use QI tools

Sample projects Inventory control system Workspace flow Clinic workflow