Tools to Achieve Performance Excellence
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Tools to Achieve Performance Excellence
description
Tools to Achieve Performance Excellence. Virtual 5S Presented by Dana Essex, Ph.D. - PowerPoint PPT Presentation
Transcript of Tools to Achieve Performance Excellence
Tools to Achieve Performance Excellence
Virtual 5SPresented by Dana Essex, Ph.D.
Dana Essex is a social psychologist leading the Project Management Office and process improvement initiatives at UCare. She joined UCare after working as a Lean Six Sigma and innovation practitioner at University of Minnesota Medical Center, Fairview. Her career in performance improvement began when Ms. Essex was an examiner for the Minnesota Quality Council, now the Performance Excellence Network. She later became a Six Sigma Black Belt at UnitedHealth Group. Prior to that role, she led member, provider and customer satisfaction research for various divisions of UnitedHealth Group as well as for a number of marketing research firms in the Minneapolis area.
Was created in 1984 by the Department of Family Practice and Community Health at the University of Minnesota
Medical SchoolToday, UCare is an independent, nonprofit health plan
providing health coverage and services to more than 300,000 members in Minnesota and western
Wisconsin
How to:• Scale and scope of the program• Create buy-in• Pre-event planning with director• Event 1 team preparation• Event 2 Sort Shine Set• Event 3 Systematize Sustain• Post-event with team• Migration and deletion
How did we scale the PMO 5S project?
• Go see• Created oversight group• Change management plan • Try
Scope
Shared Drive Share Point
Create Buy-inOversight group• Two senior leaders• CIO• PMO director• Program manager• IT infrastructure manager• IT security manager• Executive assistant who
attempted to lead the clean-up in the past
Critical to UCare Buy-in• CEO mandate• The story:
– End-of-life server for shared drive with no fail over
– Drive full– Security and performance issues
with every access change to shared drive
• Each department reports results to oversight group
• Communication in all available venues
Pre-event
Pre-Event: (Department management –2hrs.)• IS5S overview• Opportunity Assessment• Form the IS5S Event team• Scope the event• Benchmark & set goals• Homework (get data, prep the team &
schedule Event dates)
Baseline and Targets
Event # 1Team Preparation
IS5S Event Team Kickoff: (Team-4hrs.)
• Logistics & expectations• Lean Basics Education• IS5S Training• Review and/or modify pre-
event items• Homework (browse data,
don’t fix now!)
Event Preparation: (Team-2hrs.)
• Review Homework• Determine sort categories• Create disposition rules (no
open ends)• Determine plan of attack
(divide & conquer?)• Create an Issues & Needs list • Homework (create sort folders
with appropriate access)
Useful Definitions
5S• Keep: Current and active• Trash: No question, throw
away• Archive: May need at a future
date or security requires we keep for extended period of time
• Red Tag: Not sure if we need or should keep – disposition in 30 days or item will be trashed
UCare• Restricted• Confidential• Internal Use Only • Public
Other useful definitions• Business records• Corporate history• Business record retention schedule
Event #2Sort, Set, Shine
Sort: (Team-8hrs.)• Review homework• Sort• Break• Sort• Homework (Set vision,
disposition red tag items)
Set & Shine: (Team-2hrs.)• Review homework• Plan new structure• Set-up new structure• Clean-up workstations• Homework (set-up new
structure, archive data, empty trash, review P&P)
Event #3Systematize and Sustain
Systematize & Sustain: (Team-2hrs.)• Review homework
– set-up new structure, archive data, empty trash, review P&P
• Write/modify policies & procedures• Recap event results, and Issues & Needs list.• Homework (prepare IS5S Event report)
Recor
d
Clean-
up
Day
Post-event
Post-Event: (Team-2hrs./Mgt.-1hr.)• Review homework
– Department IS5S Event report
• Team event presentation to Oversight Committee
• Celebrate!
Migration
• IT project lead migrated department structure and files to new drive on new server
• Department team lead and IT lead deleted trash, red tagged files Example Red Tag Log Dept: PEC System Config.
File Type Directory Comments Move To
Test environment J:Shared\unixtest\R6 Used for AMISYS upgradeTest environment J:Shared\unixtest\Stage4 Used for AMISYS upgrade
Report Export J:Shared\CCMS\guidelines_procedures\ Link in SharePointReport Export J:Shared\CCMS Notes Link in SharePointReport Export J:Shared\CCMS Link in SharePoint
Executive Report J;Shared\Everyone\FTP\CLS_Alt_prov.csv Check with NancyExecutive Report J:Shared\Everyone\FTP\alt_prov_xwlk Check with Nancy
Results: Marketing Dept.
Marketing Baseline: 70,884 Files, 7,604 Folders, 74GB Results Files Folders Size Archive 6,716 559 5.53 Gb Keep 13,287 1,613 15.8Gb Red Tag 294 31 170Mb SharePoint 2,571 45 271Mb Trash 41,069 4,881 50.4GB
76% reduction in space
Results
• 21 of 24 departments participated • Right files in the right places• 44% reduction in space (521 GB)• 72% reduction in folders (80,017)• 65% reduction in files (1,568,728)• Decreased click-through was the most
frequently reported benefit
Lessons Learned• The Sort, Shine and Set took much less time
than teams expected• Oversight group defined guidelines for right
documents in the right places• Opportunity to mandate file structure for
security purposes (out of scope)• Hoarders and throwers can compromise• Provide food• Casual day
Questions?
Virtual 5SPresented by Dana Essex, Ph.D.
How can I help you?Please email me for the full set of templates.
