The Thompson Schools Improvement Project Process Improvement Training Slides (Current State Slides Only) October 2009

Typical Process Analysis Activities Organize Project / Team Kickoff Develop Implementation Plan Develop Cost / Benefit Analysis Review with Cabinet Manage the Project 2 Understand Current Process Design New Process

Basic Process Diagram Shapes Process Mapping Shape Library Here are some process mapping symbols that may be useful Do not feel limited to these shapes Use whatever works best for your process 3 Process Step Decision Document Start End A On-Page Connector 1a Off-Page Connector Manual Operation Direct Data Manual Input

Step 1: Identify Beginning and End of Process Associated With Pain Start End (Step 1) (Step X) 4

Step 2: Determine Key Process Participants Start End (Step 1) (Step X) Stakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder n 5

Start End (Step 1) (Step X) Stakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder n (Step 2)(Step 3) (Step 4) Step 3: Document Key Process Steps (Step X) 6

Step 4: Determine Work and Cycle Times and Other Volumes Determine Work and Cycle Time for each step in the process –Work Time = Labor hours directly attributable to process step –Cycle Time = Elapsed time from step begin to step end Additionally, identify any relevant measures of the process. Examples could include: Number of units processed daily / monthly / yearly by organization Number of units processed per person Cost to process unit or service Customer or stakeholder satisfaction with process 7

Start End (Step 1) (Step X) Stakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder n (Step 2)(Step 3) (Step 4) (Step X) Step 4: Determine Work and Cycle Times and Relevant Volumes Work Time: 3 hours Cycle Time: 2 days Volume Performance: -15 visits / day Work Time:1 hour Cycle Time: 1 day 8

Start End (Step 1) (Step X) Stakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder n (Step 2)(Step 3) (Step 4) (Step X) Work Time: 3 hours Cycle Time: 2 days KPI Performance: - 15 units / day labor hours - 2 week cycle time - etc. Work Time:1 hour Cycle Time: 1 day Step 5: Identify Decision Points in the Process ? ? ? 9

Step 6: Complete Process Map Y Start End (Step 1) (Step X) Stakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder n (Step 2)(Step 3) (Step 4) Work Time: 3 hours Cycle Time: 2 days KPI Performance: - 15 units / day labor hours - 2 week cycle time - etc. Work Time:1 hour Cycle Time: 1 day ? ? ? N N Y N Y (Step X) 10

Step 7: Identify Issues Issue Identification Matrix Use this matrix to log issue points Add supporting details to further understand the issue 11

Process Mapping Guidelines 12 4.Try to keep diagrams as simple and clear as possible 5.Make sure to document the process as it actually is, not how it should be