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Tools to Achieve Performance Excellence Tools to Achieve Performance Excellence

Virtual 5 S Presented by Dana Essex, Ph. D. Dana Essex is a social Virtual 5 S Presented 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 United. Health Group. Prior to that role, she led member, provider and customer satisfaction research for various divisions of United. Health 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 Was created in 1984 by the Department of Family Practice and Community Health at the University of Minnesota Medical School Today, 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 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 5 S project? • • Go see Created How did we scale the PMO 5 S project? • • Go see Created oversight group Change management plan Try

Scope Shared Drive Share Point Scope Shared Drive Share Point

Create Buy-in Oversight group • • Two senior leaders CIO PMO director Program manager Create Buy-in Oversight 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 – 2 hrs. ) • IS 5 S overview • Pre-event Pre-Event: (Department management – 2 hrs. ) • IS 5 S overview • Opportunity Assessment • Form the IS 5 S Event team • Scope the event • Benchmark & set goals • Homework (get data, prep the team & schedule Event dates)

Baseline and Targets Baseline and Targets

Event # 1 Team Preparation IS 5 S Event Team Kickoff: (Team-4 hrs. ) Event # 1 Team Preparation IS 5 S Event Team Kickoff: (Team-4 hrs. ) Logistics & expectations Lean Basics Education IS 5 S Training Review and/or modify preevent items • Homework (browse data, don’t fix now!) • • Event Preparation: (Team 2 hrs. ) • 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 5 S UCare • Keep: Current and active • Trash: No question, Useful Definitions 5 S UCare • 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 • • Restricted Confidential Internal Use Only Public Other useful definitions • Business records • Corporate history • Business record retention schedule

Event #2 Sort, Set, Shine Sort: (Team-8 hrs. ) • • • Review homework Event #2 Sort, Set, Shine Sort: (Team-8 hrs. ) • • • Review homework Sort Break Sort Homework (Set vision, disposition red tag items) Set & Shine: (Team-2 hrs. ) • • • 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 #3 Systematize and Sustain Systematize & Sustain: (Team-2 hrs. ) • Review homework Event #3 Systematize and Sustain Systematize & Sustain: (Team-2 hrs. ) • 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 IS 5 S Event report) Record lean-up C Day

Post-event Post-Event: (Team-2 hrs. /Mgt. -1 hr. ) • Review homework – Department IS Post-event Post-Event: (Team-2 hrs. /Mgt. -1 hr. ) • Review homework – Department IS 5 S Event report • Team event presentation to Oversight Committee • Celebrate!

Migration • IT project lead migrated department structure and files to new drive on 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

Results: Marketing Dept. 76% reduction in space Results: Marketing Dept. 76% reduction in space

Results • • • 21 of 24 departments participated Right files in the right 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 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? Questions?

Virtual 5 S Presented by Dana Essex, Ph. D. How can I help you? Virtual 5 S Presented by Dana Essex, Ph. D. How can I help you? Please email me for the full set of templates. [email protected] org 612. 676. 3691