Linn County Social Worker Supervisor Access Value Stream Mapping Event

Report Out

MB and The Sunshine Band

April 30 – May 4 2012

The Opportunity

Marc Baty SAM Cedar Rapids Service Area

Iowa Department of Human Services

Facilitators: John Burke, Marcia Tope Members:

Naomi Rumbley

Greg Wilson

Sarah Bliss

Kevin Swanson

Chris Hurla

Laura Palumbo

Derek Coorough

Jo Lynn Mahood

Karen Johnson

Mandie Kendzora

Sara Tawil

Christine Ferris

MB and The Sunshine Band Sara

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Scope Karen

This event will identify the work processes and time commitments of Linn county Social Work Supervisors in order to identify efficiencies (opportunities) which will improve access to supervisors for front line staff and create a streamlined team-oriented environment.

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Objectives Laura

1. Develop a common understanding of what “access to supervisors” entails

2. Identify where overlaps in work exist and could be shared.

3. Streamline work processes to better support front line staff.

4. Create and identify the opportunity for more standardized and consistent processes.

5. Develop a prioritized list of key supervisory tasks that support both performance and supervision of staff.

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Objectives Jo Lynn

6. Identify duplicated work and tracking, waste and inefficiencies to promote greater access.

7. Support the development of a cohesive leadership team culture in the Linn County Office.

8. Create a communication plan regarding current and changing work processes.

9. Maximize technology to standardize processes and to create efficiencies.

10.Team will develop a tool for measuring success of effort.

Why Map the Value Stream? Sarah

• Value Stream Mapping is a method that assists a team in seeing and understanding the flow of both documents and information

• It delivers breakthrough opportunities across system processes that otherwise are difficult to see

• It helps you not only see waste and gaps, but more importantly the source of the waste

Value Streams Mandie

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Mapping Our Work Chris

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Categories of Work

Number of Processes

Meetings 24 Tracking 28 Report Reading 8 Direct & Indirect 38 Information Management 6

Total Processes 104

What did we see? Chris

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•Large amount of tracking •Mapping has uplifted redundancies and inadequate data systems. •Mapping helps explain why it is hard to access supervisors. •Everything is important, everything is a priority •Role of a supervisor has increasingly become data collection. It can come at the expense of knowing the families. The focus of the event is to create better balance. •There should be a question about “why” behind everything we do.

Brainstorming Sarah

• Electronic signatures vs hand-written

signatures • Better understanding of urgent vs routine in

relationship to accessing supervisor • Centralized and streamlined tracking • Training on technology (ROM/SharePoint) • Increase staff’s accountability to reduce

tracking needs • Revisit meeting attendance for efficiencies

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• Identifies – Impact to

customer – Difficulty

implementing

• Helps to rate/ rank solutions to resolve issues while identifying ease of implementation

I III

II IV

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M

P

A

C

T

De-selection Process Kevin

D I F F I C U L T Y

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Action Plan John Task Person

Responsible Due Date

SIGNATURES: Electronic Supervisor Signatures- does it require physical sig. Mandy 30 days Stamp (access to rubber stamp with supervisor signature for staff to use if no sup available) Mandy 30 days What needs signatures/what doesn't Mandy 30 days

Eliminate Supervisors signatures on 3055's Mandy 30 days Part B:

Address Part B efficiencies Karen/Chris 30 days

Meetings

Agendas prior to meeetings, meetings become focused/purpose driven Sarah 30 days

SW3's & 2's contribute to agenda Sarah 30 days

Teams:

Limit worker/supervisor transfers of staff- stay a unit Kevin 2 weeks

Seating & Managed by Team Sarah 30 days

Team Member Experience

Derek, Greg, Kevin, Sara

Comments

Marcia Tope, Quality Improvement

Department of Human Services

John Burke, Quality Improvement

Department of Human Services

We welcome your questions and comments!

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