value stream mapping basics

8/20/2019 Value Stream Mapping Basics

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Value Stream Mapping

& Lean EventEducation



Defnes value rom the customer’sperspective

All o the actions and tasks, oth value addedand non!value added, re"uired to ring anitem #an idea, in ormation, product or service$

rom its inception through deliver% 'hese include actions to process in ormation rom

the customer and actions to trans orm the producton its (a% to the customer

Value streams var% in scope) reach e%ondthe enterprise to single process si*e

+hat s a Value Stream-



PERFECTION

PULL FLOW

VALUE

STREAM

VALUE

Lean Guiding Principles



.roducts, in ormation, or services /o(through a value stream

n manu acturing or distri ution, materials are(hat /o(

n health services, patients are (hat /o(

n o0ce areas, information is (hat /o(s

n service areas, external customer needs /o(through the value streamn administration, internal customer needs /o(

through the value streamn man% cases, the item /o(ing in service or

administration is a document, an order, or a re"uest

+hat 1lo(s 'hrough the

Value Stream-



.urpose o Value Stream

Mapping & Anal%sisDevelop a common understanding o thecurrent process

'he relationship o process stepsA true picture o the process

2reate a aseline to measure improvementsagainstDefne a vision o the uture process

Esta lish common leadership o 3ectivesdenti % opportunities or improvement

Design an implementation plan orimprovements“If you can’t describe what you are doing as a process,

you don’t now what you’re doing!" #! Edwards $e%ing



Value o a Value Stream

Map 'he Value Stream Map providesvisi ilit% o the entire process

'he process ma% cross unctionaloundaries

+ithout the map, %ou ma% ocus on

the (rong areas to tr% to improveSu !optimi*ation ma% result



.lanning tool to optimi*eresults o eliminating (aste

Anal%*ing the Value Stream

+ + =LeanBasics

current state VSM future state VSM



Key Tool: The Charter

Pro&ect Infor%ation'eadership

E4ecutive Steering2o mmittee)5V. Dr5Dr V.5Dr V.5Director5 V.

Management 6uidance)

E(ecuti)e *ponsor )5 V.

2o 1acilitators)57775 888

Lean 2oach)

5 999

Process PurposeParticipant+Process

Representati)esProcess Owners )5 7775 888Tea% e%bers )5:;5 :;! .rimar% nurse5 LV;5 <=25ED tech5EVS5 ED resident5ED :eg5>ed >oard51loor nurse5 ' #ad hoc$

? servers) #?utsiders & ne4t .?$5 ''''5====5VVVV

Process *cope-*tart+*top

Start)

End)

Process *cope- In+Out

n Scope)

?ut o Scope)

Pro&ect .oa/s

Prob/e%s+Case for Change

5 'ime

5@ualit%

5.t Sat

52ost

Pro&ect Ti%e Fra%e

5 Scoping Session B5 Scoping Session C sponsor meeting5 Scoping Session 5 All 'eam .rep .hone 2on #B hr, BB!noon$5 'raining da%5 VSM Vision & mplementation plan1ollo(!up5 +orking sessions5 B da% ollo(!up5 F da% ollo(!upGAudit #CHI o Action s done$5 JF Da% ollo(!upGAudit #HFI o Actions done$5 KF Da% ollo(!upGAudit # HI o Action s done$

MilestoneGDate

Last =pdate) 2harter ?(ner)



Setting up and Scoping” a Lean Value

Stream Mapping .ro3ect2harter and other .re!(ork:oles or the VSM 'eam

E4ecutive Sponsor.rocess ?(nerLean 2oach #1acilitator$

+orkshop .articipants



Role of the Executive Sponsor

?(ns the 2harterNAddresses necessar% cross! unctional involvementEnsures appropriate participating in the (orkshop

#make sure the su 3ect matter e4perts are reed upull!time or the !da% event, and part!time toimplement Action tems$Serves as a proactive road lock uster or thepro3ect.resents pro3ect status to leadership.articipates in)

Scoping+orkshop Oick!oP Leadership .anel.ro3ect :evie(s # FGJFGKF da% ollo(!up audits$



Role of the rocess !"ner

?(ns the Setup 'asks and Action .lanN

Leads VSM pro3ect rom pre!scoping through implementation

Ensures action item pre!(ork is complete or scoping, (orkshop, andrevie(s

During VSM event, takes over o(nership during Action tem assignments

:esponsi le or pro3ect meeting scheduling, preparation, and minutes

Documents the implementation plan a ter the (orkshop and schedulesF!, JF!, and KF!da% revie(s

Drives implementation plan activities or completion o the pro3ect

.rovides updates to Sponsor

Monitors post!(orkshop process per ormance seeking opportunities tocontinuousl% improve and standardi*e (ork



Role of Lean Coach

2oaches .rocess ?(ner in the application olean principles and toolsLeads pro3ect scoping (hile mentoring .rocess

?(ner.repares .rocess ?(ner or (orkshop 'rains team and acilitates most o the(orkshop activities, sometimes (ith the.rocess ?(ner

'rans ers lean skills to leaders and participants<elps participants track and measure uturestate improvementsServes as the su 3ect matter e4pert in drivingand institutionali*ing lean throughout theorgani*ation



Role of #or$shop articipants

.articipate in the !da% event asSu 3ect Matter E4pert #SME$ # ull!time$Q

e the change agent or implementingAction tems #part!time$:epresentative staP as SME rom eacharea that touches the processStaP (ho are (ell respected (ithin theirarea6roup o less than BH is ideal



Value Stream .rocess Steps

1. Prepare

2. Gather Data & Develop Current State

3. Develop Future State & Action Plan

4. Execute to Plan

5. Align



Value Stream .rocess*tep 0 1 Prepare

6ather .reparator% n ormationDocument the 2ase or 2hange

Defne the Scope #start and end o process$denti % the :e"uirements:evie(Gesta lish Measurements

Set Logistics or Event.articipants

LocationMaterialsMealsG:e reshmentsEtc



Value Stream .rocess*tep 2 1 .ather $ata 3$e)e/op Current

*tate4

? serve and gather data+alk the value stream ! see the actual (ork place1ollo( and make notes a out itemR and in ormation /o(6ather data or each step in the /o(

'riggerGdone actual lead time outputActual c%cle time on time deliver% sta0ng

De ect rate atch si*es overtime@ualit% variations (ork in process

Map the /o( o items

Map the /o( o in ormation

Add data and issues



Value Stream .rocess

*tep 5 6 Future *tate 7 8ction P/ans

Discuss the ideal stateDevelop the uture state map

Develop action plans & cadence tracking>uild dra t time line or implementation

2ommunication & training as re"uired



%ction lan Te&plateProcess*tep orFunction

Origina/Prob/e% 8ction Ite%s

PersonResponsib/e

$ue$ate

etrics andCo%%ents

0

2

5

9

: ;

<

=

>

0?

00

02

05

09

0:

0;

0<



Value Stream .rocess*tep 9 6 E(ecute to P/an

mplement improvements2onduct +orkshops, events, pro3ects, ursts perimplementation plan

Achieve value stream o 3ectives

2reate an environment o continuousimprovement



Value Stream .rocess*tep : 6 8/ign

2onduct Value Stream Alignment Meeting.eriodic asis # ased on action plan schedule$

Agenda:evie( event implementations & results:evie( impact to value stream metrics #individual events andoverall$:evie( ne4t "uarter events:evie( changes in usiness environment2ommunicate results=pdate value stream as re"uired=pdate implementation plan as re"uiredAddress resistance and sustainment issues



Value Stream .rocess8dditiona/ Tips for *uccess

2apture as %ou go)ssues

Acron%ms G terminolog%.arking Lot issuesAction items

Esta lish a time each da% or Leadership to visit the (orkshopStatus updateAsk "uestions>arrier usting

2apture at the end o each da%)Lessons LearnedAgenda or ne4t da%

2hampion summari*ation or Leadership at end o each da% #email$) 'eam accomplishments or the da%Agenda or ne4t da%



A Simple E4ample.ick =p .aper +alk to Stapler Staple .aper

+alk to Desk .ut Do(n .aper

'ime) B secDistance) F

'ime) H secDistance) CF t

'ime) H secDistance) CF t

'ime) C secDistance) F

'ime) B secDistance) F

'otal 'ime) B sec 'otal Dist) F tValue Added 'ime) secValue Added Dist) F

Value Added 'ime) CTI

n o) +here to place staplen o) Location o stapler

E4cess 'ravel

2ustomer ;eed)Stapled pages



Emergenc% :oom U 2urrent

State

#ait

Out PatientRegistration

Taken to ERRoom

NurseExamines

Patient

DoctorExamines

Patient

Nurse bringsMedicalSupplies

Doctor TreatsPatient

Patient GoesHome

PatientHospitalRecords

AttendingNurse

AttendingP !sician

Material "lo#

$n%ormation "lo#

Go to&aiting

Area

#ait #ait #ait #ait

$nsurance'ompan!

Departing$nstructions

#ait

%vaila'le Roo&

atient historyVital Statistics


Treat&ent

(nfor&ation

)ia*nosis Supply ,ee-s

Treat&ent(nfor&ation

(nsurance (nfo,ature of (n.ury

atient history

atient (nfo

atient rea-yfor Treat&ent


)ia*nosis )epartin* (nst/

)epartin*(nstructions



Emergenc% :oom U 2urrent

StateAdd data %or Material and $n%ormation "lo#s

Out PatientRegistration

Taken to ERRoom

NurseExamines

Patient

DoctorExamines

Patient

Nurse bringsMedical

Supplies

Doctor TreatsPatient

Patient GoesHome

PatientHospitalRecords

AttendingNurse

AttendingP !sician

Material "lo#

$n%ormation "lo#

Go to&aiting

Area

#ait #ait #ait #ait

(nsurance (nfo,ature of (n.ury

atient history

atient rea-yfor Treat&ent

atient his toryVital Statistics

%vaila'le Roo&

atient (nfo





)ia*nosis +Supply ,ee-s

)ia*nosis +)epartin* (nst/

$nsurance'ompan!


Total '!cle Time ( )*+ to ,*) rsTouc Time ( -*. to -*/ rs0ueue Time ( .*1 to +*2 rs

3 Process Steps, &ait Points

Departing$nstructions

)epartin*(nstructions

#ait

MAT45 "5O&Tri**er:)one:0iel-:1lo" Ti&e:MCT:2ueue Ti&e:3 of eople:

$N"O "5O&1ro&4To:1re5uency:0iel- Rate:2ueue Ti&e:1TE6s:TCT:MCT:














$N"O "5O&1ro&4To:1re5uency:0iel- Rate:2ueue Ti&e:1TE6s:TCT:MCT: $N"ORMAT$ON "5O&

MATER$A5 "5O&

1 )16,1 2 )16-.1 )1 1 -26)1 0ueue ( -.26.72 min

-26)1 1 2 1 2 1 -16-2 1 -16-2 1 1 -26)1 -26)1 1 2 Touc (716--1 min1 1 1 1 1 2 1 1



:emem er

'he Value Stream Map is a plan<elps %ou get rom the current state to the

uture stateA good plan creates the opportunit% orsuccess U even i %ou can’t see the path toget there



re7Transplant Current Value Strea& Map

8n-esira'le

Effects 98)E s;

Total 5eadtime8 .71 da!s 9a:e*;

<SMExample

8se- "ith per&ission fro& 8M <ealth Syste&



re7Transplant Future Value Strea& Map

=>ai?en @ursts9c anges to "lo#;

Total 5eadtime8 BB31 da!s 9a:e*;

;<@

8se- "ith per&ission fro& 8M <ealth Syste&



'%pes o LeanEvents

5S ai!en Pro"ect Do#it $ur%t

alue Strea'



Oai*en event

!H da%sScope signifcant ! can e cross! unctional

J!BC people or more@uick impact

TFI o improvements implemented duringevent

CFI o improvements implemented (ithin Fda%smplementation per prior management

agreement



'%pical Oai*en Schedule

Da% B U 'rainingDa% C U Anal%*e 2urrent .rocessDa% U Defne ;e( .rocessDa% U 'est & 1inali*e ;e( .rocess

Da% H U :eport ?ut & 2ele rate

ome o these da%sR ma% e reduced to hours,R dependinon the scope o the ePort



>urst Event

Short duration #C! hours$Minimal scopeGSingle issue

!J people@uick impact

ntended or relativel% simple tasks



Do! t

Ver% short duration #B!C hours$Simple scopeGSingle taskB! people

mmediate impact

;o decisions or managementintervention re"uired



.ro3ect

Long duration # !BC months$2omple4 scopeMultiple departmentsG unctionsLong!term impact



HS

'%picall% a !H da% event.rovides (orkplace organi*ationJ!BC people.rovides rame(ork or monitoring& continuous improvement



<o( do (e kno( (hichevent t%pe to use-

'%pe o activit%Scope o processGtask:esources re"uired

Don’t (orr% a out ftting the event t%peinto a specifc categor%



Oe%s to Success ul Events

<ave the right people in the roomEmpo(er the team to make immediate

changes to the process1ull participation rom all team mem ersAttack process, not peopleAgree on measures and ho( the% (ill ecollected:evie( action plan re"uentl% or progress



@uestions-