wi mental health collaborative round iii change leader academy
DESCRIPTION
WI Mental Health Collaborative Round III Change Leader Academy. Welcome March 7, 2012 Session begins 8:30 a.m., ends 4:00 p.m. Workshop Agenda Welcome and Introductions The NIATx Model The Walk-through (Review of customer-process experience ) Break Flowcharting - PowerPoint PPT PresentationTRANSCRIPT
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WI Mental Health CollaborativeRound III
Change Leader Academy
Welcome
March 7, 2012Session begins 8:30 a.m., ends 4:00 p.m.
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Workshop Agenda
Welcome and Introductions The NIATx Model The Walk-through (Review of customer-process experience) Break Flowcharting Nominal Group Technique
Lunch Meet with your Coach Plan, Do, Study, Act (PDSA) Measuring Progress for Project Aims
Break Designing Change Projects Leading Change Teams Through Challenge Next steps and Evaluation
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OverviewThe NIATx Model
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Learning Objectives
To develop an understanding of the foundation of NIATx
• Aims• Five Key Principles• The use of rapid-cycle change (PDSA) projects
to transform your organization
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Small Changes, Big Impacts
• Small changes create a big difference for both customers and staff
• Effective changes don’t have to be expensive
Welcome
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Small Changes, Big Impacts Story: By having follow-up (within
3 business days & offered WRAP) & Formalize Discharge Process. The resulting decrease in costs due readmission reductions was approx. $100,000+ per year.
Decreased 30 day readmission rate from 12% to 5%.
Waukesha
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This is the NIATx model
Change Project
aim
People Tools
1. Executive Sponsor2. Change Leader3. Change Team
1. Walk-through2. Flowchart3. NGT4. PDSA Rapid Cycle Testing
Using existing resources
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Five Key Principles1. Understand and involve the customer
2. Fix key problems–that keep the CEO awake
3. Pick a powerful change leader
4. Get ideas from outside the organization/field
5. Use rapid-cycle testing to establish effective
changes
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What is PDSA?
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PDSA Cycle for Improvement
PlanWhat is the ideaor change to be tested and forhow long?
DoStudy
Act
What steps are youspecifically makingto test this change?Who isresponsible?
What were theresults?
How do theycompare with baseline measure?
What is your nextstep?Adopt, Adapt, orAbandon?
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Base Your Change Projecton 5 Questions:
1. What is it like to be our customer?
2. What are we trying to accomplish?
3. How will we know if a change is an
improvement?
4. What changes can we test that may result in
an improvement?
5. How can we sustain the improvement?
Walk-through
Aim
Data – baseline and post change
PDSA Cycle
SustainabilityPlan
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Who’s Who in Process Improvement?
• The Executive Sponsor articulates the vision and removes barriers to change.
• The Change Leader motivates, empowers and leads the Change Team.
• The Change Team plans and implements change cycles.
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OverviewWalk-through
AValuableTool
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Learning Objectives
Participants will:1. Identify processes that are working2. Develop skills for identifying core problems
and potential solutions3. Identify ways in which the walk-through
might be used to engage the change team and set the stage for change
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Why Walk-through? The walk-through:
1. Helps you understand the customer and organizational processes
2. Provides a new perspective• Allows you to feel what it’s like• Lets you see the process for what it is
3. Keeps you asking why…and why again.Walk-through template:http://www.niatx.net/Content/ContentPage.aspx?PNID=2&NID=143
PI 101:http://www.niatx.net/PI101/Walkthrough/Index.htm
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Walk-through Report-out
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Change Team AssignmentThinking of your walk-throughexperience, discuss the following:
1. Briefly describe the process of which you conducted a walk-through.2. What key strengths were identified?3. What key process problems (opportunities) were identified?4. If you were the CEO, what would be keeping you awake at night?
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Process Strengths and Opportunities Report-out
Strengths Opportunities
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Take a Break
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Going with the Flow
All you ever wanted to know about flowcharting
Jay Ford
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The Patient Experience (Flowchart)
What is it like to be your patient?
Perform a detailed walkthrough and document your patients experience
Evaluate your findings and improve on the process
Tie in the ultimate patient experience with the ultimate revenue cycle
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What is workflow?“The flow or progress of work done by a
company, industry, department, or person.”
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Other Terms…Flow
ProcessSystem
Ingredients…Events (tasks, decisions, phases)
Resources (labor, documents, technology)Relationships (transferring, sequencing)
Responsibilities (ownership)Information
Inputs/Outputs
What is workflow?
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How do you capture workflow?• Process Map
– A picture of all service steps provided to the client within a process and identifying responsibility for each.
• Flowchart– A picture of process steps in sequential order, including materials or
services entering (input) or leaving (output) the process, decisions that must be made, people who become involved, time involved at each step and/or process measurements. Swim-lane diagram is uniquely formatted flowchart.
• Spaghetti Diagram– A picture that uses continuous flow line tracing the path of an item or
activity through a process. The continuous flow line enables process teams to identify redundancies in and expedite workflow.
• Value Stream Map– A picture of a process that identifies (1) value added and (2) non-value
added activities. Typically involves current vs. future states.
American Society of Quality (ASQ), www.asq.org. Visited on April 28, 2010.
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Why Flowchart?
Flowcharting is useful for:
1. Providing a starting point to understand the process as it is today.
2. Identifying key problems/bottlenecks3. Showing where to test ideas for most impact4. Adding interactivity & fun - gets the team together5. Creating a simple & succinct visual process overview
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Setting up a flowchart
Where does theprocess begin?
Where does theprocess end?
START
END
Customer’s 1st phone
call to intake appointment.
Intakeappt.
completed
Customercalls
office
Title the processyou areflowcharting.
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Key Symbols for Flowcharts
?
No
Yes
A square identifies a step in the process
A diamond is a decision point in the process and asks a “yes or no” question or offers a choice of direction in the process.
Action
Post-It Notes are great for flowcharting.
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Sample FlowchartProcess name: Customer 1st Contact (phone call) to Agency Response
Customerphones agency
START
END
Customer routed to voicemail
Receptionistanswersphone?
Receptionistable to helpcustomer?
Transfer customer to
qualified staff person
Receptionist “thanks” customer
Hang up phone
Yes Yes
No NoWebsite
Walk-in
Referral
Other 1st Contact Options
Checke
d 1x per
day
Staff n
ot ava
ilable
1 person to answer phone
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Why is capturing workflow important?
• Visualize & Understand• Identify opportunities• Support process improvement• Educate others
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Typical information flow in Drug Treatment Agencies
1. Pre – screening process
2. Assessment/Intake Process
3. Admission (often an administrative formality)
4. Period where the client is in treatment
5. Discharge/Transfer Process
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A Closer Examination of the Process shows
1. Four Screening Steps (Green)
2. Five Decision Points (Red)
3. Two Document Exchanges (Brown)
4. Three Double Entry Points (Purple)
5. Ten Paperwork completion steps by client and/or counselor (Pink)
6. Five Scheduling Events (Blue)
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Barriers to Information Flow during the Intake Process
• Double data entry• Eligibility screening• Multiple Intake Processes
–Level of Care–Location
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Examples of Double Entry within the Agency
Examples of Double Entry for State Purposes
Barrier 2: Double Data Entry
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Barrier 2: Processes for Eligibility Screening
Agency A
Agency B
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Barrier 3: Multiple Intake Processesby Location
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Barrier 4: Multiple Intake Processes by Level of Care
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Assignment
Flowchart the process using results from a walk-through
START
END
Customer’s 1st phone
call to intake appointment.
Intakeappt.
completed
Customercalls
office
Remember to:Title the processyou are flowcharting.
Identify where does theprocess begin? And
where does theprocess end?
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Large Group Discussion
1. While flowcharting, what did you learn about the steps you took while conducting your walk-through?
2. How could you use your flowchart to help engage your organization in the change process?
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NIATx opportunities for tomorrow
Over 13,000 substance abuse
treatment providers nationwide.
Nominal Group Technique
A Tool for Facilitators
AValuableTool
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Role of a Facilitator Help a group use better methods for working together:
1. How meetings are organized and run2. What happens before, during, and after
discussions3. Structuring the decision-making process4. Exploiting all the talent at the table5. Dealing with roadblocks (a lack of participation,
conflict between members, confusion about purpose or outcomes)
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Making Better Decisions
What is a “good” decision?
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Characteristics of a Good Decision
1. Supported by the people who are affected by it2. Based on all available facts and data (drawn from
many people and sources) rather than opinion3. Consistent with prior experience4. Negative side effects are determined ahead of time
and minimized5. Meets the needs of those affected by the decision
(e.g., customers, the team, co-workers)6. Meets business needs—made on time, consistent
with limits (scope, budget), serves the defined purpose
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Two Ways You Can Help Decision Making
1) Be clear about what decision is being made.
2) Add structure to your decision making process.
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Adding Structure to Decision Making…
• Makes it clear what decision is being made
• Allows everyone to participate– Prevents people with authority or with loud
voices from dominating• Often leads to a better decision as a
result
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Nominal Group Technique (NGT)• Designed to promote group participation in
the decision making process
• Uses priorities of each group member to discover the overall priorities of the group
• Used by small groups to – Reach consensus on the identification of key
problems (NIATx Key Principle #2) or – Develop solutions that can be tested using rapid
cycles (NIATx Key Principle #5)
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Generating Solutions
1. We have done a walk-through2. We have created a flowchart3. We have started to identify barriers
Now we need to identify problems andpossible solutions to test.
The NGT can help!
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NGT (7 Steps)1. Preparation (e.g., room and question)
2. Silent idea generation
3. Recording of ideas
4. Idea discussion
5. Preliminary voting
6. Discussion of preliminary voting
7. Final voting on ideas
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Change Team Assignment
Assign a Change Leader to facilitate.
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Prepare the room: • Flip chart or wall to post ideas• Post-it notes• Two colors of sticky dots for
votingPreparation:
• What is the question or problem statement?
• Write it at the top of your flip chart paper.
Step #1
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Step #2
(5 Minutes)
Silent idea generation• Record each idea you have on a
separate sticky note
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Step #3(3 Minutes)
Recording of ideas (round robin)• Go around the table and ask for
each person to read one idea from their list; next person reads one idea--and so on
• Post each idea as it is read on the flip chart
• Refrain from discussion or clarification of ideas
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Step #4
(5 Minutes)
Idea discussion
• Group can ask questions of each other to clarify the meaning of each idea.
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Step #5
(1 Minute)Preliminary voting – “What ideas canwe test first?”
• Each participant is allowed to cast votes for the idea they judge as most important
• For this step, you will each have three votes to cast
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Step #6
(5 Minutes)
Discussion of preliminary voting:
• Brief discussion to ensure that everyone has the information they need to cast a final vote.
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Step #7
(2 Minutes)
Final voting on ideas:
• Each participant casts one final vote
• Record all ideas for future reference and possible PDSA Cycles
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Lunch (30 minutes)and
30 minutes to meet w/your coach
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OverviewPDSA
Rapid Cycle Testing
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Model for Improvement
3. What changes can we make that will result in an improvement?
1. What are we trying to accomplish?
2. How will we know that a change is an improvement?
Reference: Langley, Nolan, Nolan, Norman, & Provost. The Improvement Guide
P
DS
A
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Making Changes• PDSA Cycles
– Plan the change– Do the plan– Study the results– Act on the new knowledge
• Adapt• Adopt• Abandon
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Plan• Define the change behaviorally…
precisely what will be done?• Who will implement the change?• What preparation needs to be done
before starting the change?• Clarify who will measure the change
and who will review the data regularly to share with the team.
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Do• Note the exact start date for the
cycle• How long will the initial test last?• How often will the team meet to
assess progress and review data?• During the test, the team considers
what improvements might need to be made to improve the results
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Study• After the agreed upon test period the team
reviews the results• Change leader (or designated change team
member) assembles and graphs the data for the team
• The team deliberates what it has learned• Based on the learning, the team considers
whether a change in strategy is in order
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Act (Adopt, Adapt, Abandon)
• In light of what has been learned, the team decides what to do next– Make an adjustment in the strategy to get
closer to the objective– Increase the objective (adapt) if the initial
target has been met and the team believes even more progress can be made
– Combine another change (adapt) with the existing strategy to start a new cycle
– Abandon the existing strategy and start a new cycle
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PDSA CyclesYour team will learn a process:
A demonstrationTeams: Change leader – complete the Change Project formData Coordinator – keep time and chart progressChange team – implement changes
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“Ball Toss” GameImprove your process using the following guidelines:1. Instructions:
• Must start & finish with the same person.• Must touch everyone’s hands (both hands).• Ball can only touch one person at a time.• Must go in the same order every time.
2. Collect baseline data3. Record your time.4. Make an improvement5. Repeat
Data coordinator will graph each change.
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1. CHANGE PROJECT TITLE
2. What AIM will the Change Project address?
Choose one aim and indicate baseline measure and target.
3. LOCATION
4. START DATE and expected completion date
5. LEVEL OF CARE
6. What CLIENT POPULATION are you trying to help, e.g. clients in a specific program?
7. EXECUTIVE SPONSOR
8. CHANGE LEADER
9. CHANGE TEAM MEMBERS
10. How will you COLLECT DATA to measure the impact of change?
11. What is the expected FINANCIAL IMPACT of this change project? How will the Executive Sponsor know?
Name of Organization: ___
PROJECT CHARTER
Change Project Form
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RapidCycle
#
Cycle Begin Date
CycleEnd Date
PlanWhat is the
idea/change to be tested?
DoWhat steps are you
specifically making to test this idea/change? Who is responsible?
Study What were the
results? How do they compare
with baseline measure?
ActWhat is your next
step? Adopt? Adapt?
Abandon?
Change Project Form
PDSA CYCLES
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Key Learnings
• What essential information was required to improve?
• What change concepts did you apply?• What data drove improvement?• How could you have improved as an
improvement team?• Other key learnings?
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Measuring Progress for Project Aims
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How does Data
Influence the Aim
To Manage Change
To Impact the Aim
And Improve Process of Care
Jay Ford
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Some is not a number, soon is not a time.
-- Don Berwick, MD
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Quick Questions
• What data is important?• Who uses this data?• How is this data utilized?
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Using data to make decisions
Gaps
Cost Effective
Direction
Impact
Problems
Comparisons
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WHY IS THIS IMPORTANT?
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Principle #5 Rapid Cycle Testing
• Start by asking 3 questions– What are we trying to accomplish?– How will we know the change is an
improvement?– What changes can we test that will result
in an improvement?
Model for ImprovementReference: Langley, Nolan, Nolan, Norman, & Provost. The Improvement Guide, San Francisco, Jossey-Bass Publishers, 1996
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What do I need to Know?
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A Quick Example
• 2 Categories– Deposits– Expenditures
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What can you do with the knowledge?• Net Profit = Deposits - Expenditures
Hit JackpotBroke the Bank
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What can you do with the knowledge?
• Ask Questions–What type of expenditures?–When do they occur?–Why did I experience a loss?
Profit?–What happened that was different
this month?
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What is the rest of the story?
1. Deposits2. Expenditures
1. Total Deposits2. Number of Deposits3. Total Expenditures4. Number of Expenditures5. Net Profit or Loss
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What are your aims?
Big A (for aim)• Reduce readmissions
Little A (for aim)• Intermediate measure
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Making Changes
• PDSA Cycles – Plan the change– Do the plan– Study the results– Act on the new knowledge
• Adapt• Adopt• Abandon
• Two-week-long cycles
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Sample “Little A Data”
Admission:• In addiction treatment?• Medication adherenceIn treatment:• Engagement/participationPost Level:• Successful Transition
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Cycle Measures
• Cycle Measures: examine incremental impact of the PDSA change cycle
• Three scenarios– No shows– Transitions between levels of care– Time to treatment
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Cycle Measures
• If the process measure is no-shows, what might be examples of a cycle measure– Number of Missing Phone Numbers– Number of Connected Calls– Number of calls required– % of persons called who come the next day
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Cycle Measures If the process measure is the percent of
successful transfers from OP from Detox, what might be examples of a cycle measure Scheduled appointment within 48 hours of discharge Number of Calls required Number of Days between Discharge and Admission Number of clients offer to attend pre-discharge OP
session Number of clients actually attending
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How will you know which changes worked and which did not?
How will you know which changes resulted in an improvement?
Which change(s) is the most important and resulted in the most significant improvement?
Data answers three common change project questions…..
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Data directs the action steps toward a change project improvement goal.
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Keep data collection and reporting as simple as possible, but be specific.
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A Step Process for Measuring
the Impact of Change6
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6 Steps for Measuring the Impact of Change
Always ask why.
1DEFINE YOUR
AIM & MEASURES
2COLLECT
BASELINE DATA
3ESTABLISH A CLEAR GOAL
4CONSISTENTLY COLLECT DATA
5CHART YOUR PROGRESS
6ASK
QUESTIONS
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2. Collect baseline data.
QUESTIONS TO ASK:A.Was the data defined to ensure that we collect
exactly the information needed?B.How accurate is the data? Does accuracy matter?C.Does the process ensure that the measures will be
collected consistently?D.Do trade-offs exist? Is quality more important than
the time required to collect data?
Never start a change project without it.
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3. Establish a clear goal.
This ensures that the results are interpretable and accepted within the organization.
A goal should:- Be realistic yet ambitious- Be linked to project objectives- Avoid confusion
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4. Consistently collect data.
Monday
Tuesday
Wednesda
y
Thursday
Regular data collection is a crucial part of the change process.
As a team, decide:Who will collect the data?How will they collect it?Where will the data be stored?
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5. Chart your progress.
Use visual aids forsharing the data.
Share pre-change (baseline)and post-change data with:- Change Team- Executive Sponsor- Others in the organization
Line graph
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A simple line graph example
Remember: One graph, one message.
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6. Ask questions
What is the information telling me about change in my organization?
Why was one change successful and another unsuccessful?
Always ask why.
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Break – 15 minutes
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OverviewDesigning Change
Projects
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Model for Improvement
3. What changes can we make that will result in an improvement?
1. What are we trying to accomplish?
2. How will we know that a change is an improvement?
Act Plan
Study Do
Reference: Langley, Nolan, Nolan, Norman, & Provost. The Improvement Guide
Aim
Data
Rapid CycleChange
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PDSA Cycle for Improvement
PlanWhat is the ideaor change to be tested and forhow long?
DoStudy
Act
What steps are youspecifically makingto test this change?Who isresponsible?
What were theresults?
How do theycompare with baseline measure?
What is your nextstep?Adopt, Adapt, orAbandon?
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DEFEAT REPEATS
Presented by:Kelly Randall, RN
Becky Manning, RN, APNPGrant/Iowa Counties
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AIM ADDRESSED• Decrease Hospital Readmission
* In 2008, 167 Emergency Detentions59/167 were readmissions by 24 persons
* In 2009, 80 Emergency Detentions13/80 were readmissions by 6 persons
* In 2010, 50 Emergency Detentions14/50 were readmissions by 6 persons
*From 3-29 through 10-06 each year
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CHANGES #1 DISCHARGE FOLLOW-UP
Contact all clients within 2 business days following discharge#2 OUTREACH
Client offered contact with social worker within 96 hours following discharge to develop WRAP (Wellness Recovery Action Plan)#3 STAFF TRAINING
All on-call staff attended training on suicide assessment#4 OUTREACH
Client offered contact with social worker OR established outpatient provider#5 ON-CALL CRISIS PLAN
Developed from completed WRAP#6 DECREASE HOSPITAL LENGTH OF STAY
Clients without discharge plan at final hearing closely monitored#7 CRISIS APPOINTMENT
Crisis Appointments available daily
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DATAPlan Change #1• 50 Emergency Detentions• 27 Follow-up phone calls• 14/50 out-of-county or non-UCS provider• 3 readmissions prior to initial follow-up• 1 deceased prior to initial follow-up• 3 nursing home residents• 2 discharged to jail
Plan Change #2• One Outreach Appointment by SW• Five Outreach Appointments by established provider
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DATAPlan Change #3• All on-call staff received 3 hour suicide assessment training
from Dr. William Hutter. On-call document was revised to include a formal suicide assessment
Plan Change #4• Only two clients interested in working on WRAP, no
completed WRAPsPlan Change #5• Unable to complete d/t uncompleted WRAPsPlan Change #6 • Have not had to use yet!!Plan Change #7• 5 crisis appointments offered and accepted; diverted
hospitalizations
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CHANGES #1 DISCHARGE FOLLOW-UP **
Contact all clients within 2 business days following discharge#2 OUTREACH *
Client offered contact with social worker within 96 hours following discharge to develop WRAP (Wellness Recovery Action Plan)#3 STAFF TRAINING (Good to do)
All on-call staff attended training on suicide assessment#4 OUTREACH
Client offered contact with social worker OR established outpatient provider#5 ON-CALL CRISIS PLAN
Developed from completed WRAP#6 DECREASE HOSPITAL LENGTH OF STAY
Clients without discharge plan at final hearing closely monitored#7 CRISIS APPOINTMENT **
Crisis Appointments available daily
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BOTTOM LINE DATA• 75 Hospitalizations Diverted from 3/29 through
10/06. • Average Hospital Stay Costs the county $3000
SAVINGS=$225,000• In 2008, readmission rate=35%,• During Niatx Grant period, readmission rate=28%. • 7% Decrease in hospital readmission:
SAVINGS=$135,000
By reducing hospitalizations, we reduce the potential for rehospitalizations
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1. CHANGE PROJECT TITLE
2. What AIM will the Change Project address?
Choose one aim and indicate baseline measure and target.
3. LOCATION
4. START DATE and expected completion date
5. LEVEL OF CARE
6. What CUSTOMER POPULATION are you trying to help,
7. EXECUTIVE SPONSOR
8. CHANGE LEADER
9. CHANGE TEAM MEMBERS
10. How will you COLLECT DATA to measure the impact of change?
11. What is the expected FINANCIAL IMPACT of this change project? How will the Executive Sponsor know?
Name of Organization:
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What is your aim or problem you are trying to solve?
RapidCycle
#
Cycle Begin Date2010
CycleEnd Date2010
PlanWhat is the
idea/change to be tested?
DoWhat steps are you
specifically making to test this idea/change? Who is responsible?
Study What were the
results? How do they compare
with baseline measure?
ActWhat is your next
step? Adopt? Adapt?
Abandon?
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OverviewLeading Through
ChallengeCafé Session
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Learning Objectives• Begin thinking of strategies for dealing
with common roadblocks that are best dealt with by a Change Leader
• Learn a method of brainstorming that includes all the people involved.
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Reminder: Role of a Change Leader
• Creating an environment where ongoing improvement is a way of life
– Champions the use of data, process thinking, and collaborative inquiry as an effective means to achieve goals
– Allocates resources (time, personnel) within the bounds of their authority
– Sponsors and guides project teams
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Overcoming Organizational and Team Barriers
• A key role of a Change Leader is to deal with organizational barriers that may be standing in the way, and to make sure a team keeps on track
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Café Session• Participants “number off” (number of teams
equal to the number of problem statements used)
• Review problem statement examples around the room and assign a number to each
• Assign a Scribe to each station• 3 minute brainstorming session at each
station • Move around the room clockwise
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Example of problem questions
• Examples in your workbook• Brainstorming can be done in person
or virtually
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Executive Sponsor buy-in and Involvement
• The Executive Sponsor expressed an initial interest in
the project and in your participation at the Change
Leader Academy but has made little effort to meet with
you to review progress, to meet with the Change Team,
or to provide necessary resources, time, etc. to make
the change a success. What are some things you might
do, as the Change Leader, to get the Exec. Sponsor
more engaged with and visibly supporting the change
process in your organization?
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Motivating Teams
• Your Change Team has been working on the Change
Project for several weeks and no progress has been
made toward the project aim. The team appears to
have little interest or enthusiasm to work on the Exec
sponsor-selected project. As the Change Leader, what
are some strategies and/or tactics you might use to
engage and motivate the team and secure their buy-in
for this project?
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Time Management
• The Exec. Sponsor has provided a strong rationale
for the current Change Project. However, as the
Change Leader, you are struggling to find the time to
work on the project on top of an already bursting
workload. Your Change Team is expressing the same
concern, and as a result little progress is being made.
How might you go about freeing up time on your
schedule and others’ to allow the project to get off the
ground?
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Data Analysis
• As a Change Leader, you understand the
importance of using data to guide and measure
change. Currently, your organization collects the
right information but isn't using it effectively in the
change process. What are some strategies/tactics
you might use to increase the use of data to drive
and promote change in your organization?
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Debrief Café Session
• Ask Scribe to read 2-3 ideas from each flip chart
• Did you like this? Why?
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Next Steps & Evaluations
Please complete an evaluation.Thank you for coming!