One of the best but forgotten NIATx Tools
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Transcript of One of the best but forgotten NIATx Tools
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STAR-SI is a partnership between the Center for Substance Abuse Treatment and the Robert Wood Johnson Foundation, and is administered through NIATx.
One of the best but forgotten
NIATx Tools; Workshop
Eric Preuss, Clinical Project and QA Coordinator, Community and Family Resources
Gena Hodges, Iowa STAR-SI Project Coordinator,Iowa Department of Public Health
2009 SAAS/NIATx Conference (Tucson, AZ)
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Objectives
• Discuss the Five Key Principals of the NIATx Model and Nominal Group Techniques’ role in flowcharting
• Flowcharting as a process tool
• Create a flowchart
• Identify one process at your agency to flowchart
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Five Key Principals
1. Understand and involve the customer
2. Fix key problems that keep the CEO awake at night
3. Pick a powerful change leader
4. Get ideas from outside the organization or field
5. Use rapid cycle testing to establish effectiveness of changes
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Nominal Group Technique (NGT)
•Getting everyone’s input
•No wrong ideas
•Every idea is valued
•Method at a glance
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Seven Step Process
1. Preparation
2. Silent idea generation
3. Round-robin recording of ideas
4. Serial discussion of ideas
5. Preliminary voting (rank/rate)
6. Discussion of preliminary vote
7. Final voting, follow-up and nextsteps
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Let’s test the steps
Need a change leader for each group
~ Timed activity working through the NGT
~ Leader picks the historian
~ First (4) steps we’ll do together
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Step – 1 Preparation
• Focus1. What’s keeping the CEO awake at night?
Determine the initial question –
2. Send out the focus prior to the day of the meeting
• Logistics 1. Location of meeting
2. Save the date - out to team 2-3 weeks ahead
3. Agenda – one week ahead
4. Set up room with tools needed before the meeting starts
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Step 2. Silent Idea Generation
Initial Question: What can we do to get tothe Summit on time?
• Think about current process - what was your process this morning?
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Step 3 – Round Robin Recording• ironed clothes• got out of bed at ____?• took a shower for ___ minutes• brushed teeth, shaved put on make-up• rode an elevator• took medication/vitamins • read the newspaper, e-mail or watched T.V.• ate breakfast• Made phone calls, answered e-mail• exercised • dressed, put on deodorant/cologne • made bed/tidied room
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Step 4 – Serial Discussion
• Take each idea and discuss it one at a time to clarify.
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Step 5 – Preliminary vote on ideas (rating and ranking )
• Each member gets to make an independent judgment on the ideas they feel will (most likely) solve the question issue/focus.
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Step 6 – Discuss Preliminary Vote
• Not to change participants minds; goal is to discuss any consistencies or inconsistencies in the voting patterns
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Step 7 – Final Vote on Ideas
This is when independent judgments become group decision.
The final vote helps:• Determine the outcome of the meeting• Provides a sense of accomplishment, and should serve as a record of the final group judgment in relation to the initial question
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Moving on …
• The information from step seven will be used to flowchart
• Don’t forget to type up findings and share with team and other staff ~ could be done through a flowchart
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Why Flowcharting
• Learning is more effective with a visual
• Mapping tool to describe new/existing processes
• Forces organizational focus on process
• Helps achieve continuity of care
• Share tried practices with co-workers
• Diagnosis bottlenecks
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Flow charting identifies:
• Name of the process
• Where the process begins
• Where the process stops
• What is and is not included
• Key stake holders
• Process owners
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Common Key Symbols for Flowcharts
Are you ready for clothes?
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. Named the decision tree because it needs two lines leaving it like branches
Action
Post-It Notes are great for flowcharting.
Extra ~deodorant
Get Dressed
Start
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Common Flowchart Symbols Continued
= document symbol, such as materials or components, i.e. a document or script will be used or developed for use
= outputs/database symbol, represents a change or issue of the data/base
= connector symbol, connects
ideas, treatment episodes, pages, of information that is not on the flowchart.
= terminator symbol, used to start and to end the flowchart process.
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Monday
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have one release form
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Clients happy that they only
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It works!
Need assistance
Make your own symbols
Make your own symbols
REMINDER
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Types of flowcharts
• Client/Consumer• Staff • Team• Reporting • Administrative/Board of Directors• Strategic Planning/Modernization Act• Organizational• Personal• Others
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CFR Experience
• Client Management Information System
• 8 County Agency
• 12 locations
• Multiple Levels of Care (Adult and Adolescent)
• Mandate to create uniform client flow/processes
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What we discovered
• Time allotment – Flow Charting Fridays
• Each location had different process
• Who had the “right” process
• Nominal Group Process
• Consumer/Staff friendly
• Staff Training
• Sustainability
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Flowcharting Steps
• Step 1 ~ Define objective
• Step 2 ~ Define process
• Step 3 ~ Define first and last steps
• Step 4 ~ (Quite 1) Have each person write down process steps on yellow Post-it notes
• Step 5 ~ Have everyone place their yellow Post-it notes on wall paper to create a flowchart.
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Flowcharting Steps Continued
• Step 6 ~ Review flowchart
• Step 7 ~ (Quiet 2) Have each person use lime Post-its to identify and record bottlenecks and blue Post-its to describe suggestions for process improvements
• Step 8 ~ Place blue and lime Post-its on flowchart
• Step 9 ~ Review suggested changes
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Flowcharting Steps Continued
• Step 10 ~ (Quiet 3) Ask each participant to pick the three changes that offer the best combination of ease of implementation and impact on objective
• Step 11 ~ Conduct multi-vote to select changes to initially pilot test
• Step 12 ~ Discuss next steps
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Flowchart the morning process items
• Goal/objective: Arrive on time to Summit’s morning sessions
• Parameters
• Small groups
• Nominal group process
• Flowchart
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Do you have outdated processes that lack client friendliness?
• Identify one process at your agency that could be improved by flowcharting.
• Anything you’d like to change?
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Wrap up
• Questions
Participants asked for the contact information of the software company EFR used to flowchart their agency processes.
Here’s the link to Anasazi http://www.anasazisoftware.com/
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Contact information
Eric Preuss
e-mail [email protected]
Phone: 515-576-7261 opt. #4 extension 1102
Gena Hodges
e-mail: [email protected]
Phone: 515-281-8465
www.niatx.net for resources and instructions on tools