brevard, north carolina
DESCRIPTION
Brevard, North Carolina. Transylvania County Department of Public Health. Transylvania County “N” Drivers. Jim Boyer EH Supervisor. Maryann Mickewicz NCSU Cooperative Ext. Laura Petit Billing Coordinator. Miriam Brown Pepinsky Financial Officer. Patricia Hawkins - PowerPoint PPT PresentationTRANSCRIPT
Brevard, North Carolina
Transylvania County Department of Public Health
Transylvania County “N” Drivers
Patricia HawkinsEH Program Specialist
Jim BoyerEH
Supervisor Maryann MickewiczNCSU Cooperative Ext
Miriam Brown Pepinsky
Financial Officer
Laura PetitBilling
Coordinator
Final Aim Statement Reorganize the shared document files on the health department
server Streamline staff access Files poorly labeled, duplicated, outdated Files have nothing to do with the program area where they are filed. Document retrieval a time-consuming process
Increase staff productivity By performing a thorough organizational update and/or purge of the system files,
staff productivity should increase through reduced document search and retrieval times.
Internal (staff) and external (public) benefits Up to a 50% reduction in the total number of shared folders (primary or program
level) Better organization, reduction in overall file numbers Eliminate duplicates and outdated/obsolete files
Our goal should be achievable February 1, 2014.
Before……100 Folders
After…… 7 Primary Folders
Hear ye, Hear ye!
Our main goal:
50% reduction in overall file server
space!
Our result:
93% reduction primary folders
Key Improvements and Key Learnings
Key Improvements Appointed Content Managers
(gatekeeper) to coordinate with staff
Key Learnings Buy-in is essential for a successful
project Initial resistance = acceptance
Developed and implemented common architecture for file folders based on departmental organizational chart
Began development of guidance documents
Newspaper as a project management tool
Kaizen Event Results
7
SAMPLE GUIDANCE DOCUMENT
Project Management Tool
10
Photos During Kaizen Event
What Have We Learned? Establishing folder templates (basic categories)
streamlined the process Common folders will work across all disciplines
(Aha!) Photos, Public Educational Materials, Standard Forms,
Rules, Program Management & Administration Doing the work leads to great ideas for additional
change and streamlining Keeping to original scope of project makes task
manageable QI Program Tools help to make task easier
Next Steps/Future Plans Complete file reorganization
project – February, 2014 Weekly report to staff
(added files, other changes, etc.)
Monthly content manager roundtable
QUALITY IMPROVEMENT continues…
Future PlansTraining colleagues to use QI tools
Sample projects Inventory control system Workspace flow Clinic workflow