Improve the Data Management at The Caring Center Tech 581: Champion/Define Presentation Date: November 2013 LSA Team members: Escobar, Luis Johansen, Shahpar Rammohan, Akhila

Agenda  Business Case  Problem Statement  Project Objective and Scope  Goal Statement and Deliverables  CTQ Tree  Data collection Plan  Fishbone Diagram  KPIV’s and KPOV’s  SWOT Analysis  Conclusions

Business Case: Improve the Data Management at The Caring Center The aim of this process is to improve the current data management system and help track the progress of The Caring Center Clients once they leave the system or if they return for more help. This data management tracking improvement will help The Caring Center their long term goal “Zero by 2020” which is ending Childhood Hunger In Boone County by year By improving and tracking The Caring Center’s current system, the clients can be identified and serviced more efficiently. The consequences of not improving the efficiency of this process are  Loss of data.  Lack of clarity on data.  Delay in the process of admission.  Unable to track progress over time.

Problem Statement Problem Statement: The unclear system of admitting the clients into The Caring Center is resulting in a vast amount of unmanageable data being accumulated. In addition, the gathered data is unable to generate any statistical information. The problem impacts the organization in the following ways:  Unable to generate statistical information from the gathered data  Loss of past data leading to inability of tracking progress.  Unable to inform The Caring Center’s donors of their progress and ultimate goal.  The current process does not show the relevant information required to obtain government and private grants for The Caring Center.

Project Objective & Scope Objective:  Minimize the loss of data for The Caring Center.  Increase the performance of data collection to generate statistical information in the next period of time 4 months.  Decrease the current 45 minutes admission process to under 15 minutes. Scope: The admission process starts with the client filling out the Client Intake Form. The Caring Center, upon further approval from the Executive Director admits the client and generates a unique ID number. The ID number is used by staff member to feed the data into an excel spreadsheet.

Goal Statement & Deliverables Goal Statement: Develop an efficient admission process to minimize the loss of data to 0% using a robust database software, and reduce the current waiting period to under 15 minutes. Provide guidelines to allow The Caring Center to gather relevant tracking information to reach their long term goal of “Zero by 2020”. Deliverables (long-term, end results of project):  To develop a database of the information to track progress.  To develop a new admission process  To reduce the waiting time for the clients

CTQ Tree

Data Collection Plan  The current process is measured in minutes.  The process begins with the admission in the front desk.  All the stages are measured.  We try to identify the step where the process is delayed.  We try to identify the reasons for these delays.  The real data collection was made in 5 labor days.  We input fake data for statistical purposes and we generate graphics with this fake data.  The last step was under the permission from Professor Rennels.

Fishbone Diagram Tracking Problem Time Consuming People Office Small work space Noise environment Wrong software Long Term Tracking Caring Centers’ Staff Clients Don’t follow the existing procedures Not enough staffing during peak times Mostly undereducated Potentially give wrong ID Not enough training Workflow design problems Procedures Equipment

KPIV’s and KPOV’s

SWOT Analysis

Conclusions 1.The fishbone diagram was used to identify the main causes of the problem from The Caring Center. 2.We have observed three main causes and ten secondary causes. 3.The final effect of this step is observed too. It is known as Tracking Problem Time Consuming. 4.The new process map will permit us to create the baseline for the new KPIV and KPOV. 5.The new process map will lead us to minimize the loss of data, increase the performance of data collection, generate statistical information, and decrease time admission process.

Thank you