© University of Wisconsin-Madison 1 Prioritization Matrix

Learning Objectives Upon completing this module, you will be able to:  Understand the purpose and proper use of a Prioritization Matrix (PM)  Develop a list of viable options to meet a defined project objective  Employ team consensus to define and weigh criteria for evaluating the options  Use a systematic, team-based ranking process to determine the best options (assignable tasks) to pursue given limited resources 2

1. Define Problem or Opportunity (Problem Statement) 2. Determine Requirements, Constraints, Gap, and Root Causes 3. Generate and Design Solutions to Meet Needs 4. Evaluate, Prioritize, and Test Solution Ideas 5. Justify and Plan the Implementation, Manage Change Process Core Steps in System or Process Design and Improvement 3

PRIORITIZATION MATRICES Expand Thinking Focus Attention Expand Thinking Focus Attention Affinity Diagram Interrelationship Digraph Tree Diagram Prioritization Matrices Takes specific ideas and allows new general themes to emerge Identifies root causes and key issues Takes a chosen objective and breaks it down into its component parts Prioritizes tasks based on known, weighted criteria

When to use a Prioritization Matrix  Multiple options (assignable tasks) have been generated (often from the Tree Diagram)  There are limited resources, so all the options can not be implemented  Criteria for a “good” solution are agreed upon, and can be weighted based on their relative importance  The options have some interrelationships, so not all the options need to be done to “improve” the process or system 5

6 Reduce Data Entry Complexity Error Prevention Training Sequential Inspection Training Problem Solving Training Optical Scanning Training Online System at Customer Site Increase Monitor Size Voice Actuated System Menu Driven Improve Prompts Auto Check on Standard Price Database Display Only Non-Standard Customer Info. On Screen Increase Size to Increase Legibility Form Contains Only Non-Standard Customer Info. Color Code Forms by Product Group Shorten 11-Digit Product Codes More Obvious Differences Among Product Group Codes Train Clerical, Sales, and Customer Service Personnel A B C D E F G H I J K L M N O P Q Clerical Sales Customer Service Representatives Automated Entry Manual Entry Input Output Form Coding System Standardize Completion Format Improved Training Improved Hardware Friendly Software Clear Paperwork Tree Diagram Reducing Data Entry Complexity

7 Consensus Criteria Method  The criteria used to evaluate the options (assignable tasks from the Tree Diagram) are weighted simply by the consensus of the team  The options are then rank ordered by the team for each of the weighted criteria to identify the “best” options to implement

Example Objective: Reduce the amount of the stress in your life significantly and still continue to achieve at the same or higher levels What are the best things to do? 8

Construction Steps © University of Wisconsin-Madison 9 Step 1: Define the Options and Criteria Step 2: Prioritize the Criteria Step 3: Rank Order the Options Based on Each Criterion Step 4: Compute the Individual Importance Score for Each Option Under Each Criterion Step 5: Compute the Total Ranking Scores Across All Criteria

Step1: Define the Options and Criteria  Define a list of options to be prioritized, options that will achieve your objective.  Create the list of appropriate criteria, each reflecting the desired outcome (Team brainstorming process) 10

Options for Reducing Stress (A) Play your favorite sport (B) Take naps (and/or get sufficient sleep each night) (C) Exercise regularly (D) Watch a movie (E)Do enjoyable house work (cook, clean, garden, etc.) (F)Eat good/satisfying food (G) Socialize with good friends (H)Get a massage (I)Have a drink or two (J)Get organized and schedule your time well 11

Options for Reducing Stress 12 Reduce Stress Play your favorite sport Take naps (and/or get sufficient sleep each night) Exercise regularly Watch a movie Do enjoyable house work (cook, clean, garden, etc.) Eat good / satisfying food Socialize with good friends Get a massage Have a drink or two Get organized and schedule your time well

Criteria for Ranking the “Reduce Stress” Options 1.Can be done at low or no cost 2.Can be done quickly and easily (including access) 3.Activity is highly effective (significant stress release per unit of time) 4.Activity supports achieving at same or higher levels. 13

14 Step 2: Prioritize the Criteria Through consensus, prioritize the chosen criteria by agreeing on an importance weighting for each item. i.Each person in the group lists the criteria on a sheet of paper ii.Each person rank orders the criteria by distributing the value 1.0 among them iii.The weightings for each criterion are added to arrive at a composite ranking score

© University of Wisconsin-Madison 15 Criteria Person #1Person #2Person #3Person #4Total Across Team 1. Can be done at no or low cost Can be done quickly and easily (including access) Activity is highly effective (significant stress release per unit of time) Activity supports achieving at same or higher levels Totals1.00 Step 2: Prioritize the Criteria Example Discuss and come to a consensus on any values that differ by 0.25 or more

© University of Wisconsin-Madison 16 Criteria Person #1Person #2Person #3Person #4Total Across Team 1. Can be done at no or low cost Can be done quickly and easily (including access) Activity is highly effective (significant stress release per unit of time) Activity supports achieving at same or higher levels Totals1.00 Step 2: Prioritize the Criteria Example

Step 3:Rank Order the Options Based on Each Criterion With a large number of options to be rank ordered, the most popular method is the Nominal Group Technique (NGT) The steps to this process would be to simply rank order the options under each criterion. Give the highest rank to the option that best meets the criterion under consideration 17 Remember, the options with the most points win!

© University of Wisconsin-Madison 18 Options for Stress Reduction Person #1 Person #2 Person #3 Person #4 Total Across Team Rank No. A. Play your favorite sport10857 B. Take naps (and/or get sufficient sleep each night) C. Exercise regularly4449 D. Watch a movie3223 E. Do enjoyable house work (cook, clean, garden, etc.) F. Eat good satisfying food55102 G. Socialize with good friends2735 H. Get a massage6671 I. Have a drink or two1114 J. Get organized and schedule your time well 7988 Rank Order the Example Options based on Criterion 1: Done at Low or No Cost Give a rank of 10 out of 10 to the option that is best for that criterion

© University of Wisconsin-Madison 19 Options for Stress Reduction Person #1 Person #2 Person #3 Person #4 Total Across Team Rank No. A. Play your favorite sport B. Take naps (and/or get sufficient sleep each night) C. Exercise regularly D. Watch a movie E. Do enjoyable house work (cook, clean, garden, etc.) F. Eat good satisfying food G. Socialize with good friends H. Get a massage I. Have a drink or two J. Get organized and schedule your time well Rank Order the Example Options based on Criterion 1: Done at Low or No Cost For determining the resulting Rank Number in the far right column, assign a rank value of 10 to the option with the largest “Total Across Team” score.

Handling Ties for Row Totals In the case of ties for two options for the total across team, arbitrarily pick the one you want to give the higher rank. If three options are tied, then give all three the middle rank number © University of Wisconsin-Madison 20

The team now needs to rank order the 10 options using this “table format” for the other three criteria: 2. Can be done quickly and easily (including access) 3. Activity is highly effective (significant stress release per unit of time) 4. Activity supports achieving at same or higher levels 21 Rank Order the Example Options based on Criterion 1: Done at Low or No Cost

Step 4: Compute the Individual Importance Score for Each Option Under Each Criterion  Construct an L-shaped matrix combining the options and criteria to be applied  List the options to be prioritized on the vertical side of the matrix  Place the appropriate criteria to be applied to the options on the horizontal side of the matrix. 22 Options Criteria

Calculate the Individual Importance Score of each option by multiplying the option rank number by the criterion weighting number as decided by the team. 23 Options Evaluation Criteria A. Play your favorite sport B. Take naps (and/or get sufficient sleep each night) 8 (0.85) + = (0.85) = 8.5 (0.85) Low or No Cost Step 4: Compute the Individual Importance Score for Each Option Under Each Criterion

Step 5: Compute the Total Ranking Scores Across All Criteria A. Play your favorite sport Evaluation Criteria Options 8 (0.85) = 6.8 Low or No Cost (0.85) 5 (0.80) = 4.0 Quick and Easy (0.80) Highly Effective (1.40) 1(0.95)=0.95 Supports Achievement (0.95) Total Score 10 (1.40) = 14.0

Total Ranking Scores Across all Criteria © University of Wisconsin-Madison 25 Criteria Options Criteria 1: Can be done at no or low cost Criteria 2: Can be done quickly and easily Criteria 3: Activity is highly effective (significant stress release per unit of time) Criteria 4: Activity supports achieving at same or higher levels Total Across Criterion Top Rank Weight Value Weighte d RankRank Weight Value Weighte d RankRank Weight Value Weighte d RankRank Weight Value Weighte d Rank Choi ces A. Play your favorite sport B. Take naps (and/or get sufficient sleep each night) C. Exercise regularly D. Watch a movie E. Do enjoyable house work (cook clean, garden, etc) F. Eat good/satisfying food G. Socialize with good friends H. Get a massage I. Have a drink or two J. Get organized and schedule your time well

Summary Systematic way to determine what to do first NOTE: The use of a computer is advantageous to reduce the tedious calculations associated with the prioritization matrix. me at: and I will send you a simple Excel program to assist your 26

27 Thank You