Minnesota Public Health Collaborative for Quality Improvement Health Improvement Planning: Community Engagement September, 2009

Minnesota public health system  75 local health departments  11 tribal governments  53 community health boards  State Community Health Services Advisory Committee  Minnesota Department of Health

Quality improvement in MN  Governor’s Lean initiative –10 Kaizen events at MDH since 2007  MLC-2 –QI collaborative with 8 teams –Each team selected their own topic  MLC-3 –QI collaborative with 40 teams –Health Improvement Planning: Community Engagement

Community Engagement Collaborative  Eligibility: all community health boards and tribal governments  Goal: build Community Leadership Teams for SHIP  Evidence: Prevention Institute  QI Framework: Model for Improvement  Methodology: Breakthrough Series*  Timeframe: November 2008-June 2009 *Institute for Healthcare Improvement

Community Engagement Collaborative  Prework conference call  Monthly webinars –New QI tool each month  2 face-to-face learning sessions –Prevention Institute –Spitfire Strategies  Monthly reports  Follow-up conference call  Storyboards

0=not started 5=complete

Challenges/Lessons Learned  Few vs. many teams – the key is meaningful feedback  Difficult to apply QI to a “soft” topic  Teams often know what is best – give permission to be flexible  Showcase relevant, realistic examples  QI is a tool, not a project  Perfect is not the goal

Problem Statement Anoka county health department identified a lack of community representation in the Planning Workgroup for the Statewide Health Improvement Program initiative. A fish-bone diagram helped them to pinpoint possible causes of under-representation. Aim Establish a representative* Planning Workgroup by June 30 th, 2009 to identify and/or develop strategies to accomplish the Partnership for Better Health goals and objectives. Goals. Draft an informational letter to be sent to all Partnership for Better Health members (prior to the next meeting) inquiring about their interest in the Planning Workgroup.. Recruit at least two persons to represent each sector on the Planning Workgroup.. Ensure membership of the planning Workgroup is representative of the Anoka County commissioner districts. *Representative: At least two persons who represent each sector of the Partnership for Better Health, 1-2 professionals who are experts in related topic areas, and members are present from each Commissioner’s district. Problem Statement Anoka county health department identified a lack of community representation in the Planning Workgroup for the Statewide Health Improvement Program initiative. A fish-bone diagram helped them to pinpoint possible causes of under-representation. Aim Establish a representative* Planning Workgroup by June 30 th, 2009 to identify and/or develop strategies to accomplish the Partnership for Better Health goals and objectives. Goals. Draft an informational letter to be sent to all Partnership for Better Health members (prior to the next meeting) inquiring about their interest in the Planning Workgroup.. Recruit at least two persons to represent each sector on the Planning Workgroup.. Ensure membership of the planning Workgroup is representative of the Anoka County commissioner districts. *Representative: At least two persons who represent each sector of the Partnership for Better Health, 1-2 professionals who are experts in related topic areas, and members are present from each Commissioner’s district. Problem Statement Anoka county health department identified a lack of community representation in the Planning Workgroup for the Statewide Health Improvement Program initiative. A fish-bone diagram helped them to pinpoint possible causes of under-representation. Aim Establish a representative* Planning Workgroup by June 30 th, 2009 to identify and/or develop strategies to accomplish the Partnership for Better Health goals and objectives. Goals. Draft an informational letter to be sent to all Partnership for Better Health members (prior to the next meeting) inquiring about their interest in the Planning Workgroup.. Recruit at least two persons to represent each sector on the Planning Workgroup.. Ensure membership of the planning Workgroup is representative of the Anoka County commissioner districts. *Representative: At least two persons who represent each sector of the Partnership for Better Health, 1-2 professionals who are experts in related topic areas, and members are present from each Commissioner’s district. Problem Statement Anoka county health department identified a lack of community representation in the Planning Workgroup for the Statewide Health Improvement Program initiative. A fish-bone diagram helped them to pinpoint possible causes of under-representation. Aim Establish a representative* Planning Workgroup by June 30 th, 2009 to identify and/or develop strategies to accomplish the Partnership for Better Health goals and objectives. Goals. Draft an informational letter to be sent to all Partnership for Better Health members (prior to the next meeting) inquiring about their interest in the Planning Workgroup.. Recruit at least two persons to represent each sector on the Planning Workgroup.. Ensure membership of the planning Workgroup is representative of the Anoka County commissioner districts. *Representative: At least two persons who represent each sector of the Partnership for Better Health, 1-2 professionals who are experts in related topic areas, and members are present from each Commissioner’s district. Problem Statement Anoka county health department identified a lack of community representation in the Planning Workgroup for the Statewide Health Improvement Program initiative. A fish-bone diagram helped them to pinpoint possible causes of under-representation. Aim Establish a representative* Planning Workgroup by June 30 th, 2009 to identify and/or develop strategies to accomplish the Partnership for Better Health goals and objectives. Goals. Draft an informational letter to be sent to all Partnership for Better Health members (prior to the next meeting) inquiring about their interest in the Planning Workgroup.. Recruit at least two persons to represent each sector on the Planning Workgroup.. Ensure membership of the planning Workgroup is representative of the Anoka County commissioner districts. *Representative: At least two persons who represent each sector of the Partnership for Better Health, 1-2 professionals who are experts in related topic areas, and members are present from each Commissioner’s district. Problem Statement Anoka county health department identified a lack of community representation in the Planning Workgroup for the Statewide Health Improvement Program initiative. A fish-bone diagram helped them to pinpoint possible causes of under- representation. Aim Establish a representative* Planning Workgroup by June 30th, 2009 to identify and/or develop strategies to accomplish the Partnership for Better Health goals and objectives. Goals 1. Draft an informational letter to be sent to all Partnership for Better Health members (prior to the next meeting) inquiring about their interest in the Planning Workgroup. 2. Recruit at least two persons to represent each sector on the Planning Workgroup. 3. Ensure membership of the planning Workgroup is representative of the Anoka County commissioner districts. *Representative: At least two persons who represent each sector of the Partnership for Better Health, 1-2 professionals who are experts in related topic areas, and members are present from each Commissioner’s district. Measures Informational letters are sent to all Partnership for Better Health members. Follow-up phone calls are placed to highly desired team members. Interest from highly desired team members is tracked on master contact list. Find a member to represent Commissioner District 4. Worksite sector representative members increase by 2. Community sector representative members increase by 2. Topic expert members increase by 2. Implement the plan Identified characteristics of needed workgroup members. Drafted a charter to define expectations of the workgroup. Outlined a process for member recruitment (below.) Communicated with potential members via mail and phone. Milestones Achieved Applied principles of the Prevention Institute 8-step process for building effective coalitions. Improved understanding of what motivates team members to participate. Established common expectations of workgroup roles, responsibilities, and deliverables. Expanded membership of the group from 7 to 13. Identify factors that impact workgroup membership Standardize the improvement 1. Defined a standardized recruitment process. 2. Developed an orientation process for new workgroup members. 3. Approved a charter that defines the purpose and expectations of the workgroup. 4. Increased the diversity and subject-matter expertise of workgroup membership to include all 4 SHIP sectors and each of the Commissioner’s districts. The leadership team is a driving force so it was sometimes hard to balance the wants of the team with the needs or requirements of the health department. It was often helpful to use the tools to evaluate past efforts and then apply what we learned to future work. We identified some problems that we were not able to “fix;” that was frustrating.

That’s it for today! Celebrate! Thank you

Questions? Kim McCoy Minnesota Department of Health