Value Stream Management for Lean Healthcare ISE 491 Fall 2009 Data Collection - Lecture 6

Fall 2009ISE 491 Dr. Burtner Lecture 6 Slide 2 Four steps to accurate data collection Plan for data collection  Process overview  Reason for data collection  What data will be collected for how long  Places in the process where data will be collected Standardize how times are measured  Written guidelines using a common form Collect the data Analyze the data  Check for accuracy  Prepare graphs and tables  Conduct statistical tests and draw conclusions Fall 2009ISE 491 Dr. Burtner

Fall 2009ISE 491 Dr. Burtner Lecture 6 Slide 3 Observation A data collection method for collecting information about a process by watching and documenting  Participant observation – the team member takes part in the situation that is being observed  Non-participant observation – the team member watches, but does not participate Observation Guide  Printed or web-based form that provides space for recording information about the process being analyzed  The more structured the guide, the easier to collate the results.  A structured guide will help reduce unwanted variation.  See examples on page 135 and page 136. Fall 2009ISE 491 Dr. Burtner

Fall 2009ISE 491 Dr. Burtner Lecture 6 Slide 4 Document Tagging Worksheet A specialized observation guide that is designed to capture the work elements and steps as a single work product (document, chart, or patient) moves through the system Creates awareness of how time is being used within a process Most effective when activity steps are fairly well defined Often used to provide or validate data for the value stream map which is based on cycle time (the amount of time for an activity or task to be completed) Fall 2009ISE 491 Dr. Burtner

Fall 2009ISE 491 Dr. Burtner Lecture 6 Slide 5 Document Tagging Worksheet Method  Determine start / stop point for process or value stream  Develop data collection form  Train users  Guidelines such as use noun-verb phrases  Common abbreviations and medical terms  Distribute form at most upstream process in value stream  Collect the data  Sample size  Data collection period  Establish the single-flow cycle times, the value-added (VA) time and the non value-added (NVA) time  Update the current state value stream map if appropriate  See example on page 139 of text Fall 2009ISE 491 Dr. Burtner

Fall 2009ISE 491 Dr. Burtner Lecture 6 Slide 6 Historical Data – Existing Data  Healthcare facilities maintain a large amount of data in the system  Data may be routinely collected, but not systematically analyzed.  Data collection using historical data/existing data is typically less expensive than data collected through direct observation.  Voice of the Customer (VOC) surveys  Often connected with a touch point (direct and/or critical contact between a service provider and the customer)  The customer voice is diverse and subjective  Typical collection methods include direct discussions, interviews, surveys, focus groups, observations, reports, logs  See example on page 141 of text Fall 2009ISE 491 Dr. Burtner

Fall 2009ISE 491 Dr. Burtner Lecture 6 Slide 7 Primary Sources The Lean Healthcare Pocket Guide XL (2008) Authors: Debra Hadfield, RN MSN and Shelagh Holmes, RN Value Stream Management for Lean Healthcare (2009) Authors: Don Tapping, Sue Kozlowski (CSSBB), Laura Archbold (RN, BSN,MBA), and Todd Sperl (MBB)