IUPUI 2004 Accelerated Improvement Process An Introduction Presented by Trudy Banta Vice Chancellor Planning and Institutional Improvement Indiana University-Purdue University Indianapolis 355 N. Lansing St., AO 140 Indianapolis, Indiana iupui.edu Enrollment Management Council on June 17, 2005

IUPUI 2004 PART I  Leading Projects  Advancing Improvements  Creating New Programs/ Services

IUPUI 2004 What is a process?  A series of steps that …  Accepts inputs and …  Results in a product or service We all work with processes.

IUPUI 2004 Examples of Campus Processes  Scheduling Classes  Hiring New Employees  Purchasing Equipment  Assigning Residence Hall Rooms  Issuing Parking Permits  Handling Travel Reimbursements  Completing Work Orders

IUPUI 2004 How do you know when a process needs improving?  It takes too long  Work is piling up  Lots of mistakes  Everyone is stressed  Everyone does it differently  No one is sure who is responsible

IUPUI 2004 Criteria for a Successful Improvement Project  Leadership, commitment and support  Involvement from the people most familiar with the process  Clear goals and measures of success  A structured approach  Implementation

IUPUI 2004 The Accelerated Improvement Process  Reduces the cycle time  Improves a service or program  Improves quality  Improves the process  Creates new programs or processes

IUPUI 2004 Accelerated Improvement achieves results when…  leadership commitment and support is strong.  the expertise and knowledge of staff and customers is used.  there is a well-defined structure for developing and implementing doable solutions within a short period of time.

IUPUI 2004 Accelerated Improvement Process Key Principles  A majority of project work (data collection, flowcharting, planning, etc.) is done outside formal meeting time  Meeting time is spent on generating solutions, prioritizing solutions and development of implementation/action plans  Multiple tasks of the Accelerated Improvement Process are done simultaneously  Team meeting time is concentrated into 2-3 very structured meetings  Clear implementation plan with point people

IUPUI 2004 STEP 1 – Prework Meeting* Define Process and Problems *Leader and small team

IUPUI 2004 STEP 2 – Team Meeting 1 Design Solutions

IUPUI 2004 STEP 3 – Team Meeting 2 Design Solutions

IUPUI 2004 STEP 4 – Checking Progress Check Progress of System

IUPUI 2004 Tips for Getting Results Quickly  “Begin with the end in mind”  Accomplish tasks outside formal meeting time  Do multiple tasks simultaneously  Develop a detailed agenda for each team meeting  Prioritize solutions  Assign point people

IUPUI 2004 You can make a difference! Focus on process, not people (85/15) Challenge the status quo! Inspire a shared vision of how things can be better Foster collaboration Celebrate success

IUPUI 2004 Improvement Tools Flowcharts Timelines Check Sheets Measures of Success PART II

IUPUI 2004 Process Flowcharting Picture steps and decisions in a process A process is a series of steps aimed at accomplishing something. Almost everything we do is a part of a process. Flowcharting provides:  a uniform understanding of work processes.  a common language when talking about a process.

IUPUI 2004 A Flowchart can be used to: Document a current process Document an “ideal process” Identify process bottlenecks and complexity Design new programs/processes

IUPUI 2004 Flowcharting Symbols Flowcharting is a picture of the steps in a process. A flowchart shows the sequence of steps and decisions.