1. Process Mapping Dr. Nishan Sharma nishan.sharma@ucalgary.ca University of Calgary, Canada October 2015 1

2. Process Mapping process mapping is creating a map of how something in your hospital really works used when you want to solve a problem that is part of a process (maybe save time, or save money) when you have a problem, process mapping is a way to find all the pieces of the puzzle before you make any changes process mapping is important, because most times, one person does not know all 2

3. Process Mapping process mapping helps you find: – all the different pieces that are needed for a process to happen – how pieces fit together – find pieces that can be improved e.g. find pieces that are slowing down the process – find pieces that do not always work well – find pieces that do not need to be there 3

4. Process Mapping process mapping is done together, in a meeting, as a team exercise is good for the team – allows everyone to know jobs, what people do, helps team building meeting gives chance to talk about problems that may be fixed 4

5. Process Mapping How to do process mapping: invite everyone involved in the process to one meeting – doctors, nurses, pharmacy – administrators, managers, directors – other workers select a leader for discussion – someone everyone will feel comfortable talking to materials – pens and paper 5

6. Process Mapping Let us work through an example with this problem: – My problem: I am getting to work too late, too often – without process mapping, I might try and solve the problem by doing something like move my house closer to work does that seem like a good thing to do? – I want to see if I can solve this problem without moving my house, or getting up earlier I am going to create a process map 6

7. Process Mapping After you have your team assembled, you do 4 Steps: 1.Write down your start and end points 2.Write down the major parts of the process 3.Fill in the details for each major part 4.Add up the totals so you can see where you might make the process work better 7

8. Process Mapping Let’s think about my problem about getting to work late. Who would I invite to my process mapping meeting? What is my problem (write it on the map) 8

9. Process Mapping – Step 1 1.what are the start and end points? – example, start – when I get up in the morning, end – when I get to work – put these on your map 9

10. Process Mapping – Step 2 2. what are the major points in process? a)I get ready b)I help my daughter get ready c)I drop daughter at school d)I go to work 10

11. Process Mapping – Step 3 3. Look at each step, ask everyone on the team to say what they do for each step I get ready – who is involved? Me – brush teeth, shower, get dressed I get daughter ready – who is involved? Me, my daughter, my wife – I make daughter breakfast – I make daughter lunch to take to school – Daughter says eats breakfast – Daughter says she gets clothes, puts them on – My wife says she makes sure homework in bag 11

12. Process Mapping – Step 3 Remember, it is important to ask everyone on the team to say what they do for each step Because they might be doing something that I do not know about I finish putting in the details I drop daughter at school – we walk to school I go to work – I walk to work 12

13. Process Mapping – Step 4 Remember – I am trying to find places I can save time in this process 4. Add time and what is needed for each step to my map – add it up and write it on the map Where can I save time? 13

14. Process Mapping when you look at each step of a process carefully, you can see what it takes to do, what are variables – for example, in the step where I get daughter ready I make her lunch (some foods are faster to prepare, or I can make lunch the night before) Daughter eats breakfast (this can take a long time for some foods, maybe something else to eat) Daughter says she gets clothes (maybe faster if we pick her clothes out the night before) 14

15. Process Mapping if you map things out, you really understand the system remember, process mapping helps you find: – all the pieces – how pieces fit together – pieces that can be improved – pieces slowing down process – pieces that do not always work well – pieces that do not need to be there 15

16. Activity in your small group, make a process map don’t forget to write out your problem, and do the 4 steps we will present process maps at the end 16

17. Process Mapping Don’t try and map every process in your hospital A good map shows where small changes might be made 17

18. Some Ideas for you to Process Map 18

19. Your Feedback Please 1.What did you learn? 2.What did you enjoy? 3.How can workshop be improved? 4.Any other comments 19