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PHD Performance Management Program Matt Gilman Spencer Soderlind Brieshon D’Agostini September 28, 2011 PDCA Training Series 2 PLAN, Part 2.

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Presentation on theme: "PHD Performance Management Program Matt Gilman Spencer Soderlind Brieshon D’Agostini September 28, 2011 PDCA Training Series 2 PLAN, Part 2."— Presentation transcript:

1 PHD Performance Management Program Matt Gilman Spencer Soderlind Brieshon D’Agostini September 28, 2011 PDCA Training Series 2 PLAN, Part 2

2 PHD Performance Management Program Today’s objectives Plan the improvement: scope, team, schedule Build a process map Identify root causes

3 PHD Performance Management Program PDCA Training PLAN, Part 1 PLAN, Part 2 DO CHECK & ACT

4 PHD Performance Management Program P DCA

5 PHD Performance Management Program Plan 1 Recap: Identify & Prioritize

6 PHD Performance Management Program S.M.A.R.T. Goals Clear definition? Simple Easy to measure? Measurable Can you influence it? Achievable Is it meaningful to your program’s goals and objectives? Relevant Can it be measured at a frequency that will allow the group to solve problems? Timely

7 PHD Performance Management Program Scope your event Scope: strictly defining the process you intend to improve

8 PHD Performance Management Program Plan the Team Sponsors and leadership support – Main reason why improvement efforts fall short Why a team? – Multiple views – Empower the people doing the work Who should be involved? – Representation from all affected parties Managers Staff Customer/Client

9 PHD Performance Management Program Plan your schedule Schedule will be determined by: – Data – Scope – Urgency – Team availability Enough time for the team to be focused on the AIM until an improvement plan can be built – Half a day? Four-five days? – Better to have too much time and leave early! – Build in time for report-outs to the sponsor

10 PHD Performance Management Program Prepping for your event Understand the “current state” – Talk to the staff that do the work – Statutes, rules, laws, and regulations – Process map – DON’T form a solution before the event! Ask staff to review the map and materials

11 PHD Performance Management Program Tools for the event Process maps Root cause analysis tools

12 PHD Performance Management Program What is a “Process?” A series of activities, done in a sequential manner, that lead to a desired result that satisfies a customer or end user. Step 1 Step 2 Step 3 Output Input Supplier Customer or End User

13 PHD Performance Management Program Process Maps Step in the process Start Decision End

14 PHD Performance Management Program Process Map detail High-level: includes main processes, not every task within each step Detailed: includes every task from input to output

15 PHD Performance Management Program Building the map No Yes

16 PHD Performance Management Program Root Cause Analysis Tackle the real problem Gain a better understanding of the problem’s context Ensure the best possible solution Multiple tools and methods

17 PHD Performance Management Program The 5 Whys PROBLEM: The Jefferson Memorial is eroding WHY? It has to be powerwashed frequently WHY? It’s covered in bird droppings WHY? There are a lot of birds WHY? There are a lot of bugs for the birds to eat WHY? The bugs are attracted to the lights at dusk SOLUTION: turn the lights on a half hour later! Saves money on powerwashing Saves money on restoration

18 PHD Performance Management Program Cause-and-Effect Diagram Potential Causes (Materials) Effect (Problem Statement) Potential Causes (Environment) Potential Causes (Methods) Potential Causes (People) Potential Causes (Equipment)

19 PHD Performance Management Program Fishbone Diagram example PROBLEM: The new copier is jamming frequently (Materials) Jammed Copier (Environment) (Methods)(People)(Equipment) Paper type Broken/dirty rollers Loading paper incorrectly Damp paper from old ceiling leak Staff trying to “fix” machine

20 PHD Performance Management Program Prioritize Root Causes Pareto charts Multi-voting Using data to prioritize

21 PHD Performance Management Program Next PDCA training DO – Develop the future state – Build an activity and data collection plan – Pilot the improvement October 19, 1:30-3:30


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