Managing and Evaluating Rapid-Cycle Process Improvements as Vehicles for Hospital System Redesign: Appendix B
Pre- and Post-Rapid Improvement Event (RIE) Week Activities
Pre-RIE Week Preparation
|3rd week prior to event||2nd week prior to event||1st week prior to event|
|1: Confirm event area, topic, and steering team direction||1: Determine actual current customer demand, access||1: Review "3 weeks prior" and "2 weeks prior" checklists. Resolve open items.|
|2: Clarify external team leader, co-leader, and team members.||2: Determine actual throughput for event area over past 4 weeks.||
2: Define clearly the boundaries of the event:
|3: Confirm that at least 1/3 of the team is from the event area. Is IT expertise needed on team?||3: Determine actual total hours worked to create this throughput. (Get the actual time tracking data.)||3: Finalize customer demand and productivity.|
|4: Define the action deliverables expected from the event team (such as create 1-need flow layout with Standard Work).||4: Calculate actual productivity (use data: actual throughput divided by actual total hours worked).||4: Hold final meeting with area members and supervisor from area. Review measurements, targets, and action deliverables. Ask for feedback, try to address concerns. Reinforce "what's in it for them."|
|5: Define the measurements and targets for the team. Make sure there are only 3 or fewer key measurements.||5: Review sentinel events/incidents in the past year and member concerns. List top 5 patient safety issues.||
5: Arrange for resources the team expects to need:
|6: Review action deliverables, measurements and targets with the external or internal experts. Revise if needed.||6: Review actual customer complaints, audit results. List top 5 quality issues.||6: Brief the experts.|
7: Ask a few "hard" questions (then revisit 1, 2 and 3):
|7: Hold a meeting that includes every member of the area. Explain measurements, targets and action deliverables. Address questions and concerns.||
7: Prepare supplies and logistics for the team:
|8: Update event charter from value stream analysis, review with site leadership, and send to experts for approval.||8: Put up a blank flipchart in the event area to get suggestions and questions for clarification.||8: Reconfirm schedule commitments with each team member, supervisor, maintenance person, contractor.|
|9: Review and confirm event team leader, co-leader and members (reconfirm 1/3 of team from area).|
|10: Brief team co-leaders and members: event schedule, measurements, targets and action deliverables.|
|11: Make sure that each team member understands that they are committed for the whole week!!!|
|12: Review availability of all necessary training areas and equipment.|
Post-RIE Week Activities
|1st week after event||2nd week after event||3rd week after event|
|1: Verify open action items and that appropriate personnel were assigned to work them.||1: Ensure 1st week after activities have been completed.||1: Follow up and report on open action items. Elevate concerns to next level of leadership.|
|2. Meet with action item owners to ensure they understand the action requirements and due dates.||2: Follow up and report on open action items. Elevate concerns to next level of leadership.||2: Ensure visual management tools (control boards, visual charts, etc.) are being used.|
|3: Verify that any new standard work sequences and standard processes are being maintained.||3: Ensure visual management tools (control boards, visual charts, etc.) are being used.||3: Participate in transformation rounds with leaders.|
|4: Insure that all safety and quality issues identified during the event are followed to completion.||4: Participate in transformation rounds with leaders.|
|5: Participate in transformation rounds with leaders.|
|6: Publicize event results.|
The following additional activities should occur at 30-day, 60-day, and 90-day intervals after the event:
- Meet with team leader, process owner, and senior level management to review action plan status.
- Provide resources and guidance as necessary to ensure the completion of action items.
- Review event metrics and results with process owner and senior leadership.
- Calculate return on investment and determine if desired results were achieved.