2/15/2018

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Mike Radtke, Tracy Defoe & Pia Anhede

Deep Dive

Step 2. Grasping the

Current Condition

Purpose of this session

Activity/experiment

Deep dive in

grasping the CC by

asking questions

and discussing

We will have a

framework, but

please feel free to go

beyond it according

to your needs and

interests.

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Expectations

Together:

• Explore

• Learn

• Share knowledge

What happened?

What did we learn?

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Stand up if you…

…have worked the IK

as a learner

as a coach

never done either.

Welcome!

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Stand up if you…

…have seen a CC that was

only run charts

just a list

done without going to the place the process happened

done from data that was not current to NOW.

… you are here to learn more about Step 2 in the IK, and deep

dive into with us!

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Grasping the Current Condition

The Purpose is to Expanding Your Knowledge Threshold

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Purpose is NOT to find all waste or problems, but just describe how the process currently is working.

Purpose is to be able to set a good target condition.

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The Storyboard

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Target Condition Achieve by:

Focused process: Challenge:

Current

Condition

Experimenting

Record

Obstacles

Parking lot

LEARNER’S STORYBOARD

Focus on understanding process patterns not just outcomes

Will be updated during the IK towards the challenge

Hands-on instructions to read

Instructions and tips for the Starter Kata

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Steps of the Process Analysis Starter Kata

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Newbies - Tracy

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Domino Pattern 100% in 30 secs

Takt time = available time/demand 28,800 min/3800 units 7.6 minutes per units

Planned cycle time = 90% of takt

PCT = 6.8 minutes

Steps of the Process Analysis Starter Kata

Example Mike

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Example Pia

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What would be good to look at the current condition considering the challenge?

Example Pia

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Step 2 Customer demand Step 3

Block diagram Observations Process variations

Step 5 Number of operators and competence

Step 1 Output metrics

Step 4 N/A

- 50%

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Example Pia

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Step 2 Customer demand Step 3

Block diagram Observations Process variations

Step 5 Number of operators and competence

Step 1 Output metrics

Step 4 N/A

- 50%

Current condition in relation to Challenge

Stand up – if in a discussion you…

start things off

wait and see

take over

listen

make your points

help others participate

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Questions or deeper discussion areas

Step 1: At your tables, silently think of questions or specific

struggles you’ve had with grasping the current condition (3 min)

Step 2: Share your questions/struggles at your tables with

each other. Decide on your top 2-3. Have some discussion at

your tables around these 2-3 questions, generating your table’s

thoughts on how you would answer them (12 min)

Step 3: Large group discussion on specific questions/struggles

with grasping the current condition (45 min)

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Reflecting on this session

Activity/experiment

Deep dive in

grasping the CC by

asking questions

and discussing

We will have a

framework, but

please feel free to go

beyond it according

to your needs and

interests.

18

Expectations

Together:

• Explore

• Learn

• Share knowledge

What happened?

What did we learn?

2/15/2018

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Reflecting on this session

Activity/experiment

Deep dive in

grasping the CC by

asking questions

and discussing

We will have a

framework, but

please feel free to go

beyond it according

to your needs and

interests.

19

Expectations

Together:

• Explore

• Learn

• Share knowledge

What happened?

What did we learn?

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Back-up slides

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A Current Condition for Continuous Improvement?

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How clear are the strategic objectives of your organization?

Who usually leads improvements?

Why are improvements hard to sustain?

And more…

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A Current Condition for Continuous Improvement?

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Checklist: Current Condition Coaching

1. Please show me facts and data about the current state.

2. What are the customer needs? How did you find that out?

3. What is the flow? 4. Are there any specific facts needed on

equipment or competence? 5. Did you manage to get hold of measurable data

like process or result metrics? Can you show me?

6. Do the facts collected cover the challenge? 7. Have you observed anything special?

Co

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card

cu

rren

t co

nd

itio

n

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Common mistakes in grasping the Current Condition

• Too general, not specific or quantitative (too much, too little…)

• Not describing when or where in the flow it occurs

• Having just bullet points, should visualize data in charts/graphs..

• We are used to do value stream mapping or other tools, current condition should be limited according to the challenge

• Just finding waste …. Waste walks

• The coach has not enough understanding about the challenge and current condition to be able to coach properly.

• Don’t go to gemba. Go to gemba to discover the truth. Gather the right data and avoid assumptions.

Comment:

”It is a challenge so we are in an unknown territory, and therefore we don’t have to spend time on the current condition”

Grasping the Current Condition at Different Levels

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Starter Kata for Process Analysis

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Steps of the Process Analysis Starter Kata

A Case Example – The Surgical Value Stream

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Kata with the Surgical Value Stream

Sterile Processing Grasping the Current Condition

Takt time = available time/demand 28,800 min/3800 units 7.6 minutes per units

Planned cycle time = 90% of takt

PCT = 6.8 minutes

Steps of the Process Analysis Starter Kata

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Match the Current Condition Analysis to the Process – Patient Rounding

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Challenge Nursing Communication to be in the 80th percentile

Process Hourly Patient Rounding

Outcome Performance HCAHPS score: "How often did nurses listen carefully to you?”

Customer Demand Available time/# patient hours per day 1440min/(30pts x 24 hrs) = 2 min Planned cycle time = 1.8 min

Characteristics of the Current Process

• Flow diagram of rounding • Cycle time for rounds • Other Observations: Interruptions, routine followed by

each person, quality of interaction by each person

How many people are necessary?

Total work content/planned cycle time = 8 min/1.8 min = 4.4 people

Other Factors What should be happening? (Standard rounding), What other work content exists for those doing rounding? How do you assess how the patient/family perceived the experience?

Grasping the Current Condition – Lessons Learned

• Begin with the Starter Kata

• Adjust to your environment if needed – but still

have a Starter Kata

• Use the challenge to guide your CC focus

• What would the customer want you to notice?

• Walk with the learner

• Grasping the current social condition

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Presentation

How many of you have worked with the Improvement Kata?

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Little to no practice Some practice Much practice

As a learner As a coach

Questions or deeper discussion areas

Now you have 2 options:

Option 1 (if you have experience in IK)

• Discuss you questions and share them

among yourself

• Specifically discuss pitfalls and mistakes

• Formulate the questions on post-its

• Get up and put them into a relevant group

Option 2 (If you have limited experience in IK)

• Chose one person in the group that shortly

describe a process and it’s challenge

• Discuss how you would approach grasping

the current condition

• Reflect on your question, difficult areas, etc

• Formulate the questions on post-its

• Get up and put them into a relevant group

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