Project Update on Process Capture

Goal: To capture processes, procedures, and policies To create uniform written documents from processes that can be articulated To provide both a physical and electronic “manual” for each department that is cross-referenced with other departments

To capture processes, procedures, and policies

To create uniform written documents from processes that can be articulated

To provide both a physical and electronic “manual” for each department that is cross-referenced with other departments

Here is a review of what we are capturing: Everyday job process flow (this happens, then this happens) Interconnectedness of departments and people Documents, information, or people referenced in the process (in order to know how to do this, the contributor uses these materials, forms, checklists, resources, people, etc.) Systems or tools used

Everyday job process flow

(this happens, then this happens)

Interconnectedness of departments and people

Documents, information, or people referenced in the process

(in order to know how to do this, the contributor uses these materials, forms, checklists, resources, people, etc.)

Systems or tools used

What we’ve done:

What we’ve observed: Many processes, procedures and policies are “out there” on the N-drive, in emails, in obsolete manuals, on personal workstations, in file cabinets, etc… With heightened awareness, there are opportunities each day for everyone to think about what they’re doing and how they’re doing it, then taking a few minutes to jot down the process

Many processes, procedures and policies are “out there” on the N-drive, in emails, in obsolete manuals, on personal workstations, in file cabinets, etc…

With heightened awareness, there are opportunities each day for everyone to think about what they’re doing and how they’re doing it, then taking a few minutes to jot down the process

Where we are: As we continue to comb through the N-drive we are finding many duplications and contradictions (Fork Lift example) We need help determining which files are obsolete and which files need to be translated into processes Check E-mail archives (2002, Method of setting up Warranty Billing)

As we continue to comb through the N-drive we are finding many duplications and contradictions

(Fork Lift example)

We need help determining which files are obsolete and which files need to be translated into processes

Check E-mail archives (2002, Method of setting up Warranty Billing)

This is important: To facilitate— Communication Responsibility Revisions To make files more accurate, accessible, and usable To lower exposure to risk For “seamless” operations, interdepartmental hand-offs & training Bill in the hospital juxtaposed with Jan’s training

To facilitate—

Communication

Responsibility

Revisions

To make files more accurate, accessible, and usable

To lower exposure to risk

For “seamless” operations, interdepartmental hand-offs & training

Bill in the hospital juxtaposed with Jan’s training

What’s next? We need your help: Continue to organize information— Delete duplicate and/or contradictory files (paper and digital) to avoid confusion/risk Revise existing files to reflect current practices All documents should contain date & author Review list of process questions and observations (Billing question from July 28 th staff meeting) Silo effect

Continue to organize information—

Delete duplicate and/or contradictory files (paper and digital) to avoid confusion/risk

Revise existing files to reflect current practices

All documents should contain date & author

Review list of process questions and observations

(Billing question from July 28 th staff meeting)

Silo effect

Questions?

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