basic education sector transformation (best) best is supported by the australian government...

Basic Education Sector Transformation (BEST)

BEST is supported by the Australian Government

Continuous ImprovementRonaldo Polancos



Review: CI Methodology

Assess Analyze Act

Step 1: Get Organized

Step 2: Talk with Your Customers

Step 3: Walk the Process

Step 4: Identify priority improvement areas

Step 5: Do root cause analysis

Step 6: Develop Solutions

Step 7: Finalize Improvement Plan

Step 8: Pilot Your Solution

Step 9: Roll Out your Solution

Step 10: Check Your Progress



Recall: Analyze - Steps

Do Root Cause

Analysis

Develop Solutions

Finalize Improvement

Plans

• Root Cause Analysis• Cause Validation

Tools

• Implementation Planning

• Process Simplification • Visual Workplace

Management/ 5S• Mistake Proofing• Idea Generation Techniques



STEP 7: FINALIZE IMPROVEMENT PLAN

Preparing to Pilot



What Is Implementation Planning?

• Plan the work.• Plan the tasks and the subtasks.• Plan the time.• Plan the people and resources.



Implementation Steps• Flowchart new procedures

• Revise job instructions.

• Prepare data collection forms.

• Provide training.

• Test on a small scale first if at all possible.

• Revise procedures based on the test.

• Do full-scale implementation.

• Monitor implementation.



Elements of the Implementation Plan

Potential Problems

Tasks & Timeline

Aug. Sept. Oct. Nov. Dec. Jan. Feb.Step

How to Check

PLAN ACTUALSChange made

Stakeholders

PERSON or GROUP

Communication & Participation

Finance

Sales

IS

Step Pot. Failure

Pot. Cause

Counter-measures

Budget & Resources

Expenses

Staff time

xxxxx 00.00 xxxxx 00.00 xxxxx 00.00

Ted 5 hrs



Risk Management• Identify potential problems of your solutions

• Determine the likelihood of their occurrence

• Take steps to avoid or deal with the likely problems in order to have higher chance of success

Low Medium High

Yellow light:Proceed withcaution

Red light:Address beforeproceeding

Red light:Do not Proceed

Yellow light:proceed with caution

Yellow light:proceed with caution

Red light:Reassessproject

Green light Yellow light:Proceed with Caution

Red light:Address beforeproceeding

Low

Med

ium

Hig

h

Pro

bab

ilit

y of

Occ

urr

ence

Impact on Project



School System and Operational Risks• School Risk Questions:

Major Increase in Costs/Budget needs?

Evolving Student and Community Requirements?

Too long a time table for implementing school changes?

Critical Education System component?

Unclear Fundamental to School Strategy?

Readiness and Commitment of the School?



Project Planning Risks

Critical implementation date?

Informal Project Control Procedures?

Unrealistic implementation target dates?

Low commitment by team and stakeholders?

Resources not available for during implementation?



School and Stakeholder Risks

Unrealistic expectations by regional office, students, parents, teachers, administrators, etc

Significant physical and cultural changes needed by the school?

Resistance to change by the school and its stakeholders?

Extensive training and education of school stakeholders?



School External Risk

Poor supplier support?

Project critically dependent outside of School control?

Other projects can impact the school initiative?

Overlapping with other school projects?



STEP 1: RISK IDENTIFICATIONStep 1: Risk Identification

IDDescription of Risk

EventRisk Event Trigger Potential Impact if Risk Event Occurs

1

Describe how the design or process

functions (or items) can fail. The question being asked here is

“How could it fail” not “If it will fail”.

Provide reasons why the failure

mode can or will occur.

Describe the consequences of each failure mode. It is extremely important to capture the experiences of the customer. Thus, we must put ourselves in the shoes of the customer and know these effects

through their perspective.



STEP 2: RISK ASSESSMENTStep 2: Risk Assessment

Likelihood ( 1 - 5 ) Severity ( 1 - 5 ) Risk Score ( 1 - 25 ) Risk Category

Assess how often a failure mode or its cause happens.

Rated on a scale of 1 to 10, where 10

means that failure is certain to occur and 1 means extremely

remote.

Assess the severity based on how bad the effects of the

failure mode are. A rating of 10 means that an effect is so severe, it threatens

the safety of the customer.

Risk Score = Severity x

Likelihood Highest Risk Score warrants first

consideration for analysis.

Categorize the risk according to its consequence



RISK CATEGORYRISK SCORE

20-25 (Red) – Catastrophic 10-19 (Orange) - High 4-9 (Yellow ) - Moderate 1-3 (Green) - Low

Impact

Pro

bab

ilit

y

531

1593

25155

1Lo

3

5Hi

531HiLo



STEP 3: RESPONSE STRATEGY

Step 3 : Response StrategyPreventive Action Corrective Action

Provide actions to eliminate the trigger of the risk. The strategy should lower the impact of the

risk by reducing the likelihood of occurrence, reducing the

consequence, or both

Provide actions to be done if the risk happened



STAGE 3: ACT



What is the Act Stage?

• The Act stage focuses on testing the agreed ideas through a pilot.

• The results of the test are compared to the previous results.

• Change management plans are created in preparation for the deployment of the verified solution to the entire school.



Act

Test your solution

Roll out your

solution

Check your progress

• Testing• Cost-Benefit Analysis

• Change Management• Communication Plan • Standardization and

Documentation• Training

• Tracking, Monitoring, Reviews, and Follow-ups

• Project Closure



STEP 8: PILOT YOUR SOLUTION

Test your solution and assess results



Why Test Solutions?• Improve the solution

• Understand risks

• Validate expected results

• Smooth implementation

• Facilitate buy-in

• Identify previously unknown performance problems



When to Test Solution?• You need to confirm the expected results and

practicality of the solution.

• You want to reduce the risk of failure.

• The scope of the change is large, and reversing the change would be difficult.

• Implementing the change will be costly.

• Changes would have far-reaching, unforeseen consequences.



Steps of a Test Program

1. Select steering committees

2. Brief participants

3. Plan testing

4. Inform stakeholders

5. Train employees

6. Conduct testing

7. Evaluate results

8. Increase scope



Some Critical Issues in Planning a Test of Solution• Where to test? What school area or grade

level?

• How do we ensure that the full range of process conditions is tested?

• What needs to be measured? When? Where?

• How to minimize disruptive impacts on the school schedule or student learnings while ensuring the validity of the testing?

• How to evaluate the results of the test?



Evaluate the Test Results• Compare results: Future and Current

State.

• Recalculate histogram, Pareto, line chart.

• Analyze causal relationships and process conditions.



Cost-Benefit Analysis

• Comparing the total expected cost of each option against the total expected benefits, to see whether the benefits outweigh the costs, and by how much.

• Steps:

1. Measure the benefits.

2. Identify all costs components.

3. Compare and assess with the stakeholders.



Cost Consideration

• Non-recurring• Cost involve in setting

up for the purpose of deploying the solution

• Examples:• Implementation Costs

• Training Costs

• Facility Costs

• Meeting Costs

• Recurring• Costs that is repeatedly

incurred.

• Examples:• Material/Supplies Costs

• Maintenance Costs



STEP 9: ROLL OUT YOUR SOLUTION

Plan and implement Change Management



The People Side• There are three elements of the people

side:• Communication: the exchange of

information both from you to others and from others to you.

• Participation: involving the teachers in the planning and execution of a change so they can develop shared ownership and commitment.

• Education: providing teachers with what they will need to know before they successfully implement the desired changes.



Benefits of People-Side Planning

• Increased understanding decreased confusion

• Increased commitment decreased resistance

• Increased capability decreased fear of failure



Commitment Signing

• Photograph and place in Facebook, commitment wall inside the school

• Pictures signed commitments of the other teachers in the school must be placed in the commitment wall



Five Influence StrategiesReward and Punishment

Assertive Persuasion

Participation andTrust

Negotiation

Creating a common vision



DEVELOPING STANDARD PRACTICES AND PROCEDURES



Core Principle• Nothing happens on a reliable, sustained basis unless we

build a system to cause it to happen on a reliable, sustained basis.

• Standardization is what allows high quality to happen on a reliable, sustained basis.



Standardization• Making sure that important elements of a

process are performed consistently in the best possible way

• Changes are made only when data shows that a new alternative is better

• Documentation is key• Making sure documentation is up to date and used encourages ongoing use of standardized methods

• Discussion• What images come to mind when you think of

process standardization?



Benefits of Standardization

• Increased reliability

• Reduced costs

• Improved employee performance

• Increased safety

• Processes that remain in control

• Continuous improvement

• Flexible practices that allow for quick response to customer needs



TRAINING



Training• When you have completed the documentation,

you need to make sure that everyone using a common process is trained in the new methods.

• Even experienced employees need to be trained in the new methods.



Planning for Training • Don’t try to develop a single training session to

teach people everything they may ever need to know about the job.

• Focus on the most critical aspects of the job.

• When you make changes to a process, explain the reasons behind the changes; people resist change for change’s sake.

• Combine up-front training with performance support.

• Don’t expect everyone to learn everything at once; provide job aids.

• Remember that most learning will occur on the job.



CHECK YOUR PROGRESSMonitor and perform improvements on the implemented solution



What You Need to Check

• Results• Gather data on the same measures identified in

Assess Stage• Use the same data collection procedures

• Methods• Document what steps are actually followed during

implementation



Active Follow-up, Correction, and Support

• “The undervalued, mystery force in achieving a successful change or transformation.”

Inputs Daily meeting* Output

– Results (units, quality, safety)

– Process measures – Problems (delays,

waste, downtime, scrap)

– Action items

Follow-up



Levels of FixSystem

How to

Produce it

Process

Inputs

Measurements Machines

Methods People Environment

Produce it

Policies

Fix Product

Store Product Customer

Output

LEVEL 1: FIX THE OUTPUT

LEVEL 2: FIX THE PROCESS

LEVEL 3: FIX THE SYSTEM

What to Produce



Displaying Before & After DataBefore After

}Improvement

Target} Remaining Gap

Good

Step 4 changes implemented

} Improvement

Before After

A1 A2 A3 A4 A2 A1 A3 A4

Before After



Importance of Closure

• Recognize the considerable time and effort that went into the initiative.

• Capture the learnings from the initiative:

• About the problem or process being studied.• About the improvement process itself and hand over responsibilities for

standardization and monitoring to the appropriate people.



Final Note on Project Closure• Improvement must be continuous, but individual

initiatives and project teams come to an end.• Learn when it’s time to say goodbye.• Develop managerial systems to capture learning

and enable the organization to address system issues.

• Documentation and recognition are two critical aspects of project team closure.

•Celebrate!



Review: CI Methodology

Assess Analyze Act

Step 1: Get Organized

Step 2: Talk with Your Customers

Step 3: Walk the Process

Step 4: Identify priority improvement areas

Step 5: Do root cause analysis

Step 6: Develop Solutions

Step 7: Finalize Improvement Plan

Step 8: Pilot Your Solution

Step 9: Roll Out your Solution

Step 10: Check Your Progress

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