hazelden betty ford foundation’s journey: using systematic ......private, not-for-profit addiction...
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Hazelden Betty Ford Foundation’s Journey:
Using Systematic Problem Solving (SPS)
to Build a Culture of Continuous
Improvement
PEN Conference
November 10, 2014
Speakers
Corporate Director of Quality &
Process Improvement @ HBFF
Responsible for executing an
organization-wide Lean initiative at
HBFF– A3 management
– Lean 101 certifications
– Economic impact >$700K YTD
Was Lean Deployment Manager at
HealthEast until 2014– Strategy Deployment
– Daily Management system
– Kaizen Workshops
– A3 Workshops
BS Industrial Engineering and MHA
Corin Hammitt
President and CEO of Rendement
Group
An expert and innovative leader in
Customer Experience and Process
Improvement as well as business
process transformation/re-design
Has lead Finance and Lean Six Sigma
organizations within world class
companies including Dun &
Bradstreet, Hertz, GE and most
recently Select Comfort
Six Sigma Master Black Belt
BS Business Administration and
Economics
Edwin Boon
About Hazelden Betty Ford Foundation (HBFF)
Private, not-for-profit Addiction
Treatment Provider– 16 sites across the country
– Residential and outpatient
treatment for youth, adults, and
families
– Hazelden founded in 1949
– Merged with Betty Ford Center in
2014
HBFF also includes:– Publishing
– Accredited Graduate School of
Addiction Studies
– Butler Center for Research
Mission, Vision, Triple Aim
Mission
We are a force of healing and hope for individuals,
families and communities affected by addiction to alcohol
and other drugs.
Vision
Together, we will overcome addiction.
Triple Aim: better care for individuals, improved health for
the population we serve and lower cost of care per
patient.
Where our journey began
Re-birth of Quality & PI
Need to demonstrate value (and quickly!)
Very little Lean knowledge within workforce
“Ready, Fire, Aim” is status quo
Quality & Process Improvement at HBFF
Solving Strategic Issues with Meaningful Impact™
“Systematic Problem Solving, SPS, Metric of Urgency and Meaningful Impact have pending trademarks of the Rendement Group LLC and Edwin Boon.”
Creating Organizational Focus
Projects Strategic
Issue
Many
Low
Impact
Projects Strategic
Issue
Vital
Few
Meaningful
Impact™
Accepted Practice Desired State
SPS provides focus in problem solving to improve
Strategic Issues and deliver Meaningful Impact™
Organizations Must Align Strategic Learning with Operational Learning Using Metrics
Vital few Insignificant many
Project/initiative Impact
Customer Satisfaction
Competitive Advantage
Profit Margin
Strategic Issue
Metrics
SPS produces a compelling business case for change by integrating strategic issues, the right metrics, and the vital few projects
Creating Organizational Knowledge
Using the 4-step SPS process
11/9/2015 © Copyright Rendement Group, LLC 2015 - Confidential and Proprietary 10
Business Case“Problem Statement”Strategic Issue
Lagging Indicators
Financial
Key Leading Process Indicator
Metric of Urgency™
Develop
DriversDecide
Projects/Initiatives
Deliver =
Define
Competitive
Customer
Vital Few Projects/Initiatives x Improvement Tool Box
STR
ATE
GY
OP
ERA
TIO
NS
Vital Few Other
Vital Few Other
FastTrack to Meaningful Impact™
Meaningful Impact™
Creating Strategic Focus
Assessment
Financial data analysis to discover top areas of financial
opportunity– Build relationship with Finance early
Voice of Business meetings with CEO, all VPs and key stakeholders
Operations data analysis to identify patient retention across levels
of care and performance data (lead time, cycle time)
Process observation and process map analysis
Assessment of patient and employee satisfaction data
Socialized conclusions of above with CEO and CFO
Integrating strategic challenges, the right metrics, and the vital few priorities to drive change
Rigorous analysis of financial and operational process data
Creating a Problem Statement for Each Issue
Customer: patient satisfaction in outpatient sites was less than
organizational goal of 90th Percentile
Financial: Direct margin is eroding in residential facilities
Quality: Patient retention across levels of care and beyond 90
days duration is less than target
Developing and Searching for the right Metrics
Leading
Indicators
Lagging
Indicators
Patient
Experience
Financial
Quality
• % patients participating in
group tour
• % patients scheduled to admit
same day
• Patient satisfaction percentile
rank as measured by Press
Ganey
• Cost Growth versus Revenue
Growth
• Direct Margin contribution by
department
• Length of stay
• Counselor time spent
documenting
• % patients retained in the
HBFF system from residential
to outpatient
Selecting the Vital Few Organizational Drivers
Priority Projects
Customer: Patient Satisfaction in St. Paul– Largest outpatient site
– Largest opportunity to impact patient satisfaction
Financial: Medical Services in Center City Residential– Largest cost driver
– Timeliness of patient experience
Quality: Outpatient program redesign– Increase length of engagement
– Single counselor model to build therapeutic alliance
– Increased counselor productivity and efficiency gains
35%
10% 9% 7% 7% 7%5% 5% 5%
2% 3%1% 1% 2% 2%
0%
5%
10%
15%
20%
25%
30%
35%
40%
Percent of Time Spent on Provider Duties
Percent of Total
Prioritizing the Vital Few Projects
Strategic Challenge: Financial;
Medical Services History & Physical productivity
• Largest portion of
provider time spent
• Timeliness of H&P
Creating Alignment
All 3 improvement initiatives are directly aligned with the
strategic plan
Delivering Results that Matter
Deployment
• Improvement approach
• Resource planning
• Patient Value Team:• Ownership and Accountability
• Balanced score cards & Dashboards
• Review Cadence
• Project Execution Structure– A3 coaching
– Kaizen workshops
– Project leaders and sponsors learning their roles
– Engaging frontline staff
• Appropriate Goal Setting
• Organization-wide education and Lean 101
certifications
Project features on intranet
A3 project reviews at Senior Leader level– Awareness
– Accountability
– Sustainability
– Opportunities to cross-pollinate
Strategic Transformation Teams
Economic Impact Report to Executive Team
Q&PI Project scorecard to Executive Team
Deploying at all levels
Communication
Achieving Desired Outcomes
Customer: Patient Satisfaction in St. Paul– Increased PG Top Box Score by 10 percentage points
Financial: Medical Services: History & Physical
productivity– Increased % of H&Ps complete within 72 hours of admission by 38
percentage points
Quality: Outpatient program redesign– Doubled % of patients engaged for longer than 6 weeks
Results
Experiencing Organizational Learning
The importance of socializing
Having the right team members on projects
Weekly meetings to review project progress, metrics,
and to drive accountability
Role of sponsors needs to be more clear
Role of coaches must be clear to all
Maintain ownership with project teams
Lessons Learned
Cultural Changes Underway
Standardized economic impact report with blessing by
CFO. A strong partnership with finance is paramount.
VOB interviews helped build understanding of Q&PI/
Lean
Education workshops for all staff are a huge success-
strong desire for development opportunities
“Learn by doing” with A3 workshops spreads the
thinking, but keeps the Q&PI team’s capacity available
for strategic projects
Wins
SPS Delivers 7 Integrated Outcomes
THE VITAL FEW
PRIORITIES
METRIC OF URGENCY™
BUSINESS CASE
PROBLEM STATEMENT
STRATEGIC FOCUS
MEANINGFUL IMPACT™
CONTINUOUS LEARNING
Learning to use the Model
SPS drives culture of systematic continuous improvement
SPS quickly maps the linkage between strategic challenges and the vital projects so the organization only works on projects that matter
11/9/2015 © Copyright Rendement Group, LLC 2015 - Confidential and Proprietary 26
Lagging Indicators
Key Leading Process Indicator
Metric of Urgency™: Cost Growth > Revenue Growth
Develop
LocationDecide
Department
Deliver =
Define
Medical Services x Lean
STR
ATE
GY
OP
ERA
TIO
NS
Residential MN Other
Treatment Other
Direct Margin Example
Meaningful Impact™
PI to Improve Margins by $2MDeclining Margins in 2013Top Tier Operating Performance
of 15% EBIDA by 2016
Board of Directors: Gap to Sustained 15% Operating Margin
Competitive: Gap to Industry Peers
Financial: 2013 EBIDA @12% and declining
Searching for the Metric of Urgency™
Learning what drives Patient Experience at St Paul Outpatient facility
DISCOVERYMETRIC OF URGENCY™
MEANINGFUL IMPACT™
• % patients participating in
group tour
• scheduled to admit same day
Need to explore other
levers to further improve
patient satisfaction
SPS Delivers Meaningful Impact™
SPS delivers change that is “felt” by key stakeholders:
customers, management and employees
Improvement Business Case
Meaningful Impact
Incremental
0 – 30%
Breakthrough
50 – 90%
Stretch
30 – 50%
Project Leaders, Team Members &
Improvement Specialists
Process Owners& Improvement
Leaders
Senior Leaders
Top-down SPS:Solve new strategic
issue
Bottom-up SPS:Evaluate current projects
against strategic issue
When?• Continuous and/or
periodic (deadline triggered)
When?• Annual review• Any new initiatives
Why?• Align new improvement
initiatives with strategy• Prioritize new projects• Develop the right
performance metrics
Why?• Prove the value of existing
improvements initiatives/projects• Prioritize existing projects• Train, motivate & drive culture
change from the bottom
Who?• Senior Leaders• Process Owners• Improvement Leaders
Who?• Improvement Leaders• Project Leaders & Team Members• Improvements Specialists
SPS is Flexible making Deployment Easy
HBFF’s Journey with SPS™