him ss 115 s case study session

7/30/2019 Him Ss 115 s Case Study Session

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5S Case Study:Convert File Mess Management to Intellectual Assets

Samuel (Sandy) W. McDowell, Ph.D.

Joseph Woodin

DISCLAIMER: The views and opinions expressed in this presentation are those of the author and do not necessarily represent official policy or position of HIMSS.


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Synergy[] in a business application (HIMSS) it means that

teamwork will produce an overall better result

than if each person was working toward the samegoal individually.

(http://en.wikipedia.org/wiki/Synergy)

Case Study

The overall global optimum exceeds the individual

local optima.

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Objectives Learn about 5S

Learn how to apply 5S to the organization of

information assets Understand the benefits of structured file

management

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Agenda Background

Case study 5S

Case study part deux

What works. What doesnt.

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B

Case study

5S



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Background


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Gifford Medical Center

Critical Access Hospital

Central Vermont

Forward thinking CEO

Scope Senior management team only Engagement Figure something out

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Background

Case study

5S



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Case Study


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Intellectual property isa corporate asset!


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Why?

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Time spentsearching

2.5% 15%

Annual cost

of lostproductivity

$ 98,171 $ 589,027

Where Did the Day Go?

12%

28%

25%

20%

15%

Thought and Reflection

Interruptions and

Recovery Time

Creation of Productive

Content

Meetings

Information Searches

Source:

Unknown

Source:

Hospital

estimates


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Figure something out Cleanup what is out there

Organize the folders

Understand the structure and pay attention toit

Use some standard way of naming and

locating folders Keep the folder structure neat

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What is out there? Drives

C: local drive

H: (logical) personal drive

N: (logical) shared drive

Files

Naming unconventions

Location unconventions11


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N: Drive 11/03/09

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ProjectsOrganizations

PersonnelEquipment


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Research

What organizing structures are being used

elsewhere (i.e., what can I reuse?)

Web ?

Encyclopedia ?

Network ?

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Go figure what makes sense?

Folder structure

Folder access

Folder names

Looks good onpaper

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Naming and location

Folder structure

Folder access

Folder names

Looks good onpaper

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Server use

Local (C: No)

Personal (H: Yes)

Department (N: Yes) Mental sort of files

and folders

Departments

Projects

Common

The folder naming hierarchy is consistent with

Ranganathans Prolegomena to Library Classification


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CEO Folders

A-Administrative Files* Business DevelopmentDevelopment and Marketing FinanceHuman ResourcesMedical Director- AmbulatoryMedical Director- HospitalistMedical Director- Surgical ServicesOperations Patient Care Services

Provider PracticesQuality Management

Senior Management

Subfolders

Example:

(N: Drive) SHARED

Patient Care Services

Woodin Access

Minsinger Access

McConnell

AccessPharmacy

Folders

A-Administrative Files*Contracts z-Miscellaneous

z-Shared

* =A-Administrative Files consist of a common set of folders

A-Administrative Files* Birthing

Care Management Emergency DepartmentGrants

Med-SurgNursing Home Pharmacy

Shared Staff Education Surgical Services z- Miscellaneous z- Shared

PCS Folders

Subfolders


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Roll it out Pilot positive

Mixed results elsewhere

Overall

Effort

Benefits

Understand the structure

Sustain as part of the performance review

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N: Drive 02/01/10

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Background

Case study

5S Case study part deux


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5S


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Pre 5S*How do you find something?

Scrounge?

Steal? Stash?

Scramble?

Search?

*www.lmsi.ca/5s.htm

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What is it (SSSSS)? Workplace organization methodology

5 Japanese (S) words transliterated into

English Sort (Seiri)

Straighten (Seiton)

Sweep (Seiso)

Standardize (Seiketsu)

Sustain (Shitsuke)

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Phases 5S Sort Eliminate unnecessary tools

Straighten Locate tools appropriately

straighten the flow path Sweep Keep the workplace tidy and

organized

Standardize Standardize work practices Sustain Maintain and review standards

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Phases Intellectual asset

management Sort - Cleanup what is out there

Straighten - Organize the folders

Sweep - Understand the structure and payattention to it

Standardize - Use some standard way ofnaming and locating folders

Sustain - Keep the folder structure neat

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5S and asset management

Intellectual property is a corporate asset!

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Locatable Accessible Retreivable


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Background

Case study

5S Case study part deux


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Vermont Information Technology

Leaders (VITL)

Health Information Exchange

ONC Regional Extension Center 20 employees

Knowledge workers the assets are what we

know, not what we make What we know needs to be locatable,

accessible, retrievable

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Process Sort - Cleanup what is out there

Straighten - Organize the folders

Sweep - Understand the structure and payattention to it

Standardize - Use some standard way of

naming and locating folders

Sustain - Keep the folder structure neat

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VITLs S: before 5S

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CompaniesProjects

IT stuffTHE !

ResearchRecordings

What is out there?


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VITLs S: after 5S

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Background

Case study

5S



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What works People

Some do it, some gravitate

Educate on benefits

Structure

Easier to find materials (eliminate clicks)

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What doesnt work People

File comfort zone is difficult to leave

Change for the greater good is not worth it Structure

Difficult to maintain: need the folder police

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Its worth it Assets are reusable New hire learning curve is steeper

Centralized repository of assets, notdistributed/shadow-located

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Questions? Contact

Sandy McDowell

[email protected]

802-223-4100

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mailto:[email protected]:[email protected]

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