Tools to Achieve Performance Excellence
Virtual 5S
Presented by Dana Essex, Ph.D.
Dana Essex is a social psychologist leading the Project Management Office and
process improvement initiatives at UCare. She joined UCare after working as a
Lean Six Sigma and innovation practitioner at University of Minnesota Medical
Center, Fairview. Her career in performance improvement began when Ms. Essex
was an examiner for the Minnesota Quality Council, now the Performance
Excellence Network. She later became a Six Sigma Black Belt at UnitedHealth
Group. Prior to that role, she led member, provider and customer satisfaction
research for various divisions of UnitedHealth Group as well as for a number of
marketing research firms in the Minneapolis area.
Was created in 1984 by the Department of Family Practice
and Community Health at the University of Minnesota
Medical School
Today, UCare is an independent, nonprofit health plan
providing health coverage and services to more
than 300,000 members in Minnesota and western
Wisconsin
How to:
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Scale and scope of the program
Create buy-in
Pre-event planning with director
Event 1 team preparation
Event 2 Sort Shine Set
Event 3 Systematize Sustain
Post-event with team
Migration and deletion
How did we scale the PMO 5S project?
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Go see
Created oversight group
Change management plan
Try
Scope
Shared Drive
Share Point
Create Buy-in
Oversight group
• Two senior leaders
• CIO
• PMO director
• Program manager
• IT infrastructure manager
• IT security manager
• Executive assistant who
attempted to lead the
clean-up in the past
Critical to UCare Buy-in
• CEO mandate
• The story:
– End-of-life server for shared
drive with no fail over
– Drive full
– Security and performance
issues with every access
change to shared drive
• Each department reports
results to oversight group
• Communication in all
available venues
Pre-event
Pre-Event: (Department management –2hrs.)
• IS5S overview
• Opportunity Assessment
• Form the IS5S Event team
• Scope the event
• Benchmark & set goals
• Homework (get data, prep the team &
schedule Event dates)
Baseline and Targets
Event # 1
Team Preparation
IS5S Event Team Kickoff:
(Team-4hrs.)
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Logistics & expectations
Lean Basics Education
IS5S Training
Review and/or modify preevent items
• Homework (browse data,
don’t fix now!)
Event Preparation: (Team2hrs.)
• Review Homework
• Determine sort categories
• Create disposition rules (no
open ends)
• Determine plan of attack
(divide & conquer?)
• Create an Issues & Needs list
• Homework (create sort folders
with appropriate access)
Useful Definitions
5S
• Keep: Current and active
• Trash: No question, throw
away
• Archive: May need at a
future date or security
requires we keep for
extended period of time
• Red Tag: Not sure if we
need or should keep –
disposition in 30 days or
item will be trashed
UCare
• Restricted
• Confidential
• Internal Use Only
• Public
Other useful definitions
• Business records
• Corporate history
• Business record retention
schedule
Event #2
Sort, Set, Shine
Sort: (Team-8hrs.)
• Review homework
• Sort
• Break
• Sort
• Homework (Set vision,
disposition red tag items)
Set & Shine: (Team-2hrs.)
• Review homework
• Plan new structure
• Set-up new structure
• Clean-up workstations
• Homework (set-up new
structure, archive data,
empty trash, review P&P)
Event #3
Systematize and Sustain
Systematize & Sustain: (Team-2hrs.)
• Review homework
– set-up new structure, archive data, empty trash,
review P&P
• Write/modify policies & procedures
• Recap event results, and Issues & Needs list.
• Homework (prepare IS5S Event report)
Post-event
Post-Event: (Team-2hrs./Mgt.-1hr.)
• Review homework
– Department IS5S Event report
• Team event presentation to Oversight
Committee
• Celebrate!
Migration
• IT project lead migrated department structure
and files to new drive on new server
• Department team lead and IT lead deleted
trash, red tagged files
Example
Red Tag Log
Dept: PEC System Config.
File Type
Directory
Comments
Test environment
Test environment
Report Export
Report Export
Report Export
Executive Report
Executive Report
J:Shared\unixtest\R6
J:Shared\unixtest\Stage4
J:Shared\CCMS\guidelines_procedures\
J:Shared\CCMS Notes
J:Shared\CCMS
J;Shared\Everyone\FTP\CLS_Alt_prov.csv
J:Shared\Everyone\FTP\alt_prov_xwlk
Used for AMISYS upgrade
Used for AMISYS upgrade
Link in SharePoint
Link in SharePoint
Link in SharePoint
Check with Nancy
Check with Nancy
Move To
Results: Marketing Dept.
Marketing Baseline: 70,884 Files, 7,604 Folders, 74GB
Results
Archive
Keep
Red Tag
SharePoint
Trash
Files
6,716
13,287
294
2,571
41,069
Folders
559
1,613
31
45
4,881
76% reduction in space
Size
5.53 Gb
15.8Gb
170Mb
271Mb
50.4GB
Results
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21 of 24 departments participated
Right files in the right places
44% reduction in space (521 GB)
72% reduction in folders (80,017)
65% reduction in files (1,568,728)
Decreased click-through was the most
frequently reported benefit
Lessons Learned
• The Sort, Shine and Set took much less time
than teams expected
• Oversight group defined guidelines for right
documents in the right places
• Opportunity to mandate file structure for
security purposes (out of scope)
• Hoarders and throwers can compromise
• Provide food
• Casual day
Questions?
Virtual 5S
Presented by Dana Essex, Ph.D.
How can I help you?
Please email me for the full set of templates.
Dessex@UCare.org
612.676.3691