Process Improvement for IACUCs: Yes, It Can Be Done!

Transcription

1 Process Improvement for IACUCs: Yes, It Can Be Done! Stacy Pritt, DVM, MS, MBA, CPIA, DACA Director, IACUC University of Texas Southwestern Medical Center Dallas, Texas Presented by:

2 Advantage Business Media Provider Number: L390 Process Improvement for the IACUC: Yes, It Can Be Done! TK Dr. Stacy Pritt, UT Southwestern Medical Center Tuesday, May 24, 2016, 10:10 a.m. to 11:00 a.m.

3 Credit(s) earned on completion of this course will be reported to AIA CES for AIA members. Certificates of Completion for both AIA members and non-aia members are available upon request. This course is registered with AIA CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation.

4 Course Description CONNECT. COLLABORATE. INNOVATE. Process Improvement (PI) encompasses a variety of methods by which processes are streamlined and become more efficient. Applying PI principles to administrative or computer processes can be difficult and challenging. When applying PI to regulatory compliance, many fear that compliance can become compromised. This presentation will review the basics of PI and demonstrate how they can be applied to administrative/regulatory processes with success.

5 Learning Objectives CONNECT. COLLABORATE. INNOVATE. At the end of the this course, participants will be able to: 1. Review general concepts of process improvement and apply them to animal research compliance 2. Provide examples of improved processes resulting in decreased administrative burden in animal research compliance 3. Discuss how regulatory compliance can be maintained while applying process improvement concepts 4. Discuss the training needed in order to implement process improvement at the local level

6 Overview What is Continuous Process Improvement (CPI)? How can an IACUC utilize CPI? NVAs Phases of Process Improvement Process Mapping Training Specific Example

7 PI/CPI Official Definition (PI) Systematic approach to focus, measure, and redesign a critical process of any organization in order to reduce waste and achieve breakthrough improvement for that process Stacy s Definition (CPI) Continual review and assessment of processes to streamline and improve their functionality CPI is a mindset Cannot be satisfied with current state

8 Why CPI? Decrease Costs Increase Efficiency Increase Customer Satisfaction? Do IACUCs measure costs? Do IACUCs measure efficiencies? Do IACUCs measure customer satisfaction?

9 Origins of CPI Manufacturing Industry Six Sigma, Kaizen, Lean Service Providers Workflow and Proximity Concepts Output Non-Value Added Steps Customers are unwilling to pay if they were aware of the steps IACUCs

10 Non-Value Added Steps (NVA) Waste or Muda What are NVAs for IACUCs? Waiting time Things not done right the first time Steps that don t help the staff or customers Steps/items that are not regulatory requirements Not all NVA steps can be eliminated Institutional (committee?, selfimposed?) requirements Software requirements

11 CPI for the IACUC Identify NVAs Pains CPI can shine when you take the pains and turn them into opportunities and goals for improvement

12 Phases of CPI Identify Critical Process Measure or Map the Process Redesign the Process Test the Redesigned Process Institutionalize the Process

13 Phases of CPI Identify Critical Process Where are your pains? Sources of complaints? Compliance concerns? Measure the Process What are any customer requirements? Any current metrics? Map the Process (Flowchart)

14 Phases of CPI Redesign the Process Brainstorm Reconcile process to customer needs Establish Ideal State of the Process But be realistic Identify targets/goals Plan Testing Make it visual have a whiteboard handy! Schedule time Multiple sessions

15 Phases of CPI Test the Redesigned Process Small Population Get Feedback Do Measurements How close are you to your goal Institutionalize the Process Train and Implement Get Feedback Document Lessons Learned

16 Barriers in the Process Is the path complex? Are steps misunderstood? Are there many hand-offs? Are resources not available when needed? Are processes based on long held beliefs and assumptions or rules that actually exist? Does everyone involved know the status of the items going through the process?

17 Example Occupational Health Program Enrollment Worker Protection Program (WPP) Need to re-examine process Time delays

18 WPP Identify and Measure Already knew enrollment was less than optimal No one knew all the steps for enrollment and follow-up Identified Customers IACUC, ARC, Oc Health, PIs Identified Team Occupational Health Manager Academic Information Services Senior Manager Attending Veterinarian IACUC Director IACUC Chair

19 Process Map At each step, we asked: Is it needed (NVAs)? What is wrong (Barriers)? Why is it wrong? How can it be fixed?

20 Process Map Pain Points Too Long NVA Re- Work Too Long IACUC Unaware of Status Too Long NVA

21 Re-Design Re-design the form to make it less cumbersome Require answers on all questions before the form can be submitted Make the form electronic

22 Re-Design Continued Establish reportable metrics to IACUC Create reporting tool Automatically generate s

23 What it looked like

24 BEFORE Re- Designed Process Map 12 Steps to 8 or 9 Waiting minimized AFTER

25 Re-Designed Process Testing Tested time to complete form Tested new form with a small number of fake enrollees, including faculty Discovered that some fields did not consistently autopopulate Discovered that incomplete form could still be submitted Tested receipt of auto- s Discovered that some managers had turned off auto notices Tested turnaround time for nurse review Tested accuracy of reporting tool

26 Institutionalize the Re-Designed Process Changed IACUC and Occupational Health Policies Set a date for form roll-out Series of s to research community Special notifications by Institutional Compliance Tip Sheet Highlighted the positive!

27 Outcome Increased customer satisfaction Form length went from15 pages to 5 pages Form completion time went from 30 to 5 minutes Decreased NVAs Decreased wait times through standards and reporting tool Eliminated paper and transcription errors (decreased cost) Eliminated re-work due to incomplete form submission Decreased Barriers Reporting tool allowed to see form status

28 Other Processes Protocol Approval Notifications Annual Reviews SAFI Inspector Sign-Up

29 Conclusions CPI can be applied to IACUC processes Focus may not be on cost reduction CPI for the IACUC heavily reliant upon critical thinking CPI for the IACUC is best when all stakeholders involved (get more buy-in and can increase urgency for change) Process mapping is a useful tool for CPI

30 This concludes The American Institute of Architects Continuing Education Systems Course Advantage Business Media Kim Ciriaco Conference Coordinator