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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.
Synergy[…] in a business application (HIMSS) it means that
teamwork will produce an overall better result than if each person was working toward the same goal 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 doesn’t.
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• B
• Case study
• 5S
• Case study part deux
• What works. What doesn’t.
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Background
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
• Case study part deux
• What works. What doesn’t.
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Case Study
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Intellectual property is a corporate asset!
Why?
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Time spent searching
2.5% 15%
Annual cost of lost productivity
$ 98,171 $ 589,027
Where Did the Day Go?
12%
28%
25%
20%
15%Thought and Reflection
Interruptions andRecovery TimeCreation of ProductiveContentMeetings
Information Searches
Source: Unknown
Source: Hospital estimates
Figure something out…• Cleanup what is out there
• Organize the folders
• Understand the structure and pay attention to it
• 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
N: Drive 11/03/09
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• Projects• Organizations• Personnel• Equipment
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 on paper
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Naming and location
• Folder structure
• Folder access
• Folder names
• Looks good on paper
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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“Ranganathan’s Prolegomena to Library Classification”
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CEO Folders�� A-Administrative Files*�� Business Development�� Development and Marketing�� Finance�� Human Resources�� Medical Director- Ambulatory�� Medical Director- Hospitalist�� Medical Director- Surgical Services�� Operations�� Patient Care Services�� Provider Practices�� Quality 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 Department�� Grants�� Med-Surg�� Nursing 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
• What works. What doesn’t.
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5S
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 pay attention to it
• Standardize - Use some standard way of naming 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
• Background
• Case study
• 5S
• Case study part deux
• What works. What doesn’t.
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Case study part deux
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 pay attention to it
• Standardize - Use some standard way of naming and locating folders
• Sustain - Keep the folder structure neat
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VITL’s S: before 5S
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• Companies• Projects
• IT stuff• THE …!
• Research• Recordings
What is out there?
VITL’s S: after 5S
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• Background
• Case study
• 5S
• Case study part deux
• What works. What doesn’t.
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What works. What doesn’t.
What works• People
– Some do it, some gravitate
– Educate on benefits
• Structure– Easier to find materials (eliminate clicks)
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What doesn’t 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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It’s worth it• Assets are reusable
• New hire learning curve is steeper
• Centralized repository of assets, not distributed/shadow-located
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