LEAN DAILY MANAGMENT SYSTEM LDMS What is LDMS? LDMS is a management approach and a set of tools to help work groups improve their processes. A work group is a group of people who perform tasks on similar or connected processes, and work in close proximity. Each work group customizes LDMS to meet its own unique needs. LDMS helps: Simplify communication; Involve employees and promote teamwork; Identify and solve problems instead of working around them; Measure progress; Establish goals for improvement; and, Align work group activities with agency goals and priorities. What are the elements of LDMS*? LDMS is comprised of five elements: Routine huddles: Routine, five- to 10-minute meetings of each work group in front of its primary visual display. The huddle brings the work group together and gives every person the same picture of team priorities. It speeds the sharing of information about what happened the day before, critical issues and what is planned for the day. The huddle focuses a team on the performance measurements critical to employees and their managers; it generates a sense of ownership among the team about its work and environment. Primary Visual Display: An information center for each work group. Huddles take place in front of the display. The display includes all of the information discussed during the huddle, including the metrics used to measure the work unit’s progress in critical areas. It is updated regularly. OREGON DEPARTMENT OF HUMAN SERVICES │OREGON HEALTH AUTHORITYTRANSFORMATION INITIATIVE 500 Summer Street NE, E-94 Salem, OR 97301 Telephone: 503-945-6355 FAX: 503-947-5429 E-mail: [email protected] oregon.gov/dhs/transformation Action Sheet system: A way to capture small, practical improvement suggestions within each work group. It provides a process for collecting ideas and verifying that suggestions are reviewed and results are reported back to the work group. The action sheet is a simple, one-page form. Short-interval leadership: Regular contact by the supervisor with each employee in the work group. Typically this looks like a supervisor visiting an employee for 15 to 30 seconds twice a day. During a visit, supervisors will check on status, determine if prior problems have been resolved, provide focused support to the employee or receive reports of new problems. 20 Keys® : An assessment tool for work groups to measure their improvement over time in 20 categories of leadership and performance. Each work group has its own 20 Keys that outline the steps required to improve in each category. The 20 Keys keep work groups on the same page about team performance. It also provides the method to set high standards and track progress toward goals. This advanced tool is not required during the early phase of LDMS implementation. Why is LDMS being implemented? Several DHS work groups have used LDMS for some time with great success. The use of LDMS among financial teams helped the agency submit its budget five months earlier than the prior biennium. LDMS also helped DHS achieve the State Controller’s Division Gold Star Award for financial reporting. The success of early LDMS efforts prompted an expansion across DHS and the Oregon Health Authority (OHA). The expansion will: Establish LDMS as the foundation for continuous process improvement within the two agencies; Build people-centered cultures where employee involvement and talent in the organizations is maximized; Establish a common management approach where progress in achieving the DHS and OHA missions is monitored, measured and reported regularly; Promote a structure and focus that makes the DHS and OHA missions and goals part of every employee’s day-to-day work; and, Emphasize discipline, accountability and ownership at all levels. How will LDMS be expanded? DHS and OHA are now implementing customized plans for establishing LDMS within every work group. Contact the Transformation Office for details. *Content adapted from Office Kaizen: Transforming Office O
Posted on: Mon, 12 Aug 2013 19:55:53 +0000
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