Stage 1:

Assess
What is the Assess Stage?
• Defines the objectives
of the project and its
respective measures
from the perspective of
the customers

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 Assess – Steps

Identify
Talk with
Get Walk the Priority
Your
Organized Process Improvement
Customers
Areas

• Evaluation of School • Voice of the • SIPOC • Situating the Storm

Performance Customer • Process Mapping Cloud
• Project Selection • Techniques for • Flowcharting • Data Collection
Criteria gathering VOC • Walk the Process • Data Collection Plan
• Challenges of CI • Guidelines for Survey Guidelines • Data Analysis
Projects question construction • Selecting the
• CI Project Template • Affinity Diagram Focused Problem
• School Based CI • Problems with Statement
Organizational processing VOC 2-3
Structure
 Stage 1: Assess

Step 1: Get
Organized
Outline
• Evaluation of School Performance
• Project Selection Criteria
• Challenges of CI Projects
• CI Project Template
• School Based CI Organizational Structure

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EVALUATE SCHOOL
PERFORMANCE

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School Measures
• Tell us something important about our
outputs and how we deliver them.
• They help us understand, manage,
and improve what our organizations
do.

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School Measures tell us….
• How well we are doing?
• Are we meeting our goals
• Are our customers/stakeholders satisfied?
• Are we in control of how we deliver our
outputs?
• Are the improvements we made necessary
and effective?

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School Measures
Students Teachers School
 Enrollment  Teacher  SBM accreditation
 Dropout rate development  Eco-friendly
 Attendance of  Teacher  Sufficient resources
students attendance  Sufficient
 Reflection of values infrastructure
 Cohort survival
 Graduation rate
 Child protection
 Child Nutrition
 Student Performance
Scores:
 NAT/DAT/RAT
 PHIL-IRI
 Numerates/Non-
numerates
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School Measures and
Customers Customers

Students Care School

Process Measure
Leadership Training National
Students
Achievement Test
Attendance Monitoring
Guidance Counseling Graduation Rate

Remedial Process
Dropout Rate
Learning Process

Professional Development School Measure

Awards and Recognitions
In Service Training Teachers
Staff Development Level
Gender Awareness
Development 2-10
PROJECT SELECTION CRITERIA

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Project Selection Criteria
Guidelines
• The expected project outputs and/or outcomes
support the targeted performance indicator (PI)
or school measure
• The project revolves around the improvement of
an identified internal school process.
• The project has outputs and outcomes which are
realizable within the six-month project duration.
Two months for the Assess stage, two months
for the Analyze stage, and two months for the
Act stage

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Project Selection Criteria
Guidelines
• Project activities are generally executable and
within the control of the project CI Team, or
through a local or division-level stakeholder with
whom the CI Team can partner.
• The project does not require a capital outlay to
execute.

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CHALLENGES OF CI
PROJECTS

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Challenges of CI Projects
• Project selection process do not identify projects
related to the school objective.
• No accountability.
• No clear process owner.
• No buy-in with the process owner.
• No concept of a customer expectation.
• Project sponsors or champions do not break
roadblocks or avoids addressing resistances.
• Treating projects as academic exercise.
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Challenges of CI Projects
• Failure to realize and appreciate the complexity of
dealing with people.
• Failure to properly scope projects.
• Facilitator or coach does not allow transfer of
solution ownership to the CI team and eventually to
the process owner.
• CI team does not communicate properly with school
administration.
• Lack of a concept and understanding of a process.
• Lack of proper stakeholder management.
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Challenges of CI Projects
• Mismatch of project team members.
• CI team have no expectation or prospect of proper
reward or recognition.
• CI projects not included in performance appraisals.
• Problems are not dealt with or clearly understood in
a fact-based manner.
• Failure to leverage on CI tools for high quality
analysis, imaginative ideas and for identifying
appropriate solutions.

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CI PROJECT TEMPLATE

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 CI Project Template
STAGE 1: ASSESS

PROJECT TITLE

STAGE 2: ANALYZE
FUTURE STATE
Name of the School and Project
Team Members
BACKGROUND Objective Statement
Solution Generation
School Profile+ BERC Highlights Value Analysis
+ VOC + Project Scoping Improved Process Diagram
CURRENT STATE (SIPOC)

IMPLEMENTATION PLAN
Process Map + Data Gathering and
Presentation Tasks and Timeline
Problem statement Budget and Resource
Stakeholder Analysis
Evaluation of Implementation
Risks
PROBLEM ANALYSIS
STAGE 2: ANALYZE

STAGE 3: ACT TEST RESULTS

Root Cause Analysis
Piloting
Validation of Causes
Rollout
Prioritization of Valid Causes
Before and After
KEY LEARNING Cost Benefit Analysis

Project Closure
Project Sharing
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CI Project Template Definitions
• PROJECT TITLE
– Name of the Project
– Team Leader and Team Members

• BACKGROUND
– Brief information/data on the school issue
– Identify VOC and Project scope

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CI Project Template Definitions
• CURRENT STATE
– Map the current process
– Provide baseline data (time, output, cost)
• What specific outcomes are required?
• How will we know the implementation is successful?
• What will be the measure of performance?
– Use storm clouds to represent problems
– Problems can be:
• Customer complaints (defects or reworks)
• Gap between actual and target KPI
• Inefficiency and Wastages

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CI Project Template Definitions
• PROBLEM ANALYSIS (For each storm cloud)
– Do root cause analysis
– Use the 5 WHYS
– Example: Wrong Grade
• 1st WHY – Error computation
• 2nd WHY – Confused with another student
• 3rd WHY – Student name is wrong
• 4th WHY – Incomplete student registration
• 5th WHY – Procedure for registration is unclear
– No need to actually reach up to 5 WHYs.

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CI Project Template Definitions
• FUTURE STATE
– Describe the proposed solutions and the
possible interventions on the process
– Do Value Analysis
– Map the Improved Process

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CI Project Template Definitions
• IMPLEMENTATION PLAN
– Spells out the WHAT (needs to happen), WHO (will
do it), WHEN (it will be completed), and OUTCOME
(expected results)
– Determine tasks and timeline
– Prepare budget and resource requirements
– Perform stakeholder analysis
– Evaluate of implementation
– Do risk assessment

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CI Project Template Definitions
• TEST RESULTS
– This refers to any PILOT, TRIAL RUN, or RAMP UP of
changes that needs to be done.
– Test can be progressive.
– Show before and after results
– Long term follow up of the improvements by recording
the measures/metric of the process and its outcome

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CI Project Template Definitions
• KEY LEARNING
– Identify project learning
– Project sharing
– Recognition and Reward
– Project Closure

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SCHOOL BASED CI
ORGANIZATIONAL STRUCTURE

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CI Organizational Structure
SGC members
• Teachers President
School Governing • Student Government
Council President
• PTA President
School Head • LGU Representative
• NGO
• Alumni Rep

School CI School CI
Facilitator Trainer

CI Team 1 CI Team 2 CI Team 3

Team Leader Team Leader Team Leader
Members Members Members

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Who composes the team?
• Creative and open minded
• Good team players
• Well respected among peers, stakeholders, and
other school leaders

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Team Selection Criteria
• Ideal team size: 3-8
• Smaller Team Size: 3 to 4 ->work faster
• Teams greater than 8 require additional
facilitation and often require sub-teams.

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Who Are Your Stakeholders?
School
Head

Other Stakeholders:
-Process Owner
CI -Students,
Facilitator Parents
-Community, etc

CI Team

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Process Owner

– Worries about overall process health

– Has responsibility and authority to manage and improve
a process
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ACTIVITY

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Example: CI Project Background
• Based on the data gathered in the Phil-IRI Pre-Test
Results, SY 2013-2014, it was identified that 27% of the
pupils in the primary level cannot read in English.
• The result of the diagnostic reading test that was
administered to the Grade 7 learners last June 2013
shows that 83% of 633 students was diagnosed to have
frustration reading level in word recognition. Frustration
reading level means that the student scores 89% &
below in word recognition based on the Philippine
Informal Reading Inventory (PHILIRI). This only shows
that only 17% of these learners was classified above
frustration which is far from the 75% standard.
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ORAL READING TEST SCORES OF GRADE 7

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Activity: Developing the CI
Project Background
• Given the following data in the next slides,
create the background.

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 Grade IV Numerate Level
50
45
40
35
30
25
20
15
10
5
0
Non-Numerates Nearly Numerates Numerates
Section 1 45 2 0
Section 2 29 7 3
Section 3 45 1 0
Section 4 44 2 0

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