B-500.2 Continuous Process Improvement (CPI)

The Blackhawk Advisory Council (BAC) is committed to fostering a culture of continuous improvement throughout the College. Through well-defined mechanisms, the BAC supports stakeholders in identifying opportunities for enhancement, streamlining processes, and driving efficiency.

REQUEST AND FORMATION OF CONTINUOUS PROCESS IMPROVEMENT (CPI) TEAMS

Formal Request Mechanism

The BAC will implement a structured process that allows stakeholders to request an investigation of a process improvement idea. Requests will be evaluated promptly and equitably based on transparent guidelines. Requesters must provide clear information about the specific process they seek to improve, including the desired outcomes and success metrics.

Review and Approval

The BAC will review CPI requests in consultation with relevant decision-makers. The review will focus on whether the proposed initiative aligns with the College’s strategic objectives and has the potential to improve efficiency, reduce waste, or enhance outcomes. If the BAC determines that a request for a CPI requires broader institutional input or has implications for multiple departments, the BAC will consult with the Executive Council (EC) to evaluate the request.

Rubric for Determining the Need for a CPI Team

The BAC will use a comprehensive rubric that considers several key factors:

• Urgency and Scope: Assess if the issue or process needing improvement is critical and widespread enough to warrant a dedicated CPI team.

• Potential Benefits: Determine if the expected improvements will significantly enhance efficiency, effectiveness, or resource utilization.

• Evidence of Problem: Evaluate if clear evidence or data indicates that the current process is underperforming or requires significant change.

• Resource Availability: Consider whether adequate resources are available to support the CPI team’s formation and efforts.

• Strategic Fit: Ensure the proposed improvement aligns with the College’s strategic objectives and priorities.

Based on the comprehensive rubric, BAC will determine if the CPI request:

1. Lacks merit or resources to proceed.

2. Will be assigned to the Organizational Entity responsible for the process for action.

3. Will be assigned to a Strategic Leadership Committee (if the process is within the scope of their charter) for action.

4. Will be assigned to a CPI team.  

COMMUNICATION AND PARTICIPATION

The BAC will inform all stakeholders of the decision. If a CPI request is assigned to an Organizational Entity or Strategic Leadership Committee, the BAC will track its progress. If a CPI team is approved, the BAC will inform all relevant College stakeholders of the initiative. This communication fosters a collaborative environment where employees across the institution can participate in or provide input on the CPI project.

CPI TEAM GUIDELINES

Once a CPI team is formed, the following guidelines will be adhered to ensure efficiency and clarity:

• Purpose and Objectives: Each CPI team will be tasked with a specific improvement goal, such as optimizing a process, reducing inefficiencies, or enhancing resource utilization. The team will develop a detailed project statement that outlines the problem and defines measurable outcomes, focusing on achieving operational or strategic goals.

• Plan-Do-Study-Act Cycle: The CPI process will follow the PDSA cycle to ensure continuous refinement of improvement efforts. The cycle includes:

• Plan: Analyze the current process and determine the root causes of inefficiencies. Investigate best practices demonstrating methodologies that improve the process (improvement theory). Create a comprehensive implementation plan and budget to apply the improvement theory to the process, including the measurable outcomes.

• Do: Implement the proposed improvement theory.

• Study: Measure the results against baseline data to evaluate success.

• Act: Implement improvements and plan for further continuous enhancements.

The CPI team is responsible for creating and presenting the Plan to the College Community. If approved, the plan is enacted with adequate resources. The BAC will Study the results, and the Organizational Entity will Act to complete the Plan-Do-Study-Act cycle.

TEAM STRUCTURE:

Each CPI team will include:

• Sponsor: A senior leader who provides guidance, secures resources, and champions the team's initiatives.

• Team Leader: Responsible for coordinating the project, facilitating meetings, and ensuring the team remains focused on its objectives.

• Scribe: Documents discussions, tracks progress, and ensures that action items are addressed.

• Team Members: Selected based on expertise and experience relevant to the specific process improvement task.

MONITORING AND EVALUATION

• Ongoing Monitoring: The BAC will regularly review the CPI team's progress through periodic progress reports that outline achievements, challenges, and any required adjustments. The BAC will provide feedback and guidance to ensure the team remains aligned with strategic goals.

• Data-Driven Improvements: CPI teams must use data and metrics to inform their improvement efforts. At the start of each initiative, teams will establish key performance indicators (KPIs) to measure progress.

SUPPORT AND RESOURCES

• Support for CPI Teams: The BAC will sponsor CPI teams by providing access to resources such as training, data, and analytical tools. This support ensures teams have the skills and knowledge necessary to achieve their objectives. Additionally, the BAC will advocate for CPI teams within the College, securing buy-in from stakeholders and addressing any obstacles that may arise.

REPORTING AND ACCOUNTABILITY

• Regular Progress Updates: CPI teams will update the BAC on milestones achieved, barriers encountered, and next steps. These updates ensure that the BAC can offer timely support while maintaining accountability and tracking progress toward strategic objectives.