Data Gathering Workbook

The purpose of collecting data is to find out the root cause of any problem and to pin point where to focus future value stream investigations. Use thi
data collection plan and data collection media e.g. surveys, questionnaires, focus groups, interviews.
Before undertaking any data collection the following questions must be answered;
Question
1. Decide whether you're looking at a Value Stream (end to end pathway - cross departments) or
a Process Stream (Departmenal processes)
2. What is the process purpose
name (the
process
examined)
or problem
you're
addressing?
3.
(what
is itsbeing
function
or designed
to do) or
outcome
that's
expected?
4.
the processinscope?
5. What
Who isisresponsible
ensuring data is available for the Process or Value Stream Mapping
event?
6. Has the purpose of the data collection been presented to the department(s), individual, teams
where data is being collected? This is vital before any qualatitive data is collected.
7. Is the data already available via the BIU Dept?
Other Comments

Section E: 1

re to focus future value stream investigations. Use this workbook to design your
views.

Response

Section E: 2

What data should be collected?

Every Value or Process Stream will have its unique measures. However, Keep it Simple is the golden rule. You may need a
variety of data to get to the route cause of the problems and here are some examples:
Idenfity the type of data to collect in column A then fill the columns
next
with
detail.
Typeto
ofthis
Data
tothe
Collect
Method for Collecting What data will Who will collect
Data
be collected? the data?

1. Decision points; hand-offs (information,

items or patients);

Process Mapping

2. Referral points, paperwork or activity

that triggers a process to start;

Process Mapping

When will data

collection take
place and for how
long?

e.g. Process
Name of change
from referral to agent
first
appointment

23/5/12 one day

e.g. Number of
Referrals to
Cardiology

March 11 - March 12

3. Interruptions; inappropriate or excessive Diary Exercise

meetings;
4. Bottlenecks where activities slow down
or stop

Process Mapping, waste

template

5. Travel and motion

Spagetti Diagram, waste

template, diary template

6. Demand and Capacity (available clinic

slots, beds) of a service

Via BIU Dept

7. Activity levels - quantative e.g. number

of patients seen

Via BIU Dept

8. Activity levels - qualatitive e.g. what staff Diary Exercise

do during the day
9. Capacity (Staff and Equipment)

Budget Holder or HR,BIU

Section E: 3

BIU

10. Lead Times (also known as Door-toDoor times) and Process Time;

Process Mapping,
observation - walk the
process (with stop
watch)

11. Stock levels

Manual count or Stock

control system

12. Key Performance Indicators or service

level agreement measures;

Via BIU Dept

13. Errors, backward passes and any

Rework.

Waste Template/Process
Mapping

14. Opinions of Patients and staff and other Paper or electronic

e.g. Patient
quality measures;
surveys (Meridian), focus Survey
groups, interviews,
F15. loor and equipment / office layout
plans;

Estates

16. Any top level data from departments

Via BIU Dept

17. Other

Other

Section E: 4

Receptionist

w/c 3/5/12 one week

How will the data be

collected?

How will the data

be analysed and
presented?

Workshop with key

members of staf

Process mapped in
visio

Via extract from the data Excel, graph over

warehouse to produce a period of a year.
report

Section E: 5

Paper survey in the

Cardiology Department

Pie chart of
responses

Section E: 6

Waste Template
The waste template allows staff to think about the different types of waste and come up
with solutions. All staff can get involved and the results help to focus the value stream
investigation.

Diary Template
The diary template can be completed by any member of staff in the department and
helps inform how much time is alloacted to each task. Usually carried out over a period
of week.

Process Mapping Template

This template is in visio, if you do not have visio please contact Lisa Lewis

Section E: 7