Backup Team Leader in for the TL if the TL is unable to go on-site Works closely with TL to plan, coordinate, and communicate with the team Serves as a mentor for team members on-site and assists as needed to keep the team on track Depending on the makeup of the team and complexity of the applicant, may not have items to lead in order to help coach team members Assists TL as needed. For example, the backup TL could review the draft site visit plan review other team members’ SVIs and give feedback on improvements schedule planning calls suggest item and other team assignments draft call agendas take the lead in site visit logistics planning join TL/BPEP monitor on planning call(s) review the initial document request and edit as needed orient new team members review confidentiality requirements participate in planning calls with TL and OCP review, manage, and track the leadership questions, questions, and/or interview requests Assists TL as needed. For example, the backup TL could draft the agenda for the team’s Sunday planning meeting at the hotel coordinate the initial document request mentor teammates review requested documents Assist the TL as needed. For example, the backup TL mentor less-experienced teammates take the lead on the Key Factors Worksheet, Key Themes Worksheet, and/or Summary of Sites Visited track progress on completion of SVIs keep team on task and on schedule lead daily debrief and/or caucus discussions take leadership role for traveling teams so TL can remain at headquarters Assists TL as needed. For example, the backup TL could facilitate the discussion of findings and review of scorebook components review the scorebook and provide edits as necessary ensure that SVI, Item, and Key Themes Worksheets are appropriately prepared, reviewed, updated and finalized retain an electronic copy of the Site Visit Scorebook (a paper copy is optional) help TL prepare for the judges’ call in November around experienced
Team Members Plan, maintain focus, contribute, and communicate effectively in performing assigned site visit tasks Meet TL’s and backup TL’s schedules and deadlines Arrange transportation to and from the site (between home and hotel) and provide travel details to ASQ Review evaluation materials Review online training materials Working with item backup, develop SVIs and start work on SVI Worksheets and Review of conduct Complete other assignments (consolidate document requests, establish interview schedule, etc.) Provide feedback on team’s SVIs and Exports all assigned documents as PDFs to take to site Finalize interview plans, the lists of required documents, and strategies for SVI Worksheets and by the TL Attend and participate in Sunday planning meeting at hotel Review requested documents Work in pairs for 2-4 days Gaither information to clarify and verify assigned SVIs Conduct interviews with applicant’s representatives Review documents and data Attend all team caucuses and meetings Take thorough notes Record findings and conclusions on SVI Worksheets as site visit progresses Have all documents needed to out all SVIs before the closing meeting, which marks the end of the on-site phase Share findings with team at team caucuses/meetings Update SVI Worksheets, seeking shared understanding among team members “Walk the Wall” to review and provide feedback for all SVI, Item, and Key Themes Worksheets Complete scorebook components, building on content of the Consensus Scorebook Review scorebook components of other team members Stay with team scorebook is completed and signed by all team members (2 – 3 days after the on-site phase)
SCOREBOOK EDITOR (TL, backup TL, or another team member) Ensures that the scorebook adheres to Criteria requirements and follows the Comment Guidelines SAME AS TEAM MEMBERS SAME AS TEAM MEMBERS SAME AS TEAM MEMBERS In addition to team member responsibilities: Clarifies and aligns the language among item comments and key themes Eliminates any conflicts between strengths and OFIs within and between items and key themes Ensures that all statements such as “it is not clear.” “it does not appear that,” and “it is not evident” are changed to reflect the findings of the site visit Revises scorebook as necessary to ensure that comments adhere to Comment Guidelines
BPEP MONITOR Assists the team and TL in planning and conducting the site visit as needed. Assists the applicant in the site visit process and serves as a contact for the applicant to address issues and concerns Monitors the process Supports TL in planning the site visit as needed. Provides coordination and guidance Contacts OCP to explain the process and answer questions Reviews draft SVI Worksheets Participates in planning Coordinates with OCP delivery of documents requested before Sunday planning meeting Downloads all documents as PDFs before leaving for site Supports TL Stays in contact with OCP Ensures that all necessary equipment and supplies are available before the beginning of the Sunday planning meeting Ensures that the team room is set up appropriately Coordinates arrival of applicant materials at team room before the Sunday planning meeting Attends Sunday planning meeting to monitor the process and provide logistical assistance Attends HRO meeting with TL Attends team meetings Answers process questions from applicant and team Keeps OCP apprised of plans and answers questions each day Provides logistical support for team (hotel issues, food, etc.) Serves as the contact person to deal with on-site problems or issues Coordinates pickup of the applicant’s materials at the end of the visit Answers any questions from OCP / HRO regarding Category Best Recognition requirements Assists team with logistics of BOSS, printing, and posting “Walks the wall” to review the work of the team and provides feedback related to the process and Comment Guidelines Ensures that all applicant materials are returned to OCP at completion of the site visit Reviews the Site Visit Scorebook, checking comments for consistency with Comment Guidelines Prepares summary of applicant’s highlights for Judges’ Meeting Prepares summary of applicant used in briefing the Secretary of Commerce award recommendations Provides copies of the Site Scorebook to TL and backup TL and retains an electronic copy
JUDGES Recommend applicants to receive the award Chair conducts training conference call for TLs Review scorebooks after site visits Lead judge for each applicant: prepare highlights for briefing other judges Recommend award recipients & Category Best Recognition Conduct evaluation of judges’ process Review and edit feedback reports OCP or ALTERNATE OCP with TL and BPEP Coordinates arrangements, including on-site meeting Works with TL on scheduling and logistics for interviews Provides information to TL and BPEP monitor Schedules inter-site travel and travel of team to/from hotel, as needed Provides updated data for results charts and graphs Based on TL’s request, compiles documents and arranges meetings for first day of site visit Ensures applicant documents arrive at the conference room before Sunday planning meeting Arranges logistics and prepares for opening meeting presentation Works with TL to schedule interviews Provides inter-site transportation Provides additional requested documents Coordinates adjustments to schedule as needed Informs BPEP monitor of any concerns or questions Site Visit Team interactions At the completion of the site picks up all materials from BPEP monitor
During this phase, you will post the SVI Worksheets for your team members to review during “walk the wall.” You may edit the SVI for clarity or to add information and then print and repost for another “walk the wall.” Post-site (after the closing meeting) In the last column of the Item Worksheet, revise comments as appropriate to reflect these conclusions. Check the box if the comment should be doubled/bolded. If you have a new comment, click the appropriate “Add Comment” button for a strength or OFI and enter the text directly in the “Comments after Site Visit” column. Go to the last page of the PDF and review the consensus score and scoring range, determine whether the scoring range needs to change, and document the rationale. The Item Worksheet will also be printed and posted for review during “walk the wall.” Based on the team’s feedback, you may edit the Item Worksheet comments or score and then undergo another round of “walk the wall.” After all work is complete and the team is ready to sign off on the Site Visit Scorebook, the team leader will gather all Item Worksheets and SVI Worksheets and import them back into BOSS.
Thanks again for your flexibility and indulgence. We have had to change category assignments to reflect the changing composition of our team. Examiner Name Category Lead Backup Cross-Cutting Issue/ Key Process Key Factors & Key Themes Worksheets, Summary of Sites Visited, HRO Interview Worksheet Corporate support Leadership system Deployment Organizational succession planning Team leader Leadership team interview Scorebook editor HRO interview Daily check-in with OCP Document request list Roger 2.1, 2.2 4.1, 4.2, 7.5 Strategic planning Backup team leader Logistics Sharon 3.1, 3.2, 7.2 1.1, 1.2, 7.4 Customer relationships Senior executives’ interview questions (coordinate) Michael 4.1, 4.2, 7.5 2.1, 2.2, 7.3 Management by fact FOCUS Scorecard Meeting coordination during site visit Computer expert Julie 5.1, 5.2, 7.3 6.1, 6.2, 7.1 Decentralized management Workforce empowerment Walk-around questions (draft) Process checker and timekeeper John 6.1, 6.2, 7.1 5.1, 5.2, 7.3 Operations Focus Scribe (as needed) Liza 1.1, 1.2, 7.4 3.1, 3.2, 7.2 Organizational results Criteria cop
Team Member Assignments — 8-Member Team Here are the team assignments for the site visit. Thanks again for your flexibility and indulgence. We have had to change category assignments to reflect the changing composition of our team. Examiner Name Category Lead Backup Cross-Cutting Issue/ Key Process Other Laura Key Factors Worksheet, Summary of Sites Visited, HRO Interview Worksheet Parent interaction Leadership system Overall deployment Team leader duties Leadership team Interview questions (coordinate) Scorebook editor HRO interview Daily check-in with OCP Document request list (coordinate) Daily schedule Roger Key Themes governance Backup team leader duties Logistics Daily team meetings (coordinate) Sharon 3.1, 3.2, 7.2 1.1, 1.2, 7.4 Customer and patient relationships Timekeeper Michael 4.1, 4.2, 7.5 2.1, 2.2 Management by fact Computer expert Julie 5.1, 5.2, 7.3 6.1, 6.2, 7.1 Decentralized management Workforce empowerment Walk-around questions (coordinate) Process checker John 6.1, 6.2, 7.1 5.1, 5.2 Process focus Scribe (as needed) Liza 1.1, 1.2, 7.4 3.1, 3.2, 7.2 Organizational succession planning Criteria Cop 2.1, 2.2 4.1, 4.2, 7.5 Strategic planning Clinical perspective
On-Site Team Schedule Example (medium size, medium complexity) Monday Sub Team 1 Sub Team 2 Sub Team 3 Sub Team 4 7:30 a.m. Leave hotel for opening meeting X X X X 8:00–8:30 Arrive Move to kickoff X X X X 8:30–8:45 Kickoff meeting (Team Leader) X X X X 8:45–9:45 Opening Meeting (Applicant) X X X X Category Meetings Cat 1 Cat 2 Cat 3 HRO Interview Lunch and Team Caucus 1:30 -4:00 Category Meetings Cat 4 Cat 5 Cat 6 7.1,7.2 4:00 -4:30 Cat Lead Review for Needed Documents X X X X 4:30 -5:00 Team caucus X X X X 5:00–5:30 TL and monitor meet with OCP to discuss needs for next day and coordination. Rest of team return to hotel X X X TL / OCP / Monitor Planning Mtg. Tuesday Sub Team 1 Sub Team 2 Sub Team 3 Sub Team 4 7:30 a.m. Leave hotel X X X X Team interviews and data gathering X Staff (names) Category 1 (names) Site #2 (names) Process owners (names) 9:00 12:30
Team interviews and data gathering (ensure that all SVIs can be closed out) Finalize categories & items Finalize categories & items Finalize categories & items Finalize categories & Team interviews and data gathering (ensure that all SVIs can be closed out) Finalize categories & Finalize categories & items Finalize categories & items Finalize categories & items Team caucus (ensure that all SVIs can be closed out) X X X X TL and monitor meet with OCP re: schedule adjustments and additional documents needed Closing meeting X X X X Return to hotel Prepare for working lunch X X X X 11:00 10:00
8:00–close Team members review findings, requested documents for the day, and the conclusions they have drawn with the rest of the team. They identify emerging themes, surprises, and issues that have been reinforced, as well as areas to address before the closing meeting. 9:00 Team caucus call. Thursday, October XX Morning Team conducts interviews and data gathering. Headquarters–Allen and Bev Site 2—Marcia and Mark Site 3—Herb and Louise Site 4—Rona and 10:30 a.m. Team conference caucus call or team meeting. Team leader, monitor, and OCP discuss schedule adjustments and additional documents. All examiner teams travel back to headquarters. Afternoon Team conducts interviews and data gathering. 2:30 p.m. All arrive from other sites to headquarters. 2:30 Team meeting If needed, final interviews and document requests take place. The team ensures that it can close all SVIs before the closing meeting. 3:30 Closing meeting 4:15 Team departs for 6:00 Team meets to plan scorebook writing. Evening Working dinner Team debrief Exchange findings for SVIs Completion of SVI documentation Friday and Saturday, October XX–XX, XXXX. Team assembles all on-site files and then uploads/imports them to BOSS. Team takes inventory/prepares materials for return to applicant. Sunday, October XX 8 a.m. Earliest possible departure Site Visit Schedule: Small Applicant/Low Complexity Sunday, October XX 9:00 Document Review (see On-Site section for a sample Sunday Planning Meeting Agenda). 11:00 Team meets in XYZ Hotel for planning meeting Monday, October XX 7:45 a.m. Team is picked up at 8:00 Team arrives at site. 8:30 Kickoff Meeting Organization overview by the HRO/OCP Baldrige Program overview by the team leader Category meetings and HRO Interview