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Tools for Data Driven Decisions

Tools for Data Driven Decisions. Agenda. The Toolkit Designing for Outputs Understanding Tool Inputs Data sources Data collection Tool parameters Spreadsheet Tools Analytical Models Simulation Models. Context, Purpose, Outcome.

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Tools for Data Driven Decisions

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  1. Tools for Data Driven Decisions

  2. Agenda • The Toolkit • Designing for Outputs • Understanding Tool Inputs • Data sources • Data collection • Tool parameters • Spreadsheet Tools • Analytical Models • Simulation Models FOR OFFICIAL USE ONLY

  3. Context, Purpose, Outcome • 1) Context: Navy Medicine faces key operational decisions that can be made easier with the appropriate use of data through tools • 2) Purpose: Guidance will be provided in choosing the right tool for the problem at hand, and examples of successful tools used for performance improvement will be discussed • 3) Outcome: Identification of opportunities for decision tools and the appropriate application of these tools will lead to more confidence in future decision making FOR OFFICIAL USE ONLY

  4. Tool Choice • "When the only tool you have is a hammer, every problem begins to resemble a nail." • – Abraham Maslow FOR OFFICIAL USE ONLY

  5. The Toolkit • Spreadsheet Models • Analytical Models • Simulation • Other Support Tools FOR OFFICIAL USE ONLY

  6. Designing for the Outputs • What does the customer want out of the tool? • What questions are to be answered? • What is a usable tool for the customer? • IT skill level • Angle of interest • What decisions will be made with this tool? • Day-to-day operations? • System-wide planning? • Facilities/Construction? • Beware of tendency to overdesign! FOR OFFICIAL USE ONLY

  7. Understanding Tool Inputs • Data inputs must match tool choice • Will the tool be “live” or based on a snapshot of available data • Availability of input data impacts fidelity of output • Quantity of data • Granularity of data • Quality of data • Examples of data sources: • Less specific: M2 • More specific: Local data pulls (CHCS, Operating Room systems, Essentris) • Custom to needs: Manual data collection FOR OFFICIAL USE ONLY

  8. Electronic Data Mining • Reasons for electronic data mining • Existing processes can be described by the data they generate • Allows for massive sample sizes • Examples of electronic data sources • Coarse information: M2 • Detailed information: CHCS, Essentris, S3, etc. • Custom information: data from specially built applications such as a discharge board or triage board FOR OFFICIAL USE ONLY

  9. Manual Data Collection • Reasons for manual data collection • Validation of system data • Needed data not available in system • Examples of manual data needs • Process times • Hourly volume counts • Processes for manual data collection FOR OFFICIAL USE ONLY

  10. Tool Parameters • Queue types • What are processes for serving customers? • Levers • Resources such as staff or rooms • Volumes • Process changes including sequencing and scheduling • Process types • Can be statistically described • Acceptable service levels • What is acceptable wait time? • What is acceptable turn away rate? FOR OFFICIAL USE ONLY

  11. Tool Parameter Examples • Scheduling modalities • Templates • Random • Shortest case first • Queuing • Number of queues • Number of servers • Process types • Sequencing and location of process steps • Capacity • Rooms • Staff • Service Levels • Wait time • ALOS • Resource utilization • Patients deferred FOR OFFICIAL USE ONLY

  12. Spreadsheet Tools • Software tools widely available • Users familiar with interface • Distributable • Ability for modification • Less robust when representing dynamic systems FOR OFFICIAL USE ONLY

  13. Birth Volume Tool • What is the primary question? • “How many births should be expected in catchment area X?” • Who are expected tool users? • High level decision makers, not “in the weeds” • What decisions will be made with this tool? • System-wide planning • What-if ? analysis FOR OFFICIAL USE ONLY

  14. Birth Volume Tool • Solution implemented: Spreadsheet Model Select whether you want to use the baseline for % direct care, population change and fertility rate. If not, select “No” and enter data in blue cells Learn more at Population Based Healthcare Delivery Design (II) Session: Wednesday 1100-1200 Forecast Results FOR OFFICIAL USE ONLY

  15. OR Volume Tool • What is the primary question? • “How do changes in volume and capacity impact OR utilization” • Who are expected tool users? • Experienced analysts with report outs to decision makers • What decisions will be made with this tool? • System-wide planning • What-if ? analysis FOR OFFICIAL USE ONLY

  16. OR Volume Tool • Solution implemented: Spreadsheet Model FOR OFFICIAL USE ONLY

  17. OB Bed Sizing • What is the primary question? • “What is the facility capacity?” • Who are expected tool users? • Experienced analysts with report outs to decision makers • What decisions will be made with this tool? • Setting facility volume targets • Construction needs FOR OFFICIAL USE ONLY

  18. OB Bed Sizing • Solution implemented: • Spreadsheet model • Spreadsheet model has many assumptions • Assumptions reduce data needs while providing reasonable answer • Model can highlight the need for additional analysis if results are borderline FOR OFFICIAL USE ONLY

  19. OB Procedure Scheduling Model • What is the primary question? • “How should inductions and c-sections be scheduled to level demand” • Who are expected tool users? • Experienced analysts with report outs to decision makers • What decisions will be made with this tool? • A recommended schedule template for c-sections and inductions FOR OFFICIAL USE ONLY

  20. OB Procedure Scheduling Model • Solutions implemented • Analytical model produces a new template for scheduled procedures that levels day of week peaks FOR OFFICIAL USE ONLY

  21. Simulation Tools • Software tools not widely available • Limited familiarity with tools • Very robust representation of dynamic systems • Can require extensive data as inputs • Can provide very granular results FOR OFFICIAL USE ONLY

  22. OB Simulation Model • What is the primary question? • “What is the capacity of our facility?” • Who are expected tool users? • Experienced analysts with report outs to decision makers • What decisions will be made with this tool? • Setting facility targets • Construction needs FOR OFFICIAL USE ONLY

  23. OB Simulation Model • Solution implemented: • Simulation identified the bottleneck was MBU beds • Additional analysis: • “Assuming process and facility reconfigurations that alleviate the bottleneck, what is the new capacity” • Solution recommended: • Reclaim non-used LDRP rooms and keep vaginally delivered patients in the same room for entire stay FOR OFFICIAL USE ONLY

  24. Pharmacy Simulation Model • What is the primary question? • “What processes/equipment are required to meet performance criteria at a given volume” • Who are expected tool users? • Experienced analysts with report outs to decision makers • What decisions will be made with this tool? • Staffing decisions • Facility decisions • Equipment decisions FOR OFFICIAL USE ONLY

  25. Pharmacy Simulation Model • Solution implemented: • Simulation model • Complex input needs • Complex output processing needs FOR OFFICIAL USE ONLY

  26. Simulation User Interface • Run all possible scenarios and present results in spreadsheet model • Method for reducingdemands on users • Limit input requirements for front line FOR OFFICIAL USE ONLY

  27. Dynamic Decision Support Tools • OB Forecasting Tool • Answers the question “Should I accept or defer this patient” • Used by front line staff • Dynamically updated with live data FOR OFFICIAL USE ONLY

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