Graduate Organizational Management (MGMT)
Course: Case Study 3, Introduction Previous Work Position.
MGMT500
B001 Spr 12 - Week-3 Case Study 3 -
Professor
Dr. Jerome Pionk
April
22, 2012, by Mr. Valerian B-K. Masao II
I worked as a
program manager of one of the group home run by a not-for-profit organization.
The group home capacity was 12 individuals with all range of developmental
disabilities. The Six Sigma project that I identified includes understaffing
that was increasingly costly and caused exhaustion with burnout to Direct Care
Workers (DCW) from due to the mandatory overtime. Also during this time
allegation of abuse toward individuals and work related injuries were at the
most high, causing the medical spending for work related to double. As manager,
it was my responsibility to make sure that my group home met the parameters
coverage, safety measures and precautions were taken to keep the group home
(both staff and individuals/clients safe) and yet to operate within the budget.
However, the administration disconnect was vivid, because the overtime was increasingly
becoming costly, overall budgeting spending was high and the drivers of these
spending were not addressed rather bandaged or postponed. For example, the
administration thought of controlling overtime by only allow me to approve 10
hours of over time per employee within the pay period, yet to cover the
parameters. Unrealistic approach to meet the required state and federal
compliance by the regulatory agencies; to meet these compliances I needed at
least 2 new employees (DCWs) to overhaul the system and consume all the
overtime, ovoid burnout, zero injury, maintain safety and drop down the budgetary
cost and spending.
A possible Six Sigma project in my previous
work position:
A possible Six
Sigma project that I can identify in my previous work position is to staff the
group home without excessive overtime, operate within budgeting, assure minimal
accidents/injuries and boost DCWs morale. Hiring was low because Direct Care
Worker (DCW) position at the area depended on high school and college students
in the college town that my agency was based. The hourly pay was the minimum
wage with few benefits composition. Also the agency is privately owned
not-for-profit, competing with publicly/governmental owned- state agencies run
group homes, ARC-county run group homes and religious organizations’ run group
homes. i.e. Catholic charities, Lutheran and Baptist group homes. These were
advantaged competitors because were not by any means tight in budgetary issues
and they could get volunteers easily, hire without problem because they paid
more with good benefits, and redeploy employees from one group home to another
without affecting their parameters. To promote hiring, less burned out
staffing, zero or minimal accidents and injuries, and enthusiastic employees
the agency decided to ask staff to bring referrals for potential new hire and
get $200 upon the refereed new hire pass the probation period of 6 months as
incentive. Also the agency used the colleges and high schools near by to use
the agency’s group homes as learning center for practicums and internship in
various fields including health and human services field. This Six Sigma
improvement project would be suitable using Define, Measure, Analyze, Improve,
and Control (DMAIC) as preferred model. {Pande, 2000, p. 150}
DMAIC: Three Basic Qualifications for a Six
Sigma Improvement Project.
First
qualification is that there is a problem and or opportunity in this Six Sigma
Project because the agency need new hire in the highly competitive advantaged
agencies, environment. The gap between current plan and desired plan is obvious
and needs major improvement. The new launched activities are such as employees’
referral for potential new hire incentive, volunteers’ promotion, and student
internship program. {Pande, 2000, p. 142}
Second
qualification is that the cause of the problem is known because the competitors
have advantages on the budgetary matters and attracting new hire turnover. The
agency can increase salary and benefit to match the competitors. But still this
solution will blow-out the budget and cease to serve the best interest of the
individuals, the main focus. Also the administration control on overtime by
putting a cap of only 10 hours can be approved by manager is handicapping the
ability of manager to best serve the individuals and satisfy employees.
Administration solution, capping the overtime approval is like putting bandage
on the problem waiting to fix it in the future. {Pande, 2000, p. 142}
Third qualification
is if the solution is predetermined and obvious. In this project the solution
is predetermined and obvious because the new hire by employee referral with
$200 incentive is most likely to materialize; and the use of the agency’s
facilities/group homes as nearby colleges and high schools as learning center
for practicums and internship in various fields including health and human
services field can attract new possible hire of young professionals and it can
be used as a free marketing strategy. Also increasing hourly salary
compensation and bump up a bit the benefit can attract productive employees and
become beneficial in the future. {Pande, 2000, p. 142}
Definition of Criteria For Project
Selection:
The project
leader agreed on redesigning and overhauling the staffing problem that is the
main cause of the problem the group home is facing and ultimately affecting the
care of the individuals with a possibility of losing the
license/recertification to provide services. Also the team agreed on not to
keep on putting bandage on this problem because it continue to affect services,
unsustainable, blowing up the budget, and tear down the morale of employees and
the image of the agency in the eyes of the community. The priority number one
is to take care of staffing and improve the care of the individuals by
complying with regulatory state and federal government. Therefore, first
problem will be to hire additional two required staffs so that we can alleviate
the overtime (mandatory and budgeting havoc). This is to be done by the
employees’ referral incentive and sustain the staffing and minimizing overtime
by volunteers program. This project selection will be hand in hand with
business benefits, feasible and will have an organizational impact. {Pande,
2000, p. 145}
Use of Training to implement the Six Sigma
Project:
To implement
this Six Sigma Project I will use the six essentials that I should keep in mind
when planning my training program. I will emphasize a “hands-on” learning
strategy is when trainer is training trainees by applying concepts and skills
in to an immediate practice; I will provide relevant examples and links to the
“real world” is when a trainer uses materials and vivid examples that are close
or known to the trainees and get the concept; I will build knowledge is when
training is designed to address specific principles and ideas by using measured
skills and methods. i.e. DMAIC, the Six Sigma Roadmap e.t.c; I will cater to a
variety of learning style is when trained is given with visuals, games and
exercises to make the theme fun and exciting; I will make training something
more than learning can be a good marketing plan. Normally it is done in a way
that trainer establishes ways to reinforce the message during training; I will
make training an ongoing effort is very useful theme because it makes training
practical and not something to remember at the training scene only, rather
practical and applicable at all the time. {Pande, 2000, p. 132 and 133}
Conclusion:
This Six Sigma
project is perfect for Six Sigma team to evaluate and I would recommend it to
my Director so that we can evaluate and execute it carefully. This project
meets my agencies business benefits, feasibility and it certainly has an
organizational impact as it overhaul the staffing system by having almost a
fresh start, introducing better improvement models. Furthermore, to best
generate and sustain long-term commitment to this project as basic strategy
that builds an institution my
analysis is that this agency needed to become successful as Six Sigma process and
therefore leadership, management and staffing, all, have to fully be committed to
this Six Sigma Project. The goals and objectives are to be clear and
self-explanatory, training and support to be ready whenever needed.
Administration is responsible to lay out Six Sigma Project and fully committed,
while management is to clarify and direct staff members to execute Six Sigma
plan respectively. All these will determine the strategic planning and long-term
planning commitment of Six Sigma. {Fitz-Enz, 1997, p. 50 and 51}
Reference:
Fitz-Enz, J.
(1997). The 8 Practices of Exceptional Companies: How Great Organizations
Make the Most of Their Human Assets. New York, AMACOM. {Fitz-Enz, 1997 #2}
Pande, N. a. C.
(2000). The Six Sigma Way: How GE, Motorola, and Other Top Companies are
Honing Their Performance McGrow-Hill. {Pande, 2000, p.}
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