stakeholder meeting selecting interventions to improve utilization of the iud city, country date...

STAKEHOLDER MEETINGSTAKEHOLDER MEETING

Selecting Interventions to Improve Selecting Interventions to Improve Utilization of the IUDUtilization of the IUD

City, CountryCity, Country

DateDate

Insert MOH logo Insert Project logoInsert USAID logo

(Note: Photos have been removed to keep the file size manageable.)

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IntroductionsIntroductions

As we go around the room, say:– Your name

– Your position

– Where you work

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Meeting ObjectivesMeeting Objectives

Share and discuss results of performance assessment data results

Discuss performance gaps and analyze root causes of the performance gaps

Identify and select interventions to address performance gaps

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Agenda Agenda

Welcome and opening remarks Review of PIA and results of stakeholders

workshop: desired performance statements Presentation of assessment data results Break Actual performance and performance gaps Lunch Overview of root cause analysis Group work: conduct root cause analysis

Day 1—Date

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A Quick Reminder ofA Quick Reminder of Performance Performance

Improvement ApproachImprovement Approach

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What is Performance? What is Performance?

The tasks that people do and the results of those tasks

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What is Performance Improvement?What is Performance Improvement?

A step-by-step methodology for finding out what is needed to ensure good performance, and delivering it

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Factors Influencing PerformanceFactors Influencing Performance

1. Job expectations

2. Performance feedback

3. Environment and tools

4. Motivation and incentives

5. Skills & knowledge

Organizational Support: Using Performance

Factors

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PI FrameworkPI Framework

CONSIDERINSTITUTIONAL

CONTEXT

MISSION

GOALS

STRATEGIES

CULTURE

CLIENT ANDCOMMUNITY

PERSPECTIVES

OBTAIN AND MAINTAIN STAKEHOLDER AGREEMENT

MONITOR AND EVALUATE PERFORMANCE

DEFINE DESIREDPERFORMANCE

FIND ROOTCAUSES

WHY DOES THEPERFORMANCE

GAP EXIST?

SELECTINTERVENTIONS

WHAT CAN BE DONETO CLOSE THE

PERFORMANCE GAP?

DESCRIBE ACTUALPERFORMANCE

PERFORMANCEGAP

IMPLEMENTINTERVENTION

PNA

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CONTEXT

MISSION

GOALS

STRATEGIES

CULTURE

CLIENT AND COMMUNITY

PERSPECTIVES




FIND ROOTCAUSES


GAP EXIST?

SELECTINTERVENTIONS


PERFORMANCE GAP?


PERFORMANCEGAP


PNA

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Define Desired PerformanceDefine Desired Performance

What the organization would like to see happening - what the providers should be doing

Is defined by stakeholders through consensus

Use specific, measurable terms

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Desired Performance StatementsDesired Performance Statements

Desired Performance

Indicators Target

Level

1.

2.

3.

Note: insert desired performance statements developed at stakeholder agreement meeting

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CONTEXT

MISSION

GOALS

STRATEGIES

CULTURE


PERSPECTIVES




FIND ROOTCAUSES


GAP EXIST?

SELECTINTERVENTIONS


PERFORMANCE GAP?


PERFORMANCEGAP


PNA

We are HereWe are Here

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Data Collection MethodologyData Collection Methodology

Describe methodology, sample size, and tools used

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Performance Data

Present text, tables, and figures of performance data collected via facility audits, provider and client interviews, provider observations, and any other methods used

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Performance Factor Data

Present the information gathered regarding the performance factors/ quality assurance and management elements, such as information on supervision, job expectations, motivation, knowledge and skills, etc.

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Do you have any questions or Do you have any questions or commentscomments??

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CONTEXT

MISSION

GOALS

STRATEGIES

CULTURE


PERSPECTIVES




FIND ROOTCAUSES


GAP EXIST?

SELECTINTERVENTIONS


PERFORMANCE GAP?


PERFORMANCEGAP


PNA


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What is a Performance Gap?What is a Performance Gap?

Desired Performance Desired Performance

— — Actual PerformanceActual Performance______________________________________________________________________________________

GAPGAP

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Performance GapsPerformance Gaps

Desired Performance Indicators

Actual Performance Percentages

Performance Gap

1.

2.

Note: insert the actual percentages determined via data collection and present the corresponding Gap for each desired performance statement or indicator

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Prioritize Performance GapsPrioritize Performance Gaps

We cannot work on every gap at once– Resources are limited– We need to focus our efforts for greater success

Must define criteria for prioritizing gaps:Largest gapsCritical area of performance

Place in priority order (1, 2, 3, ….) Let’s discuss….

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CONTEXT

MISSION

GOALS

STRATEGIES

CULTURE


PERSPECTIVES




FIND ROOTCAUSES


GAP EXIST?

SELECTINTERVENTIONS


PERFORMANCE GAP?


PERFORMANCEGAP


PNA


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Root Cause Analysis—Multiple WhysRoot Cause Analysis—Multiple Whys

Why?

Why?

Why?

3 W’s

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Root Cause Analysis TechniqueRoot Cause Analysis TechniqueRoot Cause Analysis TechniqueRoot Cause Analysis Technique

For each gap, ask “why is this occurring?” For each answer, ask “why” again?

– Chart multiple answers if they come up Keep asking “why?” until no more answers are

available

– Stop when you have to say “I don’t know” The root cause is the lowest-level cause

you can do something about.

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Gap: Supervisors are not making appropriate number of supervision visits

Did not know how many visits were expected No transport

No one told them Have no job description No funds

No one developed a Job description

No one’s job to tell them Did not request funds

Did not know how to complete the funding request form

Were not trained

Root Cause Analysis ExampleRoot Cause Analysis Example

Have no supervisor

No support system for them

Not in theirtraining

Example: Ghana, 2000

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Remember the Performance FactorsRemember the Performance Factors

Organizational Support: Using Performance

Factors – Job Expectations– Performance Feedback– Physical Environment and Tools– Motivation and Incentives

– Skills and Knowledge to do the job

Note: Categorizing root cause by performance factor helps us to better identify the appropriate interventions for addressing the root cause

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In your group begin by reviewing assessment results related to your assigned gap.

Conduct root cause analysis for the performance gaps. Ask why-why-why for each gap.

Choose a facilitator for your group and write the multiple why trees on flipchart paper so your whole group can see.

Identify the root causes for each gap by placing a star (*) by it.

You will have 60 minutes. Then we will present and discuss.

Group WorkGroup Work

STAKEHOLDER MEETINGSTAKEHOLDER MEETING

Selecting Interventions to Improve Selecting Interventions to Improve Utilization of the IUDUtilization of the IUD

City, CountryCity, Country

DateDate

Welcome to Day Two!Welcome to Day Two!

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Agenda Agenda

Presentation of root cause analysis group work in plenary

Overview of steps for intervention selection Group work: brainstorm and select interventions Break Presentation of group work on intervention

selection in plenary Conclusion and next steps

Day 2—Date

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Plenary: Root Cause Analysis

Let’s share your group’s work!

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CONTEXT

MISSION

GOALS

STRATEGIES

CULTURE


PERSPECTIVES




FIND ROOTCAUSES


GAP EXIST?

SELECTINTERVENTIONS


PERFORMANCE GAP?


PERFORMANCEGAP


PNA


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Select Interventions—The StepsSelect Interventions—The Steps

Define intervention criteria– Make a list of criteria for judging possible

interventions, some examples include:• Affordable• Feasibly• Timely

Brainstorm possible interventions– Generate as many possibilities as you can– Do not evaluate them yet

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Prioritize and select interventions– Compare each intervention to criteria list– Cross out those that do not meet the

criteria– Prioritize the interventions

Select the best intervention to fix the root cause in question

Aim for one intervention per root cause (if possible)

Select Interventions—The StepsSelect Interventions—The Steps

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Make a list of criteria for judging possible interventions

Identify “must” criteria—those criteria that are absolutely essential

Prioritize the other criteria

Define Intervention CriteriaDefine Intervention Criteria

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What will be our Criteria?What will be our Criteria?

Ideas? Let’s discuss

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Group WorkGroup Work

For each root cause identified earlier, – Brainstorm possible interventions– Compare interventions to selection criteria– Select the interventions you propose to address each root

cause

Record your interventions on flip chart paper using the table format.

You will have 60 minutes. Then we will present and discuss.

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Performance Gap

Root Cause

Interventions

Presentation FormatPresentation Format

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Group Work—Define Action PlansGroup Work—Define Action Plans

For each intervention your group selected, identify the:– Activities/steps

– Responsible person

– Timeline

Use the following table format and record your action plan on flipchart paper.

You have 60 min. Then we will present and discuss.

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Action Plan FormatAction Plan Format

InterventionIntervention Activities/ Activities/ StepsSteps

Person Person ResponsibleResponsible

TimeframeTimeframe

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Next Steps

Add next steps as appropriate

stakeholder meeting selecting interventions to improve utilization of the iud city, country date...

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