Tools Design Process

The Tool Design Process was centered around how our Partners interact with resources that were developed. The Data Collaborative leveraged pre-determined Improvement Reviews where we would review all the feedback, data and insights we were able to aggregate about specific tools. The tools were assessed at the end of the windows that are identified in the Scope & Sequence for After School programs and Early Childhood.

Prior to Improvement Review

The Tool Design Process is led by the person responsible for the Tool bucket. At the designated Improvement Reviews, they prepared the following documents before the meeting:

• Data analysis of performance within the bucket area — What did we expect to happen and what actually happened?
• Change Idea Preparation — What were the change ideas that the Data Collaborative Team and Partners generated throughout the window?
• Agenda — What will the Improvement Review session look like?
• PowerPoint — What will the Improvement Review PowerPoint include?
• Needed data — What additional data may be relevant and useful during this process?

During Improvement Review

During the in-session portion of the Improvement Review, the standard Agenda used the following flow:

Background:

1. Aim and Motivation of bucket area — What is the purpose of body of work and how does it fit in the overall context?
2. RACI — Person Structure — The organization structure and the definition of each individual’s role in the process.
3. Theory of Improvement — An opportunity to ground and confirm understanding of the purpose of this body of work.
4. Current Performance — An overview of how well the community performed compared to our goal and previous performance.
5. Key Learnings — Key takeaways that should be in the forefront when thinking about what has been successful and what opportunities remain.

Current Focus: Surgery vs Band-Aid:

1. Look at Change Ideas/Add any Additional — Ideation and generation of Change Ideas that can improve the work.
2. Categorize Surgery vs. Band-Aid — An activity to label the ideas and what type of work would be necessary to make them occur.
3. Prioritize Surgeries — Surgeries are significant changes that will take a major or complete rebuild of the idea.
4. Prioritize Band-Aids — Band-Aids are small and minor tweaks to improve upon existing ideas.
5. Plan Execution — Select and map-out how and when the ideas will be developed and released to the Partners.

Within the Plan Execution we developed the roadmap to adopting and integrating the proposed and accepted change ideas into our daily implementation. Most importantly, it included identifying the ideal time to introduce and onboard Partners about updates and changes to the tools we use.

Supporting Resources