Monitoring and Evaluation of

KAIZEN activities
KAIZEN Training of Trainers
2015

KAIZEN Facilitators’ Guide

Page __ to __ .
 Objectives of the session
At the end of the session, trainees are able
to:
1.Understand how to conduct M&E for KAIZEN
activities
2.Understand how to use M&E tools for KAIZEN
activities

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 Who monitors and evaluate
KAIZEN activities?

Hospital Management Team

Quality Improvement
Team (QIT)

Workplace Improvement
Teams (WITs)

Structure of QA implementation
in hospitals in Tanzania 2
 Levels of monitoring and
evaluation of KAIZEN
KAIZEN
Implementers QIT
Provide
technical advices

Seek technical
advices

Make
KAIZEN - Monitor all KAIZEN activities
- Monitor their daily KAIZEN on Right at all section in their hospital
activities at section level track! - Evaluate all KAIZEN
(Step 5, Step 7)
activities to measure
- Evaluate effectiveness of
improvement of hospital
own KAIZEN (Step 6)
management
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 Monitoring and Evaluation
by the KAIZEN implementers
 M&E in KAIZEN process
• “KAIZEN Process” itself is M&E process,
especially on KAIZEN Step 5, 6 and 7
• M&E of these steps should be done by the
KAIZEN implementers
– Step 5: Checking progress of implementation of
identified countermeasures
– Step 6: Measuring effectiveness of
countermeasures between before and after
– Step 7: Checking sustainability of effective
countermeasures
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“Tools for M&E by the KAIZEN implementers”
Progress checklist for implementation
of standardized activities
Comparison Pareto chart to measure
effectiveness of KAIZEN Step 7
Standardization
Progress checklist for implementation
of countermeasures Step 6
Check effectiveness of the counter
measures
Step 5
Implementation of identified counter measures

Steps 4
KAIZEN Process
Steps 3

Steps 2

Steps 1
6
 What to be monitored and evaluated
by WITs?
• Timeframe of KAIZEN Process implementation
– One KAIZEN event takes 6 months and necessary to
monitor time spent for each step
• Execution of action plan (developed in Step 5)
• Achievement (improvement of before and after
KAIZEN in Step 6)
• Sustainability of standardized activities (Step 7)

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Monitoring and Evaluation
by QIT
 What to be monitored and
evaluated by QIT?
• KAIZEN Team function
• Monitor all WITs’ activities
– Check whether each KAIZEN step is carried out on
right track or not
– Check whether each QC tool is utilized properly or not
– Check whether record keeping is done properly or not
• Support WITs to clarify effectiveness
towards improvement of hospital
management
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 During internal evaluation of
KAIZEN
• Visit all areas implement 5S-KAIZEN
activities and interview KAIZEN teams
• Fill in 5S-KAIZEN M&E Sheet, and check
the section No. 1 – 14
• Check records of KAIZEN process, and
then fill in KAIZEN Process Checklist
• Develop feedback presentation on
KAIZEN practices after the observation
visits
• Feedback the results to all KAIZEN teams
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 Tips for successful M&E for
KAIZEN by QIT
• Compose teams for conducting M&E
• Before starting M&E, review on how to use
M&E tools together with all the members
• Before starting M&E, clarify responsibilities
of each member of the team
(Example)
– One for concentrating on interview to QIT and
checking records of KAIZEN
– Another for concentrating on M&E of 5S activities
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 Cont.
• Visualization of the results of M&E is
essential to give feedback to WITs
effectively
• Making consensus to all scores and
findings among practitioners

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 Cont.
• Good practices of KAIZEN should be
shared with all the department/sections in
your hospital
– Share in the meetings (morning report, management
meetings, department meetings etc.)
– Display the practices on notice boards in common
places etc.

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 M&E Tools
for KAIZEN activity

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 Tools for M&E of KAIZEN activities

I. Monitoring and Evaluation sheet for

progress of 5S-KAIZEN activities
(with Point to be observed)
II. KAIZEN Process Checklist
III. KAIZEN Supportive Supervision Sheet
IV. KAIZEN Record Sheet (Microsoft EXCEL)

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 I. Monitoring and Evaluation sheet for
progress of 5S-KAIZEN activities
• Monitor and evaluate
progress of 5S
activities
– Section 1 – 6: 5S
activities
– Section 7 – 14:
KAIZEN activities
• Use point to be
observed (Criteria)
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EXAMPLE

Ward 14
Strength
Leadership
100
80
•Active participation in 5S-
Sustain 60
40
Sort KAIZEN
20
0

Challenges
Standardize Set
•Photographic evidence
Shine
Mar-2014
are not well utilized and
Jun-2013
Jan-2013
displayed

Ward 14 Leadership Sort Set Shine Standardize Sustain Average

Mar-2014 87 85 80 87 73 72 80.6
Jun-2013 93 85 80 80 73 72 80.5
Jan-2013 100 75 87 87 80 88 86.2
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EXAMPLE

Ward 14 - KAIZEN
Productivity
100
HR 80
Quality
empowerment
60
40
20
WIT 0 Cost

Morale Safety
Mar-2014
Jun-2013
Deliverly Jan-2013
HR
Ward 14 Productivity Quality Cost Safety Deliverly Morale WIT empowermen Average
t
Mar-2014 67 73 67 72 60 80 80 80 72.3
Jun-2013 67 73 67 64 65 80 67 80 70.4
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Jan-2013 67 67 67 68 66 73 73 80 70.1
 II. KAIZEN Process Checklist
• Evaluate each
KAIZEN process
• Check proper
usage of QC tools

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EXAMPLE
Ward 14

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III. KAIZEN Supportive Supervision
Sheet
• To check whether
KAIZEN activity is
practicing in right
track or not
• Important points to
be checked are
clarified in each
KAIZEN step

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 IV. KAIZEN Record Sheet
(Microsoft Excel)
• It helps you to
record KAIZEN
activities
• Also, it has a
function to develop
Pareto Chart,
calculate formula
etc.

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 Schedule of KAIZEN event
Kick off KAIZEN Presentation of
meeting KAIZEN Outcome

April May June July August September

Step Step Step Step Step Step Step

1 2 3 4 5 6 7

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SDCA cycle and PDCA cycle
S: Standard P: Plan
D: Do D: Do
C: Check C: Check Maintenance
A: Action A: Action activity
Step 7
KAIZEN activity
A S
Maintenance
activity
Step 7
A P C D
KAIZEN activity
A S C D
(New standards)

A P C D Improvement
by KAIZEN
C D (New standards)

Improvement
by KAIZEN
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Thank you very much for listening

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