Step 4 Lesson
Step 4 Lesson
Implementation and Monitoring
Implementing a small-scale pilot effectively evaluates whether the new process will work, ensuring it works as intended before a full-scale rollout. This approach helps identify issues or challenges that might not have been apparent during the design phase.
Example: A small pilot includes a select group of frequent purchaser requesters, the IT purchase reviewer, and the district buyer, which will allow the district/college to evaluate the effectiveness and efficiency of the new process for obtaining Accessibility Compliance Reports (ACR).
Implementation timelines and milestones set clear expectations for the process rollout and help manage stakeholders' expectations. They also provide a way to assess progress and ensure the project stays on track.
Example: A reasonable timeline for the pilot to obtain ACRs could be four months: the first month for training and communication, followed by three months for implementing the process.
Collecting data and feedback during the pilot phase is necessary for assessing the new process's effectiveness and identifying areas for improvement. This feedback can come from direct observations, employee feedback, and quantitative data.
Examples: Compare the number of IT purchases where an ACR was obtained to the total number of purchases. Listen to employee feedback to identify problems in the process design.
Documentation
Documentation helps capture and share knowledge within the organization. It ensures that critical process knowledge is not lost, especially when key employees leave or move to different roles. Although documenting can seem complex and daunting, starting with a draft is crucial to success. Designate a person responsible for the process documentation, a project manager, or a design team member.
Use the process design results to start the draft; a Process Documentation Template (Word) Download Process Documentation Template (Word) is provided to assist you. Revisit and update the documentation as you implement, monitor, and improve the process.
Documentation makes the details of the process available to all stakeholders involved, ensuring everyone understands the process thoroughly. Don’t assume that everyone has the same level of understanding or that important information will be communicated through informal channels.
Tools like documentation, flowcharts, process maps, and roles and responsibilities matrices are excellent training tools. They provide a visual and descriptive guide to how the process works, making it easier for new employees to understand their roles and how their tasks fit into the larger workflow.
Process documentation often has long-term benefits, such as improved efficiency and easier onboarding of new employees, and is required for compliance with the ACMM.
Continuous Improvement
Continuous improvement is vital in accessibility process design. It ensures processes remain efficient, responsive, and aligned with the ACMM's accessibility goals and milestones. It involves periodic review and refinement of processes. Set a schedule for regular process reviews to ensure continuous improvement. Encourage feedback and suggestions from stakeholders to grow a proactive, engaged campus culture that values providing equal access to all stakeholders.
Continuous process improvement involves revisiting the process design steps, reevaluating the current process, setting goals for improvement, and making improvements or enhancements to the existing process. This is the iterative nature of process design.
The ACMM is built on the concept of continuous process improvement. Each ACMM Status Level Links to an external site. describes the improvement needed to integrate accessibility into existing campus processes or develop new ones.
Example: Following the pilot, consider the feedback received and issues that arose. Redesign the process as needed to address the issues.
There is an example of a full Evaluation and Continuous Improvement plan in the Step 4 Resource section below.
Step 4 Resources
- Process Documentation Template (Word) Download Process Documentation Template (Word)
- Example Tri-Valley Process Documentation (Word) Download Example Tri-Valley Process Documentation (Word)
- Example- Evaluation and Continuous Improvement Plan (Word) Download Example- Evaluation and Continuous Improvement Plan (Word)