CERSP Continuous Improvement Initiative

American industry has seen a great deal of emphasis on quality in the past 15 years or so.  And it shows in the products that we all buy.  Quality standards have been raised due largely to a change in management philosophy following the teachings of Deming, Ishikawa,   and Juran.   Deming’s simple continuous improvement process is an endless cycle:  plan--> do--> study--> act-->plan....  We believe this process applies to research management and we intend to apply this simple quality improvement model to operations of the CERSP.

            Since its inception November 1, 1999, CERSP has planned and implemented a number of systems to assist in carrying out research.  Overall, these have worked very well.  But in the spirit of continuous improvement, we are now focusing on the “study” activity.  In December 2001 all CERSP participants were invited to participate in a “3x3x3” study.  Everyone was asked to identify three things that we do well, three things that we do which are of questionable value, and three things that we need to change or start doing.  The results of that survey are in and the complete raw data are documented in the Appendix.  The “act” phase is to develop and implement an improved plan. To do this, the management team has processed the raw data and identified five key areas for improvement:

·         Clearer expectations

·         More effective utilization of weekly teleconferences

·        Improved coordination within Application Domains

·         Better understanding of project selection and constraints

·         Expanded Collaboration PDP Workshop

Those areas and the improvement plan (act-->plan) are summarized below.  We plan to begin implementing the plan immediately.

            Clearer expectations 

A crucial element of any well-run research program is to establish clear expectations.  Priority elements include:

Improved Orientation 

We have held annual orientation sessions at our weekly group meetings.  These have worked reasonably well for those in attendance.  But in order to improve on this we will do the following:

·         Place an orientation section on our website.  New CERSP members will be given a “self-guided tour” of the Center, including plans, facilities, generally useful techniques (e.g., high pressure, safety tips) etc.  Baucom will assist anyone needing further information.

·         Invite all researchers to participate in Kenan Center/EAB and NSF reviews.  These reviews typically contain the latest plans.

·         Baucom will review expectations with new PIs, including determining how STC participation and collaborations can assist achieving research objectives.

·         Compile annually CD of STC and Kenan publications to assist orientation and provide information to assist in establishing collaborative connections consistent with copyrights.

Participation in Group Meetings

·         Students and associates are expected to attend all meetings

·         Students and associates are expected to present at least twice per year, excluding the first year of graduate research.  One talk is expected during the first year.

·         These reviews are not intended to be polished, completed work.  The more useful purpose is to report work in progress to solicit suggestions and identify collaborators.

·         That said, presenters should use approved format, available on our website.

·         Editorial comment:  Some students get so caught up in doing research they don’t think about their research.  Prepping for these meetings provides that opportunity.

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           More effective utilization of weekly teleconferences

In addition to group seminars, the key purpose of weekly teleconferences, these set-aside times will be used in a number of additional ways:

·         Use these meeting for management communications, e.g., discussing the 3x3x3 results

·         Improve facilities/software to make meetings proceed more smoothly, avoiding delays

·         Innovation Seminar

·         Faculty speakers.  PIs are encouraged to travel to other Center sites for collaboration activities and to present seminars at Center weekly meetings as scheduling permits

·         Invited industry speakers

·         Webcasting.  We will make special effort to solicit external participation in Innovation Seminar

·         Short courses.  We will examine the feasibility of conducting short courses of general interest or possibly modifying existing courses to include some of this information.

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Improved coordination within Application Domains

We will maintain existing project organization and conduct semiannual coordination meetings for each Application Domain.  These will be held 1:00-3:00 pm on Thursdays the month before Kenan Center/EAB meetings. February 2002 is exempted as projects have just started.  The objective of these meetings is to

Moreover, during the next RFP, pre-proposals will be used to reduce the number of full proposals significantly, thus allowing more time to provide better coordination among remaining proposals.

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Better understanding of project selection and constraints

We just completed a very thorough process for selecting projects for fiscal 2002-2003.  In doing so we faced the dilemma of every researcher since Adam and Eve experimented with apples:  How do we maintain a coordinated, focused program without missing unforeseen opportunities?

·         Projects were selected based upon the best information available at the time.  As the situation changes, modifications in projects may be in order.  A mechanism for change of direction is outlined above.

·         Project areas were guidelines developed through discussions with industry partners, outside faculty and among ourselves.  We have a stated objective to renew the Center, and proposals outside the guideline areas were considered for seed funding.  This procedure is expected to continue.  Seed funding will be an ongoing mechanism for renewal.

·         There are no entitlements.  We expect fully 20% turnover in programs annually.

·         Flexibility in Conducting Research.  While every PI and student/associate is accountable for results based upon the proposal, everyone should feel free to spend a nominal part of their time on other research, preferably related to Center objectives but outside the scope of their project.  These diversions may well lead to seed funding.

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            Expanded Collaboration PDP Workshop