Texas Award for Performance Excellence TAPE

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Texas Award for Performance Excellence(TAPE)

• Team Leader /
• Back-Up Team Leader Training
• November, 2008

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Brief Introductions

• Name
• City
• Organization
• Past experience with Quality Texas
• As an Examiner
• As a Team Leader or Back-Up

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What Does a Team Leader Do?

• Plans the consensus review strategy
• Sets meeting schedules
• Makes Team Member assignments
• Develops meeting agendas
• Plans and facilitates meetings
• Coordinates Consensus Report writing
• Ensures the Consensus Report meets customers
  requirements
• YOU also are a customer for this process!

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Key Tools

• 2009 Examiner Process Manual
• Have all team members review this both for Stages
  1 and 2
• 2009 Team Leader Toolshed
• Step by step instructions and templates to make
  your job easier
• Shaw Software Tutorial

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Introductory Work

• Things to plan early on
• Get team members biographies
• Do calendar checks for consensus call dates
• Get Item preferences
• Set date for a pre-consensus call
• Plan on periodic checks during Stage 1
• Get started on this now!

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TAPEAWARDPROCESSStage 2 -Consensus
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Stage 2 Consensus
Stage 1 scorebooks due to QTF and Team Leader no
later than December 6th
Consensus process begins December 8th consensus
calls from January 5th 18th (score summaries
to QTF by 1/18)
Completed consensus scorebooks due to Quality
Texas no later than January 20th
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Phases of Consensus Review
1.0 Examiner Pre-Consensus Planning
2.0 Category Synthesis
3.0 Prepare for Consensus Meeting/Call
4.0 Participate in Consensus
5.0 Post Consensus

• Review Consensus Process
• Forward Synthesized Comments to Team
• Review Synthesized Comments of Other Team Members

• Review KFs
• Review KTs
• Participate - Comments
• Lead Discussion Assigned Category
• Participate Scoring
• Email Changes to Feedback Writer Team Leader
• Reserve Post Consensus Dates

• Revise Consensus Item Worksheets
• Exchange with Backup
• Send Final Worksheets to Feedback Writer Team
  Leader
• Review Draft Consensus Report
• Final Consensus Report to Quality Texas

• Bio
• Availability
• Assignment Preference
• Stage 1 Scorebook
• Planning Call

• Review Materials
• Draft Item Worksheet
• Exchange with Backup
• Synthesized Comments

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The Consensus Team

• 6 - 7 Team Members
• Usually all Examiners from Stage 1 participate
• 1 Team Lead
• Senior Examiner
• 1 or 2 other Senior Examiners
• Team Leader Back-Up
• Feedback Report Writer (trained separately)
• 3 or 4 Examiners, including new
• 1 TAPE Process Observer
• Does not take part in the evaluation
• Ensures consistent process

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What Does Consensus Mean?

• Consensus is
• a rationally-derived decision,
• based on the contributions of ALL team members.

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Consensus Success Factors

• Consensus is a team sport - Play nice
• Do What You Say You Will Do
• Be punctual for all team commitments
• Know time constraints keep to them
• Get everyone to participate actively
• Use the established processes in the EPM
• Prepare! Prepare! Prepare!

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The Consensus Planning Call

• Review information agenda
• Call in on time
• Adhere to ground rules
• Agree on Key Factors
• Clarify any questions

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The Consensus Call

• All Team Members must participate
• Plan on 8 hour conference call(s) total
• But target for 5 hours in all
• Category Champions present recommendations and
  lead discussion
• Consense on Item comments and score, Key Themes
  and Site Visit Issues

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Consensus Decision Tree
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Consensus Call Sample Agenda
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Post Consensus

• Category/Item Leads Send Consensus Changes
• Backups provide meeting/call notes review
• Update Item Worksheets to reflects team consensus
• Focus on Criteria
• Category/Item Lead sends Consensus Worksheets
• Converted to a Word file from the Shaw Software
• Feedback writer consolidates all Worksheets
• Team Leader reviews Worksheets
• Feedback Writer compiles draft Consensus Report

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About the Shaw Software

• The Shaw software does not have a consolidation
  feature for taking Stage 1 comments to Stage 2
• Team leaders (or designee) can either
• Select a best scorebook to use as the starter
  version for Stage 2, or
• Download all Stage 1 scorebooks into a
  consolidated Word file, then upload this back
  into the Shaw Software for use as a consensus
  workbook draft
• Either way, have Examiners add their initials at
  the end of every comment to aid in consolidation
  and consensus work
• The team should work in the Shaw software real
  time during the consensus call to edit comments
  and scoring
• The Feedback Writer can download the consensus
  scorebook into a Word document for delivery to
  QTF

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TAPEAWARDPROCESSStage 3 Site Visit
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Purpose of Site Visit

• Purpose
• Verify and clarify feedback and scoring
• Goals and Outputs
• Document site visit strategy in Summary of Sites
  Visited
• Resolve ALL site visit issues (SVIs)
• Document Findings Conclusions in SVI Worksheet
• Finalize Item Worksheets - comments and scores
• Document changes in and finalize Key Themes
• Document scoring changes in Final Scoring Summary

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Stage 3 Site Visit
Team Leaders and applicants notified on January
30th
Team attends JIT training in Dallas February 20th

March 15 21 for manufacturing, education and
public sector March 22 28 for health care,
small businesses and service
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JIT Site Visit Training

• Mandatory if your applicant is selected for a
  site visit
• February 20th at Bill Priest Institute, Dallas
• Skills development and mentoring
• Team works together with expert mentoring
• Completes real work on application to prepare
  for site visit
• Rough SV agenda
• SVI worksheet development
• Any Examiner can participate

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TAPEAWARDPROCESSPost-Site Visit
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How to Move Forward
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Key Themes Requirements

• Cross-cutting
• Derive from the Item comments
• Maintain consistency with the applicants overall
  score
• A more mature, high-scoring applicant will have
  more Key Theme strengths than OFIs and vice versa
• Keep in mind the Scoring Band descriptors
• Remember how the Judges will use these in their
  deliberations

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TAPE Application Levels

• Award Level
• Progress Level
• Engagement Level
• Commitment Level

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