Subject: Winter Continuous Improvement Newsletter: TEST
From: Wisconsin DOA Strategic Management & Planning <[email-masked]>
To: [email-masked]
Date: Tue, 25 Feb 2025 21:33:24 +0000

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Winter CI Newsletter 

 

Winter Hibernation = Spring Project Planning

During the midst of winter, the world around us enters a season of planning, preparation, and patience. Just as nature uses this time to rest before the renewal of spring, successful project management requires careful groundwork before bringing ideas to life. 

Every project begins with a vision. A seed of improvement that, with the right planning and execution, will grow into meaningful change. The key to a successful project happens beneath the surface and is all about the thoughtful planning before a project even breaks ground: defining objectives, mapping out steps, and addressing challenges before the first signs of progress emerge. To be successful in your Continuous Improvement (CI) efforts, project management is key, ensuring that each phase—defining, planning, and implementation—is intentional and effective. For a quick overview on the important steps to project planning, watch Project Planning for Beginners [ https://www.youtube.com/watch?v=ZWmXi3TW1yA ], found on YouTube.

Continuous Improvement Group Work 

As we move toward spring, a season of growth and new beginnings, now is the perfect time to reflect on how CI strengthens project management and begin planning your next improvement project. In the spirit of growth, the Strategic Management and Planning (SMP) team is excited to welcome Kao Moua Her onto the CI team! 

With over 19 years of experience, Kao Moua has worked with executive leaders, department heads, and teams, supporting 4,000+ school districts and 22,000+ schools in Wisconsin and nationwide. She understands that leadership, knowledge, and data drive meaningful change, shaping systemic beliefs, practices, and results. Committed to advocacy and research, Kao Moua looks forward to leveraging her experience to support your leadership teams and advance your division’s continuous improvement efforts.

Reach out to Kao Moua at [email-masked] and begin planning your improvement today!

 

 

Project Highlights

 

 

DOA: Utilization of Microsoft Bookings

The Division of Gaming within the Department of Administration (DOA) faced a challenge familiar to many—coordinating meetings with the public was a time-consuming, frustrating process due to the lack of a clear scheduling system. Aligning availability between division employees and community members often felt like navigating a snowstorm without a map.

The simple fix? Microsoft Bookings. By implementing the platform’s public scheduling feature, they gave community members direct access to available meeting times, eliminating the back-and-forth and streamlining the process. This “Just Do It” project was a quick yet impactful improvement, made possible by a dedicated team that embraced Continuous Improvement (CI) principles. By utilizing the CI Project Form, they effectively defined their scope, organized their approach, and captured the project’s success for the state, ensuring the solution remains sustainable long after the snow melts.

Check out Microsoft Bookings [ https://learn.microsoft.com/en-us/microsoft-365/bookings/bookings-overview?view=o365-worldwide ] and see if it can be a solution for your scheduling needs!

bookings logo [ https://learn.microsoft.com/en-us/microsoft-365/bookings/bookings-overview?view=o365-worldwide ] 

DOR: Onboarding Transformation

A well-managed project lays the groundwork for success, and the Department of Revenue (DOR) applied that same mindset to improving New Employee Orientation (NEO). Previously, inconsistencies in the onboarding process led to delays—ranging from day 2 to over 60 days after hire—and missed opportunities for connection-building.

To tackle this, the Onboarding-NEO project team took a structured approach. Meeting bi-weekly from April to September 2024, they researched best practices, mapped out improvements, and refined recommendations through collaboration with the Learning Advisory Committee and senior leadership.

Their solution? A streamlined, standardized onboarding experience. Key improvements include a more welcoming appointment letter, a consistent day-one schedule, an updated manager checklist, and a layered training approach using Cornerstone. NEO is now a single-day, in-person event designed for engagement, and a coworker buddy system ensures new employees have a go-to resource beyond their manager. Regular evaluations and automated updates will keep the process effective long-term.

By applying project management principles—planning, collaboration, and continuous improvement—DOR has built an onboarding experience that sets employees up for success from day one.

 

CI Community of Practice

Back in January, we had an awesome CoP, sharing tips on how to prioritize and manage an improvement project. During the meeting, we spotlighted the RACI Matrix, which is a great tool for project management. For access to the presentation slides, email [email-masked].

Stay tuned for our next CoP happening *March 25*, where we will dig into project data and metrics! We will be hearing from the Department of Health Services and the Department of Veterans Affairs, as they spotlight projects and share their tips for capturing project data. 

Click to learn more about Continuous Improvement Community of Practice (CI COP) [ https://improvement.wi.gov/Pages/GetInvolved/CoP.aspx ]

 

RACI Matrix: Project Management Tool

As a new project team lead, project management can seem dauting. The RACI Matrix takes the worry out of role and responsibility assignment. This template allows you to organize project implementation tasks by project phases, team members, and deadlines.

Take the stress out of project management by going to our improvement.wi.gov website, accessing the RACI Matrix today [ https://improvement.wi.gov/Pages/Resources/Templates.aspx ]! 

Raci Matrix  

Upcoming Training

Yellow Belt Trainings

  * March 28th 8:30 am- 4:00 pm 
  * Virtual 

  * July 29th 8:30 am- 4:00 pm 
  * Virtual 

  * October 28th 8:30 am- 4:00 pm 
  * Hills Farm 

View the full Yellow Belt Certificate Curriculum on [ https://ess.wi.gov/psc/ess/EXTERNAL/HRMS/s/WEBLIB_WI_CS.ISCRIPT1.FieldFormula.Iscript_CSLogin_Default?DestURL=/ui/lms-learner-search/search?query=YELLOWBELT ] Cornerstone, and begin the modules today!

 

What's Happening Across the State

**Department of Transportation's (WisDOT) Leadership Development Program (LDP) Begins **

DOT leadership pic 

The 2025-2026 cohort will meet monthly at the Hill Farms State Office Building in Madison starting in April 2025. The LDP includes instructor-led training and continuous improvement projects to help develop leadership, collaboration skills and presentation. In addition, there are panel discussions with previous LDP participants and WisDOT Senior Leadership to grow your network and ask questions. 

*Department of Children and Families (DCF) CI Leadership Training *

The DCF Leadership Foundation will be hosting an all-day CI training on May 1st! This program is designed to enhance and improve leadership skills for DCF employees, building a supportive network that teaches fundamental leadership and management concepts. 

  DCF logo 

 

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CI Resource Center

Agency CI Contacts [ https://improvement.wi.gov/Pages/Resources/AgencyRepresentatives.aspx ]

  
CI Project Forms [ https://improvement.wi.gov/Pages/GetInvolved/ProjectForms.aspx ]

  
Improvement Templates [ https://improvement.wi.gov/Pages/Resources/Templates.aspx ]

 

Continuous Improvement Helping One Another Up Stairs 

 

 

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*STATE OF WISCONSIN*

*DEPARTMENT OF ADMINISTRATION*

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