Section 22. Handoff Map

22. Handoff Map

Overview

The Handoff Map is one of the simplest tools available in a Lean Sigma project, but is powerful as both an analysis tool as well as a communication vehicle.

The approach is to start with a circle representing the world of the process. Each function is then represented on the circle as a point on its circumference. The points should be equally spaced on the circle even if the actual physical locations aren't geographically equidistant, see Figure 7.22.1.

Figure 7.22.1. An example of an As-Is Handoff Map for Desktop PC Acquisition.^[40]

^[40] Adapted from source Sigma Breakthrough Technologies, Inc.

The process is then traced from the primary entity's perspective (often the simplest way is to trace the primary horizontal flow in the Value Stream Map to achieve this), and every time there is a change in functional owner, a line is placed inside the circle linking the from and the to. If there were a handoff within a function (such as a patient moved from one bed to another on a Care Unit), then a small loop would be drawn external to the circle (not shown in Figure 7.22.1) to represent this.

Often a second (or even third) path is used on the map in a different color, representing a secondary entity such as information flow.

For all the handoffs, the total number of types of handoffs and the total volume of handoffs in a given time period are calculated. Each and every handoff is an opportunity, or several opportunities, for failure; thus, the goal is to reduce the number of handoffs in the process.

Logistics

Construction of the Handoff Map is done by the Team and generally takes about an hour or so to create the pictorial element. The number of types of handoffs can be read straight from the map, but to determine the total volume of handoffs might require a data collection for a week or so unless historical data is available.

Roadmap

Two versions of the Handoff Map are created at different points in a project, the first representing the Current State or "As-Is" and the second representing the Future State or "To-Be." Sometimes a third version is created if the To-Be map isn't implemented as originally thought.

Construct As-Is

Step 1.	Determine the following for the process in question: The scope of the process (i.e., the beginning and end points) The primary and any secondary entities to be mapped The handoff points in the process (typically functions)
Step 2.	Complete the following to create the pictorial element of the Handoff Map: Create the circle and equally space the handoff points around its circumference. Take the primary entity and start at the beginning of the process; track any handoffs that occur, marking them as connections inside the circle using straight lines. If handoffs occur from a function to itself (such as the previous example of moving a patient to a different bed in the same Care Unit), then mark this as a loop on the outside of the circle, connecting a point back to itself. Use a different color, or if the Primary Entity map is complex, use an entirely new circle, and repeat the tracking for the secondary entity or entities, such as information or materials.
Step 3.	Summarize the findings in a table on the same Map created in Step 2 listing: The number of handoffs by functional group per process cycle The volume of handoffs in a given timeframe (usually a week or a month)

Construct To-Be

The To-Be could be built directly from a To-Be Value Stream Map in exactly the same steps as the As-Is Map, but there is opportunity to use the tool in a slightly more elegant way, using it to achieve some handoff reduction as follows:

Step 1.	Determine the following for the process in question: The potential new scope of the process (i.e., the beginning and end points, which are typically different from the As-Is Map) The primary and any secondary entities to be mapped The handoff points are initially the same as those used in the As-Is Map.
Step 2.	Complete the following to create the pictorial element of the Handoff Map as in Figure 7.22.2: Create the circle and equally space the handoff points around its circumference. Identify the categories of value-add, using information from the Value Stream Map. Work in conjunction with the To-Be process flow development (usually a Value Stream Map), take the primary entity and, start at the beginning of the process; map only the VA process handoffs onto the To-Be chart. As before, mark them as connections inside the circle using straight lines. A handoff within a function is questionable in terms of VA, so it is highly unlikely that there should be loops outside the circle. Use the same method and repeat the tracking for the secondary entity or entities, such as information or materials. Figure 7.22.2. An example of a To-Be Handoff Map for Desktop PC Acquisition.[41] [41] Adapted from source Sigma Breakthrough Technologies, Inc.
Step 3.	Summarize the findings in a table on the same Map created in Step 2 listing: Number of handoffs by functional group per process cycle Potential volume of handoffs in a given timeframe (usually a week or a month)

Interpreting the Output

The To-Be Handoff Map now graphically depicts any Global Process Cycle Time and Process Lead Time reduction opportunities. For more details see "TimeGlobal Process Cycle Time" and "TimeProcess Lead Time" in this chapter. Using the Handoff Map in conjunction with the Value Stream Map, document the findings and any opportunities for streamlining.