Intro to QI: Project Charter

Problem Statement

Overview
Define Problem Statement
Examples

What is a Problem Statement?

A Problem statement is a concise and specific description of the problem in measureable terms.

It explains what the problem is, when, where and how often it occurs, and who has been impacted by the problem.

It should have input from everyone on the project team.

A Problem Statement does NOT:

assign blame to an individual or a group
suggest a solution

How Can it Help?

It is important for the team to carefully and accurately define the Problem statement so anyone reading it can readily grasp and understand the problem that the team aim to address.

A Problem statement should be created at the start of the project before creating the aim, and should be periodically reviewed as relevant information becomes available.

How to Define a Problem Statement

Step 1: Brainstorm Problem

As a team, write down anything about the problem
Provide an opportunity to capture everyone’s points of view on the problem
Focus on the problem, not how it is expressed

HINT:

Use Post-It notes if some team members are not comfortable speaking up, so they can add their ideas anonymously

Step 2: Find Supporting Data

Find data that supports the problem
If you don’t have any data available, use X as a variable and add a task on the project plan to capture the data

Step 3: Add Details

Add details to problem statement Develop the problem statement by adding details:

when the problem started (month/year) and is it getting better or worse
where the problem is occurring (geographic or process location)
who is most affected by the problem and how they are impacted
key performance indicators (KPI) associated with the problem

Step 4: Write First Draft

Write the first draft of the problem statement
Make it short and concise, aiming for 2-3 sentences

The problem statement should address one problem only.

Do not identify a cause, blame or offer a solution.

Step 5: Refine Problem Statement

Refine problem statement Refine the problem statement by:

replacing words that are vague or have different meanings to different people (examples: a lot, far, too expensive, very old, extremely heavy, hard)
ensuring timeframes are set and the problem is expressed in measurable / observable terms and a factual manner
testing the problem statement with the question
"will someone reading this problem statement six months from now understand the measurements?"

Examples of Problem Statements

From November 2014 to November 2015, average number of adverse drug events in the ICU has increased from 10 to 56 per month with a high of 67 in August 2015. This has resulted in unintended harm to patients and an increase in mortality.
Between March 2014 and 2016, the average processing time for discharge documentation has increased from 32 minutes to 2 hours per patient. This results in delays in discharging patients home from the ward and contributes to a backlog of patients waiting to be admitted to the ward from ED.