Table 2.2 Evaluation framework Expected outcome Indicator Sub-indicators Measure(s) Potential data sources Activity for data collection Time points for measurement Improved quality and safety in medicines use Reduced AMEs Prescribing errors by number, type, severity, patient volume, LOS Number of prescribing errors by type and severity Number of patients Number of bed-days Total LOS Medication charts Hospital issues and risk reporting (sentinel events) Review of medication incidents and AMEs Audit of medication charts for a defined time period Review of sentinel events Pre-implementation Post-implementation Ongoing monitoring Administration errors, etc. Increased adherence to guidelines AME = adverse medicine LOS = length of stay
Table 2.5 Education and training template Education and training component Requirement Responsibility Duration Cost Self-directed learning Online learning management system and support for the EMM duration Education and training lead 3 months Education materials for the online learning management system Education and training team 3 months Sandpit Build the sandpit environment ICT service provider 1 Remote access to the sandpit ICT telecommunications manager 1 month Education and training collateral Introductions EMM overview Medication safety Expected benefits Implementation challenges (managing expectations) Education and training team 1 month EMM system training modules Education and training team 3 months EMM demonstrations and presentations (e.g. at rounds) Education and training team 2 months Posters and fact sheets Education and training team 2 months (including production time) Evaluation feedback and surveys Education and training team 1 month Trainers 4 people for 1 year Education and training lead 4 months to advertise and fill posts Training facilities 2 rooms for 1 year Education and training lead 3 months to identify and equip Training schedule Overview sessions for all staff Education and training team 1 hour Role-based training Education and training team 3 hours EMM = electronic medication management; ICT = information and communications technology communications [The stakeholder analysis (see Table 2.1) and proposed EMM project schedule will inform the communications plan.
2.7 Quality register template Ref Item Quality method Produced by Reviewed by Approved by Results Scheduled and actual quality activities [X] IPS Document review Project manager Project team Project board Approved (and date) Held dd/mm/yy PAS interface specifications Document review PAS vendor Interface lead Technical project assurance team Scheduled (and date) Scheduled dd/mm/yy EMM hardware Capacity test ICT service provider Technical project assurance team Senior user (technical) Not yet scheduled Unscheduled [etc.] EMM = electronic medication management; ICT = information and communications technology; IPS = implementation planning study; PAS = patient administration system
Table 4.5 Issue register Date description Identified by Priority Reported to Action(s) to be taken Person(s) responsible for action(s) dd/mm/yy Push-back from medical staff due to additional time impost Project manager High Project sponsor Director of medical services (senior user) Investigate complaints Arrange meeting with relevant medical staff Present the safety and quality case Present the downstream benefits Explain reduction in time required once emergency department is using EMM Project manager in conjunction with the director of medical services and clinical champions (medical champions) [etc.] EMM = electronic medication management
of education and training [Outline how the hospital will develop and implement to ensure education and training is consolidated after implementation, and how refresher education and training will be provided on an ongoing basis. See Section 13.6 of the Guide to Safe Implementation for more detail on consolidating education and training.] vendor support [Outline how the hospital will ensure ongoing vendor support and involvement in developing and refining the EMM system after implementation. See Section 13.7 of the Guide to Safe Implementation for more detail on ongoing vendor support.] measurement [Outline how the hospital will measure and communicate the benefits of the implementation on an ongoing basis. See Section 13.8 of the Guide to Safe Implementation for more detail on benefits measurement.]
Appendix 5 Terms of reference and minutes template Committee name EMM project board Reporting to (sponsor) The CEO and executive team through the project sponsor Chairperson Project sponsor Project coordinators Project manager Members Direct report Responsibility The role of the project board is to effect the implementation of [insert purpose]. The project board is responsible to the hospital executive (or program executive where EMM forms part of a larger program of work) for the determination of objectives listed below (adapted from PRINCE2). Objectives Provide accountability for the success of the EMM implementation Provide direction to the project Delegate day-to-day management within defined tolerances Facilitate the integration of the project team with the functional units of the hospital Provide resources and authorise the release of Ensure effective decision making Provide visible and sustainable support for the project manager Ensure effective communication within the project team and with external stakeholders Reporting Issues that either affect areas of the hospital’s business or are outside of the EMM project’s defined scope should be referred to the hospital executive (or program executive) for decision making Frequency of meetings Meetings will be held at regular intervals and reflect the EMM implementation work program (meetings may be time or milestone based as required by the project sponsor) Agenda Attendance and apologies Approval of minutes Actions arising Project report (schedule, expenditure, and issues) New business Minutes Approval (sponsor) Signed: CEO = chief executive officer; EMM = electronic medication management
Appendix 6 Project status report template Project status report Date: Reporting period: [insert date of reporting period] Hospital: Project name or number: Report author: Title: Team leader Program status: Green Choose status from: green — as per schedule amber — within tolerances (±5%) red — exceeded tolerances (overdue, over budget, etc.). Project summary: Achievements and comments Milestone summary