nhs scotland quality improvement workforce development tool · improvement (qi)...

NHS Scotland Quality ImprovementWorkforce Development Tool

User Guide

2 QUALITY IMPROVEMENT WORKFORCE DEVELOPMENT TOOL, USER GUIDE

Important Notes

NES has worked in partnership with NHS Boards to lead the work on behalf of QI Hub partners with funding from QuEST (Quality, Efficiency and Support Team).

The screen captures within this document may be slightly different to what you seen online as the tool is upgraded.

There may also be slight differences in appearance due to web browser capabilities.

The users/data in the current site are test or ‘dummy’ data and have been entered to test overall functionality.

Privacy

The information you provide on the QI Workforce Development Tool is held by NHS Education for Scotland (NES). Named contacts in your employing organisation will have access to the information to identify QI skills among individuals and teams, or to create statistical reports on QI capacity and development in the organisation.

Administrators in NES may access information to provide system support to the employing organisations or to generate anonymous statistical reports on national QI capacity and trends.

Your personal information will not be disclosed to third parties.

Data will be deleted after 5 years

The system is hosted by NES on secure Microsoft Azure servers.

User access is governed by individual ATHENS accounts. Please protect your account password at all times.

Both your employing organisation and NHS Education for Scotland are data controllers under the terms of the Data Protection Act 1998 for different aspects of the Tool.

For more information on data protection and privacy in NES see nes.scot.nhs.uk/privacy-and-data-protection.aspx

http://nes.scot.nhs.uk/privacy-and-data-protection.aspx

QUALITY IMPROVEMENT WORKFORCE DEVELOPMENT TOOL, USER GUIDE 3

Introduction 5

Home/Login Page 6

Logged in/Welcome page 7

User Profile 8

New Survey 9

Resume Previous Survey 13

Survey History 14

View Survey – Text/Table Layout 15

My Summary – Single Summary 16

My Summary – Compare Summary 17

Administrator Reports 19

User Management 21

Departments 23

Teams 25

Contents


Introduction


The Quality Strategy is the national policy for improving the quality of patient/client care. It stresses the need for all staff to play their part in improving quality, and focuses on three quality ambitions - that healthcare services should be person-centered, safe and effective.

Quality Improvement is the term used to describe the formal processes used in NHS Boards to improve the quality of patient/client care in healthcare.

The Quality Improvement Workforce Development Tool is an online system designed to help people and teams self – assess their levels of Quality Improvement skills and confidence. The tool uses surveys to record information about the roles individuals have performed on Quality Improvement (QI) initiatives/projects, and any formal professional development they have undertaken which has contributed to their skills in QI.

Boards and national partners can then generate reports that provide an overall picture of QI capability and confidence in their organisation, and across NHS Scotland.

Benefits

For individuals:

• Help you develop your skills in Quality Improvement

• Help track your progress as you develop your knowledge and skills. More information on this can be found at www.qihub.scot.nhs.uk/education-and-learning.aspx

• Can be used as part of personal development review discussions

For NHS Boards:

• Provides an overview of QI capability and confidence across the organisation

• Identifies areas where further development may be required

• Identifies whether a team has the knowledge and skills required before commencing a QI initiative

• Provides an overview of the progress made in QI capability and confidence over time, and the impact of particular interventions

For national partners:

• Provides an overall picture of QI capability and confidence to help identify where to focus national development

• Show change in QI capability and confidence over time, and the impact of particular national interventions

You can access the National Quality Improvement Workforce Development Tool at - www.qiwfdevtool.nes.scot.nhs.uk/

Login details: To login to the system, enter the details of your ATHENS account. If you don’t have an ATHENS account, you may register for one here - openATHENS.nice.org.uk/

Introduction

http://www.qihub.scot.nhs.uk/education-and-learning.aspx

http://www.qiwfdevtool.nes.scot.nhs.uk/

https://openATHENS.nice.org.uk/


Introduction Home/Login Pagewww.qiwfdevtool.nes.scot.nhs.uk

Displays the login panel, an introduction to the tool website, and links to additional information (About, FAQs and Contact Us).

This page also allows you to login using your ATHENS username and password. If you don’t already have an ATHENS account, there is a link on the page to sign up for one.

http://www.qiwfdevtool.nes.scot.nhs.uk


Logged in/Welcome Pagewww.qiwfdevtool.nes.scot.nhs.uk/my-account

Once logged in you will arrive at the Welcome Page which contains various options, depending on your user level.

There are two levels of user:

Individual Administrator

An ‘individual’ user account allows users to complete surveys and report on previous surveys to compare results.

An ‘admin’ user account provides the same access as an ‘individual’ account and also allows the user to produce reports by organisation, department or team.

There are three levels of administrator:• National

• Organisation

• Departmental

http://www.qiwfdevtool.nes.scot.nhs.uk/my-account


Logged in/Welcome page

This page displays your user profile.

You should check that these details are correct each time you login to the system. If you notice any information that is incorrect, this can be updated on your ATHENS profile via the link on the page.

User Profilewww.qiwfdevtool.nes.scot.nhs.uk/my-account/profile

http://www.qiwfdevtool.nes.scot.nhs.uk/my-account/profile


New Surveywww.qiwfdevtool.nes.scot.nhs.uk/my-account/new-survey-v2

The main purpose of the Workforce Development Tool is to allow you to complete a survey that will help you assess your capability and confidence and identify areas for personal development.

There are five stages to the survey:

• Confirm Your Details

• Technical Expertise

• People Expertise

• Experience

• Credentials

A survey can be saved and resumed.

Stage 1: Confirm Your Details

The first step you must take is to confirm some details that are not recorded in ATHENS.

As ATHENS does not provide all of the information required, you must confirm that the current details are correct before continuing.

The subsequent stages provide an introduction to each section.

http://www.qiwfdevtool.nes.scot.nhs.uk/my-account/new-survey-v2


New Survey

Stages 2 & 3: Technical Expertise/People Expertise

These sections allow you to evaluate your awareness and confidence in technical and interpersonal areas.

Contextual help is available by clicking the ? icon.

NOTE: ALL questions in these sections MUST be answered. Not doing so will result in the survey being considered incomplete and will prevent a report being generated.

New Survey


New Survey

Stage 4: Experience

This section covers the experience you have in working on specific quality improvement initiatives. You may check as many boxes as you feel are appropriate.

NOTE: You must select at least one. Not doing so will result in the survey being considered incomplete and will prevent a report being generated.


New Survey

Stage 5: Credentials

This section covers any formal professional development that you may have undertaken. Clicking each qualification will reveal a drop-down menu that will allow you to specify which year you completed the course. There is a check box if you are still to complete the course.

NOTE: If you haven’t taken part in any formal professional development, you may leave this section blank.

Once you have completed this section, press the ‘Submit’ button. This will finish the survey and generate a report.

New Survey


Resume Previous Surveywww.qiwfdevtool.nes.scot.nhs.uk/my-account/resume-survey

This page lists all incomplete surveys and allows you to access and complete them. You may save more than one survey at a time, however this is not recommended.

http://www.qiwfdevtool.nes.scot.nhs.uk/my-account/resume-survey


Resume Previous Survey

Your completed surveys are saved here.

This screen allows you to display surveys that you have previously completed in two different ways.

Survey Historywww.qiwfdevtool.nes.scot.nhs.uk/my-account/history

http://www.qiwfdevtool.nes.scot.nhs.uk/my-account/history


View Survey – Text/Table Layout

Clicking ‘View’ displays the survey as text in tabular layout.


View Survey – Text/Table Layout

Clicking ‘Summary’ displays the survey in a chart layout

My Summary – Single Summary


My Summary – Compare Summary

Entering a date in the ‘Compare with:’ field (DD/MM/YYYY), allows you to view two different surveys, providing an opportunity for you to monitor your progress. Clicking on the text box automatically brings up a calendar allowing you to pick the desired date.

NOTE: The dates entered do NOT have to correspond exactly with the date that a survey was completed. If an incorrect date is entered the system will find the survey most recently completed prior to the date specified.

As you will usually want to compare your last two surveys, when creating a survey comparison should enter the date of your last survey into the ‘Date’ box and the previous days date into ‘Compare with’.


Administrator Reportswww.qiwfdevtool.nes.scot.nhs.uk/my-account/reports

These reports can only be accessed by Administrators. Depending on the level of administrator accessing the page, different views will be displayed.

E.g. Organisation administrators can only view users/survey from within their organisation

You can select one date for a single ‘snapshot’ of capabilities or two dates to make a comparison between the two surveys.

NOTE: As with the single user scenario, the dates entered do NOT have to correspond exactly with the dates on which the surveys were completed. The system will look for the most recent survey from each user (in the organisation or department or team selected) at the date specified.

For example: A user has completed four surveys.

1. 01/02/2015

2. 01/03/2015

3. 01/04/2015

4. 01/05/2015

If the administrator entered 14/05/2015 and 14/03/2015 as the comparison, the system would select surveys number 4 and 2 as the completed surveys closest to these dates.

NOTE: This may result in different numbers of results for each chart, and possibly different scaling on the chart axes.

The Survey Summary Report section of the site also allows Administrators to download all of the underlying data in the report in a CSV/Excel format for further analysis.

http://www.qiwfdevtool.nes.scot.nhs.uk/my-account/reports


Administrators: Reports

Single Snapshot vs. Comparison

Administrator Reports


User Managementwww.qiwfdevtool.nes.scot.nhs.uk/my-account/users

There is a hierarchy of administrators:

• National – can change a user’s Role to Organisational (or Departmental) administrator.

• Organisational – can change a user to Departmental admin role (or promote another to Organisational Admin).

• Departmental – can only view users within their Organisation or Department.

User management requires that the user is ‘known’ to the system, this is why users must login via ATHENS.

The QI Tool site then stores the user information locally within the system to allow survey completion and reporting.

ATHENS does not provide Department level information so a National or Organisational Administrator may have to assign a department to a user.

Alternatively, a user completing a survey and selecting a department will update their information.

http://www.qiwfdevtool.nes.scot.nhs.uk/my-account/users


Administrators: User Management

Creating Teams

Each individual user is categorised by board and department. The User Management section of the tool allows administrators to assign users to teams. The concept of teams is for the cases of pan-Organisation or cross-department projects.

As far as the QI Tool is concerned Teams are simply to allow easy reporting across a ‘random’ group of individuals.

To add a user to a team you select them by clicking the check box at the right hand of their row. After doing this you may either select an existing team from the drop down menu, or type the name of a new team into the box provided. Once this has been done, click the ‘Save Changes’ button and the selected user will be added to that team. Individual users can be members of multiple teams at the same time.

NOTE: There is more information on the administration of teams on page 25.

User Management


Departmentswww.qiwfdevtool.nes.scot.nhs.uk/my-account/departments

This section allows Administrators to input and manage the departments within their board.

Selecting a board from the drop down menu will display all of the departments within that board.

NOTE: You will only see this drop-down menu if you are a National Admin. Otherwise, your board will be selected automatically.

http://www.qiwfdevtool.nes.scot.nhs.uk/my-account/departments


Administrators: Departments

From here you have the option to add new departments or rename existing ones.

To add a new department, simply type the name of it into the ‘Add department’ textbox and click save, this will add it to the list.

To edit the name of an existing department, click the rename button at the end of the row, this allows you to edit the name directly on this list.

Departments


Teams

The Teams section of the tool allows you to produce reports on groups of users that have been assembled for a specific project or span multiple departments as well as compile reports on a subgroup of a department.

This section also allows you to manage and review teams as well as produce team reports.

Clicking the ‘Report’ button will take you back to the Survey Summary Report screen, placing the team that you selected in the team field of that screen.

Clicking the ‘Delete’ button will bring up a window asking if you are sure you wish to delete the team. Clicking ‘OK’ will delete the team from the system. Note that deleting the team will not delete the team members from the system.


Administrators: Teams

This page also allows you to review team memberships. Clicking on the name of a team will reveal the names of individual members, their board and department.

Teams

This resource may be made available, in full or summary form, in alternative formats and community languages. Please contact us on 0131 656 3200 or email [email protected] to discuss how we can best meet your requirements.

NHS Education for ScotlandWestport 102West PortEdinburghEH3 9DNwww.nes.scot.nhs.uk

March 2016

© NHS Education for Scotland 2016. You can copy or reproduce the information in this document for use within NHSScotland and for non-commercial educational purposes. Use of this document for commercial purposes is permitted only with the written permission of NES.

mailto:[email protected]

http://www.nes.scot.nhs.uk

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