The Organisational Strategy for Improvement Matrix (OSIM) is a capability measurement tool and process used to identify organisational accelerators and barriers to improvement. OSIM is designed to help health services in their improvement journey, and can help to prompt discussion about organisational strengths and areas of potential development, reflect on ways to improve capability and inform strategic goals.
The OSIM toolkit is available for download here.
Problem solving and leading & sustaining change
Return on investment tool
The Return on investment (ROI) tool has been developed to measure the financial benefits of one or more improvement projects within a health service.
TORCH (Tool for Organisations to Reveal Constraints in Health) is used as an assessment of functional constraints on patient flow, to provide a high level view of bottlenecks within a health service, which can then be targeted for further analysis and change. This tool supports a systemic approach, looking at the whole health service, end to end with a focus on improving access, quality, safety and efficiency.
A series of practical guides have been developed to assist managers and clinicians in specific healthcare settings to select the most appropriate measures for their redesign work.
These downloadable guides are specifically designed for emergency departments, surgical services, chemotherapy day units and specialist clinics.
Efficiency through Redesign projects
The Efficiency through Redesign (ETR) projects were developed to extend process improvements to the supply chains within Victoria's public health services, including in pharmacy, stock and inventory and linen.
- ETR Stock and Inventory
- ETR Pharmacy Supply Chain
- ETR Linen
Other tools and guides
Project development and management templates 2016-17
The following are templates utilised for project development and management of the 2016-17 Better Care Victoria Innovation Fund projects. These templates may be used or adapted for projects being undertaken in your organisation.
This document provides guidance on how to use and complete the ‘Better Care Victoria Innovation Fund 2016-17 - Business case template’ to support development and planning for an improvement or innovation project.
The purpose of developing a business case is to develop a detailed understanding of the benefits, costs, timelines, interdependencies, risks and issues associated with undertaking a project.
This template provides a guide on the different aspects of business case development that need to be addressed in order for business cases (and subsequent projects) to be successful, including; problem/opportunity identification; strategic alignment; analysis and measurement of benefits; a project logic model and; analysis of capability, capacity and sustainability of a proposed project.
This document provides guidance on how to use and complete the ‘Better Care Victoria Innovation Fund 2016-17 - Implementation evaluation plan template’ to support the undertaking of an implementation evaluation process.
An implementation evaluation process seeks to continually improve a project by assessing whether the logic model outlined in the Business Case phase is working as originally intended. This allows for the identification of areas requiring improvement or corrective action to bring the project back on track to achieve its desired benefits.
This template is designed to support project leads when undertaking an implementation evaluation and outlines key steps to assess whether the project logic model is operating as intended.
This template is designed to record and track lessons learned throughout a projects duration. This is a valuable tool to ensure any important learnings can be passed on to future implementations of a project, and support successful scaling or adaptation of a project in a different setting.
An Organisational Readiness Assessment is a process to review an organisation’s level of preparedness to undertake project activities and planned changes. When complete, the activity will highlight which areas of the organisation are likely to present challenges for project delivery.
The purpose of this tool is to assist project leads in the early identification and understanding of which areas in the organisation require improvement or support to increase the likelihood of a project achieving its desired outcomes.
This document provides guidance on how to use and complete the ‘Better Care Victoria Innovation Fund 2016-17 - Project plan template’ to support the planning and implementation of a project.
A Project Plan is a document which outlines the key information about the project, including the objectives, scope, risks, the people involved and how the project will be delivered. The plan serves as a useful communication tool for people outside of the project who want to know why the project is in place and how it is being delivered, as well as being a reference document for people within the project to support a common understanding of what is being delivered.
This template is designed to guide project leads in developing a project plan, ensuring that the plan outlines all elements vital to the success of the project, including; objectives, scope, benefits, schedule, roles and responsibilities, risks and stakeholder engagement.
A Project Schedule is a logical sequence of all tasks to be undertaken in order to deliver the project. It also documents when in the project the task needs to take place, who is responsible for delivering the task and if there are any dependent tasks or projects that may impact the delivery of each task. This template outlines the elements that should be included in the development of a project schedule.
This template offers guidance around structuring and what to include in a project status report, presented in a simple to use, ‘at-a-glance’ format.
Effective management of project risks, assumptions, issues and dependencies (RAID) is critical to successful project delivery. The RAID Log is a project management tool that acts as a single document in which all of these can be recorded and monitored, making sure nothing "slips through the cracks". Check the ‘Guidance’ tab within the spreadsheet for detailed instructions on how to use this template.
A Stakeholder Management Plan lists all identified stakeholders for the project and describes how these stakeholders will be engaged throughout the project.
Project success relies on gaining and maintaining stakeholder support. This tool assists in determining key actions that need to occur to build and sustain stakeholder support to ensure project success. Gathering and documenting stakeholder expectations, and actively managing these expectations, minimises risks of misunderstanding, helps with the planning of project work and creates achievable goals for the project team.
This document provides guidance on how to use and complete the ‘Better Care Victoria Innovation Fund 2016-17 - Sustainability plan template’ to support designing and planning for sustainable improvement when implementing a project.
A Sustainability Plan outlines key steps to support the achievement of sustained long term benefits and continuous improvement. There is a higher risk that projects will not maintain sustainable improvement if they do not consider what makes change last within their organisation and how to monitor and reinforce benefits.
This tool is to be used to assist project leads in designing and planning for sustainable improvement. It supports project leads in identifying critical factors requiring attention / action to best place the project solution for future ongoing success.
The purpose of the final project report is to:
- provide an opportunity for reflection and consolidate key learnings
- allow for project replication by other health services
- provide wider sector applicability
This template provides an outline of the elements to include in a final project report, which will help illustrate the above.
Project development and management templates 2017-18
The purpose of this business case template is to conduct a detailed exploration of the expression of interest submitted through the 2017-18 Better Care Victoria Innovation Fund. The template may also assist in structuring business case development for general improvement and innovation projects.
This document provides guidance on how to complete the status update template and includes tips on each section.
The purpose of this document is to capture the progress of the project, the focus of the next period, any risks and issues (the 'watch list'), budget considerations as well as consideration of sustainability. Projects are expected to complete this document on a quarterly basis.
This document should be completed in conjunction with the status update. The document captures budget, actual and forecasted project expenditure. The budget forecast allows projects to identify areas of potential over and underspend, therefore allowing processes and contingencies to be put in place.
This document should be completed where there are significant changes to the original project scope. The document considers the rationale for change, as well as the key risks associated with the change and associated impacts.
This template provides an outline of the elements to include in a final project report including communication of project outcomes, consolidation of key learnings and looking at opportunities for wider sector applicability.
Daily Operating System (DOS)
A Daily Operating System (DOS) is a way of working to help a health service answer the fundamental question, ' Are we ready today - if not, why not?' In the healthcare context, this question is critical to help improve patient care, access and flow. There are several methods and approaches to answering this question but one of the key benefits of using a DOS is that it helps health services to accelerate their ability to answer this question using a structured and whole-of-organisation approach.
A DOS provides visibility of today's operations and allows problems to be identified quickly. Frontline staff are empowered to solve these problems daily and the problems that they cannot fix are escalated, allowing countermeasures to be created quickly.
DOS supporting materials are available for download here.