Children Youth & Women’s Health Service

Functional Audit ProjectJuly 2005

Background Principles for Designing Our New Structures Functional Audit - Objective Focus of Functional Audit Process Project Team Boundaries for Data Collection Next Steps

Presentation Overview

Background

12 week process to determine the most appropriate structure for our Service to fulfill our mission and achieve our strategic goals.

We aim to build a new structure that will be integrated, coordinated and have appropriate management structures and support functions

Looking to consolidate and integrate functions across CYWHS, such as finance, human resources, service development and information management, where this is appropriate to do so.

Principles for Designing Our Structures

Support achievement of the CYWHS Strategic Goals

Support delivery of the three health services (children, youth and women)

Be consistent with the Executive positions Be created within budget Build upon our existing strengths Optimise resources, skills and talents Streamline processes, and reduce duplication of

effort Centralise and consolidate corporate and

strategic functions where appropriate

• Equitable and fair treatment of staff in accordance with the HR Guidelines.

• In accordance with current Government policy there will be no forced redundancies as a result of the transition process.

• Concerns and grievances will be dealt with in a timely and equitable manner.

• All efforts will be made to ensure inclusive consultation and open communication with stakeholders directly impacted by the transition.

• Any re-assignment of staff through the transition process must not be used to address previous issues of poor performance.

Human Resource Principles

• Business Improvement Opportunities

• Leverage Strengths

• Relationship Management

• Resource Management

Key Guiding Principles

• Procedural Fairness

• Flexibility of Approach • Minimal Service Disruption

• Consultation and Open Communication

Process Guiding Principles

Functional Audit - Objective

The first phase of CYWHS organisation design is a data collection.

The Functional Audit is the primary source of information.

However, a range of work & discussions previously undertaken will also provide additional information, eg:

Corporate Integration Review of clinical eduction Research Media & Communications Links between Acute and Primary health care.

Functional Audit - Objective

Identify current functions of the CYWHS Identify gaps, opportunities for improvement

and areas of overlap Inform decision-making around the design of

our new structure

The objective of the functional audit is to assist CYWHS Executive to:

We are committed to quality decision making using quality We are committed to quality decision making using quality information. We are also committed to building on existing information. We are also committed to building on existing

strengths.strengths.

The Functional Audit provides the CYWHS with accurate information The Functional Audit provides the CYWHS with accurate information about current functions and staffing of those functions.about current functions and staffing of those functions.

Focus of Functional Audit

Corporate functions Planning and service improvement functions Administrative activities Management activities Research and education activities Project work across the CYWHS

All front line and direct clinical activities will not be analysed as part All front line and direct clinical activities will not be analysed as part of this audit. These positions however will be identified so that of this audit. These positions however will be identified so that

further analysis can be completed in the future if needed.further analysis can be completed in the future if needed.

Note:Note:

Project Team

Functional Audit Project Team

Eric Davis

Pam Zervas

Michelle Leigh

James Crabtree

CYWHS Executive

(Functional Audit)

Role:

• Signoff of Functional Audit Deliverable

• Seek direction and act as sound board

• Issues management

Role:

• Collection, analysis of data

• Issues management

• Develop final deliverable

Process & Timeframe

• Confirm scope of functional audit (ie administrative, clinical etc) with CYWHS Executive

• Establish and agree functional audit process with CYWHS Executive

• Identify and confirm functions (current and future) to be audited across CYWHS

• Document common functional descriptions

• Develop data collection template to be used for the functional audit including instructions

• Sign-off by CYWHS Executive

• Consult with staff

Planning & Functional Definitions

• Undertake a pilot with a selective group across CYWHS

• Make any amendments to the data collection template

• Consult with staff

• Provide phone assistance during the data collection process to team leaders

• Collate and validate data

• Follow up any discrepancies

• Undertake analysis of the data collected

• Undertake analysis to determine best fit with future CYWHS structures

• Consult with staff

Functional Audit Report

• Develop Functional Audit Report

• Present to CYWHS Executive to inform decision-making

• Sign – off by CYWHS Executive

• Consult with staff

• PZ/ED Responsibility • Joint responsibility between PZ/ED and CYWHS

2 weeks 8 weeks 2 weeks

CONSULTATION

Boundaries for Data Collection

Identify source of funding for each position For each position, identify no lower than 0.1 FTE allocation

against each function Complete templates with team leaders rather than

individuals Identify funded vs unfunded positions Identify vacancy positions Identify whether a position is permanent or temporary

(including contract end dates) Utilise Division, Unit/Department and Cost Centre hierarchy Develop a common list of functional categories Utilise Medical Imaging and Centre for Health Promotion as

pilot groups to test the functional categories and data collection template

The following boundaries in collecting data for the functional audit were agreed by the CYWHS Executive:

Next Steps

Undertake functional audit pilot to test data collection template and functional categories with Medical Imaging and Centre for Health Promotion

Set up meetings with all Divisional Chiefs and Department Heads to discuss functional audit

Input learnings from pilot into data collection process

Commence data collection process