Children Youth & Women’s Health Service

1. Children Youth & Women’s Health Service Functional Audit Project July 2005

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

3. 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.

4. 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

5. Human Resource Principles • 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.

6. Key Guiding Principles • Business Improvement Opportunities • Leverage Strengths • Relationship Management • Resource Management

7. Process Guiding Principles • Procedural Fairness • Flexibility of Approach • Minimal Service Disruption • Consultation and Open Communication

8. 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.

9. Functional Audit - Objective The objective of the functional audit is to assist CYWHS Executive to: • 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 We are committed to quality decision making using quality information. We are also committed to building on existing strengths. The Functional Audit provides the CYWHS with accurate information about current functions and staffing of those functions.

10. Focus of Functional Audit • Corporate functions • Planning and service improvement functions • Administrative activities • Management activities • Research and education activities • Project work across the CYWHS Note: All front line and direct clinical activities will not be analysed as part of this audit. These positions however will be identified so that further analysis can be completed in the future if needed.

11. Project Team • Role: • Signoff of Functional Audit Deliverable • Seek direction and act as sound board • Issues management CYWHS Executive (Functional Audit) Functional Audit Project Team • Role: • Collection, analysis of data • Issues management • Develop final deliverable Eric Davis Pam Zervas Michelle Leigh James Crabtree

12. Process & Timeframe 2 weeks 8 weeks 2 weeks Report Planning & Functional Definitions Functional Audit • 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 • Develop Functional Audit Report • Present to CYWHS Executive to inform decision-making • Sign – off by CYWHS Executive • Consult with staff • 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 CONSULTATION • PZ/ED Responsibility • Joint responsibility between PZ/ED and CYWHS

13. Boundaries for Data Collection The following boundaries in collecting data for the functional audit were agreed by the CYWHS Executive: • 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

14. 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