1. Deeper Dive Into Collaboratives Understanding Structures and Roles Colleen Kennedy January 30 & 31, 2013

2. What We Will Cover Collaboratives: What Are They?StructuresRoles and Responsibilities

3. Collaboratives: What Are They?

4. Collaboratives: What Are They? Magic! Facilitate large scale change Bring teams together Shared learning sessions & webinars Rapid tests of change Foster lasting improvement Source: Institute for Healthcare Improvement

5. Collaboratives: Defined “An improvement method that relies on spread and adaptation of existing knowledge to multiple settings to accomplish a common aim.” Source: Institute for Healthcare Improvement

6. Structures

7. Dissemination Publications Congress etc. Holding the Gains P DS A Action Period 3 LS 3 P DS A Action Period 2 LS 2 P DS A Action Period 1 LS 1 Prework Participants (10-100 Teams) Planning Group Develop Framework & Changes Expert Meeting Select Topic (Develop Mission)

8. Structures: Select Topic Select Topic (Develop Mission)

9. Structures: Select Topic White B Start a collaborative when degree of belief is moderate to high

10. Structures: Select Topic

11. Structures: Expert Meeting to Prework LS 1 Prework Participants (10-100 Teams) Planning Group Develop Framework & Changes Expert Meeting Select Topic (Develop Mission)

12. Prework: Examples 2 examples – both good At your tables, please take five minutes to: Review Discuss key features of a pre-work package Consider: if you were starting a new project, what would you want to help you prepare if you were a participant? Group thoughts?

13. Prework: Content SLAB What Does a Pre-Work Resource Include? Problem statement Charter Description of collaborative model Improvement team member recommendations Learning session and webinar dates Overview of Improvement Model Collaborative measures Pre-work checklist***

14. Prework: Purpose Lays the foundation for work Starts to build energy for improvement Allows teams to “hit the ground running” starting at the first learning session

15. Prework: Meeting Collaborative Director connects with each team Purpose: Establish connection and outline expectations Assess and assure readiness Outline steps required in advance of learning session 1 Ensure senior leadership support Answer questions/concerns

16. Structures: Continued Dissemination Publications Congress etc. Holding the Gains P DS A Action Period 3 LS 3 P DS A Action Period 2 LS 2 P DS A Action Period 1 LS 1 Prework Participants (10-100 Teams) Planning Group Develop Framework & Changes Expert Meeting Select Topic (Develop Mission)

17. Structures: Action Periods

18. Roles and Responsibilities

19. Roles & Responsibilities: Chaos What happens when roles and responsibilities aren’t clear? Please take a few minutes with a partner at your table to: Discuss a project you were involved with in which roles and responsibilities weren’t clear What did that look like? What was the effect? Group thoughts?

20. Roles & Responsibilities Defining roles a critical step What are the different roles? Planning Group (Chair) Director Improvement Advisor Project Coordinator Topic Experts (Faculty)

21. Structures: Roles and Responsibilities Dissemination Publications Congress etc. Holding the Gains P DS A Action Period 3 LS 3 P DS A Action Period 2 LS 2 P DS A Action Period 1 LS 1 Prework Participants (10-100 Teams) Planning Group Develop Framework & Changes Expert Meeting Select Topic (Develop Mission) 

22. Roles & Responsibilities: Planning Chair Faculty members Collaborative Leadership: –Director –Improvement Advisor –Coordinator

23. Roles & Responsibilities: Faculty (.1 FTE) Multi-disciplinary topic experts Specify goals, high level changes for pre-work Teaches and coaches Advises Source: Institute for Healthcare Improvement

24. Roles & Responsibilities: Director (.4 FTE) Managing collaborative process Pre-work development & recruiting Creates and facilitates meetings and conference call agendas Monthly reports Coaches –Learning Sessions –Action Periods Source: Institute for Healthcare Improvement

25. Roles & Responsibilities: Improvement Advisor (.2 FTE) Expert in improvement theory and methods Coordinates aim, measures, changes Packages changes Designs a measurement system Teaches and coaches Assess collaborative progress Source: Institute for Healthcare Improvement

26. Roles & Responsibilities: Coordinator (.4-.5 FTE) Collaborative administration (timelines, contracting, finances) Correspondence, meeting and marketing materials Oversees action period activities Manages registration, payments and learning session logistics

27. Roles & Responsibilities: Keys for Success Complementary skills Clearly defined yet fluid roles Knowledge and skills in technical (topic) area Passion!! Source: Institute for Healthcare Improvement

28. Roles & Responsibilities: Keys for Success Dissemination Publications Congress etc. Holding the Gains P DS A Action Period 3 LS 3 P DS A Action Period 2 LS 2 P DS A Action Period 1 LS 1 Prework Participants (10-100 Teams) Planning Group Develop Framework & Changes Expert Meeting Select Topic (Develop Mission) 

29. Roles & Responsibilities: Local Improvement Teams Dependent on collaborative topic Senior leader sponsor Touch the process Passionate about improvement QI Consultant

30. What We Have Covered Collaboratives DefinedStructuresRoles and Responsibilities

31. Deeper Dive Into Collaboratives Questions? Colleen Kennedy January 30 & 31, 2013