Office of Performance Improvement Accreditation Documentation in SharePoint 2010 Office of Performance Improvement – Minnesota Dept. of Health Revised 07/16/2013 by AHM

Office of Performance Improvement Domain Libraries Each domain has its own SharePoint Document Library with the same specifications, for a total of 12 libraries This allows documentation to be assessed as a whole, without becoming overwhelming (i.e., one library for all 12 domains), or difficult to find (i.e., one library for each standard/measure) 2

Office of Performance Improvement Document Upload Team members upload documentation to the appropriate Document Library When uploading a document, team members fill out relevant properties (above) that become linked to the document and give context for assessing it These properties are also called “columns” and/or “categories” in SharePoint, and called “metadata” by techy types. These properties are helpful when cover sheets are created for final documentation 3

Office of Performance Improvement Document Properties (1) Users added the following properties when uploading each document: PropertyDescriptionExample File NameFile name of document. Note: OPI found it helpful to keep the original file name the document arrived with; was easier to follow up with file/ content owners with questions. ABC_Summary_1-1-12_final.pdf TitleActual title of document. Describes document when file name is unintelligible. ABC Workgroup Discussion Summary, Jan StandardHelpful for sorting/ viewing by standard, within library. 1.1 MeasureHelpful for sorting/ viewing by measure, within library S Responsible ProgramPlease list the program (and, if possible, person/ people) that can update or answer questions about this document. Allows team members to contact document creators/ content owners with follow-up questions. Environmental Health Division (Kim Smith) Relevant PagesWhich pages of this document are relevant to the standards/ measures? Allows site reviewers to quickly find relevant pages. pp

Office of Performance Improvement Document Properties (2) Continued… PropertyDescriptionExample RationalePlease explain why this document is relevant to the standards/ measures, and why it would be a good choice to prove accreditation readiness. Summary discusses the process used to develop community health assessment. Creation DatePlease enter the approximate date that this document was created. Helps assess documentation’s required time frame. 01/01/2012 Meets All PHAB Requirements? Is this document ready, IN ITS PRESENT ITERATION, to be submitted to PHAB, or does it need to be revised between now and then? Provides at-a-glance indicator if documentation is suitable, or needs revision, updating, etc. Choices: YES: Ready as-is NO: Does not meet time frame requirement NO: Is incomplete NO: Is in draft form I don’t know NotesFor any important or relevant information not required above. Pat Q. will follow up with Environmental Health to see if a newer version of this document is available. 5

Office of Performance Improvement Document Properties (3) SharePoint also automatically recorded the following properties for documents in all Document Libraries: Who uploaded the document (“Created By”) When it was uploaded (“Created At”) Who last edited the document (“Modified By”) When it was last edited (“Last Modified”) Version number Versioning is included if the SharePoint Document Library’s creator/owner has adjusted settings to include it 6

Office of Performance Improvement Misc.: Documentation Each measure may have 10 different pieces of documentation that meet requirements; collecting them all allows team members to choose which best represents their efforts within the measure requirements. Regardless of the system used, it’s helpful to provide an orientation for team members to learn how to add/edit documentation within the system. 7

Office of Performance Improvement Misc.: SharePoint If a piece of documentation meets more than one measure in a domain, it’s helpful to upload it twice in SharePoint; this way, each measure’s document can possess different properties (rationales, relevant page numbers, etc.). Documents in a single SharePoint library cannot be named the same file name, or one will overwrite the other. Documents located in different SharePoint libraries can be named the same. 8

Office of Performance Improvement Selecting Final Documentation When MDH was ready to choose the documentation it would upload to e-PHAB, OPI added the following column to each domain’s Document Library: This allowed team leads to winnow down final choices without deleting (therefore losing) documentation that didn’t make the cut. Documents marked “Yes” would be submitted via e-PHAB Documents marked “No” and/or “Unsure” would remain in the library in case other documentation turned out to be unsuitable 9

Office of Performance Improvement Other SharePoint Features: Issue Tracking / Technical Assistance OPI tracked technical assistance requests from team members across MDH, and shared them in a central location so others could troubleshoot the same issues. This was accomplished using a SharePoint List. 10

Office of Performance Improvement Other SharePoint Features: Team Roster An online roster allowed team members to directly contact each other with questions, and make connections with co-workers across domains. An online roster provided a single, central location to list all team members, rather than depending on separate lists on hard drives, in MS Outlook, on paper, etc. This was accomplished using a SharePoint List. 11