VARIANCE RESPONSE MANAGEMENT

VARIANCE RESPONSE MANAGEMENT

Variance response management is a set of tools and processes. It is used when there is a mismatch between patient demand and the capacity to care. This includes an operations centre, electronic screens, staffing early warning system and standard operating procedures.

Variance response management helps decision makers provide the right staff numbers, mix and skills every shift, every day. The operations centre, electronic screens and staffing early warning system are designed to increase visibility. This means decisions can be made in real time. Standard operating procedures guide staff actions and remove the guess work because everyone knows what to do.

6 EASY STEPS TO VARIANCE RESPONSE MANAGEMENT

1.

Set up working group & workshops

2.

Complete stocktake and agree roll out plan

3.

Write business case and set up the workstreams

4.

Agree detailed workplan, specifications and procedures

5.

Implement the tools and monitor outcomes

Download roadmap

Download all documents

The brilliance is in your resilience – the capacity of a person, system, or organisation to maintain its core purpose in the face of change.

THE 6 STEPS IN DETAIL

1. Set up working group and workshops

Agree working group members & terms of reference

Set up regular working grouo meetings

Plan workshops

Attend workshops on tools and processes as needed

1. Documents for download

Allied health variance response management roadmap 7.1.5
Variance response management terms of reference 7.2
Variance response management agenda 7.3
Variance response management meeting record 7.4 Variance response management workshops outline 7.5
Variance response management - an introduction 7.6
Allied health variance response management 7.6.5
Variance response management stocktake 7.7
CCDM programme plan & reporting templates 4.13

2. Compete stocktake & agrere roll out plan

Initiate stocktake

Coordinate information gathering for the stocktake

Review stocktake findings

Agree strategy for overall roll out (by ward, by directorate, whole of hospital)

Endorse & communicate strategy for overall roll out

2. Documents for download

Variance response management is about 7.8
Variance response management - learn today 7.9
Allied health variance response management overview 7.9.5
Allied health capacity and demand 7.9.6

3. Write business case and set up the workstreams

Draft business case for integrated operations centre & capacity at a glance screens

Endorse business case

Appoint integrated centre operations manager

Establish regular meetings for each workstream and co-opt relevant people/roles

3. Documents for download

Specifications for integrated operations centre 7.10
Specifications for capacity at a glance screens 7.11
Staff reallocation guideline 7.13
Staff reallocation feedback 7.14
Care capacity meeting standard operating procedure 7.15
Variance indicator score guideline 7.16
Allied health variance indicator scoring guideline 7.16.5
Variance indicator standard operating procedure 7.17
Allied health standard operating procedure 7.17.5

4. Agree detailed workplan, specifications & procedures

Draft detailed plan for each workstream

Agree detailed workplan for each workstream

Endorse & communicate detailed workplan for each workstream

Design or revise the integrated operations centre space

Review & agree the specifications for capacity at a glance screens

Review & agree standard operating procedures

Oversee operations centre until go live

4. Documents for download

CCDM programme plan & reporting templates 4.13
Allied health CCDM programme plan 4.13.5

5. Implement the tools and monitor outcomes

Attend workshops on tools & processes, as needed

Roll out variance indicator system & standard operating procedures

Use variance indicator system & standard operating procedures

Monitor progress against workplan & core data set, complete monthly reporting

5. Documents for download

Variance response management - ward introduction 7.18
Core data set improve & report 5.15