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

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
 
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
 
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
 
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
 
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