Welcome to i.on my Conference

Piloting and Trialing i.on my care - a case study Reg Budarick & Lyn Gray LERWIN NURSING HOME

Introduction Lerwin Nursing Home is a 75 bed, stand alone high care residential facility located in Murray Bridge, South Australia and is local government owned. Murray Bridge is a significant regional centre about 75km south east of Adelaide.

Introduction (cont) Lerwin had been using a range of software and paper based tools to manage different aspects of the business. It was decided that finding an integrated “Quality and Compliance” software tool had the potential to improve business outcomes and streamline processes.

Primary needs identified were tracking of: Quality improvement activities Staff incidents Hazards Risk management General action / task tracking

Steps Research available software Organise demonstration Check references Organise pilot Evaluate pilot Move to 12 month trial (if indicated)

Selection i.on my chosen from available software because: Provided core capability we were seeking Had extra features that seemed useful Vendor was proactive and helpful Product WEB based, so easy to trial (no additional hardware required & no complicated setting up on servers etc.)

Demonstration Online, interactive demo was helpful Participation in online training sessions provided further, in depth information Vendor able to answer questions satisfactorily Referee information positive

Pilot Decision made to move to pilot On site training and setup by vendor provided a good springboard for commencement Kept a narrow focus on “staff incidents” and “suggestion tracking” for pilot period to ensure adequate analysis could be achieved

Pilot Results i on my effective for staff incidents with reporting and graphs used for OH&S committee (reporting was easy to customise) Tracking of suggestions and attached actions displayed promise Exploration of other modules and functions indicated overall usefulnes

Evaluation of Pilot: The Positives Reports easy to modify to suit organisational needs Ability to export reports to a wide range of formats was very useful Graphs easy to produce and visually pleasing

Evaluation of Pilot: The Positives Email functionality (a core feature): Allowed easy assigning of actions Effective reminders for follow up of actions Automatic logging of “replies” (essentially is the actions taken by the assignee) Personal reminder notification at all stages for key personnel

Evaluation of Pilot: The Positives Risk matrix was able to be configured to match the one already in use Ability to attach information meant current forms etc. could easily be linked to record Overall, more information captured

Evaluation of Pilot: Issues Time involved to set up and configure (there are no free lunches!) Although more information is collected, this also takes time to enter Getting staff to have a consistent approach to using the system

Other Considerations We were impressed by the vendors eagerness and commitment to modifying and developing the product based on customer feedback and new ideas. Communication by the vendor of news, tips and update cycle information helpful Online meetings and training sessions were targeted and time efficient

Decision Following careful analysis of the outcomes of the pilot and the other considerations, we determined that there was enough reason to give i on my care a thorough trial for a twelve month period. We have set some simple indicators to assist us to determine the success of the trial and whether to continue with the product long term. 16

Our indicators of success will include: Our ability to keep the system up to date (how manageable is the workload?) Level of staff uptake (how easy is it to learn and use?) Suitability of reports and records (can I get the information I need, easily and quickly and in an appropriate form?) 17

12 Month Trial Commenced by fully implementing “Suggestions” and “Incidents” Broadening the modules being used Further implementation of Risk and Hazard Management Training a wider group of staff to input data or respond to system emails

12 Month Trial (cont) Customising or creating “checklists” to reflect processes in key procedures e.g. complaints Expanding use of “minutes” to wider number of committees Implementing “surveys” tool

Contact Details: Reg Budarick r.budarick@murraybridge.sa.gov.au Lyn Gray l.gray@murraybridge.sa.gov.au

Thank you for your time.

Welcome to i.on my Conference

Reg Budarick & Lyn Gray LERWIN NURSING HOME Piloting and Trialing i.on my care – case study

Lerwin Nursing Home is a 75 bed, stand alone high care residential facility located in Murray Bridge, South Australia and is local government owned. Murray Bridge is a significant regional centre about 75km south east of Adelaide. Information

Lerwin had been using a range of software and paper based tools to manage different aspects of the business. It was decided that finding an integrated “Quality and Compliance” software tool had the potential to improve business outcomes and streamline processes. Information (cont)

Quality improvement activities Staff incidents Hazards Risk management General action / task tracking Primary needs identified were tracking of:

Research available software Organise demonstration Check references Organise pilot Evaluate pilot Move to 12 month trial (if indicated) Steps

i.on my chosen from available software because: Provided core capability we were seeking Had extra features that seemed useful Vendor was proactive and helpful Product WEB based, so easy to trial (no additional hardware required & no complicated setting up on servers etc.) Selection

Online, interactive demo was helpful Participation in online training sessions provided further, in depth information Vendor able to answer questions satisfactorily Referee information positive Demonstration

Decision made to move to pilot On site training and setup by vendor provided a good springboard for commencement Kept a narrow focus on “staff incidents” and “suggestion tracking” for pilot period to ensure adequate analysis could be achieved Pilot

i.on my effective for staff incidents with reporting and graphs used for OH&S committee (reporting was easy to customise) Tracking of suggestions and attached actions displayed promise Exploration of other modules and functions indicated overall usefulness Pilot Results

Reports easy to modify to suit organisational needs Ability to export reports to a wide range of formats was very useful Graphs easy to produce and visually pleasing Evaluation of Pilot: The Positives

Email functionality (a core feature): Allowed easy assigning of actions Effective reminders for follow up of actions Automatic logging of “replies” (essentially is the actions taken by the assignee) Personal reminder notification at all stages for key personnel Evaluation of Pilot: The Positives

Risk matrix was able to be configured to match the one already in use Ability to attach information meant current forms etc. could easily be linked to record Overall, more information captured Evaluation of Pilot: The Positives

Time involved to set up and configure (there are no free lunches!) Although more information is collected, this also takes time to enter Getting staff to have a consistent approach to using the system Evaluation of Pilot: Issues:

We were impressed by the vendors eagerness and commitment to modifying and developing the product based on customer feedback and new ideas. Communication by the vendor of news, tips and update cycle information helpful Online meetings and training sessions were targeted and time efficient Other Considerations

Following careful analysis of the outcomes of the pilot and the other considerations, we determined that there was enough reason to give i.on my care a thorough trial for a twelve month period. We have set some simple indicators to assist us to determine the success of the trial and whether to continue with the product long term. Decision

Our ability to keep the system up to date (how manageable is the workload?) Level of staff uptake (how easy is it to learn and use?) Suitability of reports and records (can I get the information I need, easily and quickly and in an appropriate form?) Our indicators of success will include:

Commenced by fully implementing “Suggestions” and “Incidents” Broadening the modules being used Further implementation of Risk and Hazard Management Training a wider group of staff to input data or respond to system emails 12 Month Trial

Customising or creating “checklists” to reflect processes in key procedures e.g. complaints Expanding use of “minutes” to wider number of committees Implementing “surveys” tool 12 Month Trial (cont)

Reg Budarick r.budarick@murraybridge.sa.gov.au Lyn Gray l.gray@murraybridge.sa.gov.au Contact Details:

Thank you for your time.