Tracking Staff Education

1
Tracking Staff Education

• Janelle Morissette
• Lori Rusch

2
Preface

• Evidence Based Medical Center
• 270 bed hospital with approximately 4000
  employees in the nursing services department.
• Each unit of the hospital has a manager and a
  unit based educator. There are ten managers and
  nine unit-based educators.
• One education department that serves the staffs
  education and development needs.
• Director (masters prepared nurse)
• Two office assistants
• Four educators who are responsible for hospital
  wide educational offerings.

3
Problem

• Inefficient tracking and management of staff
  education records and requirements

4
Components of Problem

• Use of paper and pencil recordkeeping
• Manual input of registration and attendance data
  is time consuming and labor intensive
• Creating certificates of course completion or
  issuing educational credits
• Risk of inaccuracies from transcription errors
  and/or illegible writing
• Potential for loss of data between collection and
  input

5
Components of Problem

• Poor ability for quick reference
• Time spent finding and compiling data and
  creating reports for accreditation visits (JCAHO)
• Upkeep of education records for individuals
• Lag time for data dissemination

6
Proposed Solution

• Education Tracking Software

7
Education Tracking Software

• Can be individualized to meet the needs of the
  hospitals education department
• Enhances the hospitals existing education
  procedures by managing many facets of the
  educational program

8
ETS Features

• More accurate record keeping and tracking
• Manage employee records, course registration,
  class attendance
• Generate reports in a timely manner
• Mangers and administrators may track staff
  development efforts
• Allows employees to track individual education
  requirements and certification

9
ETS Features

• Reduced lag time between data collection and data
  entry
• Barcode scanning allows for
• Accuracy of records and reduced clerical errors
• Central location for data entry and storage
• Reduced risk of losing data
• Less time consuming
• Allows for quick reference

10
Education Tracking Software

• Two purchase options
• ETS Desktop
• Data stored on local hard drive
• NETets
• Web-based interface

11
Implementation Plan

• Employees of the education department, the
  unit-based educators, and unit managers will
  attend one of the training sessions facilitated
  by a consultant from Episode49.
• Managers and unit-based educators are encouraged
  to attend the training sessions together.

12
Implementation Plan

• Training Sessions (2 hours each) include
• An overview of ETS including the features and
  benefits of using the software
• A practical training exercise using a mock
  database
• Time for discussion and clarification about the
  use of the software.

13
Implementation Plan

• Upon finishing the training session, managers and
  unit-based educators will present information
  about the new software to their staffs during
  staff meetings.
• Each staff member will have an individualized
  account created by the office assistant with the
  help of the Episode49 consultant

14
Implementation Plan

• Unit-based educators will also be responsible for
  posting quick reference sheets containing
  step-by-step procedures for registering for
  course offerings and checking transcripts.
• The quick reference sheets will also be posted on
  the unit at computer terminals.

15
Budget

• Utilization of ETS requires the purchase of both
  software and hardware.
• Software cost is dependant on the number of
  users, licensing fees can be paid monthly,
  quarterly or annually
• Hardware costs include purchase of 5 barcode
  scanners and 2 additional laptops to total 5

16
Budget

• Table 1
• Present time value of money based on 3 APR
  comparing ETS Desktop and NETets

17
Budget

• Table 2
• Hardware

18
Budget

• Table 3
• Personnel time

19
Budget

• Table 4
• Incidental costs

20
Evaluating the Impact of ETS

• Time-Focused Productivity Analysis
• Helps determine if process improvement efforts
  are actually increasing efficiency of the process
  
• Helps verify that staff efforts are more
  productive as a result of using the software.

21
Evaluating the Impact of ETS

• Productivity is enhanced whenever less input can
  achieve greater output
• Less input
• Less time spent registering staff for classes
• Less time effort collecting and entering data
• Less time spent generating reports
• Less effort spent tracking certification
  expirations compliance
• Greater outputs or desired outcomes
• Increased productivity of education department

22
Evaluating the Impact of ETS

• Productivity Measures
• Use of time-logs to compare pre- and
  post-implementation hours spent on educational
  recordkeeping
• Pre- and post-implementation surveys completed by
  employees of the education department, the
  unit-based educators, and unit managers
• Post-implementation surveys will be administered
  six months after the go-live.

23
Evaluating the Impact of ETS

• Cost-Benefit Measures
• Surveys of employees of the education department,
  the unit-based educators, and unit managers
• Surveys of unit staff members to discover how the
  new software has benefited them individually.

24
Evaluating the Impact of ETS

• Cost-Benefit Analysis
• Costs
• purchase of hardware and software
• system support from the vendor
• training employees
• Benefits/ROI
• streamlined registration and attendance
  recordkeeping
• centralized accessible data
• simplified data reporting