Community Engagement. Moving Forward with Revised Guidelines. Central East Local Health Integration Network Board Meeting Date: September 28, 2016

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1 Community Engagement Moving Forward with Revised Guidelines Central East Local Health Integration Network Board Meeting Date: September 28, 2016 Presented by: Communications and Community Engagement

2 Overview Context - Central East LHIN Community Engagement 101 refresher Orientation to LHIN Community Engagement (CE) Guidelines Central East LHIN s current adherence/opportunities for improvement Summary of Recommendations/Additional Next Steps Questions/Discussion 2

3 Context Central East LHIN Community Engagement 101 refresher 3

4 Context cont d LHIN s Business Cycle Community engagement is a core function of the LHIN planning process Since 2006, the Board has been committed to an ongoing dialogue with the communities of the Central East region. Creating an effective environment for consumer-centered collaboration and coordination, including joint leverage and shared ownership for healthcare solutions 4

5 Context cont d Our stake in the ground what we said on the road to IHSP 1 Community engagement will shape the look and feel of the Central East LHIN organization and culture. Community Engagement goes well beyond thinking and talking together but to a place where we will work together in developing solutions that we are proud of and accountable for. Through this process and the results it achieves, we will learn and educate, promote ownership, shared accountability and a commitment to common goals, and restore confidence in our public health care system. For we believe engaged communities are stronger and healthier communities. 5

6 Context cont d Pan LHIN Community Engagement Framework In February 2011, the Ministry of Health and Long-Term Care approved community engagement guidelines and a toolkit to be used by all LHINs in an effort to promote consistency across the province. By developing provincial guidelines, all 14 LHINs have a consistent approach to community engagement planning and are better able to show how feedback gathered through community engagement activities is considered as part of each LHIN s decision making process. 6

7 Background April 2015 survey indicated Toolkit was cumbersome and time consuming to use Many LHINs adapted the templates into simpler materials that fit more naturally into their planning processes The Senior Director Council identified the need to revise the guidelines last Spring

8 Revision Process 8

9 LHIN Community Engagement Guidelines June 2016 Outlines CE Requirements for LHINs. These reinforce the LHIN engagement mandate under LHSIA and replace Performance Measurement Indicators from the 2011CE Guidelines & Toolkit Eliminates all engagement templates and worksheets enabling a flexible local approach in alignment with the Requirements Includes an engagement practice support section Includes links to 4 reference websites (Ontario Public Engagement Framework; EPIC; Canadian Foundation for Healthcare Improvement; HQO) 9

10 Orientation to LHIN Community Engagement (CE) Guidelines 10

11 Central East LHIN s current adherence/opportunities for improvement Engagement Requirement #1 Document a Community Engagement Plan within the Annual Business Plan and post it publicly to the LHIN website. This plan should outline major planned engagement activities, target audiences, and goals and methods, as well as ongoing LHIN engagement structures and processes, such as citizens and other advisory groups. MET Each year the Central East LHIN documents a Community Engagement Plan within the Annual Business Plan and once approved by the Ministry, posts it publically to the LHIN website. 11

12 Central East LHIN s current adherence/opportunities for improvement cont d Engagement Requirement #2 Maintain an inventory of all formal community engagement activities hosted by the LHIN, for the purposes of eliciting input into strategic planning, initiative-specific activities, and priority-setting. The inventory is to include the purpose and/or goal of the engagement, the format of the engagement activity, and an evaluation of the outcome (the themes that emerged from participants and how the feedback was used in the planning process), noting specific information related to community engagement with Francophone and Indigenous communities. MET with OPPORTUNITY TO IMPROVE An inventory of all formal Central East LHIN community engagement activities has been maintained since October 28, This excel worksheet is stored on SP and updated by co-ordinators. The existing inventory worksheet has been updated to align with the template revised Guidelines. Community Engagement and Executive Support staff provide ongoing training and support. All staff have a shared accountability to maintain the inventory of all formal community engagement activities. 12

13 Central East LHIN s current adherence/opportunities for improvement cont d Engagement Requirement #3 Include the inventory of community engagement activities in the LHIN Annual Report. MET with OPPORTUNITY TO IMPROVE Each year the Central East LHIN provides a narrative report of its community engagement activities for the previous fiscal year. The inclusion of additional information in the inventory will support a more comprehensive report back on the previous year s community engagement activities. 13

14 Central East LHIN s current adherence/opportunities for improvement cont d Engagement Requirement #4 Engage in reflective practice related to community engagement activities with a view to continuously improving and strengthening LHIN engagement practices. MET with OPPORTUNITY TO IMPROVE Community Engagement is built into all business processes and staff actively seek out new and evolving best practices to effectively engage with its communities. Section 3 of the Guidelines Supporting Engagement Practice provides LHIN staff with the latest foundational information and context to support the ongoing reflective practice called for in this recommendation. 14

15 Summary of Recommendations/Additional Next Steps Continue to embed community engagement into our regular business processes and projects. Update the existing inventory worksheet to align with the template revised Guidelines and support all staff in shared accountability to maintain the inventory of formal engagement activities with all identified stakeholders. Use the revised Guidelines as a best practice resource. Post the Terms of Reference and current membership lists of all Planning Partners on the Central East LHIN public facing website. 15

16 It all comes back to the Business Cycle 16

17 Questions/Discussion 17

18 Appendix Stakeholders are individuals, communities, political entities or organizations that have a vested interest in the outcomes of the initiative. They are either affected by, or can have an effect on, the project. Anyone whose interests may be positively or negatively impacted by an initiative or anyone that may exert influence over the initiative or its results is considered a project stakeholder. Community of interest (COI) - an informal, self-organized, network of individuals brought together around a common interest, issue, concern or opportunity. Community of practice (CoP) - an Informal, self-organized, network of peers with a common area of practice or profession. Political Entity - an individual, organization or group with known political interests or public responsibility. This may include officials in public office, or organized labour or citizens groups. Planning Partners a group that has been formally constituted and/or is supported by the LHIN in order to facilitate engagement related to LHIN MLAA deliverables. 18