Metrics that Matter: Assessing Workflow and Staffing

Transcription

1 Metrics that Matter: Assessing Workflow and Staffing Susan Wyatt Sedwick, Sr. Consulting Specialist, Attain LLC, Oklahoma City, OK USA Michele Vaughan, Senior Clinical Lead-Oncology, IQVIA, Columbus, OH USA

2 Learning Objectives Develop a ratings matrix for proposals, awards and clinical studies applicable to their institution. Understand how to use a workflow matrix to justify additional positions and increase salaries to retain experienced staff.

3 Metrics that Matter The ability to quantify associated workloads can have a significant impact on the efficiency and success of a research organization.

4 Why do we need to assess workload? Balance workloads among staff Staff Satisfaction Efficiency in workloads Justification in grant/clinical trial budgets Strategic planning for budgeting Help anticipate growth in staffing Staff retention Staff competencies for workflows

5 Scoring Workloads Workload Complexity

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7 Which Tool?? a. Validated and Published Tool b. Fits the needs of your practice c. Buy In from your staff d. Leadership team values the data e. Reproduce the data f. Compare your results to other departments g. Metrics that you can make decisions from

8 Tools are Available OPAL: Ontario Protocol Assessment Level developed by Ontario Institute for Cancer Research Measuring Clinical Trail-Associated Workload in a Community Clinical Oncology Program Advantage Clinical-Protocol Scoring and Determining Study Load per Clinical Research Coordinator American Society of Clinical Oncology NCI Trial Complexity and Elements Scoring Model University of Michigan Research Effort Tracking Application (RETA) Wichita Community Clinical Onc Program Protocol Tool (WPAT)

9 What Metrics Matter? Treatment vs Non Treatment Multiple Contact Events # Central Processing #Special Procedures ACUITY # Active Patients Frequency of Visits Phase of Study Monitoring Source Documentation

10 OPAL- Scoring System Workloads Metrics Complexity of Trial Number of patient visits Number of patients Type of Trial Status of Patient on trial What Matters Multiple Treatments, complex data forms, special procedures, central processes Frequency of staff to visit patients How many patients are enrolled Early Phase to registry trials On study, off study, on follow up

11 How to Get Started 1 2 3

12 OPAL-Protocol Scoring (Base Score) Treatment Phase II, III, IV Single SP/ CP Treatment Phase II, III, IV Multiple SP or CP-more than 2 occurrences Treatment Phase II, III, IV Single SP + Multiple CP or Single CP and Multiple SP Treatment Phase II,III,IV 2 or more SP 2 or more CP Any Phase 1Ttrial Phase II, III, IV Non Drug Interventional Multi Contact Non Treatment Single Contact Non Treatment SP-Special Procedure CP- Central Processing

13 OPAL-Protocol Scoring Determine Base OPAL Score Each Protocol Calculate OPAL Total Score Each Protocol Protocol Base Score Inpatient (max.5) Monitoring or 100% Source # or Duration TX FUP Visits Industry Sponsor CRO IIT Multiple Surveys TOTAL Score NCH NCH Base Score + Optional Elements = Total Score for Protocol

14 OPAL-Protocol Scoring Optional Elements Determine the Total Score for Each Protocol determine If there are Optional Elements to the base score: Scoring Add Value Inpatient needed Maximum value.5 On site Monitoring or 100% Source Documents Submission # or Duration of treatment/follow Up Visits Maximum value.5 Maximum value.5 Industry sponsor/cro/iit Maximum value.5 Multiple Survey s (3+). Questionnaires Maximum value.5 TOTAL OPAL SCORE Each Protocol

15 OPAL-Protocol Scoring Determine Base OPAL Score Each Protocol Calculate Total OPAL Score Each Protocol Protocol Base Score Inpatient (max.5) Monitoring or 100% Source # or Duration TX FUP Visits Industry Sponsor CRO IIT Multiple Surveys NCH NCH TOTAL Score Base Score + Optional Elements = Total OPAL Score for Protocol

16 OPAL- Protocol Scoring Metric Higher Protocol Score More Complexity 18 Involved # Trials Open # Trials 6 Enrollments Acuity Score Per Trial

17 OPAL Scores Per Protocol Acuity Scores Per Protocol Open in Each Service Line BMT ONC HEM

18 OPAL Scoring for Staffing Workload Complexity OPAL Protocol Scores

19 OPAL Scoring for Staff

20 OPAL- Add Staff Volume Total OPAL Staff Workload Calculation: (# Active Patients X Total Score) + (# FUP X Total Score/2)+ Total Score Susan Workload Michele Workload Protocol OPAL Score # Active Patients # FUP Patient Total Score Protocol OPAL Score # Active Patients # FUP Patient Total Score NCH NCH010 6 NCH NCH020 3 NCH NCH030 2 NCH NCH040 3 TOTALS TOTALS NCH002= (10X3) + (3 X (10/2) ) + 10= 55

21 OPAL- Add Staff Volume Total Staff Workload Calculation: (# Active Patients X Total Score) + (# FUP X Total Score/2)+ Total Score Susan Workload Protocol OPAL Score # Active Patients # FUP Patient Total Score NCH NCH NCH NCH TOTALS Michele Workload Protocol OPAL Score # Active Patients # FUP Patient Total Score NCH NCH NCH NCH TOTALS Total Active Patients=14 Acuity Total=165 Total Active Patients=39 Acuity Total=131

22 Staffing Metrics Determine workloads per staff member: Employee #Active # FUP Total Acuity Score # Different Protocols Sue Amy Mike Sally Aaron Kelly Heidi Veronica Melinda Joe

23 Staffing Metrics Determine Workload per Service Line Teams 2017 OPAL SCORES by Division Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec Avg/mth Hem Onc Neuro Onc BMT Host Def Add Acuity scores all employees / # of employees=avg Acuity Per Month

24 Average Staff Acuity Per Month Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec Avg/mth Average Acuity Score Per Month Host Def BMT Neuro Onc Onc Hem

25 Metrics that Matter Learning Objectives Protocol and Staffing: Choose a Rating Matrix for your team Apply a scoring system to assess workload Justify staffing needs with your matrix data Workloads assessment includes acuity Workloads per team Acuity per protocol

26 OPAL Scoring to Determine Staff Time and Effort for Research Budgets OPAL Scoring for Feasibility

27 How to Get Started OPAL & Feasibility 1 2 3

28 OPAL Scoring for Feasibility Protocol Score % of Effort Per Month RN % of Effort Per Month CRC Hours Per Month RN Hours Per Month CRC <2 10% 0% % 0% % 5% % 10% % 15% % 25% % 40% Monthly hours assumes 2080 hours per 12months ( per month)

29 OPAL Scoring for Feasibility Protocol Score % of Effort Per Month RN % Effort Per Month CRC Hours Per Month RN Hours Per Month CRC % 10% Determine Protocol Score Grant Application Time and Effort Needed for Research Staffing Clinical Trial Budget Use Hours Multiply by # Months

30 OPAL Scoring for Feasibility Protocol Score % of Effort Per Month RN % Effort Per Month CRC Hours Per Month RN Hours Per Month CRC % 10% Protocol Score $ Per Month RN $ Per Month CRC 5-6 $2,256-$2,704 $676 RN hourly rate=$52 CRC hourly rate=$39

31 OPAL Scoring for Feasibility Budget Request: Sponsor: XXX Opal Score: 5-6 Estimated Number of Months: 6 Phase of Study: 3 Research Time Protocol Score $ Per Month # of Month On Study $ Per Month RN TOTAL $$ $ Per Month CRC 5-6 $2,256-$2,704 $676 % Effort RN $2,256 6 $13,536 25% CRC $676 6 $4,056 10% TOTAL Per Patient $2,932 6 months $17,592 35% Estimated cost per patient for 6 months

32 Metrics that Matter Learning Objectives Feasibility: Choose a Rating Matrix can use for feasibility Collect team s data for time and efforts per protocol Update $$ rates yearly with employee raises Decrease staff needs by streamline workflow Budget estimates Buy In from Staff and PI s Costs were Reproducible across Protocol Scores

33 Non-clinical Complexity Scoring 33

34 Decision Support Performance Monitoring & Process Improvement Reporting Predictive Analytics & Forecasting How we use metrics.

35 Metrics Will Drive Performance 35

36 Why do we need to assess workload? Balance workloads among staff Staff Satisfaction Efficiency in workloads Justification in grant/clinical trial budgets Strategic planning for budgeting Help anticipate growth in staffing Staff retention Staff competencies for workflows 36

37 Balance may be Hard to Achieve The ability to quantify workloads can have a significant impact on the efficiency and success of a research organization

38 Criticality

39 Where is it?

40 Scoring Workloads Workload Complexity

41 Award Processing Type of Agreement Sponsor Scope of Work Budget/Cost Share Intellectual Property Subawards Risk 41

42 Complexity Scoring 42

43 Daily Download

44 Tracking Progress

45 NUMBER ROLE Sheer Numbers 36 Sr. Coordinator 28 Sr. Coordinator 29 Sr. Coordinator 28 Coordinator 21 Sr. Coordinator 18 Sr. Coordinator 17 Coordinator 14 Coordinator 11 Coordinator 5 Coordinator 5 Asst. Director 0 Proposal 0 Proposal 0 Proposal 0 Proposal 0 Proposal 0 Proposal 212

46 Factoring in Complexity 46

47 WORKLOAD ROLE Allows for better management of workloads 72 Sr. Coordinator 56 Sr. Coordinator 44 Sr. Coordinator 28 Coordinator 21 Sr. Coordinator 18 Sr. Coordinator 51 Coordinator 21 Coordinator 18 Coordinator 5 Coordinator 25 Asst. Director 0 Proposal 0 Proposal 0 Proposal 0 Proposal 0 Proposal 0 Proposal 269

48 Over time this will more accurately predict Capacity Trends Staffing Compensation Promotion Taking into consideration FTEs Events (ARRA, natural disasters)

49 Proposal Productivity Proposals per Year SPS/25 SPS/8 SPS/5 PS/3 PS/2 PS/1 PS/<1

50 Proposal Productivity Proposals per Year Workload per Year SPS/25 SPS/8 SPS/5 PS/3 PS/2 PS/1 PS/<1

51 Susan Wyatt Sedwick Senior Consultant Attain LLC, Oklahoma City, OK USA Questions Michele Vaughan Senior Clinical Lead-Oncology IQVIA Columbus, OH USA 51