Date: December 2016 Job Title : Business Analyst, Waitemata Central Department : Hospital Services Location : Waitemata District Health Board sites Reporting To : Clinical Nurse Director, Waitemata Central Direct Reports : None Functional Relationships with : Internal Projects Staff Project Owners and Sponsors Systems / Business Users Project Stakeholders WDHB Staff as per project scope Operations Managers Director Hospital Services Director Allied Health, Director of Nursing, CMO, CFO Heads of Divisions nursing, Allied Health and Medical Quality Lead & Quality Team Human Resources Finance Manager Occupational Health & Safety Health Alliance External healthalliance Other DHBs Ministry of Health Software vendors Purpose of the role To provide business analysis functions to areas of Waitemata DHB under approved projects. This role is varied in nature and will develop and grow over time as this model develops. Two key projects the post holder will be involved in are development and integration of Centralised Rostering system and work on development of designated datasets and dashboards based on the existing forecasting and projection tool- McKesson Capacity Planner (MCP or CapPlan) To provide analysis and reporting to support clinical and administrative processes and service planning To provide support and expertise in integration of reports, assisting in building new reports and dashboards to enable integration of quality data Waitemata District Health Board Business Analyst, Waitemata Central Page 1
Our Purpose, Values and Standards At the heart of Waitemata DHB is our promise of better care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board Business Analyst, Waitemata Central Page 2
Key Overall Expectations To ensure the delivery of high quality patient care and outcomes and to have robust systems to evaluate performance against health targets. To be responsible for the financial performance for directly managed services. To ensure the achievement of performance targets and indicators within the directly managed service. To ensure staff are appropriately supported to deliver on the corporate objectives as set out in the annual statement of priorities through the development and implementation of effective systems and processes. To track the benefits realisation of projects and programmes. KEY TASKS EXPECTED OUTCOMES Operational Business Analyst Support Work with relevant business departments to improve current processes and / or address specific problems. Discuss data requirements with customers, initiate and plan analytical work to meet customer needs and make changes as required. Facilitate interviews, meetings, workshops to analyze current issues and determine appropriate solutions. Produce clear, concise and accurate documentation ready for sign off such as scope documents, current and future processes, user requirements, user / system specifications, implementation plans, communication plans, training plans, and material, test plans and scripts, and change management documentation. Assist business areas in implementing change. Build rapport with key stakeholders to aid in the success of the change. Liaise with appropriate IS, healthalliance, regional and business staff to ensure specific protocols are adhered to. Obtain understanding of best practice processes where relevant. Works with and is aware of regional activity and directives in the area under analysis. Waitemata District Health Board Business Analyst, Waitemata Central Page 3
KEY TASKS EXPECTED OUTCOMES Project and / or Service Planning Produce clear, concise and accurate project documentation as required. Assist Project Manager in developing documentation required for project start-up, execution and closure. Communication Regular communication to stakeholders and project teams. Regular status report produced and communicated to Sponsor, Projects Director and / or Project Manager per project. Projects and Performance reporting Allocated projects are conducted to a high quality, with adequate time allocated to each project. Ensure Milestones are met and / or follow-up. Time management issues are signaled to the Project Manager and/or Projects Director ensuring limited impact on projects. Regular status report produced for each project. Ensure that organisational dashboard display operational data in a useful format. Complete benefits tracking and analysis for Centralised Rostering, including fairness, equity and productivity metrics Relationship Management Develop and maintain effective relationships with key people in the business to understand how the business functions. Obtain good understanding of how the business processes. Establish and maintain a good working relationship with HR, Decision Support and healthalliance (including software vendors e.g.kronos and McKesson), where appropriate. Resource management through Monitoring systems Ensure that information is readily available to the Group Manager and Operations Managers to make informed decisions example resource allocations, Transit coordination, acute operating list, paging and tasks management, Bureau staff allocation. Ensure that adjustments are made in an effective and efficient timeframe. Present information in a useful format to enhance daily business processes. Identify additional information that can be useful to WDHB and ensure that information is assembled and presented in a beneficial format. Improve the overall understanding of WDHB regarding daily schedule of work. Waitemata District Health Board Business Analyst, Waitemata Central Page 4
KEY TASKS EXPECTED OUTCOMES Identify resources required to manage the daily schedules. Enhance short, medium and long term planning. Ensure planning is clear, concise and well communicated to all teams. General Support Support provided to Waitemata DHB Central on various activities if and when needed. Specific outcomes would be identified, related to specific project activities regarding other project related activities. Statutory & Treaty of Waitangi obligations Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. To recognise individual responsibility for workplace Health & Safety under the Health & Safety Act 1992 & Amendments 2002 Shows sensitivity to cultural complexity in the workforce and patient population Support WDHB H&S Culture by: All Employees Following & complying with H&S policies & processes & applying them to their own work activities Identifying, reporting & self-managing hazards where appropriate Early and accurate reporting of incidents at work Waitemata District Health Board Business Analyst, Waitemata Central Page 5
PERSON SPECIFICATION POSITION TITLE: Business Analyst, Waitemata Central Minimum Preferred Qualification Relevant Tertiary Qualification Tertiary qualification in Information Systems Experience Skills/Knowledge/Behaviour Significant post graduate experience 10-13 years. Demonstration of WDHB values. Relationship building skills ability to build strong links with internal and external stakeholders. System thinking ability to think across the whole spectrum to participate in robust decision making. Detail oriented - ability to complete tasks with high accuracy levels. Team player must be able to work within a team as well as manage specific accountabilities. Analytical ability and motivational skills. T-SQL skills Reporting Services (SSRS) report writing skills Microsoft Office suite, especially Experience in business analysis in Healthcare Sector. Experience in IT systems implementation. Experience in the development of business processes. Energy and enthusiasm Waitemata District Health Board Business Analyst, Waitemata Central Page 6
Excel Personal Qualities An interest in health processes and a drive to improve healthcare through better access to information Able to solve problems Able to work to deadlines Self-starter able to work without on-going supervision Attention to detail Good communication skills Waitemata District Health Board Business Analyst, Waitemata Central Page 7