Future in mind

Self Assessment Tool User Guide v2

This Self-Assessment Tool has been developed with support from the East Midlands Strategic Clinical Network – Maternity & Children’s and Mental Health network

Introduction

These instructions have been provided for the use of the ADS Future in Mind Self Assessment Tool.

These step by step instructions will aid you in completing your self assessment and getting the most out of the self assessment tool.

If you have not used Excel before - Don’t panic! This tool has been designed to be easy to use and hard to break.

Getting Started

1. Once you’ve opened the excel document you will get a ‘SECURITY WARNING’ banner across the top.

Click ‘Enable Content’ on the banner.

2. Along the bottom of the document are individual ‘tabs’:• Front Sheet• Background info• Self Assessment• Readiness_Sort• Task Rating_Sort• Graphs

Click the tab marked ‘Self Assessment’

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Self Assessment Overview

3. You are now on the ‘Self Assessment’ sheet. This is the sheet where you will enter your readiness rating information.

The recommendation statements are displayed in grey and white.

The grey statements are the individual top line numbered recommendations laid out at the end of each chapter within the ‘Future in mind’ document.

The statements in white are specific requirements relating to the recommendations that have been pulled from the chapters

Along side each top line recommendation is clarification on whether ‘Future in mind’ see these as recommendations that can be implemented now (current) or only with additional funding (future).

4. The cells that you are able to populate on this sheet are all marked in pale yellow (all other cells are protected).

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Self Assessment

5. Enter your ‘readiness rating’ against each recommendation (grey & white) by clicking in the cell alongside the recommendation. This will cause a small ‘drop down arrow’ to appear alongside the chosen cell.

6. Click on the ‘drop down arrow’ to show a list of choices for your readiness rating• 1. Fully Implemented• 2. Partially Implemented• 3. Changes agreed by Not Started• 4. Not Ready/ Anticipate Some Barriers to

Change• 5. Not At All Ready/ Anticipate Significant

Barriers to Change

7. Click on the most appropriate rating for that recommendation.

NB: The ‘top line recommendation’ rating should reflect or be influenced by the ratings assigned for the ‘sub recommendations’.

8. Once a rating has been chosen the cell will populate and coloured based on the chosen rating.

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9. Repeat the previous process for ‘Complexity’ and chose an appropriate rating for how complex the recommendation would be to implement (e.g. changes that affect people and/or IT systems are typically more complex or difficult to implement, also think how many different elements are there to consider etc.)

Choose from:• n/a (use this for ‘Fully Implemented’ actions )• 1. Very Simple• 2. Simple• 3. Medium• 4. Complex• 5. Very Complex

10. Repeat the previous process for ‘Size’ and chose an appropriate rating for how big/small the task is and how much effort it will take to implement

Choose from:• n/a (use this for ‘Fully Implemented’ actions )• 1. Very Small• 2. Small• 3. Medium• 4. Large• 5. Very Large

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Self Assessment

11. Once all top level recommendations within a theme have been assigned a ‘readiness rating’, a ‘Theme Readiness Rating’ is generated which is an average of all top line ratings within that theme.

12. At the bottom of each ‘theme’ there is a section provided to add any key information and thoughts that will aid you in delivering against the recommendations

13. NB: #N/A will be displayed in the ‘Theme Readiness Rating’ cell until all top line recommendations have been assigned a readiness rating.

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Self Assessment

Self Assessment

14. At the bottom of the recommendations there is a ‘Sort Data’ button.

15. Click on the ‘Sort Data’ button once all recommendations have been assigned a ‘Readiness Rating’, ‘Complexity’ and ‘Size’ rating. This will run a background program that will sort the data and transpose it onto sheets marked ‘Readiness_Sort’ and ‘Task Rating_Sort’.

Readiness Rating & Task Rating

16. As well as the original view of the recommendations that is still available on the ‘Self Assessment’ sheet, the recommendations have now been sorted to so that the can also be viewed by either ‘readiness rating’ or by ‘task rating’

17. The task rating is complexity rating (1-5) multiplied by the size rating (1-5) so that the magnitude of tasks can be best determined.

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Self Assessment Graphed

18. Once the ‘Self Assessment’ data has been completed, there is a graphical representation of current readiness provided on the tab marked ‘Graphs’.

19. The pie chart show the Readiness Status as a percentage of all tasks so you can monitor your readiness as a whole.

20. The Radar chart shows the ‘Theme Readiness Ratings’ for each theme on a single chart so you are able to gauge which areas are progressing best.

21. The bar chart show the readiness of each ‘theme’ broken down by individual task rating so you are able to see the proportion of a theme that is ‘fully implemented’ vs ‘partially implemented’ etc.

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Background Info & Updating Worksheet

21. The ‘Background Info’ sheet is a reference sheet provided to link the recommendations listed at the end of each chapter within the ‘Future in mind’ document with their associated paragraphs within the ‘Future in mind’ document chapters. This is provided to add additional information where it may be required or useful.

22. Over time your readiness to implement the recommendations of the ‘Future in mind’ document will change. To reflect these changes, simply alter the ratings on the ‘Self Assessment’ sheet as required and click ‘Sort Data’ to update all sheets.

Remember to save excel document before closing to keep your changes