With more than a thousand personnel and high-valued staff, Davao Doctors Hospital (DDH) is pursuing technology innovation particularly data monitoring which is a challenging task.
The nitty-gritty task of data monitoring needs an established standard process, not to mention its accuracy, availability, and convenience for end users. These end users are the department or unit heads overseeing the compliance of their staff, individual employees who also keep track of their professional development and most importantly, for the unit heads tasked to plan and provide training programs, schedule multiple and simultaneous training events, check training attendance, ensure compliance of mandatory training program, prepare post-training evaluation, and summarizing and reporting data.
Under the leadership of its seasoned President and CEO Raymund CS Del Val, DDH has re-directed the institution towards digital transformation. Coming from a strong information technology background, Mr. Del Val believes that it is not just enough for the hospital to ensure and provide excellent patient-focused care but to be at par with international standards and the advantage and efficiency of paperless processes and procedures.
As part of the president’s 5-R strategy – reconfiguration, rebranding, retooling, reaching out, and rising above – the management has encouraged each department to come up and develop innovation initiatives.
The Learning and Development Department which focused on the training and development of the entire organization’s workforce and talent resource, has launched Development Dashboard in the second quarter of 2016.
WHAT IT IS
The Learning and Development Dashboard is an online application used for training data monitoring which involves not just the timely updating and maintenance but also the input of information like staff name, assigned department, position, and record of all training received while employed in the hospital.
The dashboard constantly adjust and update these information due to staff re-assignment, inter-department transfer, promotions, resignation which require deletion from the list of active staff account, transfer data to archive file and new hires which require encoding the name, position and department assignment.
This online change concept is a huge upgrade from the old process which used excel format. The objective of this initiative is for end users to have an easy access to training program data such as an announcement of training schedules, signing up or submit list of participants for the training events, view attendance monitoring of staff, and provide e-learning modules.
End users will be able to access all these data from their own units or anywhere in the hospital, using their own user accounts any time as long as they are connected to the DDH intranet system.
The dashboard has five main categories -- Events Calendar, Events Monitoring, Competency Assessment, E-Learning Modules and Training Forms.
In the Events Calendar, users can view the scheduled training events for the month and no need to announce events through an email blast and phone calls. Once a selected date is clicked in the calendar, the details of the event such as training title, venue, time, number of participants and action button will be displayed.
The action button will re-direct the users to the page where they can submit names of participants for enrolment to the desired training event. The submitted names are for approval of the administrators and the Learning and Development team. Approval is a screening process to ensure that the right participants are sent to the right training events according to their job specification and developmental matrix.
The Events Monitoring has three sub-categories -- Department Contact Hours, Department Summary and Department Licenses.
• Department contact hours sub-category is the total number of hours a staff member has spent in training. As part of the annual performance appraisal, employees are required with a minimum number of contact hours each year. Contact hours vary in every position where unit heads will see their individual staff’s full total contact hours.
• Department summary is the display of all conducted training events based on the start and end of date generated. Each training event shows the number and name of attendees and the names who were absent based on the list of active staff in the department.
•The purpose of the Department Licenses sub-category is for the unit heads to be able to monitor the expiration date of staff licenses and training validity including the mandatory skills training like Basic Life Support for all staff across the hospital, the Intravenous Therapy (IVT) for nurses and the professional license issued by the Philippine Regulation Commission (PRC).
The Competency Assessment category is an online training needs assessment (TNA). Staff logs in the system using individual user IDs and answers a survey form based on his or her position and job description. This self-assessment tool aims to evaluate the competency level of the staff as one of the bases for training program planning.
The E-learning Modules category is a library of downloadable learning materials like instructional videos, hospital product knowledge, new services updates, learning session presentations and other modules. Staff can review these materials anytime without having to come over to the Learning and Development office.
Whenever unit heads or staff requests for either new and specialized learning session or external training program, they must submit an accomplished form signed and endorsed by their senior managers. These forms can be found in the Training Forms category including the training certificate request forms.
REVISIONS AND VERSIONS
To measure and control quality improvement, the dashboard had been modified into its new version 2.0 application. The difference from the first version is the enhancement of the user interface to allow better user experience on the menu bar, buttons and other controls. Other suggestions from the users like what else they want to be seen in the dashboard and how they want it to be seen, what other data monitoring to be included and even printing options were also included.
One enhancement was the implementation of the next phase of development which is the attendance management system (AMS). In the first version, whenever participants come for a training event they register in the paper-based attendance sheet. Starting 2018, attendance registration has been automated with a biometric system, a fingerprint recognition technology.
The names of submitted participants in the dashboard are displayed in the biometric system which identifies those attending and record real-time attendance, ensuring being on time for the start of the training and then clock out at the end, minimizing cutting classes especially for mandatory training events.
The AMS application encourages more users to utilize the dashboard since staff can no longer be walk-in participants for the training events. It requires for names to be submitted to the dashboard, otherwise, their fingerprints will not be identified by the biometric system.
As part of the continuing development plan, the dashboard will have an additional feature which will transition into Learning Management System (LMS) intended to offer nano-learning courses and webinars that are single and topic-based, responsive with pre and post-tests, course evaluations, and can be viewed on a range of devices - smartphones, tablets, etc.
Users will not be limited to the unit heads and key department personnel, but all staff will have their individual access and user account for the LMS. All data obtained in the LMS will be automatically fed into the dashboard for complete data generation.
As the needs change with technology and time, the possibilities for the usefulness of the dashboard are also limitless.