Discussion: External Data Collection Step

Discussion: External Data Collection Step

Discussion: External Data Collection Step

Question 1 What is the final step in the systems life cycle (SLC)? Evaluate Implement or go-live Plan Return to analyze Question 2 What is included when performing the initial internal and external data collection step in the system selection process? Signing the agreement and beginning the installation process Developing the initial system specifications Defining and prioritizing system requirements Using formal evaluation criteria to rate vendors Question 3 What priority information should be included when identifying system requirements for a new electronic health record? Work around being used Paper documents in use Current processes Future workflow Question 4 High-level project goals are identified and established during which phase of project management? Planning Purchase Evaluating Development Question 5 Which is a framework for understanding the process of developing or configuring, implementing, and using an information system? Open shift management Problem classification scheme Systems life cycle (SLC) Clinical decision support (CDS)

If an organization is considering whether to collect data on its own or get help from an external consultant, it will need to have enough information to make an informed decision about how to proceed.

This section outlines some of the key considerations that may arise during various steps in the data collection process. There is no requirement that these steps be followed or pursued in the order that they are written. The model presented is offered as a reference tool. How data is gathered and analyzed depends on many factors, including the context, the issue that needs to be monitored, the purpose of the data collection, and the nature and size of the organization.

The main consideration is to make sure that any information collected is done in a way and for a purpose that is consistent with the Code and complies with freedom of information and privacy protection legislation. In the interest of effectiveness and efficiency, it is recommended that efforts be made to collect data that will shed light on issues or opportunities. To protect the credibility and reliability of data, information should be gathered using accepted data collection techniques.

Step 1: Identify issues and/or opportunities for collecting data

The first step is to identify issues and/or opportunities for collecting data and to decide what next steps to take. To do this, it may be helpful to conduct an internal and external assessment to understand what is happening inside and outside of your organization.

Some organizations, like FCP and Legislated Employment Equity Plan (LEEP) employers, are given specific direction on what issues should be explored and how data must be collected. Other organizations may have more flexibility to decide when and how to collect information to achieve certain goals. Some of the non-exhaustive questions identified below may apply to a diverse range of organizations and audiences, including employees and service users. Depending on the organization, these questions may be considered at Step 1, or at different stages in a data collection process.

Conduct a review of all policies, practices and procedures applicable to employees, service users or another appropriate audience:

• Does the organization have human resources and human rights policies, practices and procedures that are accessible to all employees or to the people they serve?
• Does the organization have clear, transparent and fair complaint procedures in place to deal with allegations of discrimination, harassment or systemic barriers?
• Have any claims, grievances or allegations been made or received relating to discrimination, harassment or systemic barriers?
  • Do any signal barriers to persons protected under the Code and/or other individuals/groups in society based on a non-Code ground?
  • Have any been dealt with appropriately and in accordance with existing polices, practices and procedures?

Explore organizational culture from a human rights, diversity and equity-inclusion lens:

• What are the organization’s mandate, goals and core values?
• What is the history of the organization?
• Are equity, diversity and inclusiveness supported, reflected and promoted by senior leaders throughout the organization?
• Are performance measures in place to motivate the achievement of an organization’s strategic human resources, human rights, equity and diversity goals?
• Do employees feel that the organization is diverse, inclusive, and provides equal opportunity for learning and advancement?
• How are decisions made?
• How are employment, programming or service delivery opportunities advertised?
• Does the organization have formal, transparent and fair processes in place to recruit, hire, promote, terminate and retire staff?
• Does the organization have a clear system of discipline?
  • Is this system perceived to be applied fairly and consistently?
  • Do service users feel that they are welcome, valued, and able to use the services offered by the organization?

Assess external context:

• Are there best practices in the industry/sector or among similar organizations that can be learned from?
• Are there objective data or research studies showing that discrimination or systemic barriers exist or do not exist in the organization, industry/sector or similar organizations?
• Is there evidence from other organizations or jurisdictions that a policy, program or practice, similar to one in place at the organization, has had a positive or negative impact on Code-protected persons or other marginalized persons in society?
• How is the organization perceived by the community it operates in?
• Have the media or advocacy groups complimented or criticized the organization about human rights, human resource or equity issues?
• What are the demographics of the people the organization serves or the community it operates in?
  • Are the demographics changing or projected to change in the future?
  • Is the organization proactively looking at ways to make sure that it has the skills and knowledge to meet the potential needs and concerns of this changing demographic?