Following are examples of Studies conducted within the University. This is by no means a complete list of the varied Projects conducted within the University but is here to provide a sample of the diversity of the work conducted.
More Case Studies will be added in due course showing a fuller range of Projects undertaken within the schools and directorates.
Project Title: MARS (Medical Appraisal and Revalidation System) Issues Recording
Issue: MARS is an on-line system to facilitate the appraisal of GPs in Wales and hospital doctors. Technical support for the project was to be handed over to the team in December 2011. The process for logging issues and feeding back to customers was reviewed as it was time confusing. The admin team also had difficulty updating customers due to timescales and communication issues.
The mapping workshop identified a number of issues including:
- Incomplete logging of calls
- Insufficient information captured at the beginning of the process from the customer
- Failure demand – time taken responding to ‘chasing’ calls
- Time taken to resolve issues
- Difficult to see the status of calls at a glance
The team came up with a new process to address the issues which was implemented in December 2011. A review of the process 3 months later showed the required FTE to man the helpdesk had reduced from 1.5 FTE to 0.5 FTE and that a greater number of issues were being closed down. The project will be reviewed again in July 2012.
Project Title: Phantom Head Lab (PHL) Allocation Model
Issue: The project was to look at ways to accommodate the increasing student numbers within the existing laboratory facilities in the Dental School from September 2011.
The main concern was the lack of appropriate laboratory teaching space to continue providing a high class teaching environment for the increased student numbers.
The current state mapping highlighted:
- fluctuations in busy times and capacity through the year
- current facilities had sufficient capacity to accommodate projected student increases, irrespective of the time period teaching took place
- a shortage of appropriate equipment for technical teaching
By implementing the recommendations, the School has:
- Improved the utilisation of laboratory resources, accommodating a 21% increase in Dental student numbers
- Prevented staff clashes
- Highlighted options for future state improvements by upgrading technical teaching facilities and freeing up a large area of 60m2 for other purposes within the School.
Project Title: Mapping Clinical Data (Metadata) for Database Development
Issue & Background: The data collation requirement of a Study/Trial needs to meet the set objectives of that Study to answer the questions being asked of it. Without defining what kind of data is to be collected and how is it to be used makes designing a usable database to hold the data difficult. Metadata is simply structured information that describes, explains, locates and makes it easier to retrieve, use and manage data. Setting up a Metadata Template enhances data quality and provides the Study with a clear understanding of its data needs as well as providing a clear template for database design.
The mapping workshop identified the following:
- who is best placed to create Metadata
- how to improve the process of collecting data to provide accurate Metadata within required timescales
- recognised where holdups occur within the process and streamlined processes to remove these
- ascertained training and SOP development necessities
Cost Benefit Analysis of the Project included:
- Database Development time would decrease by at least 50% between design and going “live”
- Reduce Study set-up time through best practice and targeted training releasing staff to pursue other core activities of running a Clinical Trial
- Metadata provided an accurate single usable record for Trial analysis and statistical requirements as well as for database design needs.
- Increased the flexibility to manage change, define priorities & handle unpredictable issues as they arise