1. Getting Involved in Policies, Procedures and Guidelines
Some Lessons Learned
Dr David Low
Knowledge and Innovation Programme Manager
Pennine Care NHS Foundation Trust
Susan Smith
Senior Librarian
Mid Cheshire Hospitals NHS Foundation Trust

2. ? ? ? ? ? ?
Can we summarise this really briefly?

3. What are we trying to accomplish?
Greater engagement of library services in the management of organisational policies, procedures and guidelines
How will be know that change is an improvement?
Submission of impact case studies around policies, procedures and guidelines
What change can we make that will result in improvement?
Provide librarians with ideas and support to implement within their own organisation
Investigate and produce good practice guidance for library and knowledge team involvement in managing policies and procedures*, particularly facilitating access across organisational boundaries (i.e. STP footprints)
In addition, to scope, trial and devise lessons learnt around the development of a cross-organisation, system-wide policy and procedure management process
To design and produce a resource for LKS services, sharing good practice and lessons learned in organising and disseminating evidence based internal policies, procedures and guidelines including across organisational boundaries by September 2017.

4. Self-assessment of skills
‘Buddy up’ system, allowing both parties to further develop their skills, both technical as well as coaching
Visual (colour) management for ease (benchmark)
Comparative assessment to be done after project (evaluation)

5. Project planning, classic Gantt chart with time scales, deliverables and sub deliverables

6. Benchmark:
71 responses
19 valid responses for follow-up
Review:
KM group to review impact cases
Re-run survey 2019

7. 1 2 3 Facilitating access Hosting & processing
Can we summarise this really briefly?
Implementation & cultural shift

8. kfh.libraryservices.nhs.uk/knowledge-management/
Susan – starts here
The toolkit can be found on the Knowledge for Healthcare website under the Knowledge Management menu. Below the blurb of what we did, you can click on the toolkit link to download the case studies.
All have been listed under the 3 described sections. We have pulled out the salient points of each case study on the left hand side to make it easier for you to judge the relevance to your service. We did a bit of cross group linking and the cases have been written up as impact studies (some of which have been accepted for inclusion in the impact toolkit). Each case has further information on what contribution the library has made to the process and also includes a key contact, should you want to discuss further or get some tips on getting the service off the ground in your own organisation.
The 3 sections nicely tier the level of activity. You can see where you are and look for ideas on improving the service you currently deliver at the same level or it may give you some ideas if you want to try to develop the support you offer.
We have picked a handful of the cases just to give you an idea.
kfh.libraryservices.nhs.uk/knowledge-management/

9. kfh.libraryservices.nhs.uk/knowledge-management/
Many libraries do an ad hoc literature search service for updating guidelines. Bridgewater Community have managed to get it through their Trust Policy Group that guidelines can only be approved once checked by the library. Embedding the service into the process has led to a much more systematic approach to the literature searches. The key driver for this has been the evidence base in relation to the CQC requirements, so library involvement has directly supported progress in the Trusts CQC Action Plan. This has really helped raise the profile of the service with Trust Managers.
The other aspect we liked was the searches extend beyond the traditional database searches and also include content from more patient orientated sources e.g. patient forums.
We will have to update the contact (still Lisa McLaren). I’m hoping we can get this case updated – where is Anne?
kfh.libraryservices.nhs.uk/knowledge-management/

10. kfh.libraryservices.nhs.uk/knowledge-management/
Great Western Hospitals is one of the services which has used their library management system (Heritage) for document management and sending reminders out automatically.
Who else here offers delivers service in this way?
We liked the figures in this one..
Increased number of policies reviewed throughput by 1100% (5 to 60 per day)
Increased in productivity for administrator 4400% (1 day’s work to 10 minutes)
Increased in capacity resulting in increased number completion of other ‘on hold’ activities
Excellent process control e.g. reminders, policies pipelines
Excellent completion review rates throughput due to management buy in
Quality Control (QC) ‘Gateway’ checks to prevent implementation of unverified and erroneous PPGs
Evidence based PPGs
Align with national NHS Paper-light/less initiative by removing the need to archive hard copies
What is the experience of other services offering this?
kfh.libraryservices.nhs.uk/knowledge-management/

11. kfh.libraryservices.nhs.uk/knowledge-management/
Berkshire healthcare supports learning disabilities and mental health. They don’t offer systematic support for policies, procedures & guidelines. Only do the ad hoc searches for the individual areas on request. The policies are on the Intranet and updated in the Trust’s weekly newsletters.
What caught our eye was the next step forward they are taking. Currently the library is working with Policy leads or content specialists to developing interactive e-learning packages linked to the policies. They have created packages on aniti-microbial guidelines, patient group directives and pressure ulcers.
The future plan is to promote use of creative commons with local authors to support sharing guidelines across organisational boundaries. This was a key aspect we were looking at in the project and we found very little in the way of shared PPG management.
kfh.libraryservices.nhs.uk/knowledge-management/

12. kfh.libraryservices.nhs.uk/knowledge-management/
The take away messages for me are:
We’ve done a bit of work – go check it out.
There is plenty of evidence in here which you can take to people and build a case for involvement.
This is a piece of work that really can help raise your profile in the organisation and make the library central to core business.
Even if you are engaged on some level, it is worth check out ideas to see how to improve the service.
It is worth chatting to people already involved to understand the challenges and barriers and how these were over come. Could even get a peer assist if you are lucky.
Think about the next steps and perhaps how we can support transformation in the NHS.
kfh.libraryservices.nhs.uk/knowledge-management/

13. kfh.libraryservices.nhs.uk/knowledge-management/
Project reflections: Like the upper city, we were a bit hazy around the edges to begin with. We found the definitions tricky and didn’t find any concrete examples of shared systems.
The PPG group found it difficult to work together due to distance and issues of Trust lock downs during the great hack of 2017 and time constraints mean it probably isn’t the toolkit we would have liked to deliver. Saying that, the group worked well together, were willing to share strengths to promote learning opportunities and form a great support network which is still in contact.
I’m fessing up – I wasn’t keen to get involved in this, but before the project was over our IT & IG services were interested in getting copies of the case studies. Many of the other project group members were the same.
I have been involved in some discussions with IT around the redevelopment of the intranet as we move across to SharePoint and we are likely going to get involved in some of the metadata and hierarchies as part of the policies and guidelines section.
Had a great moment when one of the project managers messaged me to say “I see the light” when they visited Astra Zenca and saw a similar structure as the one I proposed.
So now, we have managed to come down from the clouds which obscured our vision and developed a clearer practical toolkit on which to build library services. The details within and the contacts may be like the balloon and give you the uplift you need to see where you might fit within the wider organisational processes.
This PPG Toolkit will be ongoing work, which will be taken on by the Knowledge Management workstream of the Knowledge for Health.
kfh.libraryservices.nhs.uk/knowledge-management/