Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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Audit of Vital Registration and Vital Statistics Systems: Jamaica RECOMMENDATIONS IMPLEMENTATION WORK PLAN PROJECT IMPLEMENTATION METHODOLOGY Implementing a work plan that will operationalize the recommendations presented above will be a considerable but far from insurmountable challenge. The work plan developed and following takes into consideration that financial resources are constrained, civil service bureaucracy is a hindrance, and that strong accountability has historically been absent in most of the components of the vital statistics data collection and production process. More than anything else, successful implementation is dependant upon the absolute commitment and support from cabinet level executives (CLE’s). With accountability demanded from CLEs it will be possible to obtain commitments from Ministry executives, managers, and employees. Change implementation is always difficult and painful. Organized and managed change is rarely possible without experienced and focused external guidance. Equally important, change cannot be sustained without the support of those who must live the changes on a daily basis. Therefore, with the exception of the most technical aspects of the work plan, the implementation will be carried out by employees deployed on “rapid results resource teams” (3RT). The 3RTs must be carefully selected, trained, and managed. The work plan under the “project management oversight section” details the structure for accomplishing this. Implementing the work plan will require assistance from objective, independent, and skilled external resources. Without such assistance the implementation is at risk of being derailed by improper focus, lack of proper accountability, and insufficient technical knowledge. Therefore, the work plan assumes the use of external resources as facilitators for the implementation processes and steps described within it. 19
Audit of Vital Registration and Vital Statistics Systems: Jamaica Recommendations Implementation Work Plan Task PROJECT MANAGEMENT OVERSIGHT Ensuring Universal Accountability & Support – below are the structure and process for rapid results resources teams which will implement the work steps detailed further down in the work plan 1. Cabinet Level Executives (CLEs) meet / review work plan and agree on implementation timetable. 2. CLEs select executive sponsors will be held accountable for 3RT success 3. CLEs meet w/sponsors discuss their roles and agree on schedule for sponsors to report back in person ( at a minimum monthly) 4. Sponsors receive training and or coaching on ensuring team success throughout the life span of the implementation process 5. CEOs & Senior executives of ministries and agencies receive coaching on how to ensure a successful implementation throughout the life span of the process 6. Sponsors work with external resources to identify pool of 3RT team leaders and members 7. External resources provide criteria for selection 7.1. Sponsors submit names 7.2. Canidates interviewed and assessed 8. External resources and sponsors meet and make final selection 9. Process for 3RT to implement work steps 9.1. Sponsor and meet with team and present entire workplan and the teams objectives 9.2. Team and sponsor agree on timetable and set discreet milestones –team reports back to sponsor bi-weekly 9.3. Teams trained on how to work as “rapid results resource team” 9.4. Where mgmt/exec decisions needed for team implement change –team presents issue to sponsor who responds in one week with Y/N response and if yes with timetable for action 9.5. CLEs & Sponsors reward and coach teams on a weekly basis 9.6. CLE’s quarterly meet (have lunch) with successful teams and provide praise 10. Establish Communication and Coordination Functions 11. Identify communication contacts and project deliverables 12. Establish electronic communication tool 13. Determine milestones to monitor process and reporting to stakeholders 14. Establish documentation logging and filing system, templates for meeting agendas and minutes, and documentation distribution criteria 15. Develop and implement project reporting system to effectively communicate progress to the various constituencies 16. Provide MOH management with updated dashboard each week DATA COLLECTION 17. Establish Data Collection Committee with representatives from hospitals, RHA, RGD, MOH, Law Enforcement, and Coroner’s office. Committee members to include “frontline” personnel. 20
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Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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