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 Task 22.3.3.2.2. Unit Test 22.3.3.3. RHA application servers 22.3.3.3.1. Receive, verify components, assemble, install, configure 22.3.3.3.2. Unit test 22.3.3.4. Data storage and backup at RHA data center 22.3.3.4.1. Receive, verify components, assemble, install, configure 22.3.3.4.2. Unit Test 22.3.3.5. RHA hardware systems complete integration test 22.3.4. Systems software 22.3.4.1. Operating systems 22.3.4.1.1. Receive software, validate license 22.3.4.1.2. Install, configure & test 22.3.4.2. Applications like MS Office, email, etc. 22.3.4.2.1. Receive software, validate license 22.3.4.2.2. Install, configure & test 22.3.4.3. RGD software applications complete integration test 23. National Registration Number for all citizens 23.1. Evaluate the requirements for the generation of an unique identifier 23.2. Create functional specifications 23.3. Check compatibility with Hospital Information systems 23.4. Check compatibility with systems at other Ministries and Government Agencies 23.5. Create technical specifications 24. Interfaces between RGD & other agencies for data collection and quality control 24.1. Transfer of data electronically between agencies (MOH-RGD, Coroners- RGD, Clinics/Hospitals-LDR-RGD) 24.1.1. Identify required data elements, format, transfer mechanism (like FTP,CD,email) & frequency of transfer (e.g. weekly, monthly) 24.1.2. Identify roles and responsibilities of people involved in handling data, establish communication channels between technicians 24.1.3. Test transfer of sample data 24.1.4. Implement electronic data transfer - verify periodic summary data (e.g. monthly, quarterly) HUMAN RESOURCES ISSUES 1. Provide training to midwifes on MOH birth reporting policies – make training a requirement for licensing/certification 1.1. Develop self-administered training module which should include laminated fact cards that can be easily carried. The module should include a brief post training test. 1.2. Develop and implement communication plan for midwifes to inform them of the training 1.3. Develop plan to distribute self-training modules and to collect self- administered 33
Audit of Vital Registration and Vital Statistics Systems: Jamaica Recommendations Implementation Work Plan Task post training test. 2. Standardize medical record technician training 2.1. Develop skills profile for medical technicians 2.2. Create training objectives for OJT 2.3. Design training modules for medical technicians 2.4. Design and administer pre-test to determine individual training needs 2.5. Schedule and deliver training based upon pre-test results; administer post training test and develop remediation plans for those who do not demonstrate mastery 2.6. Implement a policy that requires all new hires to meet skills profile/or if that cannot be accomplished mandate that they receive all the standardized training. 3. Work toward allowing direct supervisor to use standardized format to evaluate employee performance 3.1. Research all applicable civil service and departmental guidelines and develop plan within existing rules; 3.2. Collaborate with executive leadership and or civil service unions to implement changes 4. Develop a system that will allow agencies to develop competency models for all key positions related to vital statistics data collection and reporting 4.1. Develop a roster of the key positions 4.2. Obtain permission from all necessary bodies to develop competency models 4.3. Have independent research confirm skills and competencies for key positions 4.4. Develop new competency models based upon research 4.5. Publicize the new models 4.6. Implement the new models in the selection process and for the development of existing employees 5. Develop and implement departmental performance management metrics, measurement tools, and monitoring criteria related to the functions of collecting vital statistics source data, data set development, and development of vital statistics. 5.1. Create a detailed, life sized process flow map of the entire system work flow. Include volume measurements at points of input and output 5.2. Work with each “input” and “output” function and determine how success should be measured (based upon effective and efficient contribution to the overall system). Measurement should be able to be performed daily. Decide on as few performance indicators as possible ,; repeat exercise if necessary to narrow indicators to 3 or less 5.3. Work with each function and or department to implement performance monitoring system 5.4. Adjust system and or metrics after one month where and if necessary 6. Perform a feasibility study of the conversion to a medical examiner system 6.1. Collect intelligence on medical examiner systems and or models 6.2. Draft a model for implementing a system in Jamaica 6.3. Contrast the cost and benefits of the model against the existing lay coroners model 6.4. Report findings to CLEs 7. Implement a system to ensure the strict enforcement of MOH policies concerning the reporting of births, fetal deaths, and peri-natal deaths, including audits of such, and 34
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Vital Statistics Commission of Jamaica - Planning Institute of Jamaica

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