Magnet Business Case - Veterans Affairs



Magnet Business Case Toolkit

Instructions

The Magnet Business Case Toolkit is designed to help other facilities prepare for an initial application or a reapplication. The Toolkit is organized into three major sections:

• Structure

• Process

• Outcome

In each section the first column identifies a major category item. The next three columns are sorted in phases of the application process:

• Initial Magnet preparation

• Maintenance

• Reapplication

Each category includes guidance as well as templates that can be used or modified by the organization. While these templates are designed to assist with coordinating the process, they also can be used to track costs. The templates can be found on the Sample Forms page of the CD Rom.

For a more detailed account of this tool’s use, please see the Detailed Tool Kit Instructions. These instructions offer additional tips and insights based on James A. Haley Veterans’ Hospital’s experience.

Magnet Business Case Toolkit

| |Initial Magnet Preparation | |Maintenance | |Reapplication |

|Category |Structure | |Structure | |Structure |

|Coordination |Identify a “coordinator” role for the person who will be the designated Magnet | |Support Magnet coordinator | |Identify the “coordinator”. |

| |Coordinator. | |role. | | |

|Team development |Team organization. Identify the types of teams to include a) oversight/ coordinating, | |Identify key experts/leads of | |Team organization. Identify the |

| |b) standards application, c) marketing and “cheerleading”, and d) education of staff. | |the standards and integrate | |types of teams to include a) |

| | | |this function into Nursing’s | |oversight/ coordinating, b) |

| | | |structure (e.g. existing | |standards documentation, c) |

| | | |committees or teams). | |marketing and “cheerleading”, |

| | | | | |and d) education of staff. |

| |Establish a team meeting schedule for each team. Keep a calendar of meetings to | |Maintain access to team | |Establish a team meeting |

| |include: The date, time, location, team, and members in attendance. | |meetings in which compliance | |schedule for each team. Keep a |

| | | |to Magnet standards is | |calendar of meetings to include:|

| | | |addressed. | |The date, time, location, team, |

| | | | | |and members in attendance. |

| |Use a standard template for team minutes and archive the minutes in a shared folder | |Use standard meeting template | |Use a standard template for team|

| |(minutes form). | |for all meetings. | |minutes and archive the minutes |

| | | | | |in a shared folder (minutes |

| | | | | |form). |

|Documentation |Develop a standard meeting sign in form to track personnel costs. The form should | | | |Develop a standard meeting sign |

| |include: name, title, unit, and position level (e.g. RN III). | | | |in form to track personnel |

| | | | | |costs. The form should include: |

| | | | | |name, title, unit, and position |

| | | | | |level (e.g. RN III). |

| |Develop a communication plan and format with staff to include email, newsletters, and | |Evaluate communication methods| |Develop a communication plan and|

| |updates at staff meetings. Consider a logo and slogan. | |and continue to improve based | |format with staff to include |

| | | |on feedback. | |email, newsletters, and updates |

| | | | | |at staff meetings. Consider a |

| | | | | |logo and slogan. |

| |Develop a time line/calendar for the time period in which the application fee is paid,| |Keep calendar current for all | |Develop a time line/calendar for|

| |the application is due and anticipated site visit. Adhere to the time line as close as| |Magnet activities—data entry, | |the time period in which the |

| |possible. Build in plans for unexpected organizational events. | |conferences, etc. | |re-application is due and |

| | | | | |anticipated site visit. Adhere |

| | | | | |to the time line as close as |

| | | | | |possible. Build in plans for |

| | | | | |unexpected organizational |

| | | | | |events. |

|Database |Ensure the organization has a database for performance measures that are required by | |Ensure a database for | |Ensure the database for |

| |Magnet (clinical patient measures; patient satisfaction; and nurse satisfaction) | |performance measures and | |performance measures is current,|

| | | |demographics is established | |and that data are disseminated |

| | | |with persons responsible for | |and used at the staff nurse |

| | | |maintaining data entry, | |level (clinical patient |

| | | |integrity, and reports. Add | |measures; patient satisfaction; |

| | | |new measures as needed. | |and nurse satisfaction). |

| |Develop a database for individual nurse characteristics that are required by Magnet | |Maintain a database for nurse | |Ensure the database for |

| |and will be part of the demographics (e.g. education preparation, certification, and | |characteristics for regular | |individual nurse characteristics|

| |publications). (Individual RN Profile) | |reporting. | |is current and evaluated for |

| | | | | |levels of performance (e.g. |

| | | | | |increase in numbers of |

| | | | | |certifications). |

|Budget |Develop a budget to include: Magnet manuals, Magnet conference attendance; | |Budget to include contract | |Budget preparation to include |

| |consultation, marketing/ advertisements, team meetings, time for writing application, | |management with a national | |contract management with a |

| |promotional and educational materials, contract management with a national database | |database; Magnet conference | |national database; Magnet |

| |(e.g. NDNQI). | |attendance; data entry; | |conference attendance; data |

| | | |responding to inquiries; | |entry; responding to inquiries; |

| | | |annual demographics; annual | |annual demographics; annual |

| | | |interim monitoring report, | |interim monitoring report, |

| | | |Magnet pins, marketing/ | |Magnet pins, marketing/ |

| | | |advertisements, team meetings,| |advertisements, team meetings, |

| | | |Magnet manuals. | |Magnet manuals. |

| | | | | | |

| |Initial Magnet Preparation | |Maintenance | |Reapplication |

|Category |Process | |Process | |Process |

|Teams |Organize teams using a process: | |Respond to internal and | |Identify coordinator |

| |Identify coordinator | |external inquiries about | |Identify champions/ cheerleaders|

| |Identify champions/ cheerleaders | |Magnet (may include written | |Identify content experts per |

| |Identify content experts per standard and good writers | |and oral responses or site | |standard and good writers |

| |Include a mix of managers, APN, and staff | |visits). | |Include a mix of managers, APN, |

| |Assign responsibility to each team | |Track inquiries on a form with| |and staff |

| |Educate teams on the standards and forces of Magnetism | |time estimates to monitor | |Assign responsibility to each |

| |Provide resources to teams including consultation, conferences, and other | |costs. | |team |

| |presentations. | | | |Reeducate teams on the standards|

| | | | | |and forces of Magnetism |

| | | | | |Provide resources to teams |

| | | | | |including consultation, |

| | | | | |conferences, and other |

| | | | | |presentations. |

| |Schedule team meetings to include: | |Data collection and entry on | |Schedule team meetings to |

| |Regular meetings | |performance measures for | |include: |

| |Planned agenda | |NDNQI. Report generation and | |Regular meetings |

| |Minutes | |dissemination to staff. | |Planned agenda |

| |Status report and progress including major aspects covered in each standard | |Completion of annual Interim | |Minutes |

| |Obstacles or challenges | |Report. | |Status report and progress |

| |Staff involvement | |Completion of annual | |including major aspects covered |

| | | |Demographic Report. | |in each standard |

| | | | | |Obstacles or challenges |

| | | | | |Staff involvement |

|Documentation |Track team attendance and activities on a standard form. It is easy to become | |Data collection and entry to | |Track team attendance and |

| |overwhelmed with activities and this form will help you track costs. | |maintain current information | |activities on a standard form. |

| | | |on nurses. Report generation. | |It is easy to become overwhelmed|

| | | | | |with activities and this form |

| | | | | |will help you track costs. |

| |Document minutes using a standard format to track progress and develop action items. | |Preparing for conference | |Document minutes using a |

| | | |attendance—posters, | |standard format to track |

| | | |presentations, budget. | |progress and develop action |

| | | | | |items. |

|Budget |Purchase supplies: | |Hosting site visits | |Purchase supplies: |

| |Pins | |Advertisement/ marketing | |Pins |

| |Banners, posters | |materials | |Banners, posters |

| |Books/ manuals | |Data base contract | |Books/ manuals |

| |Education materials | |Conferences | |Education materials |

| |Signage | |Books/ manuals | |Signage |

| |Copier | |Pins | |Advertisement |

| |Paper, disks, printer cartridges, etc | | | | |

| |Prepare and educate staff using emails, newsletters, meetings, staff-led | |Maintain file of publications,| |Prepare and educate staff using |

| |presentations. Ensure a strong Chief Nurse Executive presence. | |poster presentations, | |emails, newsletters, meetings, |

| | | |articles, ads, etc. | |staff-led presentations. |

| |Prepare celebrations during the process: team recognition, application fee, starting | |Incorporate Magnet into new | |Prepare celebrations during the |

| |the journey, submitting the application, and preparing for site visit. | |employee orientation, and | |process: team recognition, |

| | | |staff education. | |submitting the application, and |

| | | | | |preparing for site visit. |

| |Consult with experts | | | | |

|Data Base Management |Contract with national database (if not already in place). Review, analyze and present| |Maintain data on monthly basis| |Review, analyze and present |

| |data. Use data in application. | |and enter into database. | |data. Use data in reapplication.|

| | | |Submit data on quarterly | | |

| | | |basis. Share results with | | |

| | | |staff and managers. | | |

|Operations |Plan the application process to support other major projects/activities (e.g. JCAHO, | |Coordinate ongoing Magnet | |Plan the reapplication process |

| |CARF) | |activities with other | |to support other major |

| | | |organizational plans. | |projects/activities (e.g. JCAHO,|

| | | | | |CARF). |

|Writing the Application |Review eligibility requirements and use as a checklist for completion. | |Establish folders (hard copy | |Review eligibility requirements |

| |Review organizational requirements and use as a checklist for completion. | |and electronic) to collect | |and use as a checklist for |

| |Identify list of community references/ resources. | |reports, stories, examples, | |completion. |

| |Use a standard format for the written application, some of which are dictated (font, | |brochures, programs, etc that | |Review organizational |

| |size, margins, tables, etc.). Distributing this in advance will minimize the format | |support Nursing’s use of the | |requirements and use as a |

| |work. | |forces of Magnetism and the | |checklist for completion. |

| |Have all drafts submitted electronically using a standard nomenclature to keep | |standards for future | |Identify list of community |

| |versions numbered. | |reference. | |references/ resources. |

| |Have all supporting documentation submitted electronically using a standard | |Organize the folders in a | |Use a standard format for the |

| |nomenclature to keep items linked to the standard. Use exact titles of documents in | |systematic manner and | |written application, some of |

| |the text to ensure proper linkage. | |regularly contribute items. | |which are dictated (font, size, |

| |Have volunteers or an “editor” review/edit a section they did not write (both content | |Limit access to documentation | |margins, tables, etc.). |

| |and grammar experts). | |notes and use “read-only” | |Distributing this in advance |

| |Review all sections for the forces of Magnetism. | |files. | |will minimize the format work. |

| |Assess the weighting system of the application to allocate time appropriately. | | | |Have all drafts submitted |

| |Limit the number of people working on the final application to avoid multiple copies | | | |electronically using a standard |

| |or versions. | | | |nomenclature to keep versions |

| |Establish a designated “work room” to maintain only Magnet materials, notebooks, | | | |numbered. |

| |documentation. | | | |Have all supporting |

| | | | | |documentation submitted |

| | | | | |electronically using a standard |

| | | | | |nomenclature to keep items |

| | | | | |linked to the standard. Use |

| | | | | |exact titles of documents in the|

| | | | | |text to ensure proper linkage. |

| | | | | |Have volunteers or an “editor” |

| | | | | |review/edit a section they did |

| | | | | |not write (both content and |

| | | | | |grammar experts). |

| | | | | |Review all sections for the |

| | | | | |forces of Magnetism. |

| | | | | |Assess the weighting system of |

| | | | | |the application to allocate time|

| | | | | |appropriately. |

| | | | | |Limit the number of people |

| | | | | |working on the final application|

| | | | | |to avoid multiple copies or |

| | | | | |versions. |

| | | | | |Establish a designated “work |

| | | | | |room” to maintain only Magnet |

| | | | | |materials, notebooks, |

| | | | | |documentation. |

| |Initial Magnet Preparation | |Maintenance | |Reapplication |

|Category |Outcome | |Outcome | |Outcome |

|Application |Written organizational overview | |Notes in folders. | |Written organizational overview.|

| |Written application | |Establish controls so | |Written reapplication. |

| |Application posted in library or other central location. | |application is accessible but | |Application posted in library or|

| | | |cannot be removed, copied, | |other central location. |

| | | |shared outside the | | |

| | | |organization. | | |

|Budget |Proposed budget for preparation, application fees, materials, staff time, appraiser | |Add items as changes in the | |Proposed budget for preparation,|

| |fees, site visit fees, celebrations and promotional materials, and education. | |reapplication process are | |program fees, materials, staff |

| | | |identified. | |time, appraiser fees, site visit|

| | | | | |fees, celebrations and |

| | | | | |promotional materials, and |

| | | | | |education. |

|Teams |List of teams and members. | | | |List of teams and members. |

| |List of actions and status. | | | |List of actions and status. |

|Database |Data for nurse sensitive indicators. | |Data for nurse sensitive | |Data for nurse sensitive |

| | | |indicators. | |indicators. |

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