RFP-2016-0010 - Design, Development & Implementation of Assessment Tools on PSHSA Website

PSHSA is currently leading a province-wide collaboration to address the pervasive and impactful issue of workplace violence in healthcare. The initiative engages partners from various levels and subsectors of the healthcare industry. The goal of the project is to deliver a model and toolkit that provides workplaces with a consistent, scalable and consensus-based approach for achieving sustainable outcomes and thereby reducing incidents and the impact of aggression, violence and responsive behaviours.
The project consists of three (3) phases: Discovery, Design and Development, and Delivery. Phases 1 and 2 have been completed thus far. Phase 1 included a literature review, scan of five (5) provincial jurisdictions and focus groups with frontline staff, managers/supervisors and senior management at five (5) organizations. Phase 2 included the determination of a priority list of workplace violence program components, implementation of a communications plan and a pilot test of the toolkits.
Phase 3 is currently in process and involves toolkit implementation, research and evaluation, knowledge mobilization, and the development and implementation of training and education. As part of Phase 3, three (3) online assessments and four (4) eForms are to be made publicly available free of charge to all Ontario health care workplaces by March 31, 2017 [AA1] via either a) PSHSA’s website (www.pshsa.ca) or b) a standalone website. PSHSA will look to the successful vendor to make recommendations on the most effective outlet. Note that should the option for a standalone website be deemed appropriate, the integration of additional website components and elements will also be required, which are yet to be determined. Considerations regarding growth and maintenance will also be essential for a standalone website. See www.firstrespondersfirst.ca for an example of a PSHSA microsite.
 
The tools that are to be developed as part of this project include:
 
Assessment Tools

• Workplace Violence Risk Assessment for Acute Care
• Workplace Violence Risk Assessment for Long Term Care
• Security Program Assessment and Action Plan

• Community Care Risk Assessment Forms:
  • Pre-Visit Assessment
  • Pre-Travel Assessment
  • Worker Home/Community Hazard Assessment
• Individual Client Risk Assessment Form

1. Scope of Work:

1. Deliverables

• Wireframes: The vendor will provide prototypes depicting what each assessment and eForm will look like, and indicate where content is located to allow PSHSA to quickly validate ideas in an interactive setting. The wireframes will be shared with PSHSA and other relevant stakeholders as this is integral for stakeholder communications at the conceptual stage.

• Process Flow Diagrams: The vendor will provide process flow diagrams indicating the user’s experience on the website and detailing the various steps to pass through.

• User Experience Design: The successful proponent shall provide a full plan on how to handle the UX component, PSHSA will evaluate the UX tools, techniques and deliverables for each vendor. Proponents are encouraged to provide different options for user testing based on budget assumptions, assumptions should include minimum and best practice budgets relevant to the proposed solution.

• User Acceptance Testing: The vendor will provide use cases for PSHSA testing and approval. A plan for user acceptance testing should be developed and agreed upon by both the vendor and PSHSA.

• Implementation: Upon selection, the successful proponent will develop and implement their methodology as proposed. We are open to using another server for this project, depending on the final solution. All tools must be AODA Level A compliant. Responsive design should also be considered in this stage. Should it be decided that the tools will be accessible via PSHSA’s website, this will likely require working with WordPress plug-ins and themes as per design elements and proposed functionality. Implementation will also require working closely with PSHSA’s web design and information technology staff for site integration and site testing during development for usability and bug fixes. A warranty period against software bugs should be mentioned clearly in the proponent’s submission.

• Tools Administration and Management: The successful proponent is encouraged to propose different options on how to handle the following modules from the backend:

• User Management:  Maintain users’ data, role management and single sign on.
• Organization Management: Maintain organization record, structure (departments & sites) and assigned users.
• Assessment tools Management: Maintain the records of all assessment tools, maintain the data of survey questions.
• eForms Management: Maintain the records of all eForms, maintain the data of survey questions.

• Content Management: The vendor will deliver the functionality to add other content to the tool, such as videos, fact sheets and other resources should they become available.

• Dashboard Design and Reporting: The vendor will also be required to deliver a dashboard to be used for reporting purposes. Both the health care organizations using the tools as well as PSHSA will require dashboards to track individual and aggregate data, respectively. Required information, figures and indicators and are to be determined. PSHSA will look to the successful vendor for recommendations on dashboard design and functionality, however it is of utmost importance that any data resulting from the use of the assessment tools and eForms remain strictly confidential.

• Post-Implementation Support: The successful proponent will also be required to transfer knowledge to the PSHSA team regarding how to make edits or other changes to the online assessments if required. Technical documentation will also be required in order to allow our team to change/update in the future.