Has anyone developed an organization-wide solution for Joint Commissions readiness?

I was asked if I could develop a JC readiness tool for one of our departments, which of course I can with SS :). But a better solution would be to develop an organization-wide solution with department data rolling up to the top, utilizing a consistent look, feel, naming conventions, et al.
Just wondering if anyone has built out something like this out and any suggestions in addition to proper planning and standardized approaches?

thanks!

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Naeem Ejaz

PMO Template will be helpful Below is the setup link:

https://app.smartsheet.com/b/publish?EQBCT=8c1ace8ce2d14472a986005d454626d8

Erin Horiuchi Green

Hello @Cathy Salscheider ,

I am happy to carry on to assist you.

Many, many, many years ago I built a full Commission tool from Access (SQL) database and Excel (VBA). This is way before the age of Advanced Tech (e.g., Azure, AWS, JIRA, SNOW) and ICMs (e.g., Callidus, Xactly, Varicent, CaptivateIQ). Since then, I have stood up Xactly, Callidus and Varicent. Best advice is to get comfortable with ICM continuous improvement and resource push/pull.

Below is what I have built in Smartsheet.

1) Annual IC Plan Component Review and Change Requests
2) Annual IC Plan T&Cs Review and Change Requests (e.g., IC, Legal, HR)
3) IC Tool Learning Center for Administrators (can be scaled for End Users)
4) IC Ticketing Tool for Administrators (can be scaled for End Users)
5) IC Tool SPRINT Platform Migration and Continuous Improvement (DevOps SSOT)

The question you have to ask yourself is "Am I ready for an IT or Finance Audit?". Any deviations (High/Medium/Low) will require repair and have a short period to implement that repair. Public Company readiness has extra bells and whistles.

Are you IT Ready?
1) US GDPR Compliance
2) EU GDPR Compliance
3) Non-US and Non-EU Compliance (e.g., LATM, APAC)
4) Local Country or State Work Councils (e.g., France, Germany)
5) Company Data Security and Privacy Standards
6) Environment (e.g., DEV, QA, PROD) Access Audit Logs

Smartsheet Valuable Attributes for Consideration
1) Data Shuttle to consume external data (e.g., HRIS, CRM)
- OneDrive, SharePoint, Box
- PowerAutomate has some viable functionality but is limited
2) DataTable to assign unique RecordIDs for data ingestion and audit trail
- Filter large data sets at ingestion or ad hoc
3) DataTable connection to Smartsheet
- Supplements Activity Log search target restriction of Collaborators only; instead of Field for Field entry combo logic.
4) For Simple graphics, Sheet Summary or Reports to build Dashboard Widgets
5) For Complex graphics, Data Shuttle Offload into PowerBI AND pull in as Dashboard Web Content Widget
6) Forms are great for the below and can automate scalable drop-down options.
- Innovation requests
- Focus Group Testing of innovation
- Ticketing tool
7) Smartsheet Automation is great for Notifications, Proofs, Archiving. You must make sure you track limitations.
- For example, a Smartsheet has a limitation of 500K records. Building an Archive Automation requires monitoring.

1) Gather Requirements
- Administrative costs
2) Assess Requirements vs Smartsheet Functionality
- Prebuild DevOps costs
3) Assess Requirements vs External Functionality to Supplement Smartsheet Pitfalls
- Prebuild DevOps costs
4) Assess Additional tech stack or people costs
- Prebuild DevOps costs
5) Identify Timeline for Build SPRINTS vs Resourcing
- Build DevOps costs
6) SPRINT Reporting
- Administrative costs
7) Focus Group for End User Beta Testing
- Administrative costs
8) Change Management
- Postbuild DevOps costs
- Do not let perfection prevent action. Great is the continuous improvement of basic functionality.
9) Rollout Strategy (e.g., Communications, Change Champions, Adoption Evangelists, Enablement, Hypercare)
- Administrative costs
- You can use the same Focus Group

Julia Rumburg Price

@Erin Horiuchi Green Thank you for sharing your extensive experience with commission tools and Smartsheet implementation - you've built quite an impressive set of tools and processes over the years, from your early days with Access and Excel to working with modern ICM platforms!!!

Cathy Salscheider

@Erin Horiuchi Green This is quite comprehensive, and I'd like to thank you for taking the time to detail what you created. I am still considering if I would want to propose an organization-wide template for readiness only, with each department taking responsibility for their own content.

It is probably more than I can take on in my "spare" time, as I am a full-time project manager and do the SS build work as needed for other departments. But this good info for thought. And, of course, developing a tool just for readiness could easily morph into a request to capture outcomes, resolutions, follow-ups as well as the need for tailored dashboards, et al, per department. So I think this will live in the wish-list world for now.

thanks!

tcleaning

@Katye, myself, and our fearless leader Erica Takano, RN. Developed a healhcare accreditation management solution that includes joint commission and Magnet for example. Katye has experience in a large academic health system, Erica was a nurse who had to perform Magnet and Joint commission duties on the floor as a cardiothoraic ICU nurse, and I'm a physical therapist who contributed to joint commission and others. All this to say we are soluion engineers at Smartsheet, passionate about helping our fellow health care employees because we've been there, and actually have a recording of part of the solution we can share (as you all known there are so many pieces to joint commission we tried to cover what we could in a webinar). @Katye I'm sure we can find the video and post it here.

Katye

Hi @Cathy Salscheider,

Check out our Community Call dashboard to hear how Tanner Health uses Smartsheet to manage Joint Commission Accreditation. There is even a free template you can access to get you started. Feel free to reach out with additional questions!

Cheers,

Katye

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