Coordinating a programme
If you are responsible for coordinating or leading a programme on Life QI, there are a number of setup activities and key features that will help you and your users maximise the benefits of the system. These activities and features are outlined in below.
Seting up Organisations before inviting new users
Add the organisations that will be participating in your projects/programme to the system before you invite users from those organisations to sign up for accounts. This will make the signup process easier for new users, and will ensure their applications come straight through to your Admin Users for verification.
If you do not have administrative access on Life QI, contact an administrator from your region or email email@example.com with the organisations that you would like to add.
If you do have administrative access, you can add organisations by going to the 'Organisations' tab and select 'Add a new organisation'.
The organisation will then appear on your list, and any users registering against it will be tagged accordingly.
When adding an organisation, you can include as little as the name of the organisation (this is the only mandatory field).
All new users should be directed to the Learning Centre.
The Learning Centre provides a wealth of material (over 100 articles) on how to use all aspects of the system, from basic ‘how to guides’ to more in-depth pieces describing various aspects of the model for improvement.
We advise you to direct all users towards this resource as it answers many of the most commonly asked questions.
Moreover, as the Learning Centre is laid out in the same order as the Life QI system itself, it is a logical and intuitive tool for training those who are new to the system.
Advising users on how you want them to use Life QI
As you introduce your users to the system it is important to explain to them how you wish them to use it.
Some things to consider include:
- Organisational processes or policies users must align with (for example, information governance). This may affect how they use the privacy settings on their projects
- Whether you want to provide any guidance on how many projects and team members each organisation should have
- How you wish your users to name their projects. For example, prefacing the project title with the name/acronym of the programme/organisation/location
- Where to upload documents. Each individual project contains a ‘Documents’ tab where team members can share files. However, there is also a public Resources section on the system and the ability to share files privately via group discussions (see 'Utlising the Group Discussions feature' below)
- If you will be using the Groups function to hold private discussions, let them know they will receive an invite to the Group and you would like them to engage in discussions
Helping users with their projects
If you need to be able to contribute directly to your user’s projects (i.e. be able to edit and add content) your editing permissions must be set to ‘View and Edit’.
If you are a general user, you will need to be added as a team member to each project. If you are an Admin User, you will automatically have edit rights over projects within the organisations that you administer.
Using the Programmes feature
Life QI's Programmes feature is a great way of bringing together related projects, making it easier to find them, view them and report on them.
In order to be able to add a project to your programme, you either need to be listed as a team member on the project OR be an Admin User for the Lead Organisation on each project (if you are an Admin User you can see which organisations you cover by looking in the Organisations tab).
It is also essential to make sure that the privacy setting is correct on each project, particularly if there are projects involving non-NHS staff (UK only). Any projects set to being viewable by NHS staff only will not be visible to non-NHS staff, even if they are listed as a member on the project. (This is the top reason why users have difficulties accessing projects, so it is worth making sure everyone is aware of this issue.)
Utilising the Group Discussions feature
Setting up a Group for your users/projects/programme is a great way of bringing your users together and encouraging them to actively collaborate on Life QI. It is also a more convenient alternative to email.
Groups are closed off from the rest of the platform and offer the opportunity to share files and hold discussions privately. Members can be set either as ‘Members’ or as ‘Admins’ (admins have permission to invite members and control people’s group permissions.)