WCMICS Funding Program Guidelines 2017/18

WCMICS Funding Program Guidelines 2017/18

Table of Contents: 1 Funding Guidelines 2017/18 3 2 Funding Process Flowchart and Timeline 6 3 Priorities and Focus Areas for 2017/18 7 4 Selection Criteria for WCMICS Funding Program 2017-18 9 5 Conditions of Funding & Reporting Requirements 10 6 Key Resources 11 7 Appendix 1: Elements that make a successful WCMICS-funded project 12 8 Appendix 2: Expression of Interest template 13 WCMICS Funding Program 2017/18 2

1 Funding Guidelines 2017/18 1.1 Background The Western & Central Melbourne Integrated Cancer Service (WCMICS) is funded by the Department of Health and Human Services (DHHS) and is part of the Victorian Cancer Clinical Network (VCCN), which is composed of three metropolitan and five regional Integrated Cancer Services (ICS), plus one statewide paediatric ICS. In accordance with VCCN aims and objectives, WCMICS overarching role is to work with its constituent health services (listed below) to reduce inappropriate variation in cancer care, as well as to improve quality of care and patient outcomes within these organisations. The principal aim of the WCMICS Funding Program is to provide seed funding for innovative quality improvement and/or service redesign projects undertaken at our constituent health services that will improve cancer patient outcomes. Currently, WCMICS works through seven constituent public health services: Melbourne Health Royal Women's Hospital Peter MacCallum Cancer Centre St Vincent's Health Melbourne Western Health Werribee Mercy Hospital Djerriwarrh Health Services 1.2 WCMICS Strategic Plan The WCMICS Strategic Plan 2016-18 sets out the overarching goals and objectives of WCMICS. The strategic plan has been amended to align with the priorities set out in the new Victorian Cancer Plan 2016-2020. The WCMICS Strategic Plan is a key enabler to the provision of consistent and integrated multidisciplinary cancer care and quality improvement of care delivery services across western and central Melbourne. The WCMICS Strategic Goals (Table 1) as set out in the WCMICS Strategic Plan 2016-18 are: Table 1 Strategic Themes Strategic Goals Consumer Partnerships: Transition: Care Coordination: Information: To further enhance the partnership of consumers in the WCMICS work program. To ensure efficient and effective access into and transition out of WCMICS health services for cancer care To facilitate the continued improvement in coordination, quality and consistency of care for cancer patients in WCMICS health services To facilitate WCMICS health services to provide timely, useful and culturally sensitive information for cancer patients The 2017/18 WCMICS Funding Program provides funding streams for; service improvement projects which address areas of the WCMICS Strategic Plan 2016-2020 and Victorian Cancer Plan 2016-20. Secondly projects that reference relevant areas of the National Safety and Quality Health Service (NSQHS) Standards, which support implementation of the Optimal Care Pathways (OCP) for the Osophogogastric and Prostate tumour streams, or innovative improvement projects for any tumour stream and or cancer services. The 2017/18 funding program will also prioritise projects and initiatives that improve clinical outcomes and experience of WCMICS Culturally and Linguistically Diverse (CALD) populations. Funding allocation will be determined by the overall pool of applications. Applications must address generic and specific criteria, as set out in these guidelines, to successfully attain funding. The WCMICS 2017-18 funding program provides opportunities for innovative, multi-institution based project applications designed to have a high impact on the quality of patient care and experience, and strongly encourages collaborative approaches to improvement projects. WCMICS can assist with facilitating this collaboration through its Tumour Groups and constituent health services leads. WCMICS Funding Program 2017/18 3

1.3 Overview The WCMICS funding program provides health services with funding to support projects aimed at reducing variation of clinical practice and cancer care. The program encourages effective partnerships and collaboration between other health providers and consumers; to improve coordination, accessibility and quality of care provided to better support all patients affected by cancer. Applications for funds are open to Tumour Groups, individual health services or multiple health services (with a lead health service clearly designated) to support the implementation of service improvements, which are within the remit of the ICS. Work will need to commence as soon as possible and acknowledge the lead-in time required to recruit project staff. The WCMICS Funding Program also identifies priority areas for improvement annually. This year the priority areas set out in (Table 2) link to further areas of focus discussed in detail in section 3: Priorities and Focus Areas for 2017/18. Table 2 WCMCIS Funding Program 2017/18; Priority Areas: Oesophagogastric (OG) cancer Optimal Care Pathway (OCP) implementation Prostate cancer OCP implementation Outcomes and experience for Culturally and Linguistically Diverse (CALD) and Vulnerable groups Other tumour streams / innovative ideas Project funds will only be awarded for sustainable service development initiatives. Applicants will be required to incorporate clear evaluation measures into their project design, to ensure sustainable change in service provision. These will be measured on commencement and completion. 1.4 Funding Availability The total funds available under the WCMICS 2017/18 Funding Program will be allocated for WCMICS Tumour Group/health service projects, based on individual applications. Tumour Groups/health services may submit more than one funding submission. It should be noted that the total funding will be allocated based on: the project application criteria consideration of local priorities identified within the application individual merit There are no criteria for the amount of funding that can be applied for within an individual application however applicants should be mindful that this funding pool is for all health services and Tumour Groups within WCMICS. 1.5 Application Process & Project Endorsement In the first instance all applications must be submitted to WCMICS via the Director of Cancer Services or a nominated representative as listed in Table 3. The lead health service is responsible for submitting and amending all application, using the attached Expression of Interest (EOI) template (Appendix 2: Expression of Interest template). If an application is to proceed, applicants will then be invited to submit a full proposal which must conform to the prescribed format, and all components of the form must be completed in order for the application to be considered by the panel for funding. A separate EOI must be completed for every project submitted for consideration of funding. WCMICS Funding Program 2017/18 4

Table 3: WCMICS Health Service leads for funding program applications Health Service / Hospital Health Service lead / nominated representative Royal Melbourne Hospital Peter MacCallum Cancer Centre Royal Women s Hospital Anthony O Donnell Director of Nursing and Operations, Cancer and Infection Medicine Mr David Speakman Executive Director Medical Services (Chief Medical Officer) /Maria Tucker Operation Director Cancer Medicine Cvetka Sedmak Director Gynaecology and Cancer Services St Vincent s Health Melbourne Werribee Mercy Hospital Western Health Djerriwarrh Health Services Dr Sue-Anne McLachlan Director of Medical Oncology/ Lesa Stewart Cancer Services Manager Fiona Grey Program Director, Medical, Sub Acute and Palliative Care Services Prof. Michael Green Director of Cancer Services / Illana Hornung Cancer Services Manager Amanda Edwards Director of Nursing and Midwifery If the applicant has been asked to submit a full application then: The project application should include links to current or existing service improvement projects within the organisation or relevant Tumour Group, and demonstrate that the relevant Tumour Groups have been consulted on the development of the project proposed. To ensure alignment to the needs and overall direction of the project Tumour Group or hospital/health service, as well as local support for the project, appropriate endorsement must be obtained. Applications must be endorsed by the Tumour Group chair and site lead clinician (for Tumour Group projects), the Chief Information Manager and the hospital/health service Chief Executive Officer (or nominated representative for hospital based projects) and the Project Applicant s Manager. All project submissions must also be submitted to WCMICS via the Director of Cancer Services (or a nominated representative) at the lead health service. This is to ensure health services are fully informed of the projects being proposed and provide them with an opportunity to indicate priority of need. Applications that do not go through this process and are submitted directly to WCMICS will be deemed ineligible for funding. WCMICS Funding Program 2017/18 5

2 Funding Process Flowchart and Timeline 2.1 Process Flowchart Figure 1: Process Flowchart All Expressions of Interest for the 2017/18 Funding Program must be received by the WCMICS Directorate by 5.00pm on Friday 25 th August 2017. Please submit applications via email to: kathy.quade@wcmics.org 2.2 Table 4 Timetable for Application Process 2017-18 Timetable for Application Process 2017-18 ACTION DATE Call for Expressions of Interest (EOI) Mon 31 July 2017 EOI Close Fri 25 August 2017 Advice to Applicants Mon 18 September 2017 Full applications Close Fri 03 November 2017 Announcement of Funded projects Mon 20 November 2017 Funding Commencement January 2018 Project Completion At the latest by June 2019 WCMICS Funding Program 2017/18 6

3 Priorities and Focus Areas for 2017/18 Implementation of the Oesophagogastric (OG) and Prostate Optimal Care Pathways (OCP) are flagged for roll out in 2017/18 and these tumour streams have been prioritised for funding during this year s funding program. Other tumour streams that will be considered favourably are the lung, colorectal, ovarian and breast tumour streams, to support the implementation and sustainability of the 2016/17 OCP implementation projects. The 2017/18 funding program will also prioritise projects and initiatives that improve clinical outcomes and experience of WCMICS Culturally and Linguistically Diverse (CALD) populations and other vulnerable groups. Note: Applications will not be excluded from non-ocp implementation tumour streams or cancer service areas not prioritised in the 2017/18 funding program guidelines. All projects will be assessed against the generic funding program guideline criteria. All projects will be considered for funding when considering innovative approaches to improving patient experience / patient outcomes / treatment modalities / access to care and wait times. Please review the below focus areas when considering your health service applications for the WCMICS funding program 2017/18. 3.1 Oesophagogastric (OG) OCP Focus areas 2017/18 The OG focus areas have been established from the OG Tumour Summit. The summit took place in Melbourne on the 26/08/2016, and reviewed variations in care and identified opportunities to improve outcomes and experience of care. Each of the below focus areas have been identified as a key area for improvement with the implementation of the OG OCP to improve outcomes. Through prioritising OG OCP implementation in 2017/18, we aim to demonstrate an impact at a health systems level through improved outcomes and reducing unwanted clinical variation for people diagnosed with OG cancer. 3.2 3.1.1 Timeliness of care, from referral to health services to treatment 3.1.2 Coordination of care for OG patients 3.1.3 Access to MDMs for all OG patients particularly regional access to MDMs and establishing regional links 3.1.4 Timeliness of referrals to palliative care. Prostate OCP Focus areas 2017/18 The prostate tumour stream focus areas have been established from the Prostate Tumour Summit. The summit took place in Melbourne on the 27/05/2016, and reviewed variations in care and identified opportunities to improve outcomes and experience of care. Each of the below focus areas have been identified as a key area for improvement with the implementation of the prostate OCP to improve outcomes. Through prioritising the prostate OCP implementation in 2017/18, we aim to demonstrate an impact at a health systems level through improving outcomes and reducing unwanted clinical variation for people diagnosed with OG cancer. 3.2.1 Supportive care for men with prostate cancer 3.2.2 Access to MDMs for all prostate cancer patients particularly improving links for regional patients WCMICS Funding Program 2017/18 7

3.3 Outcomes and experience for CALD and Vulnerable groups The WCMICS region has one of the fastest growing populations in Victoria and makes up around 18% of Victoria s total population. The WCMICS region is characterised by its relatively high levels of socioeconomic disadvantage and multicultural diversity and CALD population. The 2011 Australian Bureau of Statistics census shows that roughly 36.6% of the WCMICS population speak a language other than English at home. Through prioritising the improvement of outcomes and experience of care for CALD and vulnerable groups within WCMICS we aim to; improve access to cancer services for CALD and vulnerable groups. This can be achieved through consumer partnerships and evidence based practice change at a local level. Vulnerable groups include but are not limited to: Aboriginal and Torres Strait Islander communities and/or Culturally and linguistically diverse communities and/or People who are socioeconomically disadvantaged and/or People with a mental health problem The 2017/18 funding program focus areas are: 3.4 3.3.1 Outcomes and experience of cancer care for CALD and Vulnerable groups 3.3.2 Access to cancer services for CALD and vulnerable groups Other tumour streams / innovative ideas Applications will not be excluded from non-ocp implementation tumour streams or cancer service areas not prioritised in the 2017/18 funding program guidelines. All projects will be assessed against the generic funding program guideline criteria. All projects will be considered for funding when considering innovative approaches to improving patient experience / patient outcomes / treatment modalities / access to care and waiting times. Tumour streams that will also be considered favourably are the lung, colorectal, ovarian and breast tumour streams, to support the implementation and sustainability of the 2016/17 OCP implementation projects. The 2017/18 funding program focus area for other tumour streams / innovative ideas: 3.4.1 Innovative approach to improve patient experience / patient outcomes / treatment modalities / access to care and waiting times within cancer care WCMICS Funding Program 2017/18 8

4 Selection Criteria for WCMICS Funding Program 2017-18 All project applications will be evaluated for compliance with the WCMICS Funding Guidelines 2017/18 and assessed for merit, using the selection criteria outlined in these funding guidelines. This funding round will support projects that achieve the generic selection criteria. Please note that for information technology projects there are additional specific criteria which also need to be met. 4.1 Generic Criteria the duration of the project cannot be longer than two years projects may be either innovative or implementation of a successful project projects must clearly identify the OCP step/s being addressed and implement a sustainable change in service provision projects considering innovative approaches to patient experience / patient outcomes / treatment modalities / access to care / wait times projects may involve multiple sites / tumour streams and / or other funding agencies projects must fit with the organisational objectives for the relevant clinical area projects must reference the relevant National Safety and Quality Health Service (NSQHS) Standards and be consistent with the Victorian Cancer Plan projects must reference the relevant WCMICS Strategic Goal being addressed if the purpose of the project is to demonstrate a need for an ongoing service change and is gathering evidence to build a business case, the application must receive explicit support from the organisation/s to continue to fund the service change, if it meets agreed organisational criteria. This will be required at the EOI stage to meet this criterion. PLEASE ENSURE THAT YOU HAVE DISCUSSED THE PROJECT WITH WCMICS PRIOR TO SUBMISSION IF THIS APPLIES. Contact Kath Quade, Manager at kathy.quade@wcmics.org 4.2 Additional Information Technology Criteria If the project has an information technology focus then it will need to meet the generic criteria as well as: addresses specific local needs and demonstrates fit with local Information Technology strategy 4.3 Generic Exclusion Criteria projects that fail to address the generic, and if pertinent, the specific selection criteria; recurrent positions or non-sustainable initiatives specifically noting the criteria to support building a business case (outlined under Generic Criteria above); the provision of staff to provide direct patient care; the provision of staff to provide data entry or data managers; purchasing pieces of equipment for service delivery (nb. requests for funding for the purchase of equipment to support service change will be considered); corporate overhead fees; projects submitted directly to WCMICS by individual applicants (i.e. projects must go through health service prioritisation and be submitted by relevant Director of Cancer Services); projects which are inconsistent with the objectives of the WCMICS, or other state-wide initiatives. WCMICS Funding Program 2017/18 9

4.4 Application Assessment Project applications will be assessed against prescribed selection criteria by an evaluation panel comprising of representatives of the WCMICS Clinical Management Advisory Committee / Governance Committee. 4.5 Notification to applicants Project applicants will be advised of the outcomes of the EOI(s) via email on Monday, 18 th September 2017. Successful applications to be funded will be announced via email on Monday, 20 th November 2017 and also published on the WCMICS website www.wcmics.org 5 Conditions of Funding & Reporting Requirements Funding will be allocated to successful applicants on the basis that: The project has been approved for funding by a panel comprising of CMAC and Governance Committee representatives, with any specific conditions specified by the review panel having been met. The project has Tumour Group wide and/or hospital wide support and has been endorsed by Heads of Department, Line Manager, Tumour Group lead clinicians (for Tumour Group projects), hospital CIO where relevant and the CEO on behalf of their organisation (for hospital based projects). If ongoing organisational support is necessary then additional endorsement is required. The project will be conducted in accordance with the methodology and timelines stated within the application and the conditions stipulated in the WCMICS 2017/18 Funding Guidelines. Any deviation in the project from the original submission must be discussed with and agreed to by, the panel and the WCMICS Directorate and documented in a Project Amendment Form supplied by WCMICS. Ethics applications (where necessary) are submitted by the Project Manager in line with local health service requirements. Quarterly project updates will be provided by the Project manager to maintain WCMICS CMAC and GC oversight of the project. Quarterly updates will include a brief synopsis of a work completed in the previous three months, highlight any achieved objectives, identification of Risk s both new and mitigated, identification of key project deliverables met as appropriate. Quarterly reports will be presented at WCMICS governance committee meetings. An Interim Progress Report and Final Report (including evaluation outcomes and expenditure report) will be submitted to the WCMICS Directorate at the project mid-point and completion, respectively (templates to be provided by WCMICS). Failure to supply project Interim and Final reports may affect future funding applications for that health service. Information on the project, including any tools/resources developed, will be made available to the WCMICS Directorate to enable promotion of the Funding Program and information sharing with other organisations. WCMICS is to be acknowledged as the funding body in any published documents, or during any presentation of the project outcomes or associated results of process improvements. Failure to acknowledge WCMICS may affect future funding applications. Individual projects receiving funding over and above $125,000 may be subject to milestone payments. Millstones will be identified within the full funding application (FFA) and endorsed by WCMICS FFA panel. Projects seeking funding within this bracket must have discussed this with the WCMICS manager prior to application. WCMICS Funding Program 2017/18 10

5.1 Fund Release Schedule Project funding will be awarded to successful applicants and made available to the hospital/health service with an initial invoice to be raised within two weeks of WCMICS receiving the signed Letter of Agreement. 5.2 Further Information Please note that advice about successful WCMICS projects is located in Appendix 1. For further information on the WCMICS Funding Program 2017/18, including advice on the suitability of projects for submission, please contact Kath Quade on 03 8344 9158 or kathy.quade@wcmics.org 6 Key Resources WCMICS Strategic Plan 2015-2018 http://www.wcmics.org/docs/wcmics%20strategic%20plan%202015-18%20pamphlet.pdf Optimal Care Pathways http://www.cancervic.org.au/for-health-professionals/optimal-care-pathways NSQHS Standards http://www.safetyandquality.gov.au/our-work/accreditation-and-the-nsqhs-standards/ WCMICS Consumer Partnerships Group http://www.wcmics.org/docs/2015consumerflyer.pdf Victorian Cancer Plan https://www2.health.vic.gov.au/about/health-strategies/cancer-care/victorian-cancer-plan WCMICS Funding Program 2017/18 11

7 Appendix 1: Elements that make a successful WCMICSfunded project Common elements of successful projects WCMICS has funded to date are: The project addresses a recognised need within the organisation or network and has senior management/clinician support. Transferability to other health services has also been considered. Relevant stakeholders (including other sites) are involved before project initiation and frequently engaged throughout the life of the project. There is a clear vision of what the project is trying to achieve, the approach that needs to be taken and how success will be proven. A formal project methodology is used and followed, with clear milestones and measures employed. A clear governance structure is in place headed by a steering committee with WCMICS involvement. Realistic budget and achievable timelines are set and adhered to. The scope of the project is tightly managed, with any amendments discussed and agreed upon with WCMICS prior to progressing. The right resources are secured and retained. WCMICS resources and staff are utilised for their know-how throughout the life of the project. Consumers are engaged throughout the life of the project. Clear communications are made about priorities and expectations (including participation requirements). A network of project champions is established and utilised. Datasets are agreed upon early and routinely collected and analysed throughout the life of the project. Attention is given to what data is needed to build internal business cases to enable sustainability where applicable. The results and knowledge gained are well documented, presented and shared (and hopefully published). The final report should include the challenges and obstacles to success (or failure) can be captured and shared. WCMICS Funding Program 2017/18 12

8 Appendix 2: Expression of Interest template WCMICS Funding Program 2017/18 Expression of Interest (EOI) Instructions for Submission: Please contact Kathy Quade at Kathy.Quade@wcmics.org or on 03 8344 9171 to discuss your EOI prior to submission. Please utilise the funding guidelines including the selection criteria when completing this EOI. All Expressions of Interest are due for submission by 5pm on Friday, 25th August 2017 to Kathy.Quade@wcmics.org Project Criteria: 1. Project Title (less than 25 words) 2. Please list hospital/s to be included in this project: Melbourne Health Royal Women s Hospital St Vincent s Health Melbourne Peter MacCallum Cancer Centre Western Health Werribee Mercy Djerriwarrh Health Services 3. Please list additional organisations to be involved and/or co-funded in this project: 4. Please list tumour group/s to be included in this project: Breast Central Nervous Systems Colorectal Genitourinary Gynaecology Haematology Head & Neck Lung Skin/Melanoma Upper GI All 5. Please tick which OCP step/s is being addressed: 1. Prevention and early detection 2. Presentation, initial investigations and referral 3. Diagnosis, staging and treatment planning 4. Treatment: Establish intent of treatment 5. Care after initial treatment and recovery 6. Managing recurrent, residual and metastatic disease 7. End-of-life care WCMICS Funding Program 2017/18 13

6. Please list which areas of the National Safety and Quality Health Service (NSQHS) Standards this project will address: Governance for Safety and Quality in Health Service Organisations Clinical Handover Partnering with Consumers Blood and Blood Products Preventing and Controlling Preventing and Managing Pressure Healthcare Associated Infections Injuries Medication Safety Recognising and Responding to Clinical Deterioration in Acute Health Care Patient Identification and Procedure Matching Preventing Falls and Harm from Falls All 7. Please indicate which WCMICS Strategic Goal/s being addressed by this project: Consumer Partnerships: To further enhance the partnership of consumers in the WCMICS work program. Transition: To ensure efficient and effective access into and transition out of WCMICS health services for cancer care Care Coordination: To facilitate the continued improvement in coordination, quality and consistency of care for cancer patients in WCMICS health services Information: To facilitate WCMICS health services to provide timely, useful and culturally sensitive information for cancer patients 8. Please indicate if this project is addressing any of the priority area as set by the WCMICS Funding Guidelines 2017/18 page s 7 & 8: 3.1: Oesophagogastric (OG) Optimal Care Pathway (OCP) focus areas: 3.1.1 Timeliness of care, from referral to health services to treatment 3.1.2 Coordination of care for OG patients 3.1.3 Access to MDMs for all OG patients particularly improving regional access and establishing regional links 3.1.4 Timeliness of referrals to palliative care. 3.2: Prostate OCP Focus areas: 3.2.1 3.2.2 Supportive care for men with prostate cancer, to improve experience and quality of life Access to MDMs for all prostate cancer patients particularly improving links for regional patients 3.3: Outcomes & experience for CALD & vulnerable groups 3.3.1 Outcomes and experience of care for CALD and Vulnerable groups 3.3.2 Access to cancer services for CALD and vulnerable groups 3.4: Other tumour streams / innovative ideas 3.4 Innovative approach to improve patient experience / patient outcomes / treatment modalities / access to care and waiting times within cancer care. WCMICS Funding Program 2017/18 14

Project Plan Overview: 9. Project Objective (less than 75 words): 10. Total Funding Requested (inc GST) Funding from WCMICS $ Additional funding from another source $ Name of additional funding organisation / or grant 11. Brief Project Overview (less than 300 words) WCMICS Funding Program 2017/18 15

Health Service Initial Endorsement: 12. Applicant s Manager I fully support this Expression of Interest. Name: Position: Organisation: Signature: Date: 13. Additional Funding/partnered Organisation I fully support this Expression of Interest. Name: Position: Organisation: Signature: Date: 14. Applicant s Declaration I certify that the information in this Expression of Interest is accurate and has been compiled in accordance with the WCMICS Funding Program Guidelines 2017/18. - The EOI has been discussed with relevant stakeholders and has been submitted for prioritisation by the lead health service. - If the project is piloting a service change which requires ongoing support from the organisation this has been agreed in principle for the EOI. Name: Position: Organisation: Signature: Date: 15. Director of Cancer Services (or nominated representative) Declaration I certify that this Expression Of Interest has organisational support and has been prioritised against other EOIs submitted by this health service for the WCMICS Funding Program 2017/18. Name: Position: Organisation: Signature: Date: Health Service priority ranking: # of WCMICS Funding Program 2017/18 16