Enhanced Mover Process Map and Implementation Plan

Mover Process Enhancement:

In YAS NHS, a mover refers to a staff member transitioning from one role to another within the Trust. To ensure a streamlined transition, we have implemented enhancements to the mover process:

  1. Device Recovery and Assignment:
    • When a staff member is notified of a role change, they will move to any role with adaptive devices assigned. For standard users, all devices from the previous role are left behind.
    • The new manager receives a list of devices from the service delivery team, ensuring that all assigned devices are recovered.
  2. Standard Device Request Process:
    • The new manager follows the standard process for requesting relevant devices, aligning with the new starter (not new role) process.
  3. Device Condition Check and Disposal:
    • Devices received by the manager are returned to service delivery for condition checks.
    • If devices are not in usable condition, they are processed according to our asset disposal procedure.
  4. Reminder Notifications:
    • If devices are not returned within three weeks, service delivery sends a reminder notification to the manager.
  5. Asset Register Update:
    • If devices are not returned, the asset register is updated to reflect the status as “asset not returned.”
  6. Annual Reporting:
    • Service delivery prepares an annual report showcasing the status of returned and unrecovered devices.
    • Managers who have not returned devices are identified in the report.
  7. Tagging and Stock Return:
    • Devices still valid and not at end-of-life are tagged and returned to stock.
    • The ASSET database is updated to indicate the devices as assets in stock.

Benefit of Enhancement:

The enhancement ensures consistent device recovery during role transitions, preventing mismatched device usage. The annual report enables us to assess the impact of device losses and non-returned kits, facilitating better asset management.

Implementation Plan:

  1. Communication:
    • Communicate the enhancement to all relevant stakeholders, including managers, service delivery, and staff members.
  2. Training:
    • Conduct training sessions for managers and service delivery teams to ensure a clear understanding of the enhanced process.
  3. Process Documentation:
    • Update the process documentation to include the new procedures and steps.
  4. Report Preparation:
    • Develop a template for the annual report, outlining the data and metrics to be included.
  5. Testing:
    • Conduct testing to validate the enhanced process in a controlled environment.
  6. Rollout:
    • Gradually implement the enhanced process in real-world scenarios, monitoring its effectiveness.
  7. Feedback Collection:
    • Gather feedback from stakeholders during and after the rollout to identify any issues or refinements.
  8. Annual Reporting Initiation:
    • Begin the process of preparing the first annual report under the enhanced process.
  9. Ongoing Review:
    • Regularly review the enhanced process to ensure its effectiveness and make any necessary adjustments.

By following this implementation plan, we will successfully carry out the enhancement to the mover process, resulting in improved asset management during role transitions.