Professional Documents
Culture Documents
Final Proposal Submission
Final Proposal Submission
Authors:
Arti Sharma – 20053459
Mazin Mansy- 19673660
Juee Patel- 19630175
Swati Chaudhari- 19607694
Joan Chepkemoi- 19239819
(Project group 6)
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Research Scholarship program: Together Achieving better health
Cover Photograph
“Cancer Clinical Trials and Research”, Stutter Health, 2021.
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Research Scholarship program: Together Achieving better health
Contents
Executive Summary........................................................................................................................................................4
Opportunity Statement..................................................................................................................................................5
Problem statement and objectives................................................................................................................................6
Identification of target population group and key stakeholders...................................................................................7
Design............................................................................................................................................................................. 8
Implementation plan......................................................................................................................................................9
Timeline and milestones..............................................................................................................................................12
Risks and limitations.....................................................................................................................................................14
Evaluation plan.............................................................................................................................................................16
Budget and Funding.....................................................................................................................................................18
References.................................................................................................................................................................... 20
Statement of Contribution............................................................................................................................................23
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Research Scholarship program: Together Achieving better health
Executive Summary
This report will look at the Nepean Blue Mountains Local Health District wicked problem of recruitment and
retention of medical staff. Maldistribution of medical practitioners is an ongoing challenge which requires innovative
strategies to attract and retain (Mohammadiaghdam et al, 2020). The proposed Research Scholarship Program aims
to deliver an innovative strategy in attracting and retaining medical staff, providing research opportunities and skill
development. The proposal highlights specific areas of the project elements to demonstrate a highly competitive
Collaboration with the University of Notre Dame and Sydney Medical School Nepean to increase clinical
trials
Provide an incentive program for the current redevelopment phase of Nepean Hospital
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Research Scholarship program: Together Achieving better health
Opportunity Statement
The Nepean Blue Mountains Local Health District is made up of a large composition of urban and semi-rural areas.
The NBMLHD strategic plan for 2018-2023, estimated a projected population of 464,072 (NSW Government,
2020b).The statistics suggest that with a growing population the likelihood of an ageing population will also increase.
With an ageing population common health challenges arise which overwhelm the NBMLHD hospitals and healthcare
professionals (NSW Government, 2013a). With a pre-existing challenge of attracting and retaining medical staff it is
imperative to continuously implement innovative methods to attract, retain and grow medical practitioners in
NBMLHD. There are several contributing factors to this wicked problem, however one of the main issues impacting
medical workforce retention and recruitment is access to research opportunities (Brabant 2016). Evidence based
data show 71.42% medical staff prefer to practice in city or urbanized areas due to the lack of research and skill
development opportunities in Greater Western Sydney (Mohammadiaghdam et al, 2020).
This impact has had a domino effect in reducing specialists and junior medical staff in the NBMLHD, ultimately
effecting the accessible of healthcare especially amongst more rural regions. With increased health challenges the
need for specialists have become increasingly demanding imposing a major challenge across underdeveloped and
rural areas in NBMLHD to access quality healthcare (Mohammadiaghdam et al, 2020).
Therefore, based on the evidence there is a great need for a Research Scholarship Program to support career
opportunities and development of skills. Furthermore, in collaboration with University of Notre Dame and Sydney
Medical School Nepean clinical trials in NBMLHD will also increase (NHMRC, 2021).The NBMLHD strategic plan for
2018-2023, emphasized a goal of developing a Hub for research and innovation (NSW Government, 2020b).
Medicine requires continuous research and validated information to inform clinicians on innovative medicine to
deliver high quality care. With the Nepean redevelopment and strategic plan of increasing research hub facilities, the
Research Scholarship Program will be favorable in achieving organisational goals of attraction and retention of
medical staff. In return, this Research program will have a long term benefit of avoiding high cost associated with
replacing employees, improving patient care and enhancing the overall quality of service to the population.
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Research Scholarship program: Together Achieving better health
Problem statement and objectives
As mentioned above, one of the long term challenges Nepean Blue Mountain Local Health District (NBMLHD) face is
recruitment and retention of medical practitioners. The maldistribution of medical workforce has been a common
challenge in Australia. Report show doctors prefer to practice in Metropolitan City and developed suburbs compared
to rural areas due to increase in research opportunities contributing to the maldistribution in NBMLHD
(Mohammadiaghdam et al, 2020). With a projected population growth health challenges are likely to increase which
will impact the accessibility to healthcare for more rural communities in NBMLHD (Ogden, 2020). The NBMLHD
organisational objectives is to improve and reduce health gaps, hence the proposed Research Scholarship Program
aims to address recruitment and retention of senior and junior medical practitioners within NBMLHD (NSW
Government, 2020b). The proposed Research Scholarship Program aims to deliver specific, measurable, attainable,
and relevant and time bound (S.M.A.R.T) objectives to ensure goals are achievable in attracting and retaining
medical staff.
Increase Research opportunities to medical staff by 10% in a 6 month time frame from the project Go- Live
date.
Increase Clinical trials by 10% within a year from the project GO- Live date.
Maximize partnerships with universities and NBMLHD education and Medical Research Foundation to
continue to support research in NBMLHD, delivering innovative and quality healthcare to the population.
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Research Scholarship program: Together Achieving better health
Identification of target population group and key stakeholders
Identifying target population and key stakeholders are pivotal in driving a successful change (Harvard Business
Review, 2014). The key target population are senior medical practitioners who are interested in undertaking the
Research Program to build on their knowledge, skills, proficiency, and expertise. Therefore, in order to achieve
engagement of senior medical staff it is imperative in creating influential bodies to drive the change and facilitate a
successful engagement throughout the project phases. As such, there has been several key stakeholders required for
the development and implementation phase for a smooth facilitation of the Research Program demonstrated in
table 1.1.
Table 1.1- Key stakeholders for the Research Scholarship Program in NBMLHD.
Project Manager - Guide team members, organise, plan and ensure all projected activities in
each phase are met (Alexander, 2019).
- Required for all phases of the project
Change Manager - The Change Manager deploys, adopts and tracks change management
deliverable of the project and facilitates engagement (Airiodion & Crolley,
2019).
- Removing barriers of resistance to change (Airiodion & Crolley, 2019).
- Integral in both development and implementation phases to ensure adoption
processes are achieved
Advertisement and - The project heavily relies on attraction and attention, hence Advertisement
Communications
and Communications Manager is a key stakeholder within all phases (Talley,
Manager
2016).
- Provide clinical insight to medical processes ensuring it aligns with the
Clinical Analyst
NBMLHD guidelines (Alfred Health, 2017).
- Carry out data analysis (Alfred Health, 2017).
- Key stakeholder engagement with the change manager in all project phases
Research Office of - Research applications will be reviewed by members of the Research Office
NBMLHD (Research Office, 2020).
- More engagement in the implementation phase
District director of - Advocate for the Research Scholarship Program
medical services
- Promote engagement with the Medical staff and other LHD’s to increase
NBMLHD.
attraction to the Research Scholarship Program in both the development and
implementation phase (NSW Government, 2020a)
The Executive Director of Finance will be have a key function in ensuring finances are
Executive Director,
available to facilitate and accommodate the needs of the project in all phases
Finance Business
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Research Scholarship program: Together Achieving better health
Information, NBMLHD. NSW Government. (2013b).
NHMRC Clinical Research - Source of funding and support the program (Australian Government NHMRC,
& NBMLHD Education
2020).
and Research foundation
- Required for all project phases
University of Notre Dame - Supporting Clinical trials
& Sydney Medical School
- Provide sources of funding
Nepean
- Required for all project phases
(The University of Sydney,
2021) & (The University
of Notre Dame Australia,
2020).
Design
The project aims to increase the attraction and retention of doctors by addressing the issue of career ladder
development for medical staff in NBMLHD. The program aims to deliver the opportunities to doctors within the
NBMLHD as first priority, however not limited to doctors outside of the Local Health District. It will be an incentive
for the doctors to work within the NBMLHD hospitals and carry out clinical trials, research and develop innovative
medicine (Woolley, Larkins & Sen Gupta, 2019). The clinical trials will be in collaboration with University of Notre
Dame and Sydney Medical School Nepean to deliver solutions in reducing the health gap.
The scholarship program will support the senior medical personnel’s career development pathways to specialties of
their choice. The project is designed to boost the morale, motivation and job satisfaction of the medical personnel.
The Research Scholarship Program will be an incentive for the doctors. According to McGrail, O’Sullivan and Russell
(2018) human resource development such as career development strategies are effective ways of improving the
number of medical personnel in rural areas.
The design scope require beneficiaries to sign a contract with the NBMLHD to work in the region for one year.
Breaching the terms of the contract will lead to full compensation of the costs in lump sum by the medical
personnel. In a similar binding scholarship agreement involving undergraduate doctors in Japan, there was above
90% retention and significantly contributing to the increase in the number of doctors working in the targeted rural
area (Matsumoto, Inoue & Kajii, 2018). The program promotes doctors’ competence and reduces the lack of clinical
specialist deficiency, providing an opportunity for skill advancement and specialisation. As such, the program
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Research Scholarship program: Together Achieving better health
achieves the needed competence in rural and remote healthcare delivery (Carson, Punshon, McGrail & Kippen,
2017).
Furthermore, the applicants will be required to attach relevant academic and professional documents to prove their
suitability for the program. The awarding of the program will be based on the medical professional’s experience and
educational levels. The names of the beneficiaries and the reasons for awarding them will be communicated through
the various channels available in NBMLHD. The committee will prepare funding proposals to the NBMLDH financial
department, Philanthropists’, NHMRC Clinical Research, NBMLHD Education and Research foundation, University of
Notre Dame and Sydney Medical School Nepean (The University of Sydney, 2021).The committee will appeal to these
stakeholders based on the potential benefits of the program to increase the number of doctor. As a result, in the
long term the design of the project will allow to increase recruitment and retention of medical staff, improving the
quality of rural healthcare in NBMLHD.
Implementation plan
Figure 1.2 Implementation Flow chart introducing the 7 steps to implement the Research Scholarship project
effectively and efficiently within the NBMLHD.
Develop mechanisms
such as identify
strengths of the team
to enhance the project
processes.
3) Action Plan to be Identify resource and Project Manager By August, Utilities- Official action plan
developed (IAEA, the design elements of + input from key 2021. Phones, approved.
2021). the project. stakeholders laptops,
internet
Budget & cost benefit
analysis Meetings
Timeline/milestones
developed of all tasks.
Refer to Timeline and
Milestones 2.1.
Plan Engagement
events.
7) Measuring post Methods and tools Led by Project Commence Meetings Established post
implementation gathered to run the Manager + input December, Utilities- implementation.
/evaluating benefits evaluation and from Clinical 2022- June, Phones,
(IAEA, 2021). measurement phase Businesses 2023. laptops,
of the project. Analyst and internet
Example, create Change Manager
website surveys, to run a gap Survey’s
gather data. analysis
Face to face
Present the data interviews
gathered to Executive
team and District
Director of Medical
Services of NBMLHD.
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Research Scholarship program: Together Achieving better health
Timeline and milestones
The Research Scholarship Program has numerous elements, hence a detailed timeline and milestones is demonstrated below in figure 2.1 and 2.2. The timeline provides a
clear overview of activities to be carried out and completed at certain periods. This ensures the project maintains a clear direction and ensures the project runs smoothly
(Association of Project Management, 2021).The timeline follows a four step process of align, engage, activate and measure in order to achieve key milestones of the
Research Scholarship Program.
Project preparation
ALIGN ENGAGE ACTIVATE MEASURE
Design Current
state Key Value
Executive review End user Health
Project implementation
alignment
stakeholder
training
GO-live
Check
Achieve
engagement ment
vs review
Future
state
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Research Scholarship program: Together Achieving better health
2.2. Gantt Chart: Timeline & Key milestones with subtasks
ay-22
ay-23
Nov-21
Nov-22
ar-22
ar-23
Dec-21
Dec-22
Aug-21
Aug-22
Sep-21
Oct-21
Feb-22
Sep-22
Oct-22
Feb-23
Apr-22
Apr-23
Jun-21
Jan-22
Jun-22
Jan-23
Jun-23
Jul-21
Jul-22
Task
M
Project preparation **
Project planning
Identify project objective and goals **
Internal aligment with NBMLHD **
Event- Executive kick off (1hr) **
EVENT-Project team readiness / joint kick off **
Stakeholder Analysis **
Budget Analysis
Risk Management Analysis
Recruitment Briefs and Position Descriptions (1 PM, 1 Change M, 1 Adv& Comms M, 1 Clin Analyst, 1 Tech Analyst) **
Recuit contingent labour **
Current state review vs future state review **
EVENT- Benefits workshop
Project Design **
Prerequisites- (Budget finalised, risk management final, key stakeholder final) **
Communication & contingency plan final
Budgets, risk management and key stakeholder submission **
EVENT- key stakeholder engagement **
Website build for applications
Research faculty building final **
Eligibility criteria build for the Scholarship program
Final proposal submission **
Project implementation **
EVENT- Engagment forum held by District director of medical services NBMLHD **
EVENT- Career centre workshop
Testing of website
Training preparation
End user training for Admin staff**
Go- LIVE **
GO- LIVE support
Review Scholarship Applications
Approval of Scholarship Application **
Health Check- Measure effectiveness **
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Risks and limitations
Risks and limitations can hinder different phases of the Research Scholarship program. Risk management is a critical
element to highlight potential risks early to ensure mitigation strategies are implemented timely (Australian
Government, 2021).The risk assessment table 1.3 outlines hazards, provides a risk level, an action plan and
responsibility. Furthermore the risks are assessed using the risk matrix key guide to measure the likelihood and
severity, creating awareness and potential to control the risk at an early stage.
3.1. Risk mitigation plan: Research scholarship program for senior medical staff
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Research Scholarship program: Together Achieving better health
Unforeseen Introducing contingency measures such as Project manager
circumstances. For adopting a disaster plan and collaborating
example no research with university departments (University of
building facility built Nepean Clinical school & Notre Dame
during the 2 3 University) to provide facilities in the
redevelopment interim.
phase due to
funding.
(Microtool, 2021)
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Research Scholarship program: Together Achieving better health
Evaluation plan
A core component within the project is to measure and evaluate the current state vs the future state of NBMLHD.
The process of project monitoring and evaluation is essential in capturing data and drawing a conclusion on the
effectiveness.
Project monitoring is the ongoing analysis of the entire project were items are tracked on their progress to ensure it
is held accountable. Table 4.1. Identifies key areas of project indicators to ensure the project is progressing well.
Identifying and implementing evaluation methods are essential evaluating the process, impact and outcome of the
project. The success of the project highly depends on flexibility of the project for improvements (Zaman et al., 2019).
The evaluation methods are identified in the table 4.2.
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Research Scholarship program: Together Achieving better health
Budget and Funding
When dealing with a wicked problem, it is critical to estimate the positive outcome and cost profits. The
megaprojects like this in a healthcare often faces over budget and delay the cost benefit estimation (Davies et al.,
2017). Moreover, medical research is an unpredictable process with an uncertain outcome and success, thus will give
us a long term infrastructural and research amenities investment profit (Hudson et al., 2018). The main profit will be
in proportion to the staff retention in the hospital, giving us more opportunity to deal with growing population
health issues in NBMLHD through innovative research. This will give a long-term benefit, estimating at least 1 year
profit on the total investment. To retain staff in the hospital, it is essential to invest into staff and wait for the future
benefits (Gharib, Kahwaji & Elrasheed, 2017). Concluding, the analysis of cost benefit will be continued throughout
the program and will be monitored in the budget with possible small wins but the actual profit for this project will be
after one year of estimation.
Budgeting is an essential element in measuring expenses and revenues in all project phrases (Davies et al., 2017). It
allows to break down direct and indirect costs whilst allowing to track budgeted costs vs actual costs. For the
Research Scholarship Program the final budget 5.1 demonstrates costs associated with in all project phases as well
as providing a thorough needs analysis for each item in the final budget. After the project is handed over to the
business as usual (BAU) team there will be ongoing costs such as fuel incentive, PPE and hygiene consumables for
the research scholarship applicants covered by external sources of funding on a long term basis.
Furthermore, the project will involve public collaboration by outsourcing project grant funds from NHMRC Clinical
Research Priority and ARC Funding schemes. The NHMRC Clinical Research Priority is providing Researchers with a
Clinical Trials and Cohort Studies Grants 2021 and Medical Research Fund Grants supporting researchers with studies
addressing health gaps and improving population health (NHMRC, 2021) & . The ARC Funding scheme also support
research and funds will be distributed as per the eligibility criteria (Australian Government- Australian Research
Council, 2020). However, there is also challenges when receiving grants in which NBMLHD universities and
philanthropist are considered for external outsourcing of funds (Philanthropy Australia, 2021).
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Research Scholarship program: Together Achieving better health
Budget 5.1- Research Scholarship Program for Senior and Junior Medical staff in NBMLHD.
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Research Scholarship program: Together Achieving better health
References
Airidion, O. Crolly, F. (2019). What Does a Change Manager Really Do? Everything You Need to Know. Retrieved
from https://www.airiodion.com/change-manager-job-function/
Alexander, M. (2019). What is a project manager? The lead role for project success. CIO. Retrieved from
https://www.cio.com/article/3224865/what-is-a-project-manager-the-lead-role-for-project-success.html
Appel, G., Grewal, L., Hadi, R., & Stephen, A. T. (2020). The future of social media in marketing. Journal of the
Academy of Marketing Science, 48(1), 79-95.
Australian Government- Australian Research Council. (2020). ARC grant application. Retrieved from
https://www.arc.gov.au/grants/grant-application
Australian Government NHMRC. (2020). Clinical Trial Reform. Retrieved from https://www.nhmrc.gov.au/research-
policy/clinical-trial-reform
Harvard Business Review. (2014). Five Questions to Identify Key Stakeholders. Retrieved from
https://hbr.org/2014/03/five-questions-to-identify-key-stakeholders
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Kerzner, H. (2017). Project management metrics, KPIs, and dashboards: a guide to measuring and monitoring project
performance. John Wiley & Sons.
Labanauskis, R., & Ginevičius, R. (2017). Role of stakeholders leading to development of higher education services.
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Sage Journal, 49 (3), 34-45. Doi: https://doi.org/10.1177/8756972818770590
Matsumoto, M., Inoue, K., & Kajii, E. (2018). Long-term effect of the home prefecture recruiting scheme of Jichi
Medical University, Japan.
McGrail, M. R., O’Sullivan, B. G., & Russell, D. J. (2018). Rural training pathways: the return rate of doctors to work in
the same region as their basic medical training. Human resources for health, 16(1), 1-10.
Microtool. (2021). Risk Matrix. Visualize risks in a diagram. Retrieved from https://www.microtool.de/en/knowledge-
base/what-is-a-risk-matrix/
Mohammadiaghdam, N., Doshmangir, L., Babaie, J. et al. (2020). Determining factors in the retention of physicians in
rural and underdeveloped areas: a systematic review. BMC Fam Pract 21, 216. https://doi.org/10.1186/s12875-020-
01279-7
NHMRC. (2021). Clinical Trials and Cohort Studies Grants 2021. Retrieved from
https://www.nhmrc.gov.au/funding/find-funding/clinical-trials-and-cohort-studies-grants-2021
NSW Government. (2020a). Nepean Blue Mountains Local Health District Executive. Retrieved from
https://www.nbmlhd.health.nsw.gov.au/about-us/nbmlhd-executive
Ogden, J., Preston, S., Partanen, R. L., Ostini, R., & Coxeter, P. (2020). Recruiting and retaining general practitioners in
rural practice: systematic review and meta‐analysis of rural pipeline effects. Medical Journal of Australia, 213(5),
228-236.
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Philanthropy Australia. (2021). How to seek funding. Retrieved from https://www.philanthropy.org.au/seek-
funding/how-to-seek-funding/
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patterns of Australian medical general practitioners with other professions: implications for rural workforce
strategies.
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https://www.nbmlhd.health.nsw.gov.au/researchoffice
Sum, R. M., & Saad, Z. M. (2017). Risk management IN universities. In 3rd International Conference on Qalb-Guided
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The University of Notre Dame Australia. (2020). Lithgow Clinical School. Retrieved from
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Woolley, T., Larkins, S., & Sen Gupta, T. (2019). Career choices of the first seven cohorts of JCU MBBS graduates:
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Research Scholarship program: Together Achieving better health
Statement of Contribution
Assessment task 1
Assessment task 2
Developing/contributing Wicked 9 10 8 8 8
Problem
contribution to project elements (group 10 10 10 10 9
section)
Attend meeting for assessment task 2 10 10 10 9 10
Contribution to conversation 10 1O 10 10 10
/engagement to team discussion via
zoom and whatsapp
Assessment task 3
Script development 10 10 10 10 10
Attend all meetings 10 9 10 9 10
Contribution to conversation 10 10 10 10 10
/engagement to team discussion via
zoom and whatsapp
Overall contribution to the project 10 9 10 9 9
proposal
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Research Scholarship program: Together Achieving better health
Team members Signatures
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Research Scholarship program: Together Achieving better health