PEMS was chosen by CCCU for the following key benefits, which they anticipated would meet their overall project goals:
The establishment of the relationship between Oxinet and CCCU, and the scoping work undertaken with the placement team early on made it far simpler to ensure that they were not only purchasing the right solution to fit their current and developing needs, but that they could proceed with confidence, working with a company whose employees live and breathe Healthcare placements, and understand the complex processes and terminology.
Following the project kick-off in July 2013, Oxinet’s PEMS Implementation Team commenced with more in-depth requirements definition, with particular focus on understanding CCCU’s unique terminology. Subsequently, the terminology was incorporated into the system as part of the customisation phase of the project. Meanwhile, the technical teams from both parties worked on integrating PEMS with the University’s student record system (QL) and Single Sign On systems.
As per the project plan, the Readiness for Practice (RFP) and Organisational Management modules were the first to be scoped and implemented, with placement provider data being imported from several Excel spreadsheets. Within a matter of weeks, student and placement provider information data had been cleansed and loaded into the system ready for testing.
Throughout the process, Oxinet’s team worked closely with the University and the system was continually adapted to make any changes CCCU requested as they became accustomed to seeing their data and processes running through PEMS.
RFP and Organisation Management went live in September 2013, with all core modules live as of January 2014. The Mentor Register and Moderation of Practice custom modules went live in May 2014, well within the timescales projected for implementation. The whole project was completed and accepted by CCCU in July 2014.
With PEMS in place, CCCU is now confident that their students, patients and placement providers are protected. Students can complete online self-service declarations via the RFP Module, where administrators check or update that regulatory requirements have been met prior to commencing placement. Student submissions can be monitored on the placement managers’ dashboard, creating alerts for non-compliance, saving staff time in managing each student individually. Students can also access up-to-date pre-placement information and Placement Provider details online via the dedicated PEMS student portal. Placement Managers can send messages to individuals or in bulk direct from PEMS too, maintaining an audit trail of all communications.
Customised dashboards make it easy for Academics in Practice, Practice Staff and Students to keep abreast of key information, such as student placement blocks, and ensure that they can only view information relevant to their role within the process. They can even log in using their existing University login details.
Through the Mentor Register module, Practice Learning Facilitators’ (PLFs) details and qualifications are now recorded in one place and can be updated by organisation-based practice development facilitators, meaning that students are no longer placed without a current PLF in place. Students can also be matched to PLFs via PEMS, eliminating the risk of the Faculty being in breach of National Midwifery Council (NMC) statutory requirements for students to be matched to qualified, up-to-date PLFs.
Audit tools allow the placement team and academic staff to complete placement audits including
dual level audits for large NHS organisations. Action plans can be recorded for all practice areas and students can be prevented from being allocated future placements until a current audit has been completed.
Students are now automatically sent online evaluations post-placement, preventing delays in responding to feedback which had previously been experienced. Email notifications and automatic reminder messages ensure that evaluations are captured quickly via PEMS and available for review by the Faculty immediately.
In autumn 2014 the Faculty was rated ‘Outstanding’ by Nursing and Midwifery Council (NMC) auditors thanks to the robust placement area auditing functionality provided by the system. CCCU has also become a much valued and enthusiastic contributor to the PEMS User Group, and has been able to share helpful insights into placement systems implementation with the wider practice education community. Furthermore, the functionality developed as part of the implementation project is now used by all PEMS customers.