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2178 Pandosy Street
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V1Y 1S7
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In The Works
Implementation of Action Plan
On January 8th, an all day retreat was held at the Heritage House with 24 OkaZHI members in attendence. The Retreat was facillitated by members Muriel Kranabetter and Rebeccah Nelems. In additonal to having a great deal of fun, an action plan was established
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Area
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Action / Decision
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Responsibility / Timeline
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Relationship Building
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Hold Zambian retreat with community stakeholders, not just health
- Communicating what we are doing, who we are
- Getting feedback and input, public needs
- Ensuring local leadership is represented
- Incentive to attend considered
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Team travelling in Feb 2011
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February 2011 health team meeting (non-traditional format):
- Ask about more frequent trips, dates proposed
- Listening to their needs; Asking them their priorities
- Clarifying our mandate and expectations on both side
- Clarifying what we can offer
- Engaging physicians: Invite Margaret and MD from Lusaka (to support physician engagement)
- Supporting nurses
- Getting recommendations re How to make our visits most effective
- Address cultural issues (e.g. Gender issues – is it culturally appropriate for us to ask for gender representation on Zambia committee?)
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Team travelling in Feb 2011
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Ongoing Support for Building of Zambia committee with nursing/medical team:
- Ask them more about Zambian idea for collaboration
- Being clear with our expectations re committee structure, communications, etc (e.g. exchange minutes back and forth between Zambian committee and OkaZHI)
- Identify key players to join group; ask local partners who they identify to be part of group
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At least one meeting with Zambian committee every visit
First meeting: February 2011 to happen before above retreats
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Ensuring strong continuous feedback loop with Zambian colleagues, including receiving constructive feedback through formal processes (addressed above and later under evaluation)
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Establishing personal and professional relationships with one person – “mentor system”
- Relationship maintained via email also
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Clinical groups to assess;
Feb 2011 team to discuss with Zambia committee
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Identifying Canadian and Zambian point people to help interpret cultural differences
- One Canadian point person for Zambian group to talk to; Ask Zambians to identify who they want the point person to be to help them interpret cultural differences, etc
- Seek input from Margaret or other to help us interpret feedback
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Introduce idea on Feb 2011 trip
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Monitoring & Evaluation
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- Support participatory evaluation process (Asking Zambian colleagues how they would measure our ‘success’, developing performance indicators with this input; Reporting back to Zambians on evaluation and how we have improved based on feedback received)
- Jointly establish evaluation framework with Zambian colleagues
- Developed standardized data collection methodologies (One on one interviews by local doc, nurse; Written evaluation questionnaires)
- Look to draw on intern or researcher to do this further
- Draw on resource of Fay, Jessica, UBC-O nursing teams re their evaluation processes
- Incorporating CCGHR and Zamfohr (introduce the idea)
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OkAZHI evaluation committee (Bill, Cam, Fay, Ken, Rebeccah, other?)
Clinical groups to flesh out indicators to contribute to evaluation framework – Winter / Spring 2011
Joan B to introduce idea to CCGHR
February 2011 team to discuss with Zambian committee and colleagues
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Trip planning and effectiveness
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Communications with Zambians before each trip (addressed above)
- ask for input from Zambians re their constraints and priorities
- clarify our parameters – how much, what we can offer, etc
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Trip planning group
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Logistics person 3-4 days in advance of team arriving
- Work towards training up local person to do logistics (CRA status restrictions, in-kind, etc?)
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Trip planning group
Feb 2011 group to introduce idea of local logistics person
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De-Briefs and Communication with internal team (Personal and professional de-briefs BEFORE and AFTER)
- Meeting in advance between all teams
- During: set meetings during trip to discuss what is going well, what is not working, strategize about how to improve in the moment
- Identify Canadian point person on each trip for team members to go to with any concerns, conflicts, etc., while there
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Trip planning group – every trip
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Cultural Sensitivity training
- Pre-trip cultural orientation of OkaZHI folks
- On the ground cultural orientation by Sisters and other community members
- Put together documentation based on UBC-O and sisters
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Feb 2011 team to document and collate material from sisters and other community members to use back in Canada during trip planning phase;
UBC-O members to support with existing cultural sensitivity training curriculum
Each trip
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Establishing 2 trips a year minimum (propose September / February as regular dates for travel – check in with Zambians February 2011 to see if these generic dates work for them)
Increasing length of visits
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February 2011 team to discuss with Zambian committee
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Protocol to be established re OkaZHI trips:
- Gifts, what we take
- OkaZHI image in Zambia
- Cultural sensitivity training beforehand
- other
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Sub-committee / working group: Joan Bassett-Smith, Fay, Linda, Mary Ellen, Kim, Gary
Winter/Spring 2011
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Policy to be developed re team selection:
- Based on specific trip goals
- Limit size of team – 6-12 people
- Possible job description process if multiple individuals want to go in same slot
- Need some new blood, ensure there are new people coming on every trip
- Blend of expertise and past experience
- Regulations around volunteers (e.g. not just anyone can go along just because they are paying their way; everyone must have clarified and distinct role)
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Sub-committee / working group: Joan Bassett-Smith, Fay, Linda, Mary Ellen, Kim, Gary
Winter/Spring 2011
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Pre and post trip PR
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Communications committee
Winter/Spring 2011
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Personnel
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Seek possibility to have longer-term OkaZHI person there
- Could do evaluation piece
- Logistics support
- other
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- Lianne willing to go for a year
- CIDA internship opportunity – Fundraising committee to pursue ASAP!
- Discussion with CCGHR: Joan B Winter/Spring 2011
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Establishing local OkaZHI representative
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Feb 2011 team to introduce and discuss (Fay)
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Check on CRA status re implications of local registration, local staff
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Linda
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Future Ideas:
Ongoing Discussions to happen
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Meet with Zambians to clarify and pursue notion of Centre of Excellence:
- Clarify what Andrew Silumesii’s understanding of “centre of excellence”
- Consult Drs Kalangwa, Sitali
- Discuss involvement of rural docs who are highly engaged and involved
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Feb 2011 team (Bill)
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Incentive for leadership involvement and retention
- Develop medical expertise with specific individuals based on their interest level
- OkaZHI award for professional leadership in Zambia – set up with Ministry
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Feb 2011 team (Bill, etc, with Dr Sitali), Zambia committee
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Mentorship program
- Consider expanding focus from primarily education to practice – blend with academics and clinical
- Requires licensure, insurance, visa needs to be considered and discussed
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Clinical groups
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Accreditation issues re hospital
- Clarify process
- Will it increase our influence?
- Give direction for programs
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Feb 2011
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Altering our expectations and goals
- Train the trainers (not yet but future goal over next several years, with focus on specific expertise initially): sustainability and other education models
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Clinical groups
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CNIS continue as central focus?
- Role for going without CNIS
- Role for renewal of some CNIS courses
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Surgical group and bring to membership
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Profile and Marketing
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- Getting our name out in Canada and in Western Zambia (professional journals in Zambians, radio, through university, etc.)
- Possibility of local registration – assessing pros and cons
- OkaZHI award for professional leadership in Zambia
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Communications Committee
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Value
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Keep Focus on what we do well as professional individuals, making use of expertise we have – and seeking additional expertise where priority is highlighted by Zambians
- Role for primary and preventative care
- Benefit from internists
- In-hospital care is v important and need is there, but lots of space to improve standards of care outside of hospital
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N/A
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Application for Charitable Tax Status with Revenue Canada
In conjunction with the OkaZHI Board of Directors, the Fundraising and Finance Committee has commenced the process to obtain Charitable Tax Status with Revenue Canada which will allow us to issue charitable tax receipts for donations received
