Overview
This guide covers administration of the Quality Improvement module, including project management, PDSA cycles, metrics tracking, and improvement action management.Getting Started
Prerequisites
- Ensure QI is enabled in Governance → Settings → Quality Improvement
- Configure notification settings for reminders
- Familiarize yourself with the PDSA methodology
Key Routes
Creating QI Projects
From Scratch
- Navigate to Governance → Quality Improvement
- Click New Project
- Fill in required fields:
- Title: Clear, descriptive name
- Category: clinical, operational, safety, compliance, or outcomes
- Description: Problem statement and improvement goal
- Owner: Person responsible for the project
- Click Create Project
From a Compliance Requirement
When a compliance requirement needs improvement:- Navigate to the requirement detail page
- Click Create QI Project
- The project will be linked to the requirement
From an Audit Finding
When an audit finding warrants systematic improvement:- Navigate to the finding detail page
- Click Create QI Project
- The project will be linked to the finding
Managing PDSA Cycles
Creating a Cycle
- Open a project detail page
- Navigate to the PDSA Cycles tab
- Click New Cycle
- Enter the hypothesis and plan details
- Click Create Cycle
Advancing Through Phases
Each cycle progresses through four phases:Plan Phase
Document:- What change are you testing?
- What do you predict will happen?
- How will you collect data?
Do Phase
Document:- Carry out the test
- Record observations
- Note any problems or surprises
Study Phase
Document:- Compare results to predictions
- What did you learn?
- Were there unexpected outcomes?
Act Phase
Document:- What will you do next?
- Adopt (implement broadly), Adapt (modify and test again), or Abandon
Advancing a Cycle
- Complete documentation for current phase
- Click Advance Phase
- Confirm the transition
- The cycle moves to the next phase
Completing a Cycle
After the Act phase:- Review all documentation
- Click Complete Cycle
- Document the outcome and next steps
Tracking Metrics
Creating Metrics
- Open a project detail page
- Navigate to the Metrics tab
- Click New Metric
- Enter:
- Name: What you’re measuring
- Description: How it’s measured
- Category: outcome, process, or balancing
- Unit: Measurement unit (%, count, days, etc.)
- Baseline Value: Starting measurement
- Goal Value: Target to achieve
Recording Measurements
- Click Record Measurement on a metric
- Enter the new value
- Add any notes about the measurement
- Click Save
Understanding Trends
Managing Improvements
Creating Improvement Actions
- Open a project detail page
- Navigate to the Improvements tab
- Click New Improvement
- Enter:
- Title: Action to take
- Description: Detailed steps
- Responsible Party: Who will do it
- Due Date: When it should be complete
- Optionally link to a PDSA cycle or metric
Tracking Progress
Monitor improvements through:- Project detail page (per-project view)
- QI Dashboard (organization-wide view)
- My QI page (per-user view)
Handling Overdue Improvements
- Check the QI Dashboard for overdue items
- Contact responsible parties
- Either extend the deadline or reassign
QI Dashboard
Overview Statistics
The QI Dashboard shows:- Total Projects: All projects in the organization
- Active Projects: Currently in progress
- Active PDSA Cycles: Cycles in planning or execution
- Open Improvements: Not yet completed
- Overdue Improvements: Past due date
Charts and Breakdowns
- By Category: Distribution of projects by type
- By Status: Project status breakdown
- Metric Trends: Improving vs. stable vs. declining
Settings Configuration
Navigate to Governance → Settings → Quality Improvement:Module Settings
Notification Settings
Integration with Other Modules
GR-03: Compliance Requirements
- Create QI projects from requirements needing improvement
- Link projects to specific regulatory requirements
- Track compliance improvements systematically
GR-04: Audit Findings
- Create QI projects from audit findings
- Use PDSA methodology for corrective actions
- Document improvement evidence
GR-05: Risk Assessment
- Address high-risk items through QI projects
- Track risk reduction through metrics
- Document mitigation improvements
Customizing Dropdown Values
QI project categories, metric categories, and frequencies are powered by picklists under thegr.qi.* namespace. The platform ships defaults so QI forms work out of the box, but you can tailor the options to match your quality program.
Common QI picklists to customize:
To customize:
1
/settings/picklists).gr.qi.* picklist you want to edit.Best Practices
Project Scope
- Keep projects focused on specific, measurable improvements
- Start small with pilot tests before broad implementation
- Set realistic timelines based on complexity
PDSA Cycles
- Complete cycles quickly (2-4 weeks typical)
- Test small changes before scaling
- Document thoroughly even when things don’t work
Metrics
- Choose metrics that directly measure the improvement goal
- Collect baseline data before making changes
- Balance outcome metrics with process metrics
Improvements
- Assign clear ownership for each action
- Set realistic due dates
- Follow up regularly on progress
Reporting
Available Reports
Access through the QI Dashboard:- Project status summary
- Improvement completion rates
- Metric trend analysis
- Overdue item reports
Export Options
- Export project lists to CSV
- Generate PDF summaries
- Share dashboard views
Troubleshooting
”QI feature not available”
Ensure QI is enabled in GR Settings.”Cannot create improvement”
Check that the project is in Active or Planning status.”Metric trend not updating”
Record at least 3 measurements for trend calculation.Related Documentation
- QI User Guide - Staff guide
- Risk Admin Guide - Risk management
- Audit Admin Guide - Audit management
- Compliance Admin Guide - Compliance tracking
Need Help? Contact your system administrator or platform support.