Systems Approach Workbook

Context Analysis Template

This context analysis template is intended to support regional directors, managers or others who will be leading system change. It has been developed to align with the process outlined in the Systems Approachs change management modules. Like the Systems Approach orkbook as a whole, the template can be used to guide change at the broader system level or at the speci!ic service"delivery level. The purpose o! a context analysis #sometimes re!erred to as a situational analysis$ is to ensure an initiative is in!ormed by all o! the contextual !actors that might a!!ect its implementation and sustainability. The context analysis should be completed at the !irst stage o! the planning process. %egularly updating the context analysis throughout the course o! the pro&ect will help ensure the pro&ect can identi!y and adapt to changes as needed. The 'uality o! the context analysis depends upon the 'uality o! in!ormation it includes. (ake sure the in!ormation included can be veri!ied and avoid including assumptions. The analysis should also be in!ormed by consultations and dialogue with internal and external partners. This dialogue will ensure a broad range o! perspectives is represented, which will o!ten reveal new data sources or in!ormation. There are many ways to look at the various contextual !actors that should be considered. )i!!erent analysis !ormats are suited !or di!!erent pro&ects and organi*ational contexts. This template provides a comprehensive list o! headings !or a context analysis relevant to the substance use !ield, with an explanation o! what content should be developed !or the headings. The context analysis concludes by describing a S +T #strengths, weaknesses, opportunities, threats$ analysis that can be used to highlight key considerations and identi!y strategic priorities !or pro&ect implementation. A list o! additional templates and guides is at the end o! this document. The Systems Approach orkbook also provides a system mapping toolkit, which includes a range o! templates !or mapping system structures, processes and client experiences. It can be used to in!orm and expand on the context analysis. The template can be customi*ed as necessary, headings can be added, removed or combined based on pro&ect scope and available resources. +nce completed, the context analysis will provide an excellent resource to in!orm the development o! an implementation plan, a template !or which can also be !ound in the Systems Approach orkbook.

The original template text for this file, as well as other useful material, is available in the Tools & Templates section of the Systems Approach website (www.nts-snt.ca). ro!uction of this material has been ma!e possible through a financial contribution from "ealth #ana!a. The views expresse! herein !o not necessarily represent the views of "ealth #ana!a. -age .

A Systems Approach: Sample Content Analysis Template

Context Analysis for [Project Name] Project Lead: /ame, position and contact in!ormation. Project Description: -rovide a brie! description o! the pro&ect. hat should be included in a 01"second 2elevator pitch3 to communicate the !undamentals o! the pro&ect4 I! the context analysis is being conducted be!ore the pro&ect is !ully de!ined, which is o!ten a good idea, identi!y the broad purpose or goals driving pro&ect development. Internal Considerations: The !irst set o! considerations !ocuses on things that are internal to the organi*ation or within the organi*ations control. Organizational Mandate, 5ow does the pro&ect align with and support the organi*ational mandate4 6ision, values and mission statements can also be considered. Organizational Structure, hat is the administrative structure and governance model within which the pro&ect might occur or that the pro&ect will be revising4 Current Approach, hat are the existing approaches, processes and activities !or system coordination or service delivery that may be a!!ected by the pro&ect4 Are there evaluations or pro&ect reports that can provide data about the impact o! the current approach4 Ongoing Projects, hat other pro&ects are happening prior to, during and !ollowing the pro&ect being considered4 5ow will these pro&ects interact in terms o! sta!!, clients, physical resources and partners involved4 Are there links or economies o! scale that can be taken advantage o!4 Organizational Culture, hat is the leadership approach in the organi*ation4 Is there a culture o! trust and dialogue4 Is the culture supportive o! innovation and knowledge exchange4 7ecause past behaviour is predictive o! !uture behaviour, how have other changes been received in the past4 I! the pro&ect involves a signi!icant change, organi*ational experience with similar changes will help determine initial sta!! response. 8onsider whether change !atigue may be an issue and i! there are lessons learned !rom past experiences that can be brought !orward. The change management modules in the Systems Approach orkbook provide a guide to using a change management approach. Finances, hat !inancial resources are or may be available to support the pro&ect4 hat is the !unding pro&ection !or both the pro&ect and organi*ation as a whole #e.g., cutbacks versus new resources$4 Human Resources, hat skills and characteristics are brought to the table by sta!! involved in the pro&ect4 hat are their current workload levels4 8onsider all roles, !rom administrative support to senior management to !rontline practitioners. ill there be unioni*ed sta!! involved4 I! so, what agreements are in place4 ho are the key union contacts to involve in consultations and planning4 Are there any ongoing or historical con!licts that may raise issues4 ho else within the organi*ation should be consulted or involved4 Physical and Technological Resources, hat resources are in place or in development that will be used to support the pro&ect4 8onsider o!!ice space, computer hardware and so!tware, and program space, i! applicable.
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A Systems Approach: Sample Content Analysis Template

External Considerations: The second set o! considerations !ocuses on things that are external to the organi*ation or outside o! the organi*ations control. System 8omplexity, The level o! system complexity in which a pro&ect or change is taking place should in!orm how change is approached. The System Thinking and 8omplexity brie! in the Systems Approach orkbook provides additional in!ormation on evaluating and working with complexity. Politics, hat local, regional, provincial or national political priorities or processes might in!luence the pro&ect4 :xamples may include legislative change, pending elections, politically appointed working groups or commissions o! in'uiry, or speci!ic political directives. Social Trends, hat are the socio"demographics, particularly !or those a!!ected or targeted by the pro&ect4 Are there trends that will a!!ect the pro&ect or that the pro&ect is responding to4 8onsider the social determinants o! health, gender, culture, age, income, housing, education and mental health, !or example. hat are the current rates and characteristics o! substance use in the population4 hat is the economic and political context4 System Trends, hat are the current rates o! service access !or the programs involved4 hat is the current level o! interaction between di!!erent components o! the system; !or example, !or various services within the system as well as community service providers and possible re!erral sources such as primary care physicians4 Is the system integrated or considering integration with other sectors such as mental health or primary care4 Partnerships, hat partners, i! any, will be directly involved in the pro&ect and to what extent4 hat partners will be a!!ected by or interested in the pro&ect4 hat partners should be in!ormed or may support it4 hat are the current relationships and mechanisms !or engagement with these partners4 Partner Characteristics, hat are the characteristics o! the partners that will be a!!ected by or are being targeted !or collaboration on the pro&ect4 8onsider, !or example, mandate, priorities, !unding, structure, personnel and approach.

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A Systems Approach: Sample Content Analysis Template

Summary Table: The !ollowing table provides a template that could be used in the brainstorming phase or to summari*e more detailed in!ormation contained in a narrative analysis.
Project: Developing Community Capacity for Early Intervention Category Consideration Impact !elevance Internal Considerations +rgani*ational mandate +rgani*ational structure 8urrent approach +ngoing pro&ects 2To reduce the harm associated with substance use3 5ierarchical model Service !ocus on speciali*ed care Integration between addictions and mental health Introduction o! a new data collection system Some change !atigue (otivated <inances 5uman resources Level core !unding ell"sta!!ed administrative support <rontline workers are !ully sta!!ed and working overtime /ew computer systems recently installed in all community service o!!ices 8omplex Addictions identi!ied as a priority by new minister Average age is increasing .1 percent increase in new 8anadians last year (a&ority o! re!errals to outpatient services coming !rom criminal &ustice system 8ross%oads 8ommunity Services 8entre Alignment, %esearch indicates that early identi!ication and intervention is associated with reduced harm to individuals and society. 5ierarchical approval processes will need to be accounted !or in pro&ect timelines. -riority area through the pro&ect will be shi!ting the service !ocus toward lower tiers. -ro&ect is taking up signi!icant administrative resources. It is anticipated to move to the service level along a similar timeline to the community capacity pro&ect being implemented. -ro&ect involves many o! the same management"level personnel !rom the ministry and !rom existing community"based services. 8hange o! ministry, integration with mental health and a new 'uality assurance process were introduced within the past !ive years. Sta!! members, particularly those in the community, see the gaps in the system and are eager to align with evidence that will result in improved client care. /o additional resources !or the pro&ect. Additional resources brought in previously to support integration process may be leveraged. Impact on workload will be a signi!icant consideration, particularly i! no !unding is available !or additional resources. 8omputer systems may provide a mechanism !or training and supporting knowledge exchange and communications during pro&ect implementation.

+rgani*ational culture

-hysical and technical resources

External Considerations System complexity -olitics Social trends 8annot expect to implement the pro&ect and see immediate impact. e will need to account !or in!luence o! other system components. -ro&ect aligns with directives !rom the new minister to improve services. 5owever, ministerial !ocus is more on developing speciali*ed services. & /eed to ensure capacity development takes place in services dealing with older adults, not &ust youth. /eed to engage community groups providing services to new 8anadians. /eed to look at why criminal &ustice system #8=S$ re!errals are high. Is this indicative o! a lack o! knowledge or resources !or sources such as primary care and multidisciplinary social outreach, or something else4 /eed to ensure that services are well e'uipped to deal with 8=S clients. Target partner with a history o! interaction on working groups and committees, but no concrete collaboration.

System trends

-artnerships

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A Systems Approach: Sample Content Analysis Template

Project: Developing Community Capacity for Early Intervention Category Consideration Impact !elevance -artner .? sta!!, primarily ill need to provide training, and work with the 8entre to balance time characteristics community nurses and re'uired !or client service with time re'uired !or administration and social workers with training. little training in substance use

S"#T $nalysis: hat are the key strengths, weaknesses, opportunities and threats identi!ied in this context analysis4 Strengths and weaknesses are generally internal or within the organi*ations control, while opportunities and threats are external and might be beyond the organi*ations control. The additional templates and guides section at the end o! this document provides links to online resources with more in!ormation on conducting a S +T analysis.
Strengt%s Sta!! motivation to best serve clients %esearch evidence Supportive senior leadership "ea&nesses <unding 5istory o! working in isolation !rom other sectors :xpertise in managing system change #pportunities Alignment with provincial mental health and addictions strategy /ew shared care protocols with primary care <ree training resources and templates on change management #e.g., 88SAs Systems Approach orkbook$; possible collaboration with 88SA T%reats 8hange !atigue 7roader health system restructuring, including possible cutbacks -olitical direction that does not align with research evidence

Next Steps: +nce the context analysis is complete, it should be used to in!orm the pro&ect implementation plan. Also keep in mind that because the context will change over time, this analysis should be updated regularly and changes analy*ed !or their impact on the overall implementation process.

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A Systems Approach: Sample Content Analysis Template

Additional Templates and

!ides

8anadian 8entre on Substance Abuse. #91.9$. Systems approach or!"oo!# Mapping su"stance use systems and client journeys. +ttawa, Author. %etrieved !rom, http,@@www.nts"snt.ca@91.9A91)ocument
A91Library@nts"systems"approach"mapping"91.9"en.pd!

(indTools. #n.d.$. S$OT analysis. %etrieved !rom, www.mindtools.com@pages@article@newT(8B1?.htm. %apid7I. #911C$. S$OT analysis made simple# History% de&inition% tools% templates ' or!sheets. %etrieved !rom, http,@@rapidbi.com@swotanalysis. %enault, 6. #n.d.$. S$OT analysis# Strengths% ea!nesses% opportunities% and threats. %etrieved !rom, http,@@ctb.ku.edu@en@tablecontents@subBsectionBmainB.1>D.aspx.

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