Presentation Description
A Curtis Lee1
Katrina Dundas1 and Desley Ward1
1 Royal Australasian College of Physicians
Katrina Dundas1 and Desley Ward1
1 Royal Australasian College of Physicians
1. Background
The Royal Australasian College of Physicians (RACP) administers 22 high-stakes assessments across Australia and Aotearoa New Zealand, across over 30 exam locations to over 3000 candidates annually. Since 2020, our assessments have needed to accommodate significant emergency situations where changes to our plans were required – including floods, hurricanes, fires, and the COVID-19 pandemic. Based on risk management theory, we have established an extensive approach to contingency planning.
Our risk management framework spans multiple stages to mitigate risk and identify contingency plans for situation management. The framework covers the following stages:
- Set goals: with stakeholders, come to consensus on the desired outcomes, tolerance for variation and associated inputs and assumptions.
- Establish context: research, fact finding, and investigation to accurately map the operating context
- Explore variations: Complexity of landscape due to multiple jurisdictions and local health boards with different definitions and requirements for COVID-19 management of close contacts and room density limits in hospitals.
- Identify risks: establish areas of uncertainty, not exclusive to the pandemic in general, however areas of risk within the current environment and our required processes. Key risks were established threatened the successful delivery of exams, which require effective and efficient decision making and implementation of plans. risk registers to outline potential impacts of anticipated issues.
- Agree on mitigations:
- Develop contingency/situation management plans: proactively developed to guide our
- decision-making processes during crises
- Agree on monitoring approach:
This workshop will provide participants a practical opportunity to explore a framework for risk management and contingency planning, drawing on our lessons learned in refining and using this framework. Case studies drawing on our experiences will be used to highlight opportunities and pitfalls. Attendees are encouraged to identify their own assessment scenarios for risk management to explore in the workshop.
2. Why is the topic important for research and / or practice?
Anticipating issues and planning contingencies is critical to the administration of assessments. This workshop provides a systematic approach to risk management and contingency planning.
Although the approach was developed during the COVID-19 pandemic, our risk management processes are generic and address contingency planning for all complex planning activities.
3. Workshop format, including participant engagement methods
- Breakout sessions to discuss risks that can be encountered in high stakes assessments OR scenario analysis where we provide a case study to have the groups identify risks.
- Risk register development and sharing
- Situational Management plan development using the RACP template
4. Who should participate?
Anyone who organises high-stakes complex assessments and must deal with natural disasters and logistical challenges.
5. Level of workshop
beginner
beginner
6. Take-home messages / workshop outcomes / implications for further research or practice
High-stakes assessments are often very complex and flexibility and good planning practices are needed to ensure smooth administration. Risk registers and situational management plans (SMPs) and contingency planning are tools that can be used to anticipate how to handle tricky situations and mitigate solutions.
References (maximum three)
The Standard for Project Management and a Guide to the Project Management Body of Knowledge (PMBOK Guide) (2021). Project Management Institute ISBN: 9781628256673
TechTarget (2020). What is a Crisis Management Plan? Techtarget.com. Retrieved July 28, 2023, from https://www.techtarget.com/searchdisasterrecovery/definition/crisis-management- plan-CMP
Mind tools (2023) Risk Analysis and Risk Management. MindTools. Retrieved July 28, 2023, from
https://www.mindtools.com/abhkwcn/risk-analysis-and-risk-management