Assembling a Site Implementation Team

Written By CDL Rapid Screening Consortium (Super Administrator)

Updated at May 13th, 2021

The organizational chart and role descriptions provided below are dependent on the rapid screening model being implemented, and the technology used for data collection and results communication as well as the number of locations and participants in the pilot. Small organizations may have one person for multiple roles and responsibilities and large organizations may require multiple people in the same role.

Roles and Responsibilities

Project Lead

Responsible

  • Overall responsible for participation in CDL RSC
  • Represents the organization as part of the CDL RSC
  • Attends weekly operations meetings, bimonthly project sponsor meetings and ad-hoc meetings relevant to their expertise
  • Accountability for privacy compliance

Approve

  • Organization’s resource allocation, staffing plan, pilot site selection, etc.

Advise

  • Vision, Strategy and Execution for overall CDL RSC

Project Operator

Responsible

  • Ensures organization meets CDL RSC deliverables and are submitted on time and on budget
  • Briefs Project Lead and above on CDL RSC updates and decisions to be made
  • Attends weekly operations meetings
  • Facilitates internal meetings, stakeholder management and approvals
  • Pilot site recommendations & implementation

Approve

  • Selects and manages participant organization team members

Advise

  • Participant Organization’s level of commitment to CDL RSC

Team Captain

Responsible

  • Manages all pilot operations for the participant Organization
  • Selection of pilot team members
  • Development of Standard Operating Procedures
  • Ensures compliance with pilot requirements
  • Develops change management strategy 
  • Implementation of end-to-end screening system 
  • Reports on pilot results
  • Attends weekly operations meetings + all internal pilot implementation meetings

Approve

  • Workback schedule
  • Pilot communications

Advise

  • Pilot site selection

Communications Manager

Responsible

  • Develops internal communications strategy for company-wide audiences and specific pilot groups
  • Input to external communications strategy (managed by CDL RSC)
  • Implementation as needed 
  • Deliver target communications to the target pilot site group of employees
  • Attends weekly operations meetings

Project Controller

Responsible

  • Schedule management
  • Cost forecasting & management
  • Design basis estimate build
  • Screen station scheduling & throughput
  • Supply management - ordering and distribution (including screening kits, personal protective equipment, etc.)

Approve

  • Schedule and cost forecast

Advise

  • Screening station planning

Pilot Site Manager

Responsible

  • Primary liaison with pilot group
  • Implements change management strategy and communications strategy
  • Manages human resource impacts (i.e., labour agreements, work schedules, workflow, etc.)
  • Holds regular and frequent meetings with relevant stakeholders and participants
  • Provides feedback on pilot operations 

Approve

  • Participant scheduling structure

Advise

  • Participant engagement
  • Operations feedback

Trained Personnel

Responsible

  • Sample collection and analysis
  • Screening kit storage and disposal

Qualification: If using nasopharyngeal (NP) swabbing technique for sample collection the Trained Personnel is required to be a licensed medical professional due to Health Canada requirements for administering nasopharyngeal (NP) swabs. Where permitted by provincial regulations, a Trained Personnel can also be a trained professional when using anterior nasal (AN) swabbing technique for sample collection including self-administration. A Trained Personnel is also required for home-screening to answer any questions and provide virtual support if needed. This person could be located at another location within the organization.

Results Manager

Responsible

  • Development & implementation of identification key for screening kits & results tracking
  • Data accuracy & management 
  • Communicating results & next steps
  • Input data for all screening results into data systems
  • Implementations of privacy protocols
  • Data integration with pilot group’s systems as needed

Approve

  • Identification key
  • Results tracking 

Advise

  • Data management 
  • Screening results

Facilities Manager

Responsible

  • Overall screening site readiness
  • Placement & set up for screening stations and waiting area
  • Traffic flow management
  • Security & access control 
  • Sanitation & cleaning protocols
  • Waste disposal

Approve

  • Screening station and waiting area locations
  • Location access requests

Advise

  • Throughput planning
  • Screening storage

Human Resource Business Partner

Responsible

  • Identifying ambassadors and stakeholders
  • Advising on change management and communications strategy
  • Managing any HR-related situations such as union agreements, scheduling

COVID-19 Screening Lead

Responsible

  • Overall COVID-19 testing strategy for different employee groups
  • Acting as primary liaison with Health & Safety for protocols including positive results
  • Securing healthcare professionals to administer the screens & manage the results
  • Expert consultation on health questions and concerns from participants

Throughput and Redundancy

One person for each role below is required for each pilot site at an organization. It is possible for these personnel to work on multiple pilots:

  • Pilot Site Manager
  • Trained Personnel
  • Results Manager
  • Facilities Manager

All roles should have planned redundancy for contingency preparation. A recommendation is to have back up medical professionals available on call in case the Trained Personnel is not available. Using a healthcare staffing agency for the Trained Personnel role would ensure a medical professional is always available. Note: Hiring from a staffing agency introduces a risk of inconsistency with staff available and the requirement for frequent training (sometimes daily).

Risk Mitigation

It is important to consider the two items below as you resource your organization’s pilot site: 

  • Training and Knowledge Sharing - If someone on the Pilot Site Operations Team becomes ill or for other reasons can no longer be part of the project, who else needs to be knowledgeable on the project to be the backup?
  • Potential for Infection of Trained Personnel and Results Manager - Proper use of Personal Protective Equipment (PPE) mitigates the risk of the Trained Personnel and Results Manager becoming infected from an employee that has screened positive. Due to this, additional Trained Personnel and Results Managers aren’t required to be backups onsite at all times.

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