C.2. Criteria development workshop
The objective of the criteria development workshop is to define and agree a set of criteria to use during the roll out of system governance. The criteria must meet objectives set out in the terms of reference.
The criteria are not created from scratch, but are based on a standard set of criteria provided with Metrici Advisor. The objective is to modify this set of criteria slightly to emphasise your particular objectives, not to rewrite all the standard criteria. Sometimes no modification is required, for example if the objective is to implement a general monitoring of system qualities.
The workshop does not include drafting the actual text of the criteria, but does involve a fairly detailed review that will feed into drafting the criteria.
The workshop takes place in the early stages of the roll out (waterfall) process, when the organisation needs to define criteria before embarking on the first assessments.
A condensed version of the workshop may be suitable to develop criteria as part of a compliance audit.
The workshop is lead by the system governance manager, or by someone appointed to them. The workshop includes the system governance committee.
The meeting reviews the standard criteria that were used for the illustrative assessments in the initiation process.
The meeting also reviews the terms of reference written as part of the initiation process.
Circulate the terms of reference, illustrative assessments, standard criteria and supporting narrative to the participants prior to the workshop, and ask the participants to familiarise themselves with them.
Before the meeting, review the terms of reference and the illustrative assessments, and consider whether the standard criteria are likely to need significant modifications. (See Section 4.4, Roll out (waterfall) for more details of this.) If significant modifications are likely, plan to hold a series of workshops as described in the notes section below.
The workshop does not include the actual drafting of new and changed criteria, or the sign off of the text of the criteria. The drafting should take place after the workshop. The sign off of the criteria should follow normal practice in the organisation.
The agenda is written as if the workshop will be run as a single session. In many cases this is possible, because the workshop will only involve a relatively minor revision of standard criteria. However, if a more major revision is required, a series of workshops will be required.
If a series of workshops is required, split the agenda as follows:
- Include agenda items 1 to 4 in a single introductory meeting. If time permits, move on to item 5. If not, run item 5 in a separate meeting.
Run each iteration of item 6 in a separate meeting.
Plan to run one meeting for each of the high-level groups in the standard criteria, but modify this if the high level groupings change as a result of item 5.
Consider drafting changes to criteria definitions after each meeting in preparation for the final review workshop.
- Run a final review workshop, to cover the topics in item 7. If criterion changes are drafted after each of the item 6 workshops, then this final review can sign off the criteria.
![[Tip]](../files/sghandbook/tip.png) | Don't go for too much detail |
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Well-defined criteria are critical to system governance, but it is possible to get carried away and define too many criteria and too much detail. Within the workshop, aim to remove as many criteria from the standard set as you add. Make sure new criteria and criterion changes reflect the terms of reference. Do not just catalogue everything you can think of. Do not change standard criteria without clear reason, as it will stop you taking advantage of future upgrades to standard materials. If you think standard criteria are unclear or unworkable, pass your concerns back to Metrici so that they can change the improve the standard criteria for everyone. Remember that the annual review processes will give you a chance to add to and revise the criteria. |
Introductions
Introduce the participants. Explain the objective of the workshop. Describe the agenda and subsequent processes.
Review terms of reference
Present the system governance terms of reference to the group. Clarify any parts that are unclear.
(The terms of reference has already been agreed, and this workshop should not revise it. However, it is useful to present it to the group and clear up any misunderstandings.)
Present existing material
Present an overview of the standard criteria to the group. Explain the illustrative assessments. Explain any initial findings, such as criteria that do not apply to the organisation, or how well the standard criteria meet the objectives set out in the terms of reference.
Summarise required changes
Following on from the presentation of the existing material, discuss how closely the standard criteria meet the objectives set out in the terms of reference.
Summarise what changes will be required to the standard criteria to meet the terms of reference. It will help to write out this summary where everyone can see it, for example on a flip chart.
This step helps focus the participants on the objective as set out in the terms of reference, before engaging with the detail of the criteria.
Agree high-level groups
Review the high-level groupings in the standard criteria, and discuss whether these need to change. Consider whether groups need to be added or removed, and whether weightings should change.
To gain consensus on weighting the criterion groups, consider a simple voting system in which each participant weights each group, and then the weights are averaged to give the agreed weighting.
The discussions of groups and individual criteria can be rather circular, because the weighting of the groups will depend on the criteria they contain. However, it is worth establishing some high-level structure and weighting before considering the detail of the criteria.
Agree individual criteria
Consider each of the criterion groups in turn, and review each of the criteria in the group. Consider whether criteria need to be added or removed, whether wording should be changed, and whether grades and scoring need to change.
Focus on the terms of reference and summary of required changes. Do not get diverted into detailed discussions on less relevant criteria. Do not rewrite standard criteria unless there is a clear need. Remind the group that they will have an opportunity to revise the criteria after the initial roll out.
To gain consensus on weighting the criteria, consider a simple voting system in which each participant weights each criterion, and then the weights are averaged to give the agreed weighting, as in the criterion groups.
Close meeting
Summarise the progress made, and thank the participants for their work.
Explain the next steps in the process, especially any further review, follow-up or sign-off activity.