IdeaLAB User Guide

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Contents

User Guide ............................................................................................................................ 1

Contents ............................................................................................................................... 3

1.0 What is IdeaLAB? ........................................................................................................... 1

1.1 Flow of ideas 1

1.2 How does IdeaLAB fit into the NSW HP Proposal Procedure & PMO? 2

2.0 Submitting an idea .......................................................................................................... 3

3.0 Feedback on others ideas ............................................................................................... 5

3.1 Adding Comments 5

3.2 Deleting Comments 6

3.3 Voting on an idea 7

4.0 Subscribing ..................................................................................................................... 8

4.1 Subscribing / Unsubscribing to an idea 8

4.2 Subscribing / Unsubscribing to a portfolio 9

5.0 Emailing an idea to a college......................................................................................... 11

6.0 Filtering Ideas ............................................................................................................... 13

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1

1.0 What is IdeaLAB?

IdeaLAB enables the innovator, when submitting a new idea, to assign the idea to a

specific NSW Health Pathology (NSWHP) portfolio (i.e. area in the organisation the idea

would be actioned). The idea will then sit in a workflow bucket that is moderated by a

person with a strong understanding of the portfolio including the key stakeholders and

subject experts that may need to be called on. With direct line reporting to the Executive

Director (ED), they can expedite ideas for sponsorship. If an idea is sponsored by an ED,

a team is assembled to determine the next steps to potentially implementing the idea into

practice. The team involves (at a minimum) the Innovator, the Portfolio Innovation Lead

(Moderator) and the Project Management Office.

The role of a Portfolio Innovation Lead (Moderator) is to:

Review the idea to ensure it is under the correct Portfolio, if not transfer it

Respond to new ideas

Co-contribute and build-on the ideas, requesting further information if the idea is

unclear

Encourage and bring in a subject expert to help discuss the idea and the issue it is

solving

Decide when to consult the Executive Director for sponsorship.

1.1 Flow of ideas

All Stages = all ideas that have been submitted into the portal

Ideation = here the ideas are currently open to all staff for

comment and feedback, helping co-create the idea

Sponsorship = ideas are currently undergoing Portfolio ED

review with the assistance of the Portfolio Innovation Lead

(Moderator).

The recommendation is generally one of the following:

a) Sponsor idea for project review

b) Sponsor idea as part of ‘Business as Usual’

c) Park the idea for future

d) Re-ideation (move back to ideation)

e) Decline to sponsor

f) Drive a new campaign around the issue identified

2

Assembling Team = ideas from recommendation a & b above are moved here to have a

team assembled to help scope out the next steps. The team includes; a representative

from the Project Management Office, together with the Innovator and the Portfolio

Innovation Lead (Moderator). For recommendation a, it will follow the current proposal

process / pathway.

Parked Ideas = ideas from recommendation c above are moved here for future

consideration, this includes a date for re-review.

In Implementation = ideas that are currently being implemented

Implemented = ideas that have been implemented into practice

1.2 How does IdeaLAB fit into the NSW HP Proposal Procedure & PMO?

IdeaLAB revolves around the creation, filtering, refining and approval of ideas. Once an

idea is accepted and moves onto development and implementation it leaves IdeaLAB and

connects to other NSWHP related processes and systems. The diagram below provides

an overview of how the systems fit together.

Ideation Phase

Proposal Phase

See Proposal Framework / policy

See PMO Project Management Policy / Framework

Stage IIdeate

Stage IISponsorship

Stage IIITeam Assembling

Idea(s) engage all stakeholders for feedback

Staff engagement - Idea is monitored by Innovation Leader. Idea is voted and commented on.

A team is assembled to decide next steps and who will take lead in seeking Executive endorsement

NEW IDEA

Innovation Leader makes a decision to seek sponsorship/endorsement

from Portfolio ED

Project Management Phase

Initiate

Consult

Analyse

Approve

Project Planning

Implementation

NEW PROPOSALS

RITE Path

Co

nsu

ltat

ion

NEW PROJECTS

Project ManagementRegister

IdeaLAB

Rapid Implementation

Proposal Required

Business as Usual Project

Directly implemented into practice

3

2.0 Submitting an idea

To get started the first thing you need to learn is how to submit an idea! To begin, click

the big ‘Submit Idea’ button on the homepage!

You can also click ‘Submit Idea’ if you are not on the homepage

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You should now see a screen that looks like the one below! Simply fill in the fields and

then click the big ‘Submit’ button. Make sure you fill in any section with a red asterics (*)

as these are mandatory. If you are unsure whether you want to submit your idea for

public review you can use the ‘save as draft’ button to the right of the ‘submit’ button until

you are ready.

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To go back to a previous draft and submit/edit it just click the ‘Draft #’ dropdown at the top

of this page and select the relevant draft.

3.0 Feedback on others ideas

3.1 Adding Comments

Have your say about others ideas and add a comment to add your two cents! First click

on the ‘IdeaLAB’ link in the navigation bar or the homepage!

You should see a screen like the one below. To filter the ideas you can see just use the

bars on top from ‘recent’ to ‘random’. To add a coment to any of the ideas just click the

‘add your comment’ (or ‘# comment’) link displayed in blue.

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You should now see a screen like the one below! The rest is simply a matter of typing

your comment into the textbox provided and clicking the ‘Submit Comment’ button.

3.2 Deleting Comments

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To remove a comment, just navigate to the add comment section of any idea and all the

comments you have added to this idea will be listed above the entry window. Just click

the ‘Delete’ button as shown below.

3.3 Voting on an idea

The more votes your idea gets, the more likely it is that it will be noticed and considered

for implementation. To vote on any idea in the ‘Ideate’ phase, simply click the upward

arrow as shown below! If the arrow is purple you are adding a vote and saying that you

like the idea and would like to see it implemented. If the arrow is blue you are removing

your already added vote and stating that you have changed your mind and no longer

think the idea should be implemented.

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4.0 Subscribing

Subscribing means that you want to be notified on any activity (new ideas, comments or

feedback). You can subscribe to an idea or a portfolio.

4.1 Subscribing / Unsubscribing to an idea

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You will automatically be subscribed to an idea you have submitted.

Let’s say you really like an idea and you want to keep track of it, the best thing to do is

subscribe! To do this, start by navigating to the ideas page, as described in the previous

section, and click the title of the idea you wish to subscribe to.

You should see a screen like the one below. Once you are in an idea, you can subscribe

to it by clicking the blue ‘Subscribe’ link as shown below! This link will then change to

state ‘Unsubscribe’. This provides you with the opprotunity to stop receiving notifications

about this idea.

4.2 Subscribing / Unsubscribing to a portfolio

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To subscribe to an entire portfolio first navigate to the IdeaLAB section as described in

section 3.1, then click on the relevant portfolio link in the welcome box.

Alternatively, you can find an idea in the portfolio you want to subscribe to.

In the example above we can see that this idea is in the ‘Workforce and Culture’ portfolio,

let’s say this is the portfolio we want to subscribe to. In the idea, above the idea title, you

can find the portfolio. By clicking on the portfolio you should navigate to a page like the

one below.

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The last step is to click the ‘subscribe to portfolio’ button as seen above! You will now

receive any communications, new ideas, feedback or comments, to any idea linked to the

portfolio.

Also, similar to subscribing to an idea (section 4.1), the button will change from

‘Subscribe to portfolio’ to ‘Unsubscribe to portfolio’. You can stop receiving notifications

for this portfolio by unsubscribing.

5.0 Emailing an idea to a college

You really like an idea and want to share it with some colleges? Great! First navigate to

the IdeaLAB page as described in section 3.1. Next click on the title of the idea you wish

to share as shown below.

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Now you should see a screen like the one below. Next click the ‘email’ button as shown

below.

Now all you need to do is type in the ‘to’ field, the email address of the people you wish to

share the idea with. Lastly click the ‘submit’ button as shown below!

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6.0 Filtering Ideas

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When in the ideas section you will notice different tabs (and sub tab in the case of “my

ideas”) each of these applies a different search filter to the ideas on the screen. Here is

an explanation of each:

Recent - Displays the ideas posted sorted by time - most recent at top

Popular - Displays the ideas posted sorted by the number of net votes

Hot - Displays the Hot Ideas

My Ideas - Idea submitted by you, this tab will only show ideas you have submitted

My Owned Ideas - This tab shows ideas to which you are assigned as an Idea

Owner. This necessarily does not have to you be your idea, this is feature where you

could be added as an Owner to any idea

My Idea Teams - This section shows the ideas in which you are assigned with a

team, especially in Build Stage

Ideas I’m Following - Every idea which you have opted to follow in your community

My Action Items - This tab shows ideas which is waiting for your action e.g. you are

invited to participate in a Review, Assessment or Refinement

Random – This section shows a random selection of ideas existing within the system