What is it, and why use it?
A Sustainability Assessment is a structured discussion of whether ownership, standards, training, monitoring and follow-up support a lasting improvement.
It reveals weak support arrangements before a project team withdraws, so the receiving team can address gaps in ownership, training and review.
Explore the Sustainability Assessment features and local-file workflowWhen to use it
Use it before handoff, during periodic reviews of a changed process, or when ownership and support arrangements have changed.
When another tool fits better
Use a Process Audit to assess observed adherence to a defined standard. Sustainability scores are judgments, not measured compliance.
Before you start
- A locally agreed scoring rubric with descriptions for each level.
- Evidence about ownership, training, monitoring and escalation.
- Participants who know how the process is operated and reviewed.
Use fictional or approved non-sensitive information. Do not include patient details or proprietary records in practice worksheets.
Step-by-step in CI Tools
Enter Process, Assessor and Assessment date. Review and customize the rubric before entering scores.
Add assessment areas such as ownership, training, standards, data quality and monitoring.
For each area, enter a Rubric score and Supporting evidence; discuss differences between reviewers.
Record a Responsible owner, Follow-up requirements and Follow-up due date for weak areas.
Save the assessment and repeat it using the same rubric if you want a meaningful comparison.
Scores need descriptions and evidence
A number has little meaning unless reviewers agree what it represents. Describe the levels, cite evidence and retain unresolved disagreements. Do not present a subjective readiness score as a validated performance index.
Completed worked examples
Demonstrations only: all organizations, observations, targets and results below are fictional. They are not clinical instructions or universal performance standards.
Healthcare operations — fictional
Referral improvement handoff
Starting information: A fictional service assesses a new intake process against a 0–2 local rubric.
| Ownership | 2: named coordinator reviews performance weekly |
|---|---|
| Training | 1: most staff trained; cover staff still need practice |
| Follow-up | Coordinator schedules observed practice for cover staff before handoff |
What the result means: A strong ownership score does not compensate for an unresolved training gap. Review the individual areas rather than only a total.
General business — fictional
Warehouse packing standard
Starting information: A fictional warehouse reviews sustainment arrangements.
| Standards | 2: current illustrated instructions available at each station |
|---|---|
| Monitoring | 0: no person assigned to review defect records |
| Response | Assign a reviewer, frequency and reaction plan before project closure |
What the result means: The missing review arrangement is actionable even if other areas score well. The assessment is not independent certification.
Practise in a separate worksheet
Open the tool’s built-in synthetic sample as a new editable worksheet. It may differ from the worked demonstrations above. It never replaces an existing worksheet. Save any work you want to retain to your computer.
Open built-in practice worksheetYou’ll be asked to log in if needed. No worksheet is created just by reading this page.
Common mistakes and how to avoid them
- Scoring before agreeing the rubric: define what each number means.
- Using optimism instead of evidence: cite an observation or record.
- Averaging away a critical gap: examine each area and its follow-up.
Interpret the result
Treat scores as prompts for discussion and prioritized action. They do not predict the probability an improvement will last. Comparisons require a consistent rubric and comparable evidence.
Record the assumptions and unanswered questions alongside the result. Use the relevant local review process before making operational decisions.
Credible further learning
These independent educational resources explain the methods. They do not endorse CI Tools Suite. Some external resources have their own access requirements.
- ASQ: Quality tools and templates (external resource)
- IHI: Quality Improvement Essentials Toolkit (external resource)
Resource links reviewed 29 October 2026. Our interface instructions and fictional examples are original CI Tools learning material.
Put the method into practice
Start a new worksheet, use the guide beside your work and keep an editable .citools copy on your computer.
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