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Measures Definition Workshop

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Who Should Attend• Users:

– Service area managers• and/or Benefits Working Group representatives• Project Team• Senior Managers/Sponsor (sign-off)

Output Sought• List of measures, monitoring schedule and

governance

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Workshop Outline

• Introductions• Project update and objectives• Why have you been ask to participate?• What are our measures for success? (monitoring

criteria and key success factors)• Agreed governance and reporting schedule• Who will take on the roles and responsibilities?• Next steps

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Effective measurement and monitoring will:

• indicate the extent to which benefits are being realised

• give early warning of potential problems• create the opportunity to adapt the

benefits or changes to enable the overall objectives

• ensure that achieved benefits are measured, reported and communicated

• contribute to lessons learned

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Financial benefits

• Include calculation of unit value for transparency

• Base calculated value on evidence (process mapping, time in motion study, case studies, …)

• Be careful not to overestimate

• Differentiate between cash release, cost avoidance and time savings

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Non-financial benefits

• Agree evaluation criteria with relevant stakeholders

• Base any estimated values on evidence (published case study, survey, …)

• Remember to gather baseline measures for these too

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ExamplesCategory Benefit Descriptions and Numbers Measure Value /

Target

Financial – Cash Release

e.g. “reduce stationery cost by using electronic requesting for labs” Save 1p in paper and printing cost for each request. Around 6000 lab requests submitted per week.

(1p x 6000 requests) x 52 week

£3120 p.a.

Financial – Time Release

e.g. “release lab staff time registering requests by using electronic requesting ” Save 1 minutes per request. Around 6000 requests received per week.

(6000 requests per week x 1 min) / 60 mins / shift weekly hrs = WTE released

2.7 WTE released

(Band 4 = £19k p.a.= £51,300)

Non-financial - Quantifiable

e.g. “reduce test results turn around time” releasing 2.7 WTE will enable 400 additional tests being run per week, which will eliminate backlogs

% same day test results

N/A

Non-financial - Qualitative

e.g. “reduce staff frustration due to need for double data entry” staff satisfaction survey with regard to duplicate data entry

% of satisfied or very satisfied

N/A

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Realistic and Achievable

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Breakout Exercise

Define appropriate measures for success for each key benefit in turn:

• What will show there has been an improvement?• What data is already collected and can be re-

used? Other sources: case studies, reports, …?• Is more than one measure required?• Or does one measure apply to more than one

benefit?• Is the benefit quantifiable (cash, time, no. of

cases, percentage, …)? • Or will a survey/rating scale need to be created?

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Coffee break

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Reporting

Review and agree:

• Measures definition• Additional data capture activities required• Dates for these and baseline measurements• Reports frequency and recipients

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Governance

What are the:

• Roles and responsibilities for – Gathering data– Pulling together and distributing reports– Analysing and devising remedial actions

• Transition arrangements to ensure continued monitoring and reporting of benefits and performance after implementation

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Don’t re-invent the wheel

Talk to your Management Information / Performance Management Teams:

• What are the current levels of performance and what measures are available?

• What improvements are being targeted in terms of Quality and Efficiency?

• Is there any cross over with other service improvement/18 weeks activities?

• What work or learning points from other projects can be used?

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Before you go:• Who (name) will take forward the additional data

capture activities required?• Who (name) will take on any/all of the reporting

and monitoring responsibilities in your area?• If not known, date names should be emailed by

In your team:• Share the proposed measures:

– Are they valid measures of success?– Is the data available and reasonably easy to

collect?• Get in touch with any feedback or if you need

any help!

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Next Steps

• Finalise measures, templates and schedules.

• Use the Measures Register and Benefits Realisation Plan to capture today’s work.

• Determine the financial value of benefits where possible.

• Identify dependencies in order to plan and deliver necessary changes.