Clinical Dashboard Programme

Benefits Realisation Workshop (WS3)

17-Sep-2009

2

Workshop Agenda

Item Lead

Introductions / Objectives of Workshop Jago

Benefits Approach Overview Jago

Group Exercise 1: Confirm benefits and measures; Identify benefit realisation enablers and risks

all

Group Exercise 2: Change interventions and actions all

Key Milestones moving forward Jago

Next steps Jago/Rachel

3

‘The benefits of ICT to health services could be huge but risk being jeopardised by a failure to produce evidence of impact’

Institute for Public Policy Research 2004

Why is it important to take benefit realisation seriously?

4

Workshop Objectives

• Confirm the benefit realisation approach for the project

• Identify key benefits, and the risks/hurdles blocking benefit realisation

• Identify changes to processes, roles, governance etc that can help optimise benefits from the project

5

Mth0 Mth1 Mth2 Mth3

Year

Mth4 Mth5

Initiate Project

Requirements

MoU

Dashboard Requirements

Kick-off WS1 WS2

Project Scoping

Work-order

Project Delivery

Integration Test

Go-Live

2-3 wks 2 wks5 wks 10-12 wks

WS3

Work order TestRequireMOU Go-liveService Improve

Change Ready

14 -18 wks

Project Mobilisation

Test Data

Workshop/ Meeting

Post go-live

Test Data

Benefits Mobilisation

Identify Audience

Define Benefits & Change

Benefit Plan

Monitor Readiness

Manage Communications

Establish Governance & Baseline Track Benefits

Pro

ject

M

iles

ton

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enef

it

Rea

lisa

tio

n

Act

ivit

ies

Benefit Plan sign-off

Benefit Baseline

Benefits Workshop

Change Ready

Benefit Plan

Agree team and plan

Confirm stakeholders

Identify benefits, measures and assess change impacts

Plan/agree the change actions

Make sure the changes are made (execute plan)

Structures for the management of dashboard in place. Benefits

baseline

Benefits Realisation approach overview

Focus area for workshop

6

Benefits Model and Findings across the Programme (1/2)

Define & Monitor

Generic benefits that are realised from the

project - allowing clinicians to define

the key performance drivers and monitor

them.

Service Optimisation

High value benefits that will be realised over a

longer period of time (1-2yr). These can only be realised if the dashboard is used effectively as an

enabler of change to clinical practice/process

7

Benefits Model and Findings across the Programme (2/2)

Confirm whether these ‘generic’

benefits are applicable

Primary objective of the Benefits

workshop today.

These benefits are aligned to confirmed

dashboard metrics

8

Exercise 1a: Confirm the generic benefits that have been identified across the programme

Benefit Agree (y/n) Comments / examples

Selecting metrics allows Clinicians to define the performance drivers of their service

Identifying data gaps highlight potential functional requirements / areas for improvement in information provision

Underutilised data is converted to high-value information presented in intuitively in real-time

Information innovation through the creation of new metrics – information not previously available

Immediate, and timely information available to assist decision making

Improved local peer engagement and cooperation, raising the quality of care

Increased staff awareness and engagement with local issues and improvement plans

Local awareness of data quality issues leading to improved data capture and accuracy

Information innovation through the creation of new metrics – information not previously available

9

Insert your Dashboard mock-up / requirements here:

10

Exercise 1b: Identify and Assess Benefits

Benefit SummaryRisks to realising benefit?How can we optimise benefit?

Complexity Measures / KPIs

Example only:Improved theatre utilisation by actively reducing late starts, cancelled ops etc

Example only:"Competition for resources (specialists staff radiologists, beds etc).Need to react in a timely manner to information on dashboardTheatre list management - look to optimise as a result of dashboard - meetings required review management processes vs. dashboard"

Medium

Example only:Set a utilisation rate target of 93% to be achievedMeasure no of cancelled operations (reduce)Measure no of late starts (reduce)

11

Exercise 2: What must we change and do before go-live?

Change Intervention / Impact Do we need this? What do we need to do? How do we do it? When?

Agree overall dashboard clinical lead moving forward

Agree clinical lead(s) for dashboard once live

Initiate regular operational forum/meeting for discussion of dashboard information with mandate to make changes as a result of observations

Identify/Resolve quick-win data quality issues (e.g. where poor/incomplete source data can be improved)

Agree/implement standard process for reacting and acting on dashboard findings (action plan)

Establish and implement governance for on-going Strategic management of the dashboard. Should involve IG

Engagement & communications: Launch event, fact sheet, posters on walls next to screens

Confirm/agree ongoing benefits lead and role/responsibilities

Establish a benefits baseline and process for measuring and tracking benefits ongoing

12

Mth0 Mth1 Mth2 Mth3

Year

Mth4 Mth5

Initiate Project

Requirements

MoU

Dashboard Requirements

Kick-off WS1 WS2

Project Scoping

Work-order

Project Delivery

Integration Test

Go-Live

2-3 wks 2 wks5 wks 10-12 wks

WS3

Work order TestRequireMOU Go-liveService Improve

Change Ready

14 -18 wks

Project Mobilisation

Test Data

Workshop/ Meeting

Post go-live

Test Data

Benefits Mobilisation

Identify Audience

Define Benefits & Change

Benefit Plan

Monitor Readiness

Manage Communications

Establish Governance & Baseline Track Benefits

Pro

ject

M

iles

ton

esB

enef

it

Rea

lisa

tio

n

Act

ivit

ies

Benefit Plan sign-off

Benefit Baseline

Benefits Workshop

Change Ready

Benefit Plan

Agree team and plan

Confirm stakeholders

Identify benefits, measures and assess change impacts

Plan/agree the change actions

Make sure the changes are made (execute plan)

Structures for the management of dashboard in place. Benefits

baseline

Focus now moves to developing and executing a benefits realisation plan

Focus moving forward is on developing and executing the

benefits realisation plan

13

Next Steps

• Write-up the workshop Benefits

• Develop a Benefits Realisation Plan that includes all of the benefits, measures & change interventions identified during the workshop

• Agree the change plan with the Clinical Lead and execute!

• Establish a benefits baseline prior to go-live