NHS Connecting for Health is delivering the National Programme for Information Technology

SAP Lessons LearntAchieving the Benefits

Penny Gray – Gateshead PCT

Mark Adams – Northumberland, Tyne & Wear SHA

Structure of the workshop

• Developing the approach in Northumberland, Tyne & Wear

• Applying the approach in Gateshead• Sharing knowledge and lessons

– Process– Planned benefits– Key areas of learning

Developing the approach

• NPfIT / Cluster– Cranfield– Generic NPfIT approach– Manuals– Benefits Lite menu

• Comprehensive & robust– Regarded as complex– Not easy to teach– Not easy to grasp operationally

Northumberland, Tyne & Wear approach

• Simplified version - ‘4 sides of A4’– Benefits profile– Stakeholder outcomes table– Benefits dependency network– Benefits realisation plan

• Service Improvement Plan - the plan to deliver the benefits

• Project Initiation Document - the plan to deliver the technology

Gateshead SAP

• ‘Kicking off’ the process• Capturing the benefits• Refining the benefits• Understanding the steps in your project• Measuring performance• Managing benefits delivery

‘Kicking off’ the process

• ‘Kick off’ meeting• Focuses on

– Business change– Delivering benefits

• Change management matrix• Who is getting what from this system?• What is going to hinder us delivering those

changes and benefits?

Exercise 1

• You are planning your daughters wedding and want it to be the ‘perfect day’ for her.

• You are going to hold a kick off meeting to plan the day and identify what you want to happen to make it a perfect day.

• What are the key things to get right

about the ‘kick off’ meeting?

‘Kick off’ lessons learnt

• People to invite• Time – 2 hours• Terminology• Jargon busting• Beginnings of benefits• Scope of the project

Capturing the benefits

• Collating the information• Developing thoughts into benefits

Shared records Improved knowledge

Improved clinical decision making

• Deriving benefits from business changes

Refining the benefits

• Have a structure– Benefit – one line– Business changes– Measures for success– Responsibility for delivering– Timescales for delivery

Exercise 2• Think about some high level benefits from the day and steps that you

need to put in place to ensure they are delivered

• For Example:

– Guests will be happy and relaxed at the reception, so that there are no arguments and people have good memories

• Some of the steps we need to put in place to ensure this include:

– Providing all guests with a glass of champagne on arrival– Have happy/lively music at the reception– Providing excellent food

Defining and refining benefitslessons learnt

• Added to formally and informally• Captured in a log• Language of benefits is different to the language

used with staff• Use IT functionality to help refine your benefits –

Benefits Lite menus• Use a structure to define benefits

Understanding the steps in your project

• IT• Functionality• Locally derived benefits & Benefits Lite• Measures• Benefits Dependency Network• Project plan

SAP benefits dependency network

Improves use of specialist time

Improves outcomes for patients and links

outcomes to assessment information

Improves co-ordination of care to

offer a seamless service

Increases patient involvement in

decision making

Reduces duplication of gathering of

assessment information

Reduces repetition of information

giving by patient

Can access/input up to date assessment history

and demographics wherever the person is

Input information in real time at person’s home/bedside

Only inputting information once, rather than taking notes and adding later

Make decisions and referrals immediately

Practitioners will input assessment information on a computer system

Can use mobile technology to take

this to person’s house/bedside

Can use technology

to share their assessment with

patient/client immediately

Single Assessment Solution will be linked to CRS and will be available using mobile technology

Provide one single, secure

assessment record

Measuring performance and delivery

• Leads for delivering the benefits• Engaging stakeholders

– Focus groups– Audits– Questionnaires– ‘Mince Pie’ meetings

• Baseline– Audit to baseline– Measure against performance

Exercise 3

• So, how will you know if your daughter had a perfect wedding day?

• Look at the steps you identified towards your high level benefit?

• Have they been achieved?• How far did we achieve our benefit?• What tools could you use to measure your success?

• Was champagne available for all guests?• Was the music lively and happy?• Was the food excellent?

Measuring Benefits – Lessons Learned

• To Measure something you need a baseline• If you have defined and refined your benefit into

steps with the IT functionality, the measurement becomes obvious!

Gateshead benefits and progress1. Improved Decision Making2. Improved Use of specialist time3. Reduced duplication4. Reduced Repetition5. Improved co-ordination of care

Progress on Measurement:• Baseline audit cross referenced to benefits and IT

functionality.• Informal feedback through benefits log in business

change meetings• User forum at Christmas, using a traffic light system to

rate how far are we towards benefits

SAP benefits from the group

• What benefits are you trying to deliver from your implementations?

• What progress have you made in achieving them?

Key points of learning

• Terminology• Formal and informal communications• Structured benefits - Benefits log• Benefits flush out functionality• Benefits dependency networks• Ways to engage stakeholders• People• Trust

The Wedding Plan 3

It’s all the best man’s fault!!