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Time-team: Working collaboratively to successfully deliver a PAS implementation in 9 months Presentation to HC2013 Mike Smeeton & Jan Richards.

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Presentation on theme: "Time-team: Working collaboratively to successfully deliver a PAS implementation in 9 months Presentation to HC2013 Mike Smeeton & Jan Richards."— Presentation transcript:

1 Time-team: Working collaboratively to successfully deliver a PAS implementation in 9 months Presentation to HC2013 Mike Smeeton & Jan Richards

2 Presentation Objectives Provide an overview of KGH’s recent experience of planning, managing and successfully delivering a 9 month implementation of Medway PAS and A&E; Share lessons on managing a timely deployment across key project stages; Describe the key principles of time management that underpinned our recent implementation and what mitigations were put in place to minimise the risk of overruns/delays in key areas.

3 About KGH More than 32 wards, 600 inpatient & day case beds, 17 theatres, A&E, Outpatients,diagnostic facilities, state of the art short stay surgery and cardiac centres provide a full range of acute hospital services and provide the primary percutaneous coronary intervention (PPCI) service for the County as well as being the bowel cancer screening centre for Northamptonshire, Leicestershire & Rutland ICIS(CSC/IBA) site with ~ 3000 users KGH provides a wide range of services to about 390,000 people in North Northamptonshire and South Leicestershire.

4 Pre-Deployment Challenges to the Trust Delivering the project to agreed timescales meant over-coming challenges typical to most Trusts: – Stakeholder community engagement – Resourcing! – Current state processes – Ensuring system flexibility – Data migration – Integration with downstream systems – RBAC…

5 Stage 0 Pre-Requisites to Kick Off Trust Readiness - team in place for project launch Scope Defined & Managed - replacing like-for-like initially to support delivery of a future roadmap Collaborative Working - joint commitment with the Supplier to the 9 month plan Lessons Learnt - where has slippage occurred previously and why? A number of elements need to be considered:

6 Stage 1 Project Initiation OutcomeLessons Applied Committed project resources An established project structure Visibility of overarching project. Understanding of the delivery timescales and commitment required.  Clear vision for the project.  Early comms. across the organisation.  Skilled project resource in place.  From Stage 1 onwards – look ahead to the activities and deliverables associated with the next stage whilst in the previous stage. Ensure resources are in place and any issues which have potential to cause overrun are mitigated against.

7 Stage 2 Design & Build OutcomeLessons Applied Conversion of current operations into the Medway solution The preparation activities in place in order to test in stage 3 Trust configured environment delivered on production hardware ready for Trust testing..  Focus on Build Management.  Testing of configuration before UAT  Develop ‘go-live’ processes rather than ‘to be’ processes.  Localise generic System C test scripts rather than build from scratch.  Focus on Data Migration & Reporting early in the project with “Exec- friendly” reports

8 Stage 3 Preparation for Go-Live OutcomeLessons Applied A tested locally configured Medway solution that; Supports the Trust’s operations (business processes & operations proven in Medway all the way through to CDS production) Ensures no impact during transition on patient safety and experience.  Cutover plan developed and communicated early  Work together to identify and resolve testing issues – clear guidelines around prioritisation.  Ensure user roles are defined and tested prior to UAT.  User confidence testing focuses users ready for switch over. Allows end users to login, print and confirm user access is correct in their day to day environment.

9 OutcomeLessons Applied Trust is operationally live on Medway,  Eased by introducing user confidence testing – users have already logged on in their workplaces prior to go-live.  Command Centre arrangements and processes are key.  Option of supplementary resource sourced from System C to support go-live eg experienced floor-walkers Stage 4 Go-Live

10 OutcomeLessons Applied Project successfully delivered and formally closed Solution acceptance Transition to service management  Engage in the Verification process to agree the criteria, based on contract, prior to go- live. Difficult when activity is at it’s peak but important to ensure focus is on the right things post go-live.  Meet regularly to assess status for each criteria and agree outstanding issues. Stage 5 Verification

11 A Supplier Perspective - Deployment Tool s − Identified as an essential element of successful deployment − Developed based on a range of experience and actively being developed − Example tools that we could (jointly) employ:  Medway Configuration Tool  Interface File Format (IFF) validator  CDS Reconciliation  Test Script Manager

12 Deployment Tools – Data Cleansing/Config Mngr Allow System C to track Trust Data Cleansing progress and escalate non-action Provide Trust with clear Data Cleansing reports for action Provide “missing configuration” report in order of severity (records impacted) Provide Manual Migration statistics for Stage and Readiness Gateways Provide Data Quality “Alerts” (based on lessons learnt on poor configuration build/system usage) Details actual status of Data Migration and Medway Build

13 Deployment Tools – IFF Validator − Interface File Format Validator  Technical validation of produced export files from legacy PAS  Specific validation of RTT information

14 14 Deployment Tools - CDS Reconciliation Compares Trust Legacy CDS output (per module) to that produced from Medway Provides project assurance reports (Trust and System C) on the CDS content Highlights anomalies and allow early resolution/explanation of differences Support for scenario modelling (‘what if’)

15 15 Deployment Tools – Test Script Manager Provided to Trust and used jointly Contains generic scripts for localisation by functional area Ability to assign, schedule and export scripts to testers Import completed scripts in and produce testing reports/metrics

16 A Supplier Perspective - Gateways GA0GA1GA2GA3GA5 Title: GA0 Organisation Readiness Timing: End of week 4 Purpose: ensure that both the challenges in readiness for deployment and the implementation approach that is going to be take are understood in advance of Project Initiation. Title: GA1 P.I.D. Sign Off Timing: End of week 8 Purpose: validate the local deployment, develop the required actions plans and document findings in the P.I.D Title: GA2 Design & Build Timing: End of week 25 Purpose: ensure that a set of localised standard deployment environments are in place to allow the commencement of local reference data capture, data migration activities and to ensure that all third party interfaces and infrastructure are implemented. Title: GA5 Verification Sign-Off Timing: Week 46 Purpose: ensure all partied agree that the deployment project is complete based upon a pre-defined set of verification criteria have been passed, Title: GA3 Go-Live ATP Timing: End of week 38 Purpose: ensure the preparatory activities for cut-over. Incl. extensive training, testing and business change activities are complete and a tested, locally configured Medway solution that supports the Trust’s operations is available prior to handover to Service Management.

17 Conclusion – Deployment of PAS in 9 Months Focus on a manageable scope, readiness and previous lessons learned prior to project start-up. User confidence testing is paramount in ensuring users log-on in their own workplace in a ‘real’ situation prior to go-live. A successful deployment will: – Create confidence in the wider organisation – Support delivery of the future functional roadmap – Create a foundation for future process change


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