Clinical Dashboard Programme Imperial - Benefits Realisation Workshop (WS3) 17-Sep-2009

2 Workshop Agenda Item Lead Introductions / Objectives of WorkshopJago Benefits Approach OverviewJago Group Exercise 1: Confirm benefits and measures; Identify benefit realisation enablers and risks all Group Exercise 2: Change interventions and actionsall Key Milestones moving forwardJago Next stepsJago/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 Mth0Mth1 Mth2 Mth3 Year Mth4 Mth5 Initiate Project Require ments MoU Dashboard Requirements Kick-offWS1WS2 Project Scoping Work- order Project Delivery Integration Test Go-Live 2-3 wks2 wks 5 wks wks WS3 Work order Test Require MOU Go-live Service Improve Change Ready 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 Project Milestones Benefit Realisation Activities 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 BenefitAgree (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 Dashboard mock-up / requirements (1/3) - Ward

10 Dashboard mock-up / requirements (2/3) – Out Patient

11 Dashboard mock-up / requirements (3/3) – PC Only

12 Exercise 1b: Identify and Assess Benefits Benefit Summary Risks to realising benefit? How can we optimise benefit? ComplexityMeasures / 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 dashboard Theatre 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 achieved Measure no of cancelled operations (reduce) Measure no of late starts (reduce)

13 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 forwardMust be one person Agree clinical lead(s) for dashboard once liveForum for each site (St. Marys, Hammersmith, Charing X)? Initiate regular operational forum/meeting for discussion of dashboard information with mandate to make changes as a result of observations Forum for each site (St. Marys, Hammersmith, Charing X)? 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 Forum required for agreeing changes to dashboard. Can we use the current project board for this? 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

14 Mth0Mth1 Mth2 Mth3 Year Mth4 Mth5 Initiate Project Require ments MoU Dashboard Requirements Kick-offWS1WS2 Project Scoping Work- order Project Delivery Integration Test Go-Live 2-3 wks2 wks 5 wks wks WS3 Work order Test Require MOU Go-live Service Improve Change Ready 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 Project Milestones Benefit Realisation Activities 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

15 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