Our Focus On Benefits Realisation >> Delivering Accelerated and Sustainable Business Benefits An introduction to our Project Definition & Benefits Templates Version As At_November 2009

Introduction Provide an overview of our Project Definition and Benefits Templates which will help ensure we deliver integrated quality and efficiency outcomes from our improvement projects. It is being used to: Agree what projects should be started and what delivery outcomes (quality and efficiency) should be targeted Allow the key benefits to be achieved by the project to be defined in more detail, including agreement on measures, any interim outcomes to be achieved and the changes that need to happen to make benefits realisation possible (People, Process, Technology, Other) The use of these templates will help ensure there Shared understanding across the Project Teams State the case for change Benefits being targeted Current delivery status Benefits that have been achieved and where support to maximise benefits is required.

Our Service Improvement Context We need to focus on achieving quality and efficiency outcomes. Safe Our focus on achieving balanced benefits Safe: Avoiding injuries to patients from the care that is intended to help them Effective: Improving clinical decision making, supporting multidisciplinary care and supporting clinical audit Timely: Reducing waits and sometimes harmful delays for both those who receive and those who provide care Efficient: Avoiding waste, releasing time to care, and reducing unnecessary expenditure Equitable: Providing care that does not vary in quality because of personal characteristics or circumstances Patient Centred: Providing care that is respectful of, and responsive to individual patient preferences, needs, and values Effective Timely Efficient Equitable Patient Centred

Our Service Improvement Context Our focus on continuous service improvement Track our performance Identify where improvements are required Agree minimum outcomes to be achieved Track benefits delivery Intervene where required Agree when and how benefits will be realised Prioritise our projects Start the projects Target the benefits Manage the changes We need to link Performance Improvement, Project Delivery and Benefits Realisation. Performance Improvement Project Delivery Benefits Realisation

Our Service Improvement Context We need to build on the strategic improvement work that is already on-going. We have modelled many areas of our health system and we are now doing this across Mental Health We have started to roll out a training programme focused on Lean-enabled improvement (Facilitator, Expert and Leader) We defined a 1 st phase Service Improvement Programme having analysed and prioritised our whole system challenges with key stakeholders

Our Approach To Benefits Realisation Only around 25% of benefits from change programmes are usually achieved….costing the UK economy over £50B per annum. A lack of focus on benefits realisation is at the heart of this sorry tale. - London School of Economics Over 80% of CEOs are disappointed in the Return on Investment following major change initiatives. A stronger focus on benefits planning and realisation must be a priority for all public sector organisations. - Audit Commission We need a stronger focus on benefits realisation across our organisation.

Our Approach To Benefits Realisation We need to recognise there are different types of benefit. Quantifiable Benefits Measurable Benefits Observable Benefits = We understand what we are trying to achieve = = We have agreed the measures we will use to track benefits delivery We understand what we are trying to achieve We have agreed the measures we will use to track benefits delivery We understand what we are trying to achieve subjective assessments of whether benefits are being realised Move towards measurable and quantifiable benefits wherever possible

Our Approach To Benefits Realisation We need to recognise there are different categories of benefit. Quality Improvement Direct Cost Saving Resource Release Cost Avoidance = = = = We are targeting changes that will improve patient safety, improve the patient’s experience, improve clinical outcomes, minimise delays, and remove variation We are targeting changes that will allow us to reduce unnecessary expenditure and actually reduce budgets year on year We are targeting changes that will allow us to release resources to focus on “value adding” activities: staff (release time to care), clinics/theatres (increase utilisation) We are targeting changes that will allow us to avoid having to make future investments that would have been incurred

Our Approach To Benefits Realisation We need to recognise what actually needs to change to realise the benefits. People Changes Process Changes Technology Changes = = = We will need to change: Roles? Training? Stakeholders? Communications? Organisational Structure? Behaviours? Terms & Conditions? We will need to change: Ways of working? Procedures? Locations? Performance Measures? Governance? Reporting? Contracts? We will need to change: IT systems? IT infrastructure? Data availability? Data access? Data sharing? Other Changes = Any other changes required to move from an opportunity for benefits to be realised to actually realising the benefits?

Our Approach To Benefits Realisation We need to work as a team to make it happen. The Information Team should be engaged as early as possible to help understand the current performance (the baseline) and to agree how benefits will be measured (how & when) The Finance Team should be engaged as early as possible to help understand the current cost position (the baseline) and to determine what savings should be targeted The eHealth Team should be engaged as early as possible if any IT changes are required to help realise benefits The Modernisation Team should be engaged as early as possible to help define the project and to ensure that learning and evidence from other projects is shared Clinical staff

Our Benefits Realisation Templates We are using the following templates (double click to launch the templates) Project Definition Statement Project Status Report Benefit Statement/s Is used to: State your Case For Change (What & Why?) Summarise the current performance, including evidence (Measure & Baseline?) State what changes will be targeted Summarise what benefits will be targeted (Quality and Efficiency) Is used to: Define each key benefit in more detail Define the appropriate measure/s Summarise the enabling changes that are required (people, process, technology) Summarise the milestones that will be tracked (What & By When?) Is used to: Report on delivery progress Report on benefits realisation against plan Escalate any requests for support, issues or decisions to the Project Sponsor or Executive Team

Our Benefits Realisation Templates The Project Definition Statement:

Our Benefits Realisation Templates Use the Project Definition Statement to: (nb: read the completion comments that are available) Summarise the change rationale – why do anything? Summarise the opportunity for improvement and the evidence that is available – how will success be measured? Summarise the position in terms of realising benefits – Safety, Efficiency, Effectiveness, Timeliness, Patient Centred, and Equitable Summarise how success will be measured against each benefit and by when? The focus is on outlining the Case For Change to allow the Project Sponsor and Executive Team to approve the project, to understand what benefits are being targeted (Quality & Efficiency), and to understand how success will be measured (What & By When?)

Our Benefits Realisation Templates The Benefit/s Statement:

Our Benefits Realisation Templates Use the Benefit/s Statement to: (nb: read the completion comments that are available) Provide more detail on each benefit to be targeted (x “n”) Provide clarity on what measures will be used to track each (if >1) benefits Agree what people, process, technology, and other changes are required to actually realise the target benefits Summarise how success will be measured against each benefit and by when? The focus is on outlining what benefits are being targeted and what will be achieved against each of the Quality and Efficiency categories

Our Benefits Realisation Templates The Project Status Report

Our Benefits Realisation Templates Use the Project Status Report to: (nb: read the completion comments that are available) Summarise achievements over the last period (week?) Summarise the focus of change activities to be completed over the next period (week?) Escalate any delivery issues that need to be addressed Highlight progress in terms of realising the target benefits The focus is on providing comfort that the approved changes are being delivered and the targeted benefits are being achieved – or at least the “conditions” for potential achievement are in place