1. Qtr2 performance report
14 November 2017

2. Contents Executive summary Strategic KPIs (update) Key projects update
User feedback
Operational KPIs
Finance report (7mths ended Oct17)

3. Executive summary
Good performance continues to be achieved with most operational and strategic KPIs meeting expectations, no surprises in user feedback and our financial forecast in line with our spending review allocation.
Service and projects achievements this quarter include the well-received launch of the new website, successful joint validation pilot, UK wide policy framework and research systems infrastructure migration project.
Work continues on developing the new strategic KPIs with data collection and some reporting now possible. Successes to note, good progress in determining baseline data for HRA Approval KPIs, 94% eligible staff have had an appraisal, low sickness levels and external engagement opportunities are being actively promoted and taken up.
While these metrics are being developed we will continue to present operational KPIs in this report to provide operational information during this transition.

4. Executive summary Operational KPIs
Mostly a strong performance throughout the HRA more than meeting expectations.
HRA Approvals timelines (old KPIs) continue to reflect improvement although variability in monthly KPIs shows service resourcing is finely balanced.
Ethics service is meeting its mandatory targets and annual reports are complete. We are targeting action to improve PR timelines (slightly outside expectations for a number of RECs distorting the overall median timelines).
Projects
Programme linkage with strategic plan and financial plan now being developed as part of 2018/19 planning process.
User feedback
No significant changes to overall satisfaction levels despite adapting the scoring structure for this quarter.

5. Strategic KPIs (update and report)

6. User experience
New KPIs for HRA Approval are being developed with baseline data being collated for
increase in number ‘right first time’
improved end to end timelines (and predictability)
Existing operational KPIs show marked improvement on all KPIs for HRA Approval except non-REC approval (see graph, page 7)
Now that most timelines are in line with or exceeding expectations the focus has moved to non-REC timelines. Extended timelines are due to:
High number of applications either incomplete or poor quality requiring re-working / submission of additional documentation
Single validation and proportionality should help reduce these
Median timelines now at 25 days (Oct17) and expected to hover at this level until SIP improvements flow through the system

7. Time from regulatory approval to HRA Approval

8. HRA operating model Theme Description Measure Update
Financial performance
Reduction in the unit cost of processing each application
5% reduction on 16/17 baseline
Baseline data is being determined.
Analysis of REC costs performed.
Forecasting
Enhancing HRA forecasting tools to deliver a balanced I&E
Forecasting to be within 4% range of forecast target
Forecast being recorded within oracle and within range set.
SLT focused on forecast and reserves.
Estates
Improving facilities utilisation and cost effectiveness
Achieve 8sqm/desk industry benchmark
Work towards 8:10 desks / staff member.
8.5sqm/desk achieved
9:10 desk / staff member ratio

9. Our people Theme Description Measure Update Development
Our commitment to developing our people
Our ability to respond to user needs
100% eligible people have had an appraisal
>50% of our people have an opportunity to interact outside of HRA
94% as at 14th November 2017
Actively being promoted. Good take up in some teams
Wellbeing
Sickness absence – vital to HRA success that we create and support a healthy working environment
<1,500 lost days/annum (2.2%)
614 FTE (41% of target, vs 50% timeline)
Engagement
Strong engagement – resulting in a more productive organisation
80% from staff survey
Survey launched IT
Providing the tools to enable our people to perform well
10% improvement on 2017

10. Leadership and transparency
Theme
Description
Measure
Update
Strategic stakeholder engagement
Increased participation on strategic decision making groups
Our ability to respond to user needs
HRA executives spend at least 20% of their time engaging with key external stakeholder groups
More people aware of HRA
SLT criteria / reporting being agreed and reporting mechanism.
As above
Transparency
Our ability to demonstrate publication of research findings and improve visibility of research
tbd
Bill Davidson is leading on developing this measure with the policy group.

11. Projects update

12. Projects - highlights
Programme includes 42 projects, 2 successfully completed (infrastructure migration, UK wide policy framework) 8 deferred.
2018/19 planning process aims to increase focus on key change programmes (SIP and Research Systems) and defer / curtail other projects to release resource and knowledge
SIP governance advisory internal audit review – strong confidence in approach taken
SIP developments include: single validation pilot; proportionate review – stakeholder interviews; IRAS verification tool being developed; resource management PID agreed
Research systems business case formally submitted to DH, awaiting decision.

13. Website How is it being used?
Date range:
5 October – 8 November 2017
Top 10 pages visited:
Planning and improving research
Homepage
News story: New framework for UK health and social care research launched
UK policy framework for health and social care research
What approvals and decisions do I need?
Search
HRA Approval
Approvals and amendments
Amending an approval
Research planning

14. Website - user research
To add to the feedback collected during private beta;
34 people have completed the online feedback from; and
12 people have ed the communications inbox.
5 people were interviewed at Central Manchester NHS Foundation Trust.
Focus group with individuals from local NHS trusts and staff from Central Manchester NHS FT.
To maximise the feedback that we will receive we will utilise social media, our established networks and our external newsletter HRA Latest.

15. Website - People are saying…
Overall people have been very positive and any suggestions made have been implemented and taken into consideration.
Site is clear and concise and contains a lot of useful information about the approval process
Very impressive well done!
I’ve just had a quick look and have to say that it seems so much more user friendly that the current active website and the links to additional information are great – it makes the information flow and makes so much more sense rather than having to spend ages searching for the additional info – this will be great for those people who are new to research too.
“I’ve just done a quick navigation of it and I must say I can only see improvements at this point, the old website really wasn’t easy to navigate but the new version seems MILES better…..especially the layout of information”
Very impressed with the new look HRA website - much easier to navigate! I like the fact links are embedded within highlighted words in the text.

16. User feedback

17. User feedback - highlights
No significant changes to feedback following adaption of rating
226 (Apr17 – Sep17) respondents completed online feedback survey. Response rates remain constant (221 Oct16 to Mar17 and 236 Apr16 to Sep16).
The top 3 services/functions rated as either excellent or good by respondents are: 
HRA Assessment Team / REC / CAT Staff – 91%
IRAS Usability – 82%
IRAS Guidance – 73%

18. Satisfaction with HRA service

19. HRA service rating

20. Operational KPIs

21. HRA Approval
Significant improvement in timelines for HRA Approval compared to 2016/17 – more analysis provided in HRA assessment performance report
These operational KPIs are b/f from 2016/17 and will be replaced by end to end timelines in due course. Data collection on these new KPIs is currently being established.
Focus has been on achieving target KPIs for 1B;1C;1D. Focus is now being directed at 1A. Contributing factors for non-REC (reduced to 25 for Oct 17) include
Incomplete applications
Quality of applications
Proportionality

22. Ethics and CAG
The research ethics service continues to perform well meeting its operational KPIs except proportionate review (pr) which is falling slightly behind. For PR steps are being taken to address the target with a focus on a number of RECs where timelines are not being met.

23. Systems, quality & transparency

24. Learning, FOI and finance
These are new KPIs and are currently in development phase. Data collection will enable us to understand our starting point and will inform target levels for the 2018/19 planning process.

25. Appendices:
Finance report – October 2017