1. SAP Lessons Learnt Achieving the Benefits
Penny Gray – Gateshead PCT
Mark Adams – Northumberland, Tyne & Wear SHA

2. 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

3. 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

4. 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

5. Gateshead SAP ‘Kicking off’ the process Capturing the benefits
Refining the benefits
Understanding the steps in your project
Measuring performance
Managing benefits delivery

6. ‘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?

7. 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?

8. ‘Kick off’ lessons learnt
People to invite
Time – 2 hours
Terminology
Jargon busting
Beginnings of benefits
Scope of the project

9. Capturing the benefits
Collating the information
Developing thoughts into benefits
Shared records Improved knowledge
Improved clinical decision making
Deriving benefits from business changes

10. Refining the benefits Have a structure Benefit – one line
Business changes
Measures for success
Responsibility for delivering
Timescales for delivery

11. 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

12. Defining and refining benefits lessons 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

13. Understanding the steps in your projectIT
Functionality
Locally derived benefits & Benefits Lite
Measures
Benefits Dependency Network
Project plan

14. SAP benefits dependency network
Improves outcomes for patients and links outcomes to assessment information
Can access/input up to date assessment history and demographics wherever the person is
Practitioners will input assessment information on a computer system
Increases patient involvement in decision making
Can use mobile technology to take this to person’s house/bedside
Single Assessment Solution will be linked to CRS and will be available using mobile technology
Input information in real time at person’s home/bedside
Improves use of specialist time
Can use technology
to share their assessment with patient/client immediately
Reduces duplication of gathering of assessment information
Only inputting information once, rather than taking notes and adding later
Reduces repetition of information giving by patient
Provide one single, secure assessment record
Make decisions and referrals immediately
Improves co-ordination of care to offer a seamless service

15. 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

16. 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?

17. 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!

18. Gateshead benefits and progress
Improved Decision Making
Improved Use of specialist time
Reduced duplication
Reduced Repetition
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

19. SAP benefits from the group
What benefits are you trying to deliver from your implementations?
What progress have you made in achieving them?

20. 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

21. It’s all the best man’s fault!!
The Wedding Plan 3
It’s all the best man’s fault!!