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NHS Connecting for Health is delivering the National Programme for Information Technology
SAP Lessons LearntAchieving the Benefits
Penny Gray – Gateshead PCT
Mark Adams – Northumberland, Tyne & Wear SHA
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
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
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
Gateshead SAP
• ‘Kicking off’ the process• Capturing the benefits• Refining the benefits• Understanding the steps in your project• Measuring performance• Managing benefits delivery
‘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?
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?
‘Kick off’ lessons learnt
• People to invite• Time – 2 hours• Terminology• Jargon busting• Beginnings of benefits• Scope of the project
Capturing the benefits
• Collating the information• Developing thoughts into benefits
Shared records Improved knowledge
Improved clinical decision making
• Deriving benefits from business changes
Refining the benefits
• Have a structure– Benefit – one line– Business changes– Measures for success– Responsibility for delivering– Timescales for delivery
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
Defining and refining benefitslessons 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
Understanding the steps in your project
• IT• Functionality• Locally derived benefits & Benefits Lite• Measures• Benefits Dependency Network• Project plan
SAP benefits dependency network
Improves use of specialist time
Improves outcomes for patients and links
outcomes to assessment information
Improves co-ordination of care to
offer a seamless service
Increases patient involvement in
decision making
Reduces duplication of gathering of
assessment information
Reduces repetition of information
giving by patient
Can access/input up to date assessment history
and demographics wherever the person is
Input information in real time at person’s home/bedside
Only inputting information once, rather than taking notes and adding later
Make decisions and referrals immediately
Practitioners will input assessment information on a computer system
Can use mobile technology to take
this to person’s house/bedside
Can use technology
to share their assessment with
patient/client immediately
Single Assessment Solution will be linked to CRS and will be available using mobile technology
Provide one single, secure
assessment record
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
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?
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!
Gateshead benefits and progress1. Improved Decision Making2. Improved Use of specialist time3. Reduced duplication4. Reduced Repetition5. 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
SAP benefits from the group
• What benefits are you trying to deliver from your implementations?
• What progress have you made in achieving them?
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
The Wedding Plan 3
It’s all the best man’s fault!!