Transcript Document

Measures Definition
Workshop
1
Who Should Attend
• Users:
– Service area managers
• and/or Benefits Working Group representatives
• Project Team
• Senior Managers/Sponsor (sign-off)
Output Sought
• List of measures, monitoring schedule and
governance
2
Workshop Outline
•
•
•
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Introductions
Project update and objectives
Why have you been ask to participate?
What are our measures for success? (monitoring
criteria and key success factors)
• Agreed governance and reporting schedule
• Who will take on the roles and responsibilities?
• Next steps
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Effective measurement and
monitoring will:
• indicate the extent to which benefits are being
realised
• give early warning of potential problems
• create the opportunity to adapt the benefits or
changes to enable the overall objectives
• ensure that achieved benefits are measured,
reported and communicated
• contribute to lessons learned
4
Financial benefits
• Include calculation of unit value for transparency
• Base calculated value on evidence (process
mapping, time in motion study, case studies, …)
• Be careful not to overestimate
• Differentiate between cash release, cost
avoidance and time savings
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Non-financial benefits
• Agree evaluation criteria with relevant
stakeholders
• Base any estimated values on evidence
(published case study, survey, …)
• Remember to gather baseline measures for
these too
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Examples
Category
Benefit Descriptions and Numbers
Measure
Value /
Target
Financial –
Cash
Release
e.g. “reduce stationery cost by using electronic
requesting for labs”  Save 1p in paper and
printing cost for each request. Around 6000 lab
requests submitted per week.
(1p x 6000
requests) x 52
week
£3120 p.a.
Financial –
Time
Release
e.g. “release lab staff time registering requests
by using electronic requesting ”  Save 1
minutes per request. Around 6000 requests
received per week.
(6000 requests
per week x 1
min) / 60 mins /
shift weekly hrs
= WTE released
2.7 WTE
released
(Band 4 =
£19k p.a.=
£51,300)
None.g. “reduce test results turn around time” 
financial releasing 2.7 WTE will enable 400 additional
Quantifiable tests being run per week, which will eliminate
backlogs
% same day test N/A
results
e.g. “reduce staff frustration due to need for
double data entry”  staff satisfaction survey
with regard to duplicate data entry
% of satisfied or N/A
very satisfied
Nonfinancial Qualitative
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Realistic and Achievable
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Breakout Exercise
Define appropriate measures for success for each
key benefit in turn:
• What will show there has been an improvement?
• What data is already collected and can be reused? Other sources: case studies, reports, …?
• Is more than one measure required?
• Or does one measure apply to more than one
benefit?
• Is the benefit quantifiable (cash, time, no. of
cases, percentage, …)?
• Or will a survey/rating scale need to be created?
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Coffee break
10
Reporting
Review and agree:
•
•
•
•
Measures definition
Additional data capture activities required
Dates for these and baseline measurements
Reports frequency and recipients
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Governance
What are the:
• Roles and responsibilities for
– Gathering data
– Pulling together and distributing reports
– Analysing and devising remedial actions
• Transition arrangements to ensure continued
monitoring and reporting of benefits and
performance after implementation
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Don’t re-invent the wheel
Talk to your Management Information /
Performance Management Teams:
• What are the current levels of performance and
what measures are available?
• What improvements are being targeted in terms
of Quality and Efficiency?
• Is there any cross over with other service
improvement/18 weeks activities?
• What work or learning points from other projects
can be used?
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Before you go:
• Who (name) will take forward the additional data
capture activities required?
• Who (name) will take on any/all of the reporting
and monitoring responsibilities in your area?
• If not known, date names should be emailed by
In your team:
• Share the proposed measures:
– Are they valid measures of success?
– Is the data available and reasonably easy to
collect?
• Get in touch with any feedback or if you need
any help!
14
Next Steps
• Finalise measures, templates and schedules.
• Use the Measures Register and Benefits
Realisation Plan to capture today’s work.
• Determine the financial value of benefits where
possible.
• Identify dependencies in order to plan and
deliver necessary changes.
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