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 • • • • 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 3 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 5 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 6 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 7 Realistic and Achievable 8 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? 9 Coffee break 10 Reporting Review and agree: • • • • Measures definition Additional data capture activities required Dates for these and baseline measurements Reports frequency and recipients 11 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 12 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? 13 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. 15