SAP Lessons Learnt Achieving the Benefits

1
SAP Lessons LearntAchieving 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 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

13
Understanding the steps in your project

• IT
• 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
Practitioners will input assessment information
on a computer system
Can access/input up to date assessment history
and demographics wherever the person is
Increases patient involvement in decision making
Can use mobile technology to take this to
persons house/bedside
Single Assessment Solution will be linked to CRS
and will be available using mobile technology
Input information in real time at persons
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
The Wedding Plan 3

• Its all the best mans fault!!