eHealth Benefits Management Toolkit

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eHealth Benefits Management Toolkit
Benefits Definition Measurement.
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Benefits Definition Measurement
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
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Contents
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• Detailed Benefits Definition
• introducing the SMARTT template
• creating benefits profiles
• Benefits Measurement
• filling in the tool
• tracking actuals
• creating a benefits realisation calendar
• Summing Up and Next Steps
• benefits reviews and checkpoints
• presentation of findings

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Recap From Previous Sessions
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• Re-aligned processes around new working processes
  and system capabilities

Role Changes to Working Practices
Enter role (Consultant, Junior Doctor, Charge Nurse, Technician, Porter, etc) Enter changes to working practices (there may be several for each role)







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Recap From Previous Sessions
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• Benefits Identified and Mapped from previous
  sessions

CI RTM MI Benefit
? ? ? Enter Benefit name







RTM Real Time Management of the Patient Journey
CI Clinical Information
MI Management Information
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Detailed Benefits Definition
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
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Identified Benefits
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
Optional Alternative Presentation of Benefits
Priority
Benefit
Benefit
Benefit
Benefit
Likelihood
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Specific Definitions of Benefits
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• It is important to define benefits at the
  beginning of the project or programme to ensure
  that they are consistently understood and
  measured
• In order to capture all of the information about
  each benefit, it is helpful to use a SMARTT
  template to create a Benefits Profile for each
  benefit that will be measured and tracked
• It is important to define the benefits clearly in
  order to keep the workload manageable.

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Benefits Ownership and Sponsorship
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• Each project needs to determine
• who will oversee the benefits collection?
• where the results will be reported to? A project?
  A programme?
• who will conduct benefits reviews?
• whether the results produced are going to be used
  as evidence of efficiency savings. Are there
  pre-set requirements for benefits realisation
  timelines?
• who is going to be collecting the measurements.
  Has this person been informed if their additional
  roles and responsibilities?

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Benefits Ownership and Sponsorship
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• What is the reporting structure for
  Benefits Management and Realisation?

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Assigning Overall Ownership for Benefits
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
Programme
Clinical Change Leadership Group(CCLG)
eHealth Benefits Manager
.
.
Project
Clinical Benefits Lead
Benefits Manager
.
.
Health Board
Board Level Benefits
Board Level Benefits
Board Level Benefits
Senior Responsible Owner Clinical
Sponsor Enabler Measurement Resources
Senior Responsible Owner Clinical
Sponsor Enabler Measurement Resources
Senior Responsible Owner Clinical
Sponsor Enabler Measurement Resources
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SMARTT Benefits
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• Detailed benefit descriptions contain the
  following categories

Benefit Characteristic Definition Example
Specific Description of the benefits Number of re-xray forms completed.
Specific Quality dimensions enabled Safety, efficiency, timeliness
Measureable Variable to be evaluated Number of forms filled in per month
Achieveable How high a priority is the benefit? Scored on a scale of 1-5 (where 5 is the highest priority)
Achieveable How likely is the benefit to be realised? Scored on a scale of 1-5 (where 5 is the highest likelihood)
Realistic What is the benefit dependent on? Strategic direction, process, information management, skills/ behaviours, organisation/roles, infrastructure/physical environment, technology integration
Time-bound Realisation timeframe E.G. Measure benefit from 3 months pre-go-live until 1 year post go-live
Time-bound Measurement interval recommendation E.G. Per minute, per hour, per week, etc.
Time-bound Frequency of measurements E.G. One week out of each month, one month out of each year, etc.
Targeted Benchmark E.G. 20 forms/month
Targeted Target E.G. 20 reduction
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Filling in the Benefits Profiles
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
ACTION Fill in one profile for each benefit
identified in the previous session

• Be aware of opportunities to use measurements
  that are already being taken by the Health Board
• Take into account any pre-existing government
  targets of efficiency estimates when setting
  benchmarks and targets for benefits
• Ensure that dependencies are taken into account
  when determining realisation timelines

SAMPLE
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Measuring Benefits Realisation
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
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Preparing to Measure
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• Now that all of the benefits have been
  established and defined in detail, process and
  role changes have been identified and change
  management planning has commenced, what remains
  is to start measuring benefits.
• A benefits measurement tool has been developed to
  assist programmes and projects in tracking actual
  measurements as they are recorded over time.
• The tool should be filled in with the information
  that has been gathered for the benefits profiles.
  It also asks for some additional detail around
  the type of benefits and how measurements will be
  gathered. There is a user guide for the tool
  which will help with any technical questions.
• After the tool has been filled in, the next
  activity will be to benchmark the measurements,
  and establish a starting point against which to
  measure the target.
• Once benchmarks and targets have been
  established, actual measurements and the dates
  they are taken can be added, and progress tracked
  on the graph on the final page.

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The Benefits Measurement Tool
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
1. Enter core benefit data
2. Enter benefits measurement specifics
3. Enter benefits accountability
4. Record actuals post go-live
5. Track progress against targets
SAMPLE DATA
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Benefits Realisation Plan
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps

• A high level benefits realisation plan is
  required for the national programme lifecycle,
  but it is useful to create a benefits realisation
  plan at project level as well, based on the
  benefits definitions.
• This plan will allow projects to publish
  realistic expected timetables for benefits
  realisation that take into account resource
  requirements and dependencies.
• All of the information required for the plan is
  already included in the benefits measurement
  tool. Publishing a calendar only requires
  entering the data into the table on the following
  slide.
• Justify investment decisions
• Prioritise competing work in context of finite
  resources
• Establish clear ownership / governance
  arrangements
• Realise benefits
• Demonstrate value and effective use of resources

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Benefits Realisation Timetable
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
Benefit Measurement Start Date Measurement End Date
Enter Benefit name DD/MM/YY DD/MM/YY









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Next Steps
Detailed Benefits Definition
Measuring Benefits Realisation
Next Steps
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Next Steps Reviewing Progress

• Projects and programmes should hold regular
  benefits reviews to track the progress of
  benefits realisation against the project and
  programme objectives. This is how they are able
  to demonstrate that they have delivered their
  business cases.
• Health Boards should view benefits reviews as an
  opportunity to highlight areas where benefits are
  not being achieved, and the barriers to achieving
  them.
• Celebrate success! People should remember
  milestones of benefits being achieved.

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Next Steps Preparing for Benefits Reviews

• In order that the Benefits Review is as
  productive as possible
• ensure that the Benefits Measurement Tool is up
  to date
• for benefits that are under-realised, refer to
  the dependencies listed in the benefits profile
  for potential root causes and,
• for those under-realised benefits, prepare a
  potential mitigation strategy, including any
  resource or time requirements. These suggestions
  can be tabled at the Benefits Review and
  considered by the Benefits Review Panel. The
  panel should be a subset of the programme board,
  including at minimum, Health Board
  administration, clinicians and whoever will be
  responsible for developing project success
  targets or goals, and delivering against them.
• The benefits review panel should consult with
  benefits sponsors, owners and enablers in order
  to gain an accurate and holistic view of the
  change programme.

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Next Steps Final Benefits Presentation

• Once the Benefits Management activities have been
  completed, it is important to document all of
  your hard work to define and measure benefits,
  and implement changes.
• For content, use the key outputs from Sessions
  1-5 of the Benefits Management Toolkit.
• Distribute the final presentation to
• project or Programme Teams as applicable
• services and Operational Lines who are affected
  by the new system
• eHealth and Clinical Leads from any Health Boards
  who contributed to the Benefits Realisation and,
• eHealth Division Benefits Manager
• Ensure that successes are broadly communicated,
  and challenges are investigated and addressed.

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Congratulations on completing the benefits
management process and of all your efforts to
ensure that maximum benefit is gained from
eHealth Systems.