Projectinitiation:yourcaseforchange

PCRSUKWorkshopJune2017

Part1:Planningyourproject

Projectmyths

• Projectsareforgeekswholikepaperwork&systems

• Projectsarelinear• Projectsareinitiatedfromthetop• ProjectsareallaboutIT&finance• Youhavetospeaktherightlanguagetobeagoodprojectmanager

Thegoodnews

ProjectManagement=CommonSense

Aprojectis…

• Asetofactivitieswithabeginning&anend• Setuptoachieveaparticularpurpose• Toasetquality• Withingiventimeconstraints• Andcostlimits• Differenttoaprogramme

Thereality

• Youcanmakeyourideaarealityifyou:• Areclearaboutwhatyouwanttoachieve• Engagetherightpeople• Workoutwhatisneeded• Agreewhowilldowhat,bywhen&how• Monitorprogress• Makesureitsticks• Celebratesuccesses

Whydoprojectsfail?

• Lackoftoplevelsupport&leadership• Don’teffectivelyengagekeypeople• Poorlyplanned&ill-defined• Inadequatelymonitored,controlled&managed• Failtotakeaccountofthebiggerpicture• Poorcommunication• Failtosplitintobitesize chunks

Suggestedapproach• Findyourallies:establishyour“projectteam”• Clarifyaimsandobjectives• Identifywhereyouarestartingfrom• Agreetargets,risksandactions• Developtheplan• Getdatacollectionunderway• Carryoutactions• Monitorandcheckprogress• Communicate,celebrate&close

Sowhatisyourproject?

Beclearaboutwhatitisyouwanttoachieve

• Howwouldyoudescribeyourproject?• Inpairs,takeaminuteeachtodescribeyourproject.

Noweachexplainyourpartner’sprojecttosomeonefromanotherpair

• Whatistheproject?• Whydoesitmatter?• Whowillbenefit?• Whenwillitbefinished?

Donotinterruptyourpartnerwhiletheyareexplainingyourproject!

Stocktake

WhatisPersonA’sproject?Howdoyoufeelaboutit?Howaccurateisthatassessment?Whatwasdifficult?Whatwasgood?

What are we trying toaccomplish?

How will we know that achange is an improvement?

What changes can we make that willresult in the improvements we seek ?

Act Plan

Study Do

Model for Improvement

Defineyourgoal

• Whatwearedoing• Why• Forwhom• Howmuch• Bywhen• Comparedtowhat?• Andsowhat?

Aimstatement

Whatwillwedo?

Describe theproject

Forwhom?Whowillbeaffectedbyit?

Whichpatientgroups/teams/organisations are you

targeting?

Bywhen? Whenwill youhaveachieveditby?

How much?Quantifytheimpact(eg no.ofpeopleaffected,savingsmade).Howwillyouknowyouhave

succeeded?

Comparedtowhat?

Whenandwhereareyoustartingfrom– whatisyour

baseline?

Why? Whatdifference willthismake?Whydoesitmatter?

Part2:Developingtheplan

It’seasy…

X YJustdoit Efficientservice

IHIandRCLloyd&Associates2008

It’seasy…

X YPatientencounter Satisfiedpatient

IHIandRCLloyd&Associates2008

DriverDiagrams

• AconceptdevelopedbytheInstituteforHealthcareImprovementintheUSA

• Asimplewayoffocusingyoureffortsbyconsideringwhichactionsandfactorscontributemosttoachievementofyouraim

CourtesyofBobLloyd(RobertLloydAssociates)

DriverDiagramscanhelpyou:

• Identifythekeyareasthatwillcontributetoachievingyourprojectaim

• Logicallyfocusyoureffortsonthosekeyareas• Developappropriate&meaningfulmeasures• Recognisecauseandeffectrelationships• Simplycommunicateyouraimandpriorityareasformaximumimpact

DriverDiagramsinclude:

• Theaimofyourproject- whatyouaretryingtoachieve

• Primarydrivers– twoorthreekeyelementsthatwilldeliverthataimorgoal

• Secondarydrivers– elementsorfactorsthatcontributetotheprimarydrivers.

• Relationshiparrows– linkingdrivers.Secondarydriversmaycontributetomorethanoneprimarydriver

• Actionsorinterventions(changeideas)

DriverDiagramsmayalsoinclude:

• Associatedmeasures– Foreachdriverorchangeideayoucanidentifywhatmeasureswillindicatetheprogressyouaremakingtowardsyouraim.

• Thisensuresyouonlyfocusonmeaningfulmeasures

Thehomemadeversion

• Writedownyourgoalonyourflipchart• Agreethetwoorthreeprimarydrivers(5minutes)• Take2minutestoindividuallyrecordyourideasofwhatyouneedtodotomakeithappen– onepost-itperidea

• Asagroup,shareideas(10minutes)• Oneatatimeaddpostitstoflipchart.Buildonideas• Whatothertasksaretheydependenton?• Whatdotheyaffect?

DriverDiagrams:Summary

• Helpidentifytheessentialfactors• Helpyouprioritiseyourimprovementefforts• Helpyoudefinemeaningfulmeasures• Helpbreakdownabigtaskintomanageablesteps• Helpcommunicateyouraimandwhyyouaredoingcertainthings

• Workwellwhenyouinvolveothersindevelopingandsharingthem

Refiningourideas

• Notallideasareequal– butallareimportant• Exploreyourideafromdifferentperspectivesbeforedivingin

• “Themaindifficultyofthinkingisconfusion.Wetrytodotoomuchatonce.Emotions,information,logic,hopeandcreativityallcrowdinonus.It’slikejugglingtoomanyballs.”

• EdwarddeBono,SixThinkingHats,PenguinLondon2000

Positives&benefits

Data,facts,feasibility&objectiveinformation Feelings&intuition

Bigpicture,direction&managementofthethinkingprocess

Negatives,risks&cautionsCreativity&newideas

EdwarddeBono:SixThinkingHats

Recap

• Beclearaboutwhatyouwanttoachieve– whatisyouraim?

• Knowwhereyouarestartingfrom• Developaplan• Keepthingssimple• Workwithothers• Taketimetoreview&refineideas• Thinkaboutmeasurement:howwillyouknowwhenorwhetheryouhavesucceeded?

Yourliftpitch– thinkabout:

• Emotivewords• Thepracticalelementofyourproject/idea/service• Whatmakesyourprojectspecial?• Whatbenefitis/willbeexperienced?• Makeitsoundnatural&conversational,keepeyecontact

• Avoidjargon• Makesolidpoints(notwaffle)• Emphasise howpeoplewillbenefit• Calltoaction

Basedon“Somepeoplecallitanelevatorpitch”,MeganHills,Mymarketingthing.com

• “IrunWellHousewhichpeopleoftencallHereford’sHealthSanctuary.

• We’realittledifferentfrommanyotherChineseMedicineclinicsbecausewereallyareholistic.Wecombineacupuncturewithmassageandherbalsupplements,andwetakethetimetogivediet,exerciseandlifestyleadvice.

• Thiscombination andthelevelofcarecreatesgreathealthresults– andourclientsleavefeelingbetterabouteverything.”

• “Wegivefree20minuteinitialconsultationstotalkaboutwhat’sgoingwithyourhealth– here’smycardifyouknowanyonewhomightfindthathelpful.”

Thepowerofthree

• Feature• Whatdowedo

• Advantage• Whydowedoit

• Benefit• Whatthatmeansforyou

ProjectInitiationPart3:EngagingothersCatherineBlackaby

• engagement• support• awareness• problemsolving• sabotage…

• Whoareourstakeholders?

Whydoweneedpeopletoknow?

• Whoarethestakeholdersinyourproject?• Brainstormalist– oneperpostitnote• Thinkaboutthosewhouse,fund,promote,support,haveinfluenceoverorcompetewithyourservice/project

Whoareourstakeholders?

Usethe‘9Cs’toensurethatyouhaveincludedallrelevantstakeholders:•Commissioners:thosewhopaytheorganisation todothings•Customers:thosewhoacquireandusetheorganisation’s products•Collaborators:thosewithwhomtheorganisation workstodevelopanddeliverproducts•Contributors:thosefromwhomtheorganisation acquirescontentforproducts•Channels:thosewhoprovidetheorganisation witharoutetoamarketorcustomer•Commentators:thosewhoseopinionsoftheorganisation areheardbycustomersandothers•Consumers:thosewhoareservedbyourcustomers:i.e.patients,families,users•Champions:thosewhobelieveinandwillactivelypromotetheproject•Competitors:thoseworkinginthesameareawhooffersimilaroralternativeservices

TheHandbookofQualityandServiceImprovementTools,NHSInstituteforInnovation&Improvement

Whoareyourstakeholders?

• Takefiveminutesindividuallytoidentifystakeholdersfortheproject.

• Writeeachoneonaseparatestickynote• Shareyourthoughtsinyourgroup• Howmanydidpeoplecomeupwith?

• Influenceover/Power:• Powerorauthorityinthisarea(notalwaysformal)

• No.ofcontacts?• Effectiveness&reputation?

• Interestin/Passion:• Levelofexpertiseorknowledge• Affectedby/activeinthisarea• Impactedbyproject

Stakeholdermapping

Keep satisfiedMeet their needs

Move right!

PromotersPartner & manage

Key playersMonitor Defenders

Keep informedShow

consideration

Influence

InterestLow

High

High

Stakeholdermapping

• Whatwearedoing• Whywearedoingit• Whoisdoingit• Howwellwearedoing……whichincludesmeasurementanddata

Whatdostakeholdersneedtoknow?

Whatdoweneedtoknowaboutthem?• What might different stakeholders want to achieve in this area?

• Who has power and influence and are they interested in this topic?

• What motivates patient, public and staff behaviour?

• What resistance or support for change is likely?

Whoarethey?Specify theirroles butalsoconsidertheirstatus,connections,whethertheyaresupporters,peers,influencers,saboteurs,funders,deliverypartners...

Whatdotheyknow?About you,thesubject,thelanguage,thehistory,thecontext,thepeople

Whatdotheyfear?Costs,time, boredom,requeststheycan’tmeet,missingsomething,lettingpeopledown,morework,badpublicity

Whatdotheywant?Tomakeadifference,savemoney,hittargets,promotion,fame, acause,theirlunch…

TheBusinessCase

Whydoone?

• Provideinformationtoenableadecisiontobemade

• Ensurerelevantfactsandfactorshavebeenconsidered

• Outlinetherisksandbenefits• Demonstraterelevancetowidergoals• Showsitwillfixaproblem/provideanopportunity• Testvalueformoney

Componentsofthebusinesscase

• TheExecutiveSummary• ashort,informativesummaryofthebusinesscase(onepagemaximum)

• Outlinethesubject,scope,analysisandkeyfindings;• objectivesoftheproject• Asummaryoftheoutlayandfinancialreturn(itwillcost£x;itwillsave/avoid£y)

• summaryoftheconclusionsasaresultofthestudy

• Introductionandoverview(whatandwhy)• Analysisofthecurrentsituation:context• Whythisisbetterthandoingnothing• Costandbenefit(whatwegetbydoingit)• Whatyourecommendandwhy• Whatmightaffecttheproject• Risks• Costs• Timescales

Afewtips…• Makeitinteresting,clearandconcise.• Showhowitsupportsyourorganisation’s widergoalsandmission

• WritetheExecutiveSummarylast.• Avoidjargonandconjectureorunsubstantiatedopinion.

• Providedetailsasappendices• Giveaclearvisionoftheendgoal• Askforhelpsoyoucandemonstratethevaluetheprojectbringstotheorganisation anditsfinancialbottomline(theReturnoninvestmentorROI).

• Demonstratehowitimprovesquality• Explaintheoptionsyouhaveconsideredandindicateyourpreferredoption.Oneoptionshouldbetohighlighttheramificationsifwe‘DoNothing’

• Seehttp://whatis.techtarget.com/reference/How-to-write-a-business-case orhttps://resources.workfront.com/project-management-blog/how-to-write-a-business-case-4-steps-to-a-perfect-business-case-template formoreinfo

Recapandnextsteps

• Yourgoalandaim• Whereyouarestartingfrom• Driverdiagram– stepstosuccess&indicators• Modelforimprovement• Refiningyourplan– constructivethinking• Stakeholdermapping&differentperspectives• Liftpitch• Businessplancontent&help• Haveagoatputtingittogether….