Measures Definition Workshop

1. Measures Definition Workshop

2. 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

3. 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

4. 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

5. 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

6. 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

7. Examples

8. Realistic and Achievable

9. 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 re-used? 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?

10. Coffee break

11. Reporting Review and agree: • Measures definition • Additional data capture activities required • Dates for these and baseline measurements • Reports frequency and recipients

12. 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

13. 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?

14. 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!

15. 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.