Time-team: Working collaboratively to successfully deliver a PAS implementation in 9 months

1. Time-team: Working collaboratively to successfully deliver a PAS implementation in 9 months Presentation to HC2013 Mike Smeeton & Jan Richards

2. Presentation Objectives • Provide an overview of KGH’s recent experience of planning, managing and successfully delivering a 9 month implementation of Medway PAS and A&E; • Share lessons on managing a timely deployment across key project stages; • Describe the key principles of time management that underpinned our recent implementation and what mitigations were put in place to minimise the risk of overruns/delays in key areas.

3. About KGH • More than 32 wards, 600 inpatient & day case beds, 17 theatres, A&E, Outpatients ,diagnostic facilities, state of the art short stay surgery and cardiac centres • provide a full range of acute hospital services and provide the primary percutaneous coronary intervention (PPCI) service for the County as well as being the bowel cancer screening centre for Northamptonshire, Leicestershire & Rutland • ICIS(CSC/IBA) site with ~ 3000 users KGH provides a wide range of services to about 390,000 people in North Northamptonshire and South Leicestershire.

4. Pre-Deployment Challenges to the Trust Delivering the project to agreed timescales meant over-coming challenges typical to most Trusts: • Stakeholder community engagement • Resourcing! • Current state processes • Ensuring system flexibility • Data migration • Integration with downstream systems • RBAC…

5. Stage 0 Pre-Requisites to Kick Off A number of elements need to be considered: Scope Defined & Managed - replacing like-for-like initially to support delivery of a future roadmap Trust Readiness - team in place for project launch Lessons Learnt - where has slippage occurred previously and why? Collaborative Working - joint commitment with the Supplier to the 9 month plan

6. Stage 1 Project Initiation

7. Stage 2 Design & Build

8. Stage 3 Preparation for Go-Live

9. Stage 4 Go-Live

10. Stage 5 Verification

11. A Supplier Perspective - Deployment Tools • Identified as an essential element of successful deployment • Developed based on a range of experience and actively being developed • Example tools that we could (jointly) employ: • Medway Configuration Tool • Interface File Format (IFF) validator • CDS Reconciliation • Test Script Manager

12. Deployment Tools – Data Cleansing/Config Mngr • Allow System C to track Trust Data Cleansing progress and escalate non-action • Provide Trust with clear Data Cleansing reports for action • Provide “missing configuration” report in order of severity (records impacted) • Provide Manual Migration statistics for Stage and Readiness Gateways • Provide Data Quality “Alerts” (based on lessons learnt on poor configuration build/system usage) • Details actual status of Data Migration and Medway Build

13. Deployment Tools – IFF Validator • Interface File Format Validator • Technical validation of produced export files from legacy PAS • Specific validation of RTT information

14. Deployment Tools - CDS Reconciliation • Compares Trust Legacy CDS output (per module) to that produced from Medway • Provides project assurance reports (Trust and System C) on the CDS content • Highlights anomalies and allow early resolution/explanation of differences • Support for scenario modelling (‘what if’) 14

15. Deployment Tools – Test Script Manager • Provided to Trust and used jointly • Contains generic scripts for localisation by functional area • Ability to assign, schedule and export scripts to testers • Import completed scripts in and produce testing reports/metrics 15

16. A Supplier Perspective - Gateways Title: GA2 Design & Build Timing: End of week 25 Purpose: ensure that a set of localised standard deployment environments are in place to allow the commencement of local reference data capture, data migration activities and to ensure that all third party interfaces and infrastructure are implemented. Title: GA5 Verification Sign-Off Timing: Week 46 Purpose: ensure all partied agree that the deployment project is complete based upon a pre-defined set of verification criteria have been passed, Title: GA0 Organisation Readiness Timing: End of week 4 Purpose: ensure that both the challenges in readiness for deployment and the implementation approach that is going to be take are understood in advance of Project Initiation. Title: GA1 P.I.D. Sign Off Timing: End of week 8 Purpose: validate the local deployment, develop the required actions plans and document findings in the P.I.D Title: GA3 Go-Live ATP Timing: End of week 38 Purpose: ensure the preparatory activities for cut-over. Incl. extensive training, testing and business change activities are complete and a tested, locally configured Medway solution that supports the Trust’s operations is available prior to handover to Service Management.

17. Conclusion – Deployment of PAS in 9 Months Focus on a manageable scope, readiness and previous lessons learned prior to project start-up. User confidence testing is paramount in ensuring users log-on in their own workplace in a ‘real’ situation prior to go-live. A successful deployment will: • Create confidence in the wider organisation • Support delivery of the future functional roadmap • Create a foundation for future process change