Project Initiation Document Template

Template C&B Project Initiation Document Programme Sub-Prog/ Project Prog. Director Sub Prog/Proj Mgr Author Version Date NPFIT EBS DOCUMENT NUMBER Nation al Prog NPFIT Org EBS Prog /Proj PMG V2.1 FINAL Doc Seq CM NF 268/04 PLN 0007 Version No Status Local Health Community – Implementation of the Choose and Book Application Project Initiation Document Page 1 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Amendment History: Version V0.1 Date Amendment History First version based on national template Approvals: This document requires the following approvals. Name Signature Title Date of Issue Version Document Location This document is only valid on the day it was printed. Please contact the Document Controller for location details or printing problems. This is a controlled document. On receipt of a new version, please destroy all previous versions (unless a specified earlier version is in use throughout the project). Page 2 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Contents INTRODUCTION ............................................................................................4 1.1. Purpose of this Document ........................................................................4 1.2. Purpose of the Booking and Choice Project ..............................................4 2. BACKGROUND ..............................................................................................4 2.1. Strategic Context of the Project ................................................................4 2.2. Delivering 21st Century Information Technology .......................................5 2.3. Wider Context of Choice ..........................................................................6 3. PROJECT OBJECTIVES ................................................................................7 3.1. Overall Project Objectives ........................................................................7 3.2. Project Benefits .......................................................................................8 4. PROJECT SCOPE..........................................................................................8 4.1. Overall Project Scope ..............................................................................8 4.2. Applications in Scope...............................................................................9 4.3. Activities in Scope ................................................................................. 10 4.4. Method of Approach .............................................................................. 11 4.5. External Dependencies .......................................................................... 11 4.6. Constraints ............................................................................................ 12 4.7. Assumptions.......................................................................................... 13 4.8. Project Costs ......................................................................................... 13 5. PROJECT DELIVERABLES .......................................................................... 13 6. PROJECT INTERFACES AND RELATIONSHIPS .......................................... 14 6.1. Organisations ........................................................................................ 14 6.2. Responsibilities ..................................................................................... 15 7. PROJECT ORGANISATION.......................................................................... 16 7.1. Local Project Organisational Structure .................................................... 16 7.2. Local Project Board ............................................................................... 17 7.3. Board member responsibilities ............................................................... 17 7.3.1. Senior Project Executive................................................................. 17 7.3.2. Senior User .................................................................................... 18 7.3.3. Senior Supplier .............................................................................. 18 7.3.4. Project Manager ............................................................................. 18 7.4. Project Team ......................................................................................... 19 8. COMMUNICATIONS..................................................................................... 19 9. PROJECT QUALITY PLAN ........................................................................... 20 10. LOCAL PROJECT MANAGEMENT ........................................................... 21 10.1. Project Control Mechanism .................................................................... 21 10.2. Project Control Meetings ........................................................................ 21 10.3. Project Evaluation .................................................................................. 22 APPENDICIES ..................................................................................................... 23 Appendix I: Booking and Choice – Local Health Community Background and current status .................................................................................................... 23 Appendix II: LHC Volumes of Referrals .............................................................. 24 Appendix III: Project Plan................................................................................... 25 Appendix IV: Project Costs ................................................................................ 26 Appendix V: Risk Log ........................................................................................ 27 Appendix VI: Glossary of Terms ......................................................................... 28 Appendix VII: Additional Information and Documents Available ........................... 29 Appendix VIII: Funding ...................................................................................... 30 1 Page 3 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL 1 1.1. INTRODUCTION Purpose of this Document The purpose of this document is to define the Implementation of the Choose and Book system at the Local Health Community (LHC) level and to provide a framework basis for the management and assessment of the success of the Project. 1.2. Purpose of the Booking and Choice Project The purpose of this project is to implement the Choose and Book application and associated processes within xxx Local Health Community in line with the requirements of the national Booking and Choice Implementation Strategy. The project team will work with the xxx Cluster, xxx SHA to ensure shared learning around redesigned processes, referral protocols and software developments. The project should also inform the development of high-level plans for phased roll-out of additional services and GP Practices following completion of the initial implementation, to ensure the Choose and Book service is able to support the Local Health Communities plans for meeting Booking and Choice targets by December 2005. 2. 2.1. BACKGROUND Strategic Context of the Project The NHS Plan, published in a White paper in 2000, set targets for replacing waiting lists for hospital appointments and admissions with booking services. These will give all patients a choice of a convenient appointment / admission date and time within a guaranteed maximum waiting time. Booking will also help clinicians and staff in the NHS to better organize their working lives. The specific targets for booking are:    Two thirds of all outpatient appointments and inpatient elective admissions will be pre-booked by 31st March 2004 (NHS Plan); 100% of outpatient appointments and inpatient elective admissions will be pre-booked by 31st December 2005 (NHS Plan); There will be electronic booking of appointments for patient treatment by 31st December 2005 (NHS Plan). An Outline Business Case (OBC) was developed and approved on the 21 st December 2001. It proposed a national framework for implementing the Booking and Choice Programme. This concluded that, in order to succeed:  This Project must sit within the Booking Work Streams for the Waiting, Booking and Choice Delivery Plan. It is an integral part of the strategy to deliver fast and convenient care and to provide choice for patients; Page 4 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL  The specific targets above will not be achieved unless they are underpinned by electronic booking services. 2.2. Delivering 21st Century Information Technology Historically, the NHS has not used or developed IT to its full potential as a strategic asset in delivering and managing healthcare. While there were good, usually local, IT initiatives sponsored by enthusiastic visionaries, these were outweighed by the overall lack of funding and development priority given to IT at all levels. Good experiences were not captured, and successful implementations were not scaled from their local beginnings to NHS-wide application. In June 2002, the Department of Health published “Delivering 21st century IT, Support for the NHS”. This document outlined the strategy and the scope for the National Programme for IT in the NHS (NPfIT). NPfIT was established in October 2002 to implement projects vital to the NHS modernisation programme and focuses on four key developments which will make a significant difference to patients:     An electronic integrated care records service including a nationally accessible core data repository and digital images; The provision of facilities for electronic booking of appointments; The electronic transmission of prescriptions; An underpinning IT infrastructure with sufficient connectivity and broadband capacity to meet future NHS needs. The work of NPfIT will be undertaken progressively giving patients greater involvement in decisions about their own care, and access to, and ownership of, their own records over time. National Application Service Providers (NASPs) are responsible for delivery of core national applications; NHS Care Records Service and the Choose and Book Service. Local Service Providers (LSPs) are responsible for the delivery of a full range of IT services in a cluster of Strategic Health Authorities (SHA). These are grouped into five areas to align with SHA boundaries:      London; North East; Southern; Eastern; North West & West Midlands. These services will meet national standards and requirements. The National Infrastructure Service Provider will be responsible for provision of networking and supporting services. The National Programme for IT has now placed contracts for up to 10 years with all LSPs and NASPs and is now working on the implementation phase of the programme. Page 5 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL CHOOSE AND BOOK CONTRACT INTERNET DIRECTORY of SERVICES SEARCH ENGINE APPT & REFERRAL DIRECTORY NHS WEB FRONT END ICRS SPINE CONTRACT DATA SPINE BMS Compliant GP Systems Compliant PAS COMMON SERVICES LOCAL SERVICE or NHS-Direct CLUSTER RESPONSIBILITY Using local IT or LSP services Figure 1- Diagram to show the inter-relationship of the main areas of NPfIT. 2.3. Wider Context of Choice As well as being a key project within NPfIT, Booking and Choice is an integral part of the Department of Health’s (DH) commitment to Access, Booking and Choice (ABC) in the NHS. The NHS is committed to improving access to services and increasing the choice patients can exercise when they use these services. This is a major undertaking and fundamentally changes the relationship between patients and the NHS. Choice is central to the Government's agenda for modernising and improving public services and creating a patient-centred NHS. It is about treating people as active citizens, not as passive recipients of a service, enabling them to exercise choice over important aspects of their lives. A key enabler to providing choice is the provision of the Choose and Book system. A programme of work has run successfully for some time to change processes in Local Health Communities (LHCs), to improve access and choice for patients. In many cases this has involved the assessment of current booking processes and the redesign of those processes. In some cases this has also involved the introduction of local electronic booking systems to maximise improvements both to patient services and the working lives of staff, and to help achieve the targets. During this programme it became clear that Booking Systems need to be supported by national information systems, and these systems are being delivered by the Booking and Choice Programme. By December 2005 patients will be offered choice at the point of referral. Patients needing elective surgery will be able to select from 4 or 5 different providers, including both NHS and private sector providers. From December 2005, all patients will be able to choose from a locally-decided selection of approved providers, with a potential choice from: Page 6 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL      A General Medical Practitioner (GP) or other healthcare professional in Primary Care who has a special interest in their particular condition; An NHS hospital either local or further a field; An NHS or independent sector-run diagnosis and treatment centre (DTC); An independent sector hospital; An accredited hospital in Europe. This option will only be offered for specialties where UK capacity is so constrained that an acceptable level of choice is not available. The Primary Care Trust will define and agree the range of choice through commissioning. Wherever patients choose to be treated they will remain NHS patients and will be treated according to NHS principles and standards. The implementation of the Choose and Book system is supported by the Delivery Framework for the Implementation of Booking and Choice at the point of referral. 3. 3.1. PROJECT OBJECTIVES Overall Project Objectives The overall objective of the project is the successful implementation of the national Choose and Book Service at xxx Local Health Community. The xxx LHC consists of the following Trusts and PCTs   xxx NHS Trust(s); xxx PCT(s). The specific project objectives include:         To develop and implement robust, practical and user friendly electronic booking and referral processes which can be rolled out across the LHC to achieve the National Booking and Choice targets; To manage the relationship with third parties that provide necessary input, e.g. national Booking and Choice Programme and existing systems vendors; To manage the implementation process through defined project management approaches; To achieve hardware and network upgrades as necessary; To provide a Booking Management Service (BMS); To train all persons affected in the new processes and the use of the Choose and Book Service as appropriate; To effectively manage key stakeholders; To provide input into lessons learnt for use by other Booking and Choice implementers. Page 7 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL 3.2. Project Benefits The following is a summary of the main benefits the Choose and Book Service should bring. The local project benefits will be defined and a process for measurement of benefits agreed. Patient centred benefits:     Patients will have a greater opportunity to influence the way they are treated by the NHS Patients will be able to discuss their treatment options so that they experience a more personalised health service Patients will experience greater convenience and certainty which will reduce the stress of referral Patients will have a choice of time and place which will enable them to fit their treatment in with their life, not the other way round Clinicians and NHS staff centred benefits:     GPs and their practice staff will have much greater access to their patients' care management plans, ensuring that the correct appointments are made GPs and practice staff will see a reduction in the amount of time spent on the paper chase and bureaucracy associated with existing referral processes Consultants and booking staff will see a reduction in the administrative burden of chasing hospital appointments on behalf of patients The volume of Did Not Attends (DNAs) will reduce because patients agree their date, and consultants will have a more secure referral audit trail 4. 4.1. PROJECT SCOPE Overall Project Scope The following GP Practices are included in the scope of the initial implementation of this project: Practice GPs (total x) Address Contact number Practice Manager Expected go-live date The following Specialties are included in the scope of the initial implementation of this project: Specialty Lead Clinician Expected go-live date Page 8 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL The following user groups are included in the scope of the initial implementation of this project: Trust Staff (xxx in total):  Project Team (xx)  PAS Manager (xx)  IM & T Technical Support (xx)  Medical Records Team Leaders (xx)  Consultants (xx)  Medical Secretaries (xx)  Trust Trainers (xx)  Helpdesk (xx)  Other Staff (xx) PCT Staff (xxx in total):  GPs (xx)  Practice Managers (xx)  IM & T Technical Support (xx)  Clinical Staff (xx)  Commissioners (xx)  PCT Trainers (xx)  Helpdesk (xx)  Other Staff (xx) 4.2. Applications in Scope The following Choose and Book compliant Legacy PAS Systems are included in the scope of the initial implementation of this project, : Trust Name Vender name System name Version Note: Legacy applications in this context mean Existing System which will be upgraded to comply with National requirements for Booking and Choice and integration with NCRS and the Spine. The NPfIT Existing Systems Programme will manage the national compliance activities of the Existing Systems. The following Choose and Book compliant Legacy GP systems are included in the scope of the initial implementation of this project, : PCT Name GP Practice Name Vender name System name Version Page 9 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL 4.3. Activities in Scope The following activities form the scope of the project: Stage 1 – Selection for Adoption  Readiness Assessments;  Declaration of Intent. Stage 2 – Project Initiation  Project Initiation and Management;  Project Planning. Stage 3 – Technical Readiness  Infrastructure readiness;  N3;  Registration Authority;  Booking Management Service (BMS);  Helpdesk. Stage 4 – People Readiness  Communications;  Stakeholder Engagement;  Booking process redesign activities;  Choose and Book System Business Processes;  Training. Stage 5 – System Configuration  Choose and Book Service Definition;  Choose and Book Service Selection Guidance;  Choose and Book Commissioning;  Local end to end testing and local regression testing. Stage 6 – Go-live  Upgrade of PAS system to Choose and Book Compliant version;  Upgrade of GP system to Choose and Book Compliant version;  Go Live commissioning activities. Stage 7 – Post Go-live Rollout  Lessons Learned;  Benefits Realisation;  Lessons Learned;  Post Go Live Deployment. The following activities are deemed to be out of scope of the project:         Referrals originating from Secondary Care; General Dental Practices; Inpatient bookings; Referrals from Opticians, Optometrists and others in primary care services; Primary to Primary Care referrals; Additional changes to Booking and Choice for example; follow-ups, multiple and linked appointments, Day Case bookings that originate from a first outpatient appointment; Development of base product training material for national Booking and Choice; Delivery of national applications to timetable. Page 10 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL 4.4. Method of Approach The method of approach is integral to the implementation of the Choose and Book system. Please refer to the project plan in appendix III for full details of the method of approach. However the approach will include the execution the following stages:        Stage 1 – Selection for Adoption Stage 2 – Project Initiation Stage 3 – Technical Readiness Stage 4 – People Readiness Stage 5 – System Configuration Stage 6 – Go-live Stage 7 – Post Go-live Rollout The overall method of approach will be to implement Choose and Book initially to a limited number of Specialties and GP Practices. Future phases of the project should be planned to implement Choose and Book across all Specialties and all GP Practices. The planning for the full roll out of Specialties and GP practices should be undertaken in parallel to the initial implementation of Booking and Choice. 4.5. External Dependencies The successful implementation of the Choose and Book system in xxx Local Health Community will be dependant on the delivery of a number of external deliverables. These are listed below: External Dependency Choose and Book Service Manual NPfIT Infrastructure Compliance Standards and Guidelines Describing Services available in Booking and Choice Document Template spreadsheet for data entry into DoS BMS Resource Pack Provided by NPfIT Booking and Choice Programme NPfIT Technology Office NPfIT Booking and Choice Programme NPfIT Booking and Choice Programme NPfIT Booking and Choice Programme Project Area affected EBS Business Process design Local Infrastructure Date Required Choose and Book Video and CD Rom Choose and Book Clickable Demo Choose and Book Trainer’s Pack Choose and Book Online Training Tool Choose and Book train-the- NPfIT Booking and Choice Programme NPfIT Booking and Choice Programme NPfIT Booking and Choice Programme NPfIT Booking and Choice Programme NPfIT Booking and Directory of Services Population Directory of Services Population Establishing a Booking Management Service Stakeholder Engagement / training EBS Awareness and education Train the Trainers End User Training Train the Trainers End User Training Page 11 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL trainer session Spine Training Material Spine Train the Trainer session Legacy PAS upgrade training material (if applicable) Legacy GP system upgrade training material (if applicable) Test version of Choose and Book compliant PAS Choice Programme / LSP NPfIT Spine Programme NPfIT Spine Programme / LSP PAS Legacy supplier GP Systems Legacy suppliers PAS Legacy Supplier Train the Trainers End User Training Train the Trainers End User Training Train the Trainers End User Training Local end-to-end testing. Local regression testing Local end-to-end testing. Local regression testing Local end to end testing Go-Live User registration Local end to end testing Go-live Go-live Go-live Go-live Test version of Choose and Book compliant GP System GP System Legacy Supplier N3 Installations Registration Authority Kits Smart Cards and Readers Received Choose and Book Production Environment Upgraded Choose and Book compliant PAS Production system Upgraded Choose and Book compliant GP Production System NPfIT N3 Programme NPfIT Spine Programme NPfIT Spine Programme NPfIT Booking and Choice Programme PAS Legacy supplier GP Systems Legacy suppliers 4.6. Constraints Possible constraints include:         Ability of legacy suppliers; Local network and infrastructure; Local resources; Communication channels across the Local Health Community; Continuity of staff and key supporters of the project; Failure to get commitment from key stakeholders; Availability of clinicians and GPs to champion the project and participate in the steering groups, training etc; All patients requiring referrals must have an NHS number. Page 12 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL 4.7. Assumptions The following assumptions have been made in agreeing the scope of this project:          Sufficient project resources are made available to ensure that the project is delivered within the planned timescales; All key stakeholders are represented; All Commissioning issues are resolved; Commitment is gained from all parties; All associated projects will be completed to enable Choose and Book to be technically capable of operation (Spine, N3, Integration of GP system and PAS); Choose and Book will provide a better experience for the patient; Choose and Book will provide a better experience for Secondary Care Professionals; Choose and Book will provide a better experience for Primary Care Professionals; The Choose and Book system is fit for purpose. 4.8. Project Costs A breakdown of costs for the project planning, updating of legacy systems (where applicable), technical developments, hardware replacement, resources and training is supplied in the Appendix IV. The letter released to Strategic Health Authorities in February 2004 setting out the allocation of central booking funds covering booking and electronic booking for 04/05 and 05/06 is attached in Appendix VIII. 5. PROJECT DELIVERABLES The following is a list of key deliverables that must be completed at a Local Health Community level for the successful delivery of Choose and Book. LHC Project Deliverables Declaration of Intent Project Initiation Document N3 Connection orders Stakeholder Engagement Plan Communications Strategy Benefits measurements agreed Process for establishing and Managing Specialty slots in PAS agreed Process for GP bookings and referrals within Choose and Book agreed Process for Secondary Care booking and referral management within Page 13 of 30 Planned Date Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Choose and Book agreed Process for patient access to Choose and Book agreed Process for commissioning rules and guidance within Booking and Choice agreed BMS Provider agreed BMS Solution in place Services within Directory of Services documented and signed-off Service Selection Booking Guidance documented and signed-off Local Registration Authority Established (non Booking and Choice function) Clinical Awareness and Engagement Sessions Admin and Clerical Awareness and Engagement Sessions Service Data in nhs.uk updated and data quality and maintenance plan All end users identified and mapped to Booking and Choice and Spine roles All end users registered and issued with Smart Cards Training Strategy & Delivery Plan Local Training Materials Trained trainers Trained end users Local infrastructure upgrades N3 Connections to all sites Local end to end and regression test scripts Local end to end and regression testing sign-off Operational Helpdesk Procedures Upgrade of Legacy PAS system to Choose and Book compliant version Upgrade of Legacy GP systems to Choose and Book compliant version Go-live of Choose and Book Service Lessons Learned 6. 6.1. PROJECT INTERFACES AND RELATIONSHIPS Organisations In the context of this project, a number of different organisations may be actively involved in the implementation:     xxx NHS Trust; xxx PCT; xxx SHA; The xxx Cluster; Page 14 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL        The LSP: xxx; The National Programme for IT; Choose and Book National Application Service Provider: Atos Origin; The Spine National Application Service Provider: BT; The National Infrastructure Service Provider (N3): BT; Suppliers of Secondary Care Legacy Systems: xxx; Suppliers of Primary Care Legacy systems: xxx; The chart below summarises the relationships and governance structure between these organisations: 6.2. Responsibilities The table below summarises the project responsibilities that fall on the different parties involved in the project: Organisation LHC Responsibilities  Project Scope  Day to Day Project Management  Business Change  LSP (if applicable to local implementation)     NPfIT Cluster Management Team NPfIT – Existing Systems Programme NPfIT Spine and NCRS     Implementation of Choose and Book system in LHC Project Management of Existing systems to be Choose and Book compliant (if LSP reference system) Provision of Model Community Test Environment Provision of training to Trainers Provision of post go-live support Coordinate the project (activities and stakeholders) Guide the project Ensure relevant cluster involvement  Agree compliance requirements with legacy suppliers Manage vendors up to point of compliant version  Deliver spine (TMS, PDS, LGR, SDS) as a national application which the Trusts can then implement on a local level  Provide Spine training to the LSPs  To engage with the Clusters, SHAs and local NHS organisations within Clusters to assist with implementation and to provide guidance, consistency, and implementation assurance  Provide Design and implement framework documentation to support implementation efforts Page 15 of 30 NPfIT Booking and Choice Programme Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL  Ensure conformance to national Booking and Choice requirements  Provide national guidance on BMS  To provide on-going contract, project management and technical assurance for the programme  Ensure that Choose and Book Implementation supports national policies on Booking & Choice Strategic Health Authority  Programme Management across SHA  Programme Board on SHA level: accountable for benefits  Programme Governance  Ensure that performance objectives are met  Ensure local consistency with SHA  Link to wider Booking and Choice agenda Cluster Review Team  Link between design and Future Release Management  Review and comment National documents to provide Business Assurance: o Functional specs o Business Process Manual etc.  Take lessons from Early Adopters to feed into other projects 7. 7.1. PROJECT ORGANISATION Local Project Organisational Structure Cluster Programme Board Programme Board (SHA) LHC Project Board Senior User Executive Senior Supplier Quality Assurance Project Manager Project Support Team Managers Page 16 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL 7.2. Local Project Board Name Role Project Executive Senior User(s) Senior Supplier(s) Project Manager SHA Representative LSP Representative (if applicable) Organisation 7.2            Project Board Overall Responsibility The Project Board is accountable for the quality of the project. The project board may delegate some or all of their quality assurance responsibilities to a project assurance role; Receive and review the Project Initiation Document and authorise the commencement of the project; Receive End Stage Assessments from the Project Managers and approve the continuations of the project to the next phase; Ensure that the scope and objectives of the project remain consistent with those of the national program for Booking and Choice; Provide management support to the project and ensure that it is fully resourced to meet its objectives; Give direction and guidance to the project; Authorise and sign off the Project plan and Stage plan; Authorise project deliverables; Sign Acceptance Certificates; The Project Board can also close projects, when they have confirmed that they are prepared to accept the result; The Project Board are responsible for approving/declining Change Control Notices during project implementation 7.3. Board member responsibilities 7.3.1. Senior Project Executive  Ensure that the project meets its overall objectives and delivers benefits;  Ensure that there is a coherent project organisation structure and logical plans for the project;  Ensure that the project is value for money, balancing the demands of business, user and supplier;  Ensure that the project overall produces the products defined in the contract, to the required standard of quality and within the specified constraints of time and cost;  Monitoring and controlling the projects processes at a strategic level;  Formally closing the project and ensuring lessons learnt from the project are documented within the end of project evaluation report; Page 17 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL   Ensuring that the post-implementation review takes place, the output is forwarded to the appropriate stakeholders and the benefits realised; Provide direction and instructions to the Project Manager between meetings of the Project Board. 7.3.2. Senior User The Senior User role represents the interests of all those who will use the final product(s) of the project. There may be more than one Senior User representative on the project board. 7.3.3. Senior Supplier The Senior Supplier role represents the interests of those designing, developing, procuring and implementing the project products. There may be more than one Senior Supplier representative on the project board. 7.3.4. Project Manager  Ensure the project is carried out to the required standard under PRINCE 2 methodology;  Run project activities on a day-to-day basis within the tolerances allowed by the Project Board;  Produce the Project Initiation Document;  Direct and motivate the project team;  Plan and monitor the project;  Mange risks, including the development of contingency plans;  Schedule and organise acceptance testing;  Report to the Project Board through Highlight Reports and End Stage Assessments;  Be responsible for Change Control and any Configuration Management;  Ensure the project produces the required deliverables, to the required standard of quality and within the specified constraints of time and cost;  Ensure that Issues and Risks that have been identified are managed effectively including the use of contingency plans;  Maintain an Issues Log and Risks Register;  Report project progress at Project Board meetings;  Take responsibility for overall progress and use of resources, and initiate corrective action where necessary;  Be responsible for project administration;  Liaise with any suppliers and account managers;  Prepare the Lessons Learned Report. The Project Manager will be assisted by the Project Office which will act as the information hub and will typically be involved in the following:       Tracking and reporting; Information management; Financial accounting; Risk and Issue monitoring; Quality Control; Change Control. Page 18 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL 7.4. Project Team The project team will be responsible for undertaking the work necessary to complete the project. Name Role Project Manager Project Support Officer (s) Quality Assurance Booking Lead Choice Lead Lead Clinician Lead Clinician Health Records Manager Head of Commissioning Communications Lead Communications Lead Communications Lead IM & T Lead IM & T Lead PAS Manager Lead Practice Manager BMS Lead Training Lead Training Lead Caldicott Guardian Caldicott Guardian Service Improvement Manager Booking and Choice Representative(s) Cluster Representative(s) Organisation Secondary Care Primary Care Secondary Care Primary Care Secondary Care Primary Care Secondary Care Primary Care SHA Secondary Care Primary Care Secondary Care Primary Care Primary Care Primary Care Secondary Care Primary Care Secondary Care SHA Booking and Choice Team Cluster 8. COMMUNICATIONS A Local Communications Strategy should be developed in conjunction with national and cluster based communications activities. As part of communications a stakeholder plan needs to be developed. The stakeholder plan should identify all stakeholder groups and establish the most appropriate means of communications to the stakeholder groups. The following is a list of stakeholders who may be engaged with the Booking and Choice programme:    Patients; Chief Executives; Directors of Nursing; Page 19 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL                           Medical Directors; Secondary Care Clinicians; Primary Care Clinicians; Booking / E Booking Leads; Practice Managers; Practice Admin; Medical Secretaries; Out Patient Managers; Booking Managers / Clerks; Directors of Operations; Service Managers; Directors of Support Services; Directors of HR; Choice Leads; Directors of Modernisation; Directors of Performance; Directors of Commissioning; Directors of IM + T; Technical Support Staff; Leads for Cancer Services; Directors of Finance; PALS Service; BMA Representatives; LMC Representatives; GMC Representatives; National Programme for IT. 9. PROJECT QUALITY PLAN The Project Quality Plan will detail the desired quality of the products which will be produced. This will include some general quality criteria which will apply to every product produced. In addition there will be specific criteria which will refer to specific products. These criteria will be used in the production and the testing of the product and will direct the reviewers attention towards the most important or critical aspects of the project. Documents will be reviewed to determine if they are fit for their intended purpose. For example user training documentation will be checked for spelling mistakes and the use of clear non technical or ambiguous language. Test Scripts will be checked to ensure that the tester can be confident that they will ensure that the products meet the required specification. All Documentation will be subject to strict version control to ensure that the most current release is the one in circulation i.e. they will be subject by Configuration Management Methodology. Page 20 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL 10. LOCAL PROJECT MANAGEMENT The PRINCE2 Project Management Methodology will be used to manage the project. 10.1. Project Control Mechanism Project control and reporting mechanism will be standardised and will be in accordance with PRINCE2. The following project control mechanisms will be utilised in the project: Key Document Project Initiation Document Project Quality Plan Project Plan Action Log Issue Log Risk Register Highlight Reports Function              Provides the basis for the management and assessment of the success of the project This will detail the quality checkpoints in the project Used to plan and track the progress of the project Identification and management of actions Identification and management of issues Identification and management of change controls Identification and management of risks Identification of progress against plan, future activities, risks and issues To be submitted to the Project Board Status reports for project team Early warning of deviation from timescale Record decisions and actions at all meetings To disseminate useful lessons learned during the project for the benefit of other LHCs implementing Booking and Choice. Checkpoint Reports Exception Reports Meeting Minutes Lessons Learned Report 10.2. Project Control Meetings In order to provide appropriate project control, the following meetings should be held: Name of meeting Project Board Meeting Purpose To monitor progress against the overall plan. To review any issues or risks. Sign off previous stage & authorise resource for next stage. To monitor progress against the overall plan and assess responsibilities. To review any issues or risks. To monitor progress against the overall plan Attendees Project Board Frequency Monthly Checkpoint Meeting Project / Programme Management Fortnightly Project Team Meeting Project Team Weekly Page 21 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL and assess responsibilities. To review any issues or risks. Ad-hoc meetings To progress workstreams To resolve ad-hoc issues Cluster, SHA, LSP, Legacy Suppliers, NPfIT Ad hoc 10.3. Project Evaluation It is essential that the project plan ensures that the outcome of the project is evaluated on agreed quantitative and qualitative criteria. A Post Implementation Review (see Project Plan) will be carried out xx weeks after go-live using information gathered pre- and post go live. Criteria will include:  Referral numbers electronically booked;  Advice & Guidance sought;  Multiple Access – how were appointments booked;  Process time;  User issues;  Clinicians’ views;  Patient satisfaction;  Benefits realisation. Other criteria essential for project outcome assessment will be added as agreed. The benefits realisation will be of particular importance to the project evaluation process. A list of agreed benefits should have been identified during the project initiation stage. These will need to be measured post go-live against set measurement criteria. A lessons learnt report will also be produced. The purpose of the report will be to disseminate useful lessons learned during the project for the benefit of other Local Health Communities implementing Choose and Book. It will cover management, quality processes, techniques and tools, what worked well and what caused problems. Page 22 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL APPENDICIES Appendix I: Booking and Choice – Local Health Community Background and current status Page 23 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Appendix II: LHC Volumes of Referrals Page 24 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Appendix III: Project Plan The attached is a template project implementation plan. This should be used to guide the local planning process. Page 25 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Appendix IV: Project Costs Detailed below is a breakdown of costs for the project planning, updating of legacy systems (where applicable), technical developments, hardware replacement, resources and training. Page 26 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Appendix V: Risk Log The following is a suggested list of information that should be captured in the risk log:              ID; Raised by; Date raised; Last updated; Status; Title; Description; Impact; Probability; Owner; Area; Stage; Mitigating action. Page 27 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Appendix VI: Glossary of Terms Find attached a glossary of terms for NPfIT: Page 28 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Appendix VII: Additional Information and Documents Available For details of further Booking and Choice documents available, please visit the Choose and Book Website at nww.chooseandbook.nhs.uk. Page 29 of 30 Project Initiation Document NPFIT-EBS-PMG-PLN-000 26/08/04 - FINAL Appendix VIII: Funding The following letter was released to Strategic Health Authorities in February 2004 setting out the allocation of central booking funds covering booking and electronic booking for 04/05 and 05/06. Page 30 of 30