11 Benefits of Project Management by xej13276

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									Managing Benefits
  Activities in
Your Programme
   or Project

                    1
Getting started




                  2
What is a Benefit?


  A benefit can be defined as a
     measurable and positive
     consequence of change.



                                  3
Align Benefits Management with
Project Management
 Project lifecycle         Benefits management lifecycle            Outputs
                           Define governance and strategy           Benefits management strategy
                                                                                       Benefits log
                            Identify benefits and measures
 Project                                                                             Measures log
 initiation          Identify change activities required to realise         Benefits dependencies
                                      the benefits
                         Prepare benefit realisation plan and              Benefit Realisation Plan
                                   business case                             Stakeholder analysis
                              Run first benefits analysis                             Baseline data
 Delivery               Use benefit realisation plan to inform
 management          project management, system development
                         and change management activities
                          Regularly review project progress                         Updated figures
                             against benefits analysis
                      Make adjustment to system capabilities,                              Amended
                      business changes or benefit definitions                          logs and plan
                                   as required
                      Run end of project benefits analysis and                Formal report to Board
 Close
                            handover to benefit owners
 Business             Identify need for further actions, reviews
 as usual                 and potential for further benefits
                                                                                                       4
Have a Clear Strategy
How do the benefits contribute to the
 organisation’s and/or the national strategy
How will the benefits be delivered
What are roles and responsibilities
What is the mechanism for monitoring benefits
 and identifying corrective actions
What are the arrangements for the transition to
 “business as usual” and the handover of
 responsibilities
What is the schedule for benefits reviews and
 the identification of further benefits
                                                   5
Roles and Responsibilities
            Project Sponsor               Benefits
                                            Mgt
                                          Working
            Project Manager                Group


Change Management          Benefits Management


         Operational Benefit Owner      Operational Benefit Owner



         Operational Benefit Owner      Operational Benefit Owner

                                                               6
Readiness Checklist
Do you have a shared vision? Does everybody
 know why action/change is required?
Have you defined objectives and high level
 benefits?
Do you have senior management buy-in? Will
 they support the project/programme?
Do you have clear governance for ownership,
 decision making and escalation?
Have you identified and/or engaged influential
 stakeholders?

                                               7
Benefits activities




                      8
                        Realisation stream


                             What                      How and
What is                                   Who
               Who is       change                     when can
  the                                    will be
              respon-        s are                     changes
improv                                  affected
               sible?       needed                        be
ement?                                      ?
                               ?                        made?


                           How will
When         Can we
                             we
 will it     quantify                   Have we achieved it?
                           monitor
occur?         it?
                             it?


           Monitoring stream                 Further benefits 9
   Who should be involved
Who            When                               Why
Users/service •benefits, measures &               have the authority to make
area          dependencies identification         changes & benefits
managers      •planning & executing change        happen, need ownership
Users/service •benefits monitoring                know how service works &
area staff    •lessons learnt                     what needs improving
Service        •dependencies identification       have change expertise,
Improvement    •planning & executing change       can enable service to
Team                                              achieve benefits
eHealth Team   •dependencies identification       can build the system to
               •business solutions                support changes planned
Senior         •objectives, benefits & measures will ultimately sign off the
Managers       validation (acceptance criteria) project

                                                                        10
Benefits
Identification

• Who: project team, users/service area
  managers; senior management sign-off
• Aim: to identify and prioritise
  benefits/improvements and their owners
• Output: “long list” and prioritised benefits, list of
  disbenefits, list of owners
• Tools: “Benefits Identification Workshop”
  presentation; Appendix 2 - Benefit profiles/log
                                                      11
Measures
Definition

• Who: project team, benefit owners or Benefits
  Mgt Working Group; senior management sign-off
• Aim: to agree measures of success and plan
  data collection, inc. baseline measurements
• Output: list of measures, monitoring schedule
• Tools: “Measures Definition Workshop”
  presentation; Appendix 3 – Benefit measures log

                                               12
Monitoring and
Evaluation

• Who: project team, benefits owners or Benefit
  Mgt Working Group; senior management sign-off
• Aim: to establish a mechanism for reporting
  against measures, analysing returns and
  planning remedial action
• Output: reporting schedule and governance
• Tools: “Measures Definition Workshop”
  presentation; Appendix 1 - Benefits
  management strategy outline, Appendix 5 -
  Benefits monitoring schedule
                                             13
Stakeholder
Management

• Who: project team
• Aim: to identify and mitigate stakeholder issues
  and plan communication
• Output: stakeholder action and communications
  plan
• Tools: “How to… conduct a stakeholder
  analysis” sheet; Appendix 4 - Benefits realisation
  plan
                                                  14
Planning for Change


• Who: project team, users/service area
  representatives, local service improvement team
• Aim: to identify changes required for the
  benefits to be realised
• Output: change plan
• Tools: “A Guide To Managing Change”,
  Appendix 4 – Benefits realisation plan, Appendix
  6 – Change and pre-requisites
                                                 15
Transition to
Business As Usual

• Who: project team, benefits owners or Benefit
  Mgt Working Group; senior management sign-off
• Aim: to evaluate benefits realised and confirm
  responsibilities for the continued management
  and monitoring of change and benefits
• Output: End of Project Report, (updated) benefit
  realisation plan, (updated) benefits management
  strategy, (updated) reporting schedule and
  governance
                                                16
We’re here to help!




                      17
Log on to: www.ehealth.scot.nhs.uk
• Find further information, tools and templates

• Find contact details to get advice & support on:
   – Benefits Realisation and Management
   – Change Management
   – Business Cases and Funding
   – Security, Design and Architecture

• Share lessons learned & stories

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