east surrey ccg (nhs) value adding pmo
TRANSCRIPT
Establishing a Value-Adding PMO in the NHS
Project Challenge 2016
Version 1.1Prepared by: Catherine Onanda (Head of PMO)
© Bestoutcome Limited 20162
What is a CCG?
Clinical Commissioning Groups (CCGs) commission most of the hospital and community NHS services in the local areas for which they are responsible. Commissioning involves deciding what services are needed, and ensuring that they are provided. Services CCGs commission include:
most planned hospital carerehabilitative careurgent and emergency care (including out-of-hours)most community health servicesmental health and learning disability services
© Bestoutcome Limited 20163
East Surrey CCG – Who Are We?
NHS East Surrey Clinical Commissioning Group (the "CCG") has a membership of 18 GP practices and commissions healthcare for 170,000 patients in East Surrey.We are committed to commissioning high quality patient services which deliver:
the right health careat the right timeby the right healthcare professionaland in the right environment.
© Bestoutcome Limited 20164
Background
An external audit was conducted and recommended some improvements to Governance and reporting on our projectsA new PMO was formed to oversee all projects and improve governance We treated the new PMO as a project and designed it so that it was value adding rather than box tickingProject Manager Community were spending a lot of time compiling different reports for different stakeholdersReports were compiled in Excel and PowerPoint
© Bestoutcome Limited 20165
We needed ‘one version of the truth’
© Bestoutcome Limited 20166
What Projects and Programmes do we run?
East Surrey has over 50 projects that we need to deliver as well as 2 major programmes:
Quality, Improvement, Productivity and Prevention (QIPP)The (QIPP) programme is a large-scale programme developed by the Department of Health to drive forward quality improvements in NHS care, at the same time as making up to £20 billion of efficiency savings
Transformation
© Bestoutcome Limited 20167
East Surrey sample list of Projects
© Bestoutcome Limited 20168
Our PMO’s Goal
“To implement a set of processes, templates and tools that allows the project managers to focus on delivering their projects instead of compiling reports”We wanted the project managers to value our PMO rather than considering it an administrative burden
© Bestoutcome Limited 20169
Sponsorship
Like any Project, Sponsorship of the PMO was critical. The Head of Projects was initially sceptical about the ‘administrative burden of a new PMO’
We explained, communicated and showed how the new PMO would actually free up project manger’s time die to:
No reinvention of the wheelStandard processes and templates can be usedImplementation of a PMO tool would increase productivity
We met key executives who received project and programme governance reports and explained the benefit of the new PMO
This communication and sponsorship was essential in getting buy-in to our new PMO
© Bestoutcome Limited 201610
Processes that we developed
Overall Project frameworkProject InitiationGateways
© Bestoutcome Limited 201611
Visibility
We implemented a PMO Board showing status and progress of key initiatives:
© Bestoutcome Limited 201612
Governance
We identified the standard reports we needed at project, programme and portfolio level. We established a weekly drumbeat
Monday – weekly QIPP catch – upFinancial Director, Head of Transformation, Director of Transformation talk through each project, using standard reports
© Bestoutcome Limited 201613
Our PMO Tool
To ensure we increased productivity we needed to move away from spreadsheets, PowerPoint and MS Project. We needed a tool that would help us oversee projects and programmes 24/7 so we could identify problems as early as possible.Key requirements were:
Proven in the NHSEASY TO USE!Support for GatewaysA tool that we could start using simply and then extend as we as an organisation maturesAbility to report dynamically on groups of projects for different stakeholdersA responsive partner
After looking at a number of tools, we selected PM3 from Bestoutcome
© Bestoutcome Limited 201614
How Did we Sell the New Tool?
Using Project and Excel, the PMO were often chasing project managers for status updates and reports collating projects With the new tool, PM3, as long as the project data was up to date we produced reports from PM3 and did not have to ask PMs for reports. This saved time and was very popular PM3 can group projects into portfolios in a couple of clicks and the reporting engine can produce reports on this portfolio
© Bestoutcome Limited 201615
Portfolio Status Report
© Bestoutcome Limited 201616
QIPP dashboard
© Bestoutcome Limited 201617
PM3 – Portfolio Heatmap
© Bestoutcome Limited 201618
PM3 – Highlight Report
© Bestoutcome Limited 201619
How have we created a ‘value-adding PMO’ (1)
We provide a menu of services for the Project ManagersOn-boarding of new project managersRunning planning sessionsReviewing Risks and running risk workshopsUnblocking blockagesHelping with Stakeholder Engagement
© Bestoutcome Limited 201620
How have we created a ‘value-adding PMO’ (2)
Value is created by:making the project managers’ lives easier solve problems for them so they can focus on project deliveryThe PMO presents their papers.Project managers feel protected by the PMO. The PMO saves time
Savings of 5 days of project manager time per week by not hand cranking.More reliable information as we have one version of the truthGantt charts are scrutinised more; more interrogation.
© Bestoutcome Limited 201621
How have we created a ‘value-adding PMO’ (3)
There is no other option to using our tool and processes! CFO and Executives like the new reports and are used to the formatReports are automatically generatedOn-boarding process has improved and made easier. It includes:
PM3PMO processes, What’s expected of a project managerReporting and Governance
We no longer ask project managers for reports as these are automatically generated from PM3
© Bestoutcome Limited 201622
Summary and Lessons Learned
Treat the new PMO as a project in its own rightSponsorship is crucial Win hearts and minds of project managers by demonstrating the benefit of the PMO and the toolPick the tool that is right for your organisation and must be ‘EASY TO USE’Drumbeat of reporting so everyone knows what they need to do
© Bestoutcome Limited 201623
Click to edit Master title style
www.bestoutcome.com