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
Project
initiation
Benefits management strategy
Benefits log
Identify benefits and measures
Measures log
Identify change activities required to realise
Benefits dependencies
the benefits
Prepare benefit realisation plan and
business case
Run first benefits analysis
Delivery
management
Benefit Realisation Plan
Stakeholder analysis
Baseline data
Use benefit realisation plan to inform
project management, system development
and change management activities
Regularly review project progress
against benefits analysis
Updated figures
Make adjustment to system capabilities,
business changes or benefit definitions
as required
Amended
logs and plan
Close
Run end of project benefits analysis and
handover to benefit owners
Formal report to Board
Business
as usual
Identify need for further actions, reviews
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
Project Manager
Change Management
Benefits
Mgt
Working
Group
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 is
the
improv
ement?
When
will it
occur?
Who is
responsible?
Can we
quantify
it?
What
change
s are
needed
?
How will
we
monitor
it?
Monitoring stream
Who
will be
affected
?
How and
when can
changes
be
made?
Have we achieved it?
Further benefits 9
Who should be involved
Who
When
Users/service •benefits, measures &
area
dependencies identification
managers
•planning & executing change
Users/service •benefits monitoring
•lessons learnt
area staff
Why
have the authority to make
changes & benefits
happen, need ownership
know how service works &
what needs improving
Service
Improvement
Team
•dependencies identification
•planning & executing change
have change expertise,
can enable service to
achieve benefits
eHealth Team
•dependencies identification
•business solutions
can build the system to
support changes planned
Senior
Managers
•objectives, benefits & measures will ultimately sign off the
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
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We’re here to help!
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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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