Time-team: Working collaboratively
to successfully deliver a PAS
implementation in 9 months
Presentation to HC2013
Mike Smeeton & Jan Richards
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.
About KGH
KGH provides a wide range of services to about 390,000 people in
North Northamptonshire and South Leicestershire.
• 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
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…
Stage 0 Pre-Requisites to Kick Off
A number of elements need to be considered:
Trust Readiness
- team in place for
project launch
Collaborative Working
- joint commitment with
the Supplier to the 9
month plan
Scope Defined &
Managed
- replacing like-for-like
initially to support delivery
of a future roadmap
Lessons Learnt
- where has slippage
occurred previously
and why?
Stage 1 Project Initiation
Outcome
Lessons Applied
• Committed project
resources
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
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• An established project
structure
• Visibility of overarching
project.
• Understanding of the
delivery timescales and
commitment required.
Clear vision for the project.
Early comms. across the organisation.
Skilled project resource in place.
From Stage 1 onwards – look ahead to the
activities and deliverables
associated with the next
stage whilst in the previous
stage. Ensure resources are
in place and any issues which
have potential to cause overrun
are mitigated against.
Stage 2 Design & Build
Outcome
Lessons Applied
• Conversion of current
operations into the
Medway solution
 Focus on Build Management.
 Testing of configuration before UAT
 Develop ‘go-live’ processes rather than ‘to be’
processes.
 Localise generic System C test scripts rather
than build from scratch.
 Focus on Data Migration &
Reporting early in the project
with “Exec- friendly” reports
• The preparation activities
in place in order to test in
stage 3
• Trust configured
environment delivered on
production hardware
ready for Trust testing..
Stage 3 Preparation for Go-Live
Outcome
Lessons Applied
A tested locally configured
Medway solution that;
 Cutover plan developed and communicated
early
 Work together to identify and resolve testing
issues – clear guidelines around prioritisation.
 Ensure user roles are defined and tested prior
to UAT.
 User confidence testing
focuses users ready for switch
over. Allows end users to login,
print and confirm user access is
correct in their day to day
environment.
• Supports the Trust’s
operations (business
processes & operations
proven in Medway all the
way through to CDS
production)
• Ensures no impact during
transition on patient
safety and experience.
Stage 4 Go-Live
Outcome
Lessons Applied
Trust is operationally live on
Medway,
 Eased by introducing user confidence testing –
users have already logged on in their
workplaces prior to go-live.
 Command Centre arrangements and
processes are key.
 Option of supplementary
resource sourced from
System C to support go-live
eg experienced floor-walkers
Stage 5 Verification
Outcome
Lessons Applied
• Project successfully
delivered and formally
closed
 Engage in the Verification process to agree
the criteria, based on contract, prior to golive. Difficult when activity is at it’s peak but
important to ensure focus is on the right
things post go-live.
 Meet regularly to assess
status for each criteria and
agree outstanding issues.
• Solution acceptance
• Transition to service
management
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:

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Medway Configuration Tool
Interface File Format (IFF) validator
CDS Reconciliation
Test Script Manager
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
Deployment Tools – IFF Validator
− Interface File Format Validator
 Technical validation of produced export files from legacy PAS
 Specific validation of RTT information
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
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
A Supplier Perspective - Gateways
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: 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.
GA0
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
GA1
GA2
GA3
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,
GA5
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.
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