Operational Procedure Note 4.2

ETTF Schemes Post Project Evaluation

Purpose of Operational Procedure Note 4.2

To set out the process for completing a Post Project Evaluation [PPE] of completed ETTF schemes to confirm successful delivery of the scheme and allow dissemination of lessons learnt.

Audience

This note is aimed at CCG and STP leads who are involved in the implementation of ETTF schemes.

Background

The ETTF Pipeline comprised 284 schemes that were prioritised by the 5 London STPs; it was ratified by NHS England – London region on 31st October 2016.

62 schemes were initially supported to progress to the next stage in 2016/17; which represented a financial over-commitment of 40% on funds available for the life of the programme at that time (to 31st March 2019).

There is significant national focus on the programme and a need to capture the outcomes from completed schemes.

Format

A template has been developed to enable the recording of the required key data in a consistent form – see Appendix A.

The focus areas of the template correspond to the 4 pillars of project management – scope, time, cost and quality; with the addition of discrete areas focussed on benefits realisation and lessons learnt.

Completion

The scheme lead must complete:

Date of Report / Date that the report is completed. The entry box is validated to accept date entries only.
Scope / The initial scope is that approved in the final business case before implementation – please write a brief description that defines the project limitations (e.g. geographical, service etc.)
Changes to scope should record any variations to the initial scope (e.g. change in services etc.)
Timetable / Focus here is on the “in use” date and looks at when the project was completed and available for use compared to the date in the final approved business case. NB this is before any approved changes since the purpose is to explain why the project was delivered at a different time to that set out at the time of business case approval; part of the explanation may be because of changes in scope approved post business case approval.
The achieved date cell is formatted to show a positive (i.e. ahead of timetable, or within 60 days of it) or negative achievement.
Cost / Complete the financial analysis as required and then:
1. Set out brief explanations for any cost increase over the business case approval
2. Set out brief explanations for any variances between the outturn cost and approved funding
Cells are formatted to show positive and negative variances
Quality / Confirm that relevant quality standards have been achieved or give a summary where this is not the case. Examples of quality deviation may include non-compliant building adaptations or a lack of technical functionality when compared with the detailed specification for the project.
Benefits/ Outcome Delivery / Identify the benefits/ outcomes that were to be delivered by the project as stated in the approved final business case and as may have been amended by any subsequent change to the project (e.g. a change in scope identified above).
Confirm delivery of the benefit/ outcome. The only options are Y/ N and the cell is formatted to highlight positive and negative responses.
Where a benefit/ outcome has not been achieved reasons for this should be given along with any details of any remedial action taken
Lessons Learnt / Highlight the key [up to] 6 lessons learnt and give a brief description of the issue along with the action taken to resolve it

Submission

The required return date for the PPE template will be agreed with the project lead. The timeframe for return of the template will be determined by several factors including:

  • Implementation approach (e.g. big bang versus incremental)
  • Lead time for project maturity (e.g. where time is required for new service models to become fully operational)
  • Dependence on other projects (e.g. interoperability considerations)

For estates developments, it would be useful to include pictures with this submission.

Completed templates should be emailed to .

Use of information

Scheme owners should note that the information contained within the return may be shared with London or national colleagues for monitoring or learning purposes, or used for publicity purposes.

Operational Procedure Note - Review

This Operational Procedure Note was endorsed by LCC on 19th April 2017 and will be formally reviewed 6-monthly as part of the ETTF Pipeline Review.

Date of next review – October 2017

APPENDIX A

ETTF SCHEME POST PROJECT EVALUATION TEMPLATE

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