Hepatitis C Action Plan: Phase II 2008-2011Programme Management Approach

Outline

• Definitions• Governance• Supporting Infrastructure• Programme Planning• Reporting Process

Definitions

• Governance Board

• Lead Organisations

• Programme Team

DefinitionsGovernance Board

• The project steering group• Used by the project ‘owner’ to review progress. • It ensures the Phase II Action Plan is implemented in a timely,

effective and efficient manner:

– Monitors operational progress including performance of actions and financial spend.– Identifies and addresses potential and evolving high-level risk.– Approves modifications and additions to actions or project strands.– Approves modifications to financial allocation (purpose/amount) for actions or project

strands by financial year and the life of the project. – Identifies recommendations and proposals for future action beyond the life of the

project – Report its findings to Scottish Government

DefinitionsLead Organisations

• Identified organisations responsible and accountable for the delivery of specific assigned actions for the Phase II Action Plan:

– The recipient of an allocation of the total Hepatitis C Programme budget for the Hepatitis C Action Plan: Phase II to enable sufficient resource(s) for effective action delivery.

– Responsible for development, implementation and closure of a consolidated project plan to deliver specific assigned actions in their board area using a project management approach.

– Change and configuration management locally – Quality assurance locally– Financial management of the awarded Phase II funding allocation.– Progress reporting for assigned action(s) including financial spend (refer to xx for

further details).– Employing a Project Management approach to deliver assigned actions.

DefinitionsLead Organisations

Notes:– Prior to Phase II initiation (during the Phase I Action

Plan: 2006-2008), each lead organisation was consulted and agreed to be responsible for the delivery of the specific actions assigned to them

– Specific actions have been assigned to them with the timescales, budget and outcomes defined in the Hepatitis C Action Plan for Scotland: Phase II 2008-2011

DefinitionsProgramme Team

• Health Protection Scotland (HPS), through its parent body National Services Scotland (NSS), is responsible for co-ordinating the Action Plan nationally.

– Responsible for co-ordinating the Action Plan nationally using a project management approach:

– Development, implementation and closure of a national ‘overarching’ project plan. – Change and configuration management nationally – Quality assurance nationally– Monitoring Action Plan progress and performance, providing consolidated

reporting to the Governance Board on a regular basis and to the project owner as required to ensure Phase II delivery is in a timely, effective and efficient manner.

– Establishing and maintaining national networks to support NHS Boards and other Lead Organisations in their delivery of different aspects of the Action Plan

– Communicating Action Plan progress to, and getting feedback from, stakeholders nationally

Governance

• Groups providing governance to the project are:

– Action Plan Governance Board (Project Board/Steering Group)

– Project Sponsor

– Programme Team

– Corporate Programme Office

– EMT

– NSS Board

Action Plan Advisory Board

Action Plan Governance BoardScottish GovernmentLead Organisation RepresentativesChairs of Lead National Networks

Scottish Government Public Health and Wellbeing Directorate (SGPHWD)

Lead Organisations: Accountable/Responsible for Delivery and Reporting of Agreed Actions and Project Plans

NHS HealthScotland

(Action 16)

NES

(Action 3)

ISD

(Action 21)

NHS QIS

(Action 2)

SPS

(Actions 7, 17, 23)

LTS

(Action 18)

HPS (Actions

12**, 19, 20, 22, 24, 26-

29)

SG – Marketing Unit

and Drugs Policy Unit

(Actions 5, 6* 11, 14, 25)

COSLA

(Action 9)

Univ of the West of

Scotland(Action 22)

NSS NSD

(Action 6)

NHS Boards(Actions 1, 4, 6, 8, 10, 13, 15, 16, 30-

34)

Consolidated reporting by exception against Programme Plan

Lead National Networks: Supporting Delivery, Planning and Development of Best Practise

NE Guidelines Development

Group (13, 14)

Information Generating Initiatives Network (19- 24)

NGO Network

(4. 5. 6*, 8. 11.16, 18)

National Hep C Exec

Leads/ SPS Network

(1, 13)

ETA (incl WFDLs)(3, 4, 5, 11,

16, 18)

Action PlanProject Mgt

Network (25, 26, 27, 28, 29, 30, 31, 32,

33, 34)

National Prevention

Leads Network (13, 15, 16, 17)

National MCN Clinical Leads/ Coordinators

Network(2, 6, 7, 12)

Advice, input and shared learning

Legend:ETA: Education, Training and Awareness-RaisingHCV: Hepatitis C VirusHPS: Health Protection ScotlandISD: Information Services Division, NSSLA: Local AuthorityLTS: Learning and Teaching ScotlandNES: NHS Education ScotlandNHS Health: NHS Health ScotlandNHS QIS: NHS Quality Improvement ScotlandSG: Scottish GovernmentSPS: Scottish Prison ServiceMCN: Managed Care NetworkNE: Needle Exchange NGO: Non-Governmental OrganisationNSD: National Services Division NSS: National Services Scotland NationalWFDL: WorkForce Development Lead*Action 6: SG is interim Lead organisation for NGOs until tendering is completed in early 2009**Action 12: Accountability is to NSS NSD (Specialist Labs) but via HPS as the Lead Organisation for this action.

Development of national project plan templates and guidance

Phase II Action Plan: Governance

Advice

Accountability

Reporting by exception against Project Plan for each Lead Organisation

Reporting high level risks and issues

HPS Programme Team

PM Function

Consolidated progress reports

Advice/shared learning/guidance/support

Accountability

Reporting documentation

Key

Supporting Infrastructure‘Networks’

• The Phase II Action Plan requires a multi-disciplinary approach and stakeholder involvement throughout its implementation for successful delivery, manifested by the establishment of local and national networks comprising representatives from relevant disciplines and organisations.

• Networks established shall support national and local delivery, planning and development of best practise throughout Phase II Action Plan implementation:

– Support lead organisation(s) in action delivery– Develop guidelines, standards and protocols to ensure approaches undertaken are

effective, efficient and, where appropriate, consistent.– Share experience, best practice and progress on the delivery of the Action Plan– Provide support, advice and guidance throughout Phase II Action Plan delivery

Action PlanProj Mgt Network (25, 26, 27, 28, 29, 30, 31, 32, 33, 34)

NGO Network

(4. 5. 6*, 8. 11.16, 18)

ETA Network

(3, 4, 5, 11, 16, 18)

Information Generating Initiatives Network (19-24)

HCV Clinical Database

Monitoring Group(19)

National Networks and Sub-Groups: Supporting National Delivery, Planning and Best Practise

National guidance and project plan templates

Lead Organisations: Accountable for Action Delivery and Reporting

Phase II Action Plan: Networks and Groups supporting Lead Organisations

Local Networks: Supporting Local Delivery, Planning and Development of Best Practice

National Hep C Exec Leads/ SPS Network

(1, 13)

Shared learning and guidance towards development of best practise

Advice, input and shared learning

Legend:ETA: Education, Training and Awareness-RaisingHCV: Hepatitis C VirusHPS: Health Protection ScotlandISD: Information Services Division, NSSLA: Local AuthorityLTS: Learning and Teaching ScotlandNES: NHS Education ScotlandNHS Health: NHS Health ScotlandNHS QIS: NHS Quality Improvement ScotlandSG: Scottish GovernmentSPS: Scottish Prison ServiceMCN: Managed Care NetworkNE: Needle ExchangeNGO: Non-Governmental OrganisationNSD: National Services Division NSS: National Services Scotland NationalWFDL: WorkForce Development Lead*Action 6: SG is interim Lead organisation for NGOs until tendering is completed in early 2009**Action 12: Accountability is to NSS NSD (Specialist Labs) but via HPS as the Lead Organisation for this action.***Action 17::Applicable where relevant to individual NHS Boards

Local Prevention Networks (4, 5, 15,

16, 17***)

National Prevention

Leads Network (13, 15, 16,

17***)

LTS Advisory

Group(18)

Website Development

Group (5)

NES Advisory

Group(3)

Needle Exchange Guidelines

Development Group (13, 14)

National MCN Clinical Leads/ Coordinators

Network(2, 6, 7, 12)

LA Leads Network

(9)

National WFDL Leads

Network (4)

Advice/shared learning/guidance/support

Key

Local MCNs(4-10)

Nationals Networks

National Project Plan Templates

Lead OrganisationIndividual Project Plans

for each Action

Local Networks

Lead OrganisationConsolidated Project Plans

HPS Programme Team

Scottish Government Public Health and Wellbeing Directorate (SGPHWD)

Action Plan Governance BoardNational Programme Plan National Risk RegisterNational quality assurance definition (consolidated criteria)

Sign off National Programme Plan

Phase II Action Plan: Planning Process

Review locally

Consolidate (where relevant ie. multiple actions)

Consolidate project plans from multiple Lead Organisations intoan overarching National Programme Plan

Collate Project Plan from each Lead Organisation

Supported by Programme TeamFacilitation, advice, guidance, scoping and training with local project managers and support for Network Chairs

Advice/shared learning/guidance/support

Planning process step

Support and facilitation via Programmed Team

Key

Nationals Networks

National Project Plan Templates

HPS Programme Team

Scottish Government Public Health and Wellbeing Directorate (SGPHWD)

Action Plan Governance BoardNational Programme Plan National Risk RegisterNational quality assurance definition (consolidated criteria)

Report: high level risks and issues

Phase II Action Plan: Reporting Process

Consolidate to produce overarching report against National Programme Plan

Collate each Lead Organisation Report of Exceptions

Board CommunicationsMostly electronic on a monthly basis plus teleconference with Lead Organisations as required for issues arising.

Actual (face to face) meeting frequency to be determined.

Monthly

Monthly exceptions

Monthly exceptions

Monthly exceptions

Local Lead OrganisationsNHS Boards

Consolidated Report against Local Project Plan

National/Regional Lead OrganisationsNon-NHS Boards

Report Against Project Plan

Local MCN Report against Project Plan

(4-10)

Local Prevention Network Report against Project Plan

(4, 5, 15, 16, 17**)

WFDL Report against Project Plan

(4)

Signed off by Exec Lead

Collated by Local Project Manager

Advice/shared learning/guidance/support

Reporting communications

Reporting documentation

Key

Monthly exceptions

Signed off

Annual Progress Report to Scottish Government

Lead Organisations

Next Steps

• Establish National Networks– Dates arranged– Progress Terms of Reference with Network Chairs– Scoping workshops to draft project plan templates

• Establish Reporting Documentation Template– Meet with volunteer Executive Leads (or their representative) to

design initial template– Distribute to Lead Organisations, Project Sponsor and Owner for

comment– Finalise reporting template– Train locally appointed Project Managers (and their equivalent) for

each Lead Organisation– Implement in late 2008 in preparation for the first Governance Board

meeting in Jan 09

• Develop Programme Communication Plan

• Any questions?