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Plan Summary Report

Plan Top Level Name


Stage 1 - Initiate Stage 2 - Local Design Stage 3 - Pre Deployment Stage 4 - Deploy Stage 5 - Support

Duration
25.0 140.0 244.0 145.0 233.0

Subproject: Stage 1 - Initiate Name


Project Initiation

Duration
25.0

Subproject: Project Initiation Name


Project Organisation Project Scope Project Initiation Completion

Duration
10.0 15.0 10.0

Subproject: Project Organisation Name


Appoint Choose and Book Project Sponsor Appoint Choose and Book Project Manager Appoint Choose and Book Clinical Champion Identify and Appoint Project Board Identify and Appoint Project Team Identify key contacts from CfH Cluster

Duration
1.0 1.0 1.0 10.0 10.0 10.0

Identify key contacts from Existing Systems Suppliers Project Organisation Complete

10.0 1.0

Subproject: Project Scope Name


Define Plan for GP Rollout Define Scope of Specialties to be included in Rollout Define Project Assumptions Undertake finance planning & Confirm funding Project Scope Complete

Duration
15.0 15.0 15.0 15.0 1.0

Subproject: Project Initiation Completion Name


Document Project Initiation Document Complete Project Plan Gantt chart Create initial project issues & risks logs Agree project management and governance procedures Agree project reporting and control process Project Initiation Document Complete and Signed-off

Duration
10.0 10.0 3.0 10.0 10.0 1.0

Subproject: Stage 2 - Local Design Name


Technical Readiness People Readiness System Configuration

Duration
70.0 109.0 115.0

Subproject: Technical Readiness Name Duration

Infrastructure Readiness N3 Registration Authority Booking Management Service (BMS) Local Helpdesk

46.0 10.0 66.0 40.0 30.0

Subproject: Infrastructure Readiness Name


Receive CfH Infrastructure Compliance Standards and Guidelines Undertake Assessment of Trust and PCT Infrastucture Produce Infrastructure GAP analysis Determine Hardware & Software supplier contracts to be continued or discontinued Obtain Trust and PCT infrastructure funding approval

Duration
5.0 20.0 10.0 10.0 1.0

Subproject: N3 Name
Understand N3 Ordering Process Design upgrade to WAN in terms of BT meeting requirements

Duration
5.0 10.0

Subproject: Registration Authority Name


Receive RA Set-up and Operation Documentation Identify Local Registration Authority Personnel (Sponsors, Managers, Agents) Review RA Set-up and Operation Documentation Establish local RA practices Undertake RA Sponsor breifing Identify key Acute based C&B End User Staff to receive cards and map to appropriate role Collect registartion data for all Acute based C&B End User staff (RA01 forms + evidence)

Duration
1.0 10.0 5.0 5.0 1.0 10.0 40.0

Identify key GP based C&B End User Staff to receive cards and map to appropriate role Collect registartion data for all GP based C&B End User staff (RA01 forms + evidence) and register

10.0

40.0

Subproject: Booking Management Service (BMS) Name


Receive BMS Resource Pack SHA / PCT to agree NHS Direct BMS model in principle Model Agreed and signed off by Project Board Review of BMS Commissioning Document Sign NHS Direct BMS Commissioning Document

Duration
1.0 20.0 1.0 20.0 1.0

Subproject: Local Helpdesk Name


Agree Acute Trust Helpdesk Model with CfH Service Management representative Agree PCT Helpdesk Model with CfH Service Management representative Agree Processes for Acute Trust Helpdesk Model Agree Processes for PCT Helpdesk Model

Duration
10.0 10.0 20.0 20.0

Subproject: People Readiness Name


Communications & Stakeholder Engagement Booking Process Redesign Activities Choose and Book System Business Processes Training

Duration
19.0 61.0 84.0 41.0

Subproject: Communications & Stakeholder Engagement Name


Download Managing People Change from CAB Website

Duration
1.0

Receive LHC Stakeholder Engagement and Communications Checklist from LBC Assign ownership of Communication workstream Meet and Engage Cluster Communication Leads Identify Established Routes of Communication Identify Stakeholders & Comms Targets in Primary and Secondary Care incl. Clinical, admin, managerial, Unions etc.. Prioritise Stakeholders & Comms Targets Map Stakeholders' Current V. Required Positions and motivating factors Determine & Produce Communications & Stakeholder Engagement Stragegy Comms & Stakeholder Engagement Strategy Produced Write Communications & Stakeholder Engagement Plan Communications & Stakeholder Engagement Plan Produced

1.0 5.0 1.0 3.0

3.0

1.0 5.0 3.0 1.0 7.0 1.0

Subproject: Booking Process Redesign Activities Name


Waiting List Management Review Current Processes Booking Process Redesign

Duration
20.0 40.0 41.0

Subproject: Waiting List Management Name


Align C&B Implementation Plan with the Trust's integrated waiting list policy Ensure adequate procedures exist to utilise MI and waiting list profiles Agree process / actions to address impact on performance targets as they arise

Duration
10.0 10.0 10.0

Subproject: Review Current Processes Name


Map and Analyse current Primary Care processes (as applicable) Map and Analyse current Secondary Care processes (as applicable)

Duration
40.0 40.0

Map and Analyse current Primary Care Organisational Design Map and Analyse current Secondary Care Organisational Design Collect and analyse DNA rates Collect and analyse cancellation rates (hospital and patient) Collect and analyse outpatient clinic utilisation rates Collect and analyse clinic templates Collect and analyse demand and capacity data Compare data generated with activity and waiting list/times targets Current Process Review Complete

20.0 20.0 40.0 40.0 40.0 40.0 40.0 40.0 1.0

Subproject: Booking Process Redesign Name


Review Patient information/communications with patients process Review Local protocols/profiles to ensure patients get to the right service at the right time Review Adherence to relevant policies and procedures (e.g. Annual Leave policies) Review Possibility of utilising local pathways other than consultant appointments Consider use of pooled clinical lists Identify responsibilities for booking and appropriate training Plan organisational redesign in line with new processes Identify impacts on other departments and services (e.g. Radiology, Pathology, Patient Transport) Incorporate existing waiting list patients with new clinic templates Obtain clinical sign off of processes and org design Booking Process Redesign Complete

Duration
40.0 40.0 40.0 40.0 40.0 40.0 20.0

40.0

40.0 1.0 1.0

Subproject: Choose and Book System Business Processes Name


Receive Electronic Booking Service Manual Hold Choose and Book Functional Walkthrough and Business Process Workshop

Duration
1.0 1.0

Establish process for establishing & managing specialty slots within Choose and Book Establish workgroup strategy with secondary care engagement Establish process for GP bookings and referrals within Choose and Book Establish process for Secondary Care Professional bookings and referrals within Choose and Book Establish process for patient access to Choose and Book , including BMS Establish process for commissioning rules & guidance within Choose and Book Establish process for management information and reporting within Choose and Book Establish process for business continuity within Choose and Book Establish process for Existing (legacy) Systems in relation to Choose and Book Order 'Props' to support organisation , job changes eg: name badges, signs etc? Choose and Book business processes changes complete

70.0 10.0 70.0

70.0

70.0 70.0 70.0 70.0 70.0 3.0 1.0

Subproject: Training Name


End User Training Planning

Duration
41.0

Subproject: End User Training Planning Name


Download Choose and Book Trainer's Pack (Available from Choose and Book website) Access Choose and Book On-line Training Tool for review Download Choose and Book Role Based Quick Reference Guides Produce Choose and Book Local Training Strategy Identify Choose and Book Trainers Identify Choose and Book Super Users Assess numbers of end users (by user group) Produce End User Training Plan

Duration
1.0 1.0 1.0 20.0 5.0 5.0 10.0 10.0

Subproject: System Configuration

Name
Choose and Book Definition of Services Local End to End and Regression testing

Duration
115.0 40.0

Subproject: Choose and Book Definition of Services Name


Receive Directory of Services Guidance (Describing Secondary Care Services available in Electronic Booking) Receive template spreadsheet for data entry into DoS Receive DoS 'Talking Head' training CD Plan Specialty Order Roll-out Organise & hold DoS Info Workshops with Service Definers, Specialty Leads etc? Organise & hold DoS planning workshops with PCT, Commissionning Define and Document Services Define and Document Service Selection Booking Guidance Define and Document Commissioning Rules Define users into workgroups Sign-off Directory of Services Information (Incl. PCT, Commissioning sign-off) Agree DoS Maintenance Schedule and responsibility

Duration
1.0

1.0 1.0 5.0 15.0 15.0 80.0 80.0 80.0 20.0 1.0 5.0

Subproject: Local End to End and Regression testing Name


Request and receive test patients Develop Local End to End test Approach Develop approach to maintain business as usual during testing phase Define Local End to End Test Scenarios Develop Local End to End Test Scripts Develop local regression test scripts Agree venue for local end to end test

Duration
10.0 10.0 10.0 5.0 20.0 20.0 5.0

Subproject: Stage 3 - Pre Deployment Name


Technical Readiness People Readiness System Configuration

Duration
74.0 244.0 142.0

Subproject: Technical Readiness Name


Infrastructure Readiness N3 Registration Authority Local Helpdesk

Duration
51.0 70.0 74.0 30.0

Subproject: Infrastructure Readiness Name


Order additional hardware as required Order additional software as required Request Smart Card Readers from CfH Download Identity Agent Software from CfH Install new hardware (including Smart Card Readers) Install new software (including Identify Agent Software, right versions of IE and Java) Infrastructure Set-up Complete

Duration
10.0 10.0 1.0 1.0 10.0 10.0 1.0

Subproject: N3 Name
Order N3 Connections for Acute Trust Sites Order N3 Connections for GP Practice sites

Duration
5.0 5.0

N3 Connections ordered BT Install of N3 Connections at Acute Trust Sites BT Install of N3 Connections at GP Practice sites Tested N3 Connections available at all sites going live

1.0 5.0 30.0 1.0

Subproject: Registration Authority Name


Order Smart Cards and RA Kit Deliver Smart cards, readers, printers & cameras (Toolkit) to secure area RA Agent & Manager Training Schedule RA registration timeslots for end users Register Local RA Managers and Agents and issue RA Smart cards Register Local RA Sponsors Local Registration Authority setup complete Register C&B DoS input teams, Trainers, Superusers & issue Smart cards Register Acute based End User staff & issue smart cards Register GP based End User staff & issue smart cards All End users going live with Choose and Book registered and issued with Smart Cards

Duration
10.0 1.0 1.0 5.0 5.0 3.0 1.0 5.0 30.0 30.0 1.0

Subproject: Local Helpdesk Name


Educte Acute Trust Helpdesk staff appropriately Educate PCT Helpdesk staff appropriately Communicate Helpdesk Procedures to all End Users Helpdesk Procedures Operational

Duration
10.0 10.0 30.0 1.0

Subproject: People Readiness Name Duration

Communications & Stakeholder Engagement Training

244.0 50.0

Subproject: Communications & Stakeholder Engagement Name


Order Communications Materials from CAB Website Divide and Assign Comms & Stakeholder Engagement Delivery Ownership Train and Accredit Delivery Owners on Appropriate Systems eg: Demo Environment Implement and Track Communications & Stakeholder Engagement Plan Hold initial awareness sessions in Primary and Secondary Care, Clinical and Admin. Initial awareness sessions complete Monitor Comms & S.H. Engagement for effectiveness & bottlenecks

Duration
1.0 1.0 3.0 232.0 10.0 1.0 234.0

Subproject: Training Name


End User Training Planning Train the Trainers End User Training End User Training Completed

Duration
30.0 22.0 20.0 1.0

Subproject: End User Training Planning Name


Book and Setup Training Accommodation Test C&B Online Training tool at all locations that training will take place Communicate End User Training Schedule

Duration
10.0 10.0 10.0

Subproject: Train the Trainers Name Duration

Undertake Choose and Book Train-the-Trainer session Develop local process training information to incorporate into End User Training

2.0 20.0

Subproject: End User Training Name


Train Super Users Train End Users Train Helpdesk users (where applicable) Train DoS Users

Duration
5.0 20.0 2.0 2.0

Subproject: System Configuration Name


Choose and Book Definition of Services Data Configure Hardware and Software Components Local End to End and Regression testing

Duration
10.0 80.0 35.0 56.0

Subproject: Choose and Book Definition of Services Name


Documentation of Directory of Services Complete Set-up users into workgroups via helpdesk process Workgroups set-up

Duration
1.0 10.0 1.0

Subproject: Data Name


Ensure nhs.uk service data updated and correct nhs.uk data quality and maintenance plan agreed Ensure correct NACS (OCS) codes used by Trust sites

Duration
70.0 10.0 10.0

Clean PAS Data to ensure in line with NSTS Data Clean GP Systems Data to ensure accurate with NSTS Data

60.0 60.0

Subproject: Configure Hardware and Software Components Name


Upgrade of Test PAS to Choose and Book Compliant Version (If applicable) Upgrade of Test GP system to Choose and Book Compliant Version (If applicable) Register Test End Point System - PAS (If applicable) Register Test End Point Systems - GP System Firewall and network configuraion changes complete

Duration
5.0 5.0 10.0 10.0 10.0

Subproject: Local End to End and Regression testing Name


Execute local regression testing DoS - Activate Services (including workgroups) - Test Commission Services - Test Set-up Service Selection Book Guidance - Test All Service Data Entered and Tested - Test Acute trust to map services to Test PAS Clinics using service codes - Test Acute Trusts to enable slots to be available within Test PAS - Test Choose and Book Slot Harvesting Execute Local End to End test cycles Local regression and end to end testing Signed-off

Duration
10.0 1.0 1.0 5.0 1.0 1.0 1.0 1.0 15.0 1.0

Subproject: Stage 4 - Deploy Name


Go Live

Duration
145.0

Subproject: Go Live

Name
Endpoint and outward facing IP addresses to move from Test to Live environment- PAS Register End Point Systems - GP System Switch from Test env to LIVE env. Complete Upgrade of live Existing PAS to C&B Compliant Version Upgrade of Existing GP Systems to C&B Compliant version at all GP Practices going live Firewall and network configuraion changes complete DoS - Define and activate Services (including workgroups) - Live Commission Services - Live Set-up Service Selection Book Guidance - Live Set up Test Clinics in Live PAS All Service Data Entered and Tested - Live Acute trust to map services to PAS Clinics using service codes - Live Acute Trusts to enable slots to be available within PAS - Live Confirm 1st Line Helpdesk Available Confirm BMS Solution Operational Undertake final go / no go decision Switch-over to live PAS, deal with configuration issues Choose and Book Slot Harvesting Live Operation of Choose and Book Application - Initial Deployment Complete Rollout Planning

Duration
15.0 15.0 1.0 1.0 5.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 5.0 1.0 1.0 119.0

Subproject: Rollout Planning Name


Planning and Deployment of additional specialties and Services Planning and Deployment of additional GP Practices

Duration
119.0 119.0

Subproject: Stage 5 - Support

Name
Post Go Live Rollout

Duration
233.0

Subproject: Post Go Live Rollout Name


Lessons Learned Benefits Realisation

Duration
6.0 233.0

Subproject: Lessons Learned Name


Arrange Lessons Learned Workshop Document Lessons Learned Lessons Learned Complete

Duration
1.0 5.0 1.0

Subproject: Benefits Realisation Name


Identify Benefits Realisation leaders Hold workshops to decide on which benefits to measure Develop Benefits Realisation Plan Baseline Current Performance of Agreed Measures Measure Post-Live Performance of Agreed Measures Publicise benefits being achieved Benefits Realisation Complete Implement Business As Usual Benefits Realisation Scheme

Duration
10.0 20.0 10.0 150.0 50.0 50.0 1.0 30.0