Masterclass 12 th September 2018

Transcription

1 Masterclass 12 th September 2018 Agenda 1pm Introduction Ann Slee, NHS England 1.05pm Developing User Focused Design Processes and Managing Clinical Risk David Chalkley, Luke Gompels and The Taunton Informatics Team 1.55pm Summary, next steps and close Ann Slee Please forward ideas for future topics, feedback or volunteers to present to

2 Global Digital Exemplar Learning Network Developing User Focused Design Processes and Managing Clinical Risk Thank you for joining the WebEx. Housekeeping: Please rename your caller ID with full name & Trust Please put your self on mute If you have a question during the presentation please send them to the Host via the chat facility.

3 Developing User Focused Design Processes and Managing Clinical Risk David Chalkley Samantha Sellick Luke Gompels Karen Littlejohns Digital Safety Lead & Deputy CCIO Deputy CNIO CCIO Digital Programme Manager

4 Developing User Focused Design Processes and Managing Clinical Risk 1. Introduction & situation 2. Engagement 3. Iterative User Focused Design 4. Clinical Safety Oversight 5. Leading and Managing a Project

5 Our demographics Specialist Services to 500,000 Annual budget of 250million 630 beds, 34 wards, 15 theatres 315,000 outpatient appointments 40,000 emergency admissions Alliance acute trust and community/mental health 56,000 ED Attendances 3400 babies born

6 Background 2015 deployed IMS MAXIMS PAS User led workstreams, Significant solution design Awarded GDE status in 2016 Opportunity to build integrated best of breed EPR GDE funded until April 2020 Key GDE strategic partners;

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9 Situation During IMS MAXIMS implementation we saw benefits of user led digital workstreams Needed to overcome a range of UI/UX challenges Suppliers offered us the opportunity to collaborate on new solutions Emergence of mobile solutions (Apps)

10 Challenges How do you engage people with the design processes? How can you identify what to mobilise? What activities can be used to validate solutions? Where does clinical safety fit within the process? What should I consider when leading or managing similar projects?

11 Key Drivers Clinically led Clinically safe Benefits driven Person Engagement Iterative User Focused Design Usability and mobilisation Making the most of Exemplar opportunities Collaboration & Partnerships Adapt and Adopt Blue printable

12 Our Approach 1. Engagement 2. Iterative user focused design 3. Clinical Safety oversight 4. Leading and Managing a Project

13 Approach: Engagement Person engagement Opportunities Narrative Benefits

14 Person Engagement Approach: Engagement Engagement/partnership: Values/culture for engagement strategy Embedded with all workstreams Under pinned by documented strategy

15 Open days Approach: Engagement Opportunities Workshops Staff shadowing Concept evaluation Day in the life prototype evaluation Demonstrations

16 Approach: Engagement Narrative

17 Approach: Engagement Benefits Shared vision with stakeholders Buy-in, momentum and support Solution validation Appetite for change

18 Approach 1. Engagement 2. Iterative User Focused Design 3. Clinical Safety Oversight 4. Leading and Managing a Project Key insights Develop strategy Embed within programme culture Utilise to build positive change momentum

19 Approach 1. Engagement 2. Iterative User Focused Design 3. Clinical Safety Oversight 4. Leading and Managing a Project

20 Approach: Iterative user focused design Understanding the problem: Data Capture Understanding the problem: Opportunities Developing prototypes Reviewing prototypes Validating solutions

21 Approach: Iterative user focused design Understanding the Problem Data capture

22 Approach: Iterative user focused design Understanding the Problem Identifying Opportunities

23 Approach: Iterative user focused design Developing Prototypes

24 Approach: Iterative user focused design Reviewing Prototypes

25 Approach: Iterative user focused design Validating solutions

26 Process: Iterative user focused design Validating solutions

27 Approach 1. Engagement 2. Iterative user focused design 3. Clinical Safety Oversight 4. Leading and Managing a Project Key insights Invest in understanding problems before you start Require alignment with engaged and capable supplier(s) Aligns with engagement, creates positive culture

28 Approach 1. Engagement 2. Iterative user focused design 3. Clinical Safety oversight 4. Leading and Managing a Project

29 Approach: Clinical Safety Oversight Learning from our journey so far Governance Clinical Risk Management Planning In Scope Activities Culture and review Collaboration with Suppliers Safety Case Blue Printing Clinical leadership, & oversight Communication Clinical Safety Risk management strategy Structured documentation

30 Approach: Clinical Safety Oversight Learning from our journey so far ISB/SCCI/DCB0160 Technically focused Majority post go-live issues related to people and process Failed to anticipate a number failure modes Opportunity to learn and iterate Capacity and skills to react in place Develop proactive approach Invested in skills, capability & capacity

31 Approach: Clinical Safety Oversight Governance

32 Approach: Clinical Safety Oversight Clinical Risk Management Planning Created standardised templates Minimise documentation workload Identified and plan activities early Upskill team and build culture

33 Approach: Clinical Safety Oversight In Scope Activities Workflow and failure mode review Inc. Edge case(s) Day in the life testing

34 Approach: Clinical Safety Oversight Culture and review Embedded approach with all projects 6 NHSD safety accredited clinicians with programme Utilise staff and SME s from across organisation Part of engagement approach Open and inclusive hazard workshops Encourage unbiased participation Part of all projects

35 Approach: Clinical Safety Oversight Safety Case Build as you progress Collaborate with (willing) suppliers Consider the risk within the existing system Consider full range of risk areas Consider residual risks and areas Review post deployment

36 Approach: Clinical Safety Oversight Blue Printing Adapt, adopt, share Creation of blank templates Shared learning Joint review of hazard logs Hazard workshop support Investment in skills, capability and capacity

37 Approach 1. Engagement 2. Iterative user focused design 3. Clinical Safety Oversight 4. Leading and Managing a Project Key insights Embed within culture and process of projects Create templates, minimise overheads Invest in skills Share & collaborate

38 Approach 1. Engagement 2. Iterative user focused design 3. Clinical Safety oversight 4. Leading and Managing a Project

39 Approach: Leading and Managing a Project Challenges Project oversight and measuring improvement Lessons learned

40 Approach: Leading and Managing a Project Challenges Estimating development time and cycles Establishing roles and responsibilities Uni-focus on design aspect of project Scope creep Assessing solutions fit vs need Ensuring whole business process is considered Releasing the right resource from the business

41 Approach: Leading and Managing a Project Project oversight and measuring improvement Tracking progress difficult if mechanisms have not evolved Modification of tools: Huddle Checkpoint Checklists Product breakdown structures Post-deployment measures established in advance

42 Approach: Leading and Managing a Project Lessons learned Set expectations of roles within the project ownership/responsibility Understanding of As Is must be complete, all roles and all flows To Be must consider failure modes Baseline data needed Risk of over focus on the innovation and design compromising other workstream elements

43 Approach 1. Engagement 2. Iterative user focused design 3. Clinical Safety Oversight 4. Leading and Managing a Project Key insights Consider a modified tool set to provide oversight Clear role definition Ensure whole project progresses

44 Key outcomes Defined and implemented engagement strategy Meaningful involvement of persons Engaged and capable suppliers with vision alignment Agile development and user focused design has a synergy with successful engagement Clinical safety should embed with culture and process Invest in skills and capability, create ownership Iterate on oversight tools to ensure projects are being tracked accurately Context of project within the overall portfolio

45 Summary Person engagement Adaptable design process Agile and iterative where possible Builds partnership with patients/users/suppliers Must be patient centered and clinically safe

46 Questions