NHS Friends and Family Test PMO. Mental Health Trusts and Community Healthcare Trusts. Project Initiation Document. May 2013

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1 NHS Friends and Family Test PMO Mental Health Trusts and Community Healthcare Trusts Project Initiation Document May 2013 Page 1 of 15

2 Project Initiation Document This document defines the National Friends and Family Test Delivery to all Mental Health Trusts and Community Healthcare Trusts in terms of delivery timescales, scope and available resources, forming a basis for its management. Document Version Control NFFT Guidance Mental Health Trusts and Community Healthcare Trusts Version Date Author Change V Julie Osborn Created V Julie Osborn Created Page 2 of 15

3 Contents Contents Project Background Project Definition Project Aims and Objectives Key Project Milestone Project Organisation Project Governance Programme Board Programme Management Group Project Working Group Project Scope Support & Budget Marketing and Stakeholder Engagement Plan Glossary Annex A Proposed Governance Structure Annex B Allied Healthcare Professionals Page 3 of 15

4 1 Project Background 1.1 Responsibility for implementation of the National Friends and Family Test (NHS FFT) recently (1 st April 2013) passed from the Department of Health to NHS England (previously the NHS Commissioning Board). 1.2 The NHS England Team will be directed by Tim Kelsey, National Director for Patients and Information and led by Giles Wilmore, Director for Patient & Public Voice & Information. Workstreams will be supported by Samantha Riley, Director of Insight and Clare Enston, Insight and Feedback Lead, along with Andrew MacPherson, Director of The Strategic Projects and Delivery who joined Tim Kelsey s and Jane Cumming s (Chief Nursing Officer), directorates in April This Project Initiation Documentation builds on the National FFT Programme PID and goes into the details specific to the Mental Health Trusts & Community Healthcare Trusts Workstream. 2 Project Definition 2.1 This document estimates and suggests a timeline delivery of the Friends and Family Test Guidance for NHS funded care in the Mental Health and Community Healthcare Pathway by March The programme approach is the development of provider-focused guidance to support this. 2.3 The extension of the Friends and Family Test to those under 16 and vulnerable adults is identified as a specialist workstream across all Friends and Family pathways, with Subject Matter Expert (SME) leads. 2.4 The delivery of the Mental Health and Community Healthcare Trusts NHS FFT programme by the SPT includes: Governance Scoping and design of the work stream Development and testing of the methodology, with output being the publication guidance Communications, marketing strategy and stakeholder engagement, working with nominated national and regional communications leads 2.5 Completion of the project according to agreed plans will be dependent on a number of factors and risks; in particular resistance to change and availability of resources may affect plans and thereby impact on timelines and costs. SPT and NHS England will seek to review any changes and agree impacts and project plan amendments within 30 days of a policy change. Page 4 of 15

5 3 Project Aims and Objectives Aims 3.1 Building on the overall aim, as stated in the NHS England business plan, the intention of the Mental Health Community Healthcare Workstream is to develop the implementation, publication and reporting guidance to support the application of the FFT by Providers and Commissioners across Mental Health &Community Healthcare Services. Objectives 3.2 To develop the Mental Health and Community Healthcare Provider guidance by Q2 2014, building on existing pilots and early adoption, utilising the Implementation, Publication and R 3.3 Reporting guidance that has been developed for Acute In Patient, A&E and Maternity. This will ensure that where possible all guidance for the NHS Friends and Family Tests are consistent and familiar across all pathways. Benefits 3.4 The benefit of asking the NHS Friends and Family Test in Mental Health & Community Healthcare Trusts is that there will be a current insight into the patient s experience of the overall service they receive. The attendant comments will give the Mental and Community Healthcare Provider immediate feedback from their patients, enabling them to make changes that can influence provision and productivity in the immediate future. FFT will be positioned as a service to providers and commissioners to excel and to patients, to participate in the development of their National Health Service and support. FFT in Mental Health presents additional opportunity to engage with patients who may sometimes be cognitively and emotionally challenged. 3.5 The patient, guardian and carer will be given FFT information to assist an informed choice when deciding on a Mental Health or Community Healthcare Provider. 3.6 The public will be offered insight into service experience in Mental Health & Community Healthcare Trusts, consistent with NHS FFT information for the Acute Inpatient and A&E services from July 2013 and Maternity Units from October Key Project Milestone 4.1 Table 1 provides indicative milestones to achieve guidance issue by March Table 1 Mental Health Trusts & Community Healthcare Key Project Milestones Milestone Complete Expanded Project Setup (based on existing regional) Completion Date May/June 2013 Page 5 of 15

6 Project documentation, PID, development plan Terms of reference Group membership Meeting schedule Identify and work with early adopter sites to test guidance and data management Complete Mental Health & Community Healthcare Guidance for all providers July 2013 March Project Organisation 5.1 Overview The combined, overall programme establishes a core team of 10 (along with 4 regional PMs for geographical implementation and liaison with regional patient experience leads) to allow an incremental build to full FFT across all pathways in the NHS. The progressive national approach is designed to increasingly leverage accumulated experience and provide cost avoidance. The Mental Health & Community Healthcare Trusts workstream forms a part of this programme There will be a single programme management office, hosted by Greater East Midlands Commissioning Support Unit and based in Cambridge, on behalf of the NHS England. Andrew MacPherson will continue to maintain oversight of governance, services to NHS FFT and the associated projects. The Accountable Officer for the national programme management office will continue to be Andrew MacPherson, working in conjunction with NHS England colleagues and regional responsible officers The Mental Health & Community Healthcare Trust workstream will be lead by the Project manager supported by the wider programme team and working groups 5.2 Development and Implementation Development of the provider/pathway guidance Area Teams (AT) and Clinical Commissioning Groups (CCG s) will be approached in early 2013/14 to request that they appoint early adopters for progressive testing of the guidance and data management throughout the project. These will be supported through a team of four regional programme managers who will engage and work with the regional offices, AT s and CCGs Provider/Pathway Guidance will be developed as follows: Mental Health & Community Healthcare Trusts guidance in March 2014 Page 6 of 15

7 6 Project Governance 6.1 Effective governance is critical to the success of any programme. In particular, clearly and transparently defining the authority and roles of each organisation and group will be essential to ensuring the necessary approvals are obtained in a timely manner. 6.2 The Strategic Projects Team has agreed the terms of reference with the NHS England. There is a generic memorandum of understanding as is the SPT standard model which has been exchanged between the programme manager office s accountable officer and the NHS England s principal officer. 6.3 Governance of the Mental Health & Community Healthcare Trusts workstream will be provided through three routes: Programme Board (PB) Programme Management Group (PMG) Project Working Group (PWG) 6.4 There will be a Specialist Working Group (SWG) that will be overarching across all workstreams to ensure the needs of under 16 s and vulnerable people are covered. 7 Programme Board Overview 7.1 The Programme Board will be responsible for the overall direction and management of the Programme and has the responsibility and authority for the Programme. The Programme Board will be held to account by NHS England who are ultimately accountable for this programme. The proposed structure for oversight of the programme is included in Annex A. The Mental Health & Community Health Trust workstream form s a part of this programme. 7.2 Membership 7.3 Membership of the Programme Board will ensure both the appropriate level of oversight and key involvement of influential stakeholders: 7.4 In addition, the Area Team NHS FFT leads or a nominated representative for the group may be invited to join the Programme Board. 7.5 The Strategic Projects Team will provide all secretariat for the Programme Board. 7.6 The Programme Board will meet monthly and those meetings will generally take the form of a video conference. FFT Programme Board Membership Name Role Organisation Tim Kelsey (Chair) National Director for Patients and Information NHS England Page 7 of 15

8 Giles Wilmore Director of Patient and Public Insight and Information NHS England Samantha Riley Director of Insight NHS England Claire Enston Insight & Feedback Lead, NHS NHS England Lyn Simpson Director of NHS Operations and Delivery NHS England Chris Garrett Head of Delivery NHS England Andrew MacPherson Rowan Procter Shirley Powell John Ashworth Director of Strategic Projects & Delivery Programme Director Senior Programme Manager Head of Communications and Marketing NHS England Strategic Projects Team Strategic Projects Team Strategic Projects Team Dianne Kennard Head of Patient Engagement and Experience Department of Health Gill Harris Regional Director of Nursing (North) NHS England Ruth May Regional Director of Nursing (Midlands & East) NHS England Caroline Alexander Regional Director of Nursing (London) NHS England Liz Redfern Regional Director of Nursing (South) NHS England Policy Advisor NO 10 Becky Ace Programme Coordinator, Strategic Projects Team for notes and minutes Strategic Projects Team 8 Programme Management Group 8.1 Overview and Membership 8.2 The Programme Management Group is responsible for the overall management of the project workstreams within the NHS FFT Programme. The Programme Management Group will be held accountable by the Programme Board. 8.3 The Programme Management Group will meeting fortnightly and will generally take the form of a WebEx or video conference if available. Programme Management Group Membership Page 8 of 15

9 Name Role Organisation Samantha Riley Director of Insight NHS England Claire Enston Insight& Feedback Lead NHS England Dan Wellings Head of Insight and Feedback NHS England Rowan Procter Programme Director Strategic Projects Team Shirley Powell Senior Programme Manager Strategic Projects Team Ingrid Hyde Project Manager Strategic Projects Team Julie Osborn Project Manager Strategic Projects Team Andi Jones Data Manager Strategic Projects Team Becky Ace Programme Coordinator Strategic Projects Team 9 Project Workstream Group 9.1 Overview and Membership 9.2 The Project Workstream Group is responsible for the day to day running of the Mental Health and Community Healthcare Trusts workstream to ensure that it is delivered on schedule, manage risks and issues and to report into the Programme Management Group. 9.3 It is planned that it will initially be a face to face meeting but from then on it will be a WebEx or Video Conference. 9.4 There may be a need for more than one lead from each of the areas this will be reviewed as the project progresses Project Workstream Group Membership Mental Health and Community Healthcare Trusts Name Role Organisation Andrew MacPherson Director Strategic Projects Team and Delivery Strategic Projects Team Rowan Procter Programme Director Strategic Projects Team Shirley Powell Senior Programme Manager Strategic Projects Team Page 9 of 15

10 Julie Osborn Project Manager MHT and CHT Strategic Projects Team Becky Ace Project Coordinator FFT Strategic Projects Team Insight Representative NHS England Area Team Lead Guidance Development and Support Early Adopter Site Area Team Lead Guidance Development and Support Early Adopter Site Regional Early Adopter Site Guidance Development & Test Site Regional Early Adopter Site Guidance Development & Early Adopter Site Provider Organisation Mental Health Guidance Development Provider Organisation Community Healthcare Guidance Development Independent Provider Organisation Mental Health Guidance Development 3 rd Sector Representative Mental Health Guidance Development North Region Midlands and East Region South London England Page 10 of 15

11 The membership of the Project Workstream Group will require: Commitment to a fortnightly meeting (WEBEX) or if you are unable to attend to ensure you can nominate a deputy that can act on your behalf Ensuring a range of views are represented o o o Clinical Patient Experience Leads Specialist Medical Experts (SME) (This list is not exhaustive) To ensure that Project Workstream Group Members have a clear understanding of roles and responsibilities a brief summary is provided by role. Area Team Leads will be responsible for: Identifying the Early Adopter sites in their Region Supporting the development of guidance Supporting the Early Adopter site(s) in their Region and feeding back from them Attendance and input at project working group meetings Collating and sharing other Area Team s input to guidance development (within region) Identification of issues and risks during project If more than one Early Adopter site in area area lead is responsible for collating feedback from all test sites Communication and Engagement of Clinical Commissioning Groups Regional Early Adopter Sites Supporting development of guidance Attendance and input at project working group meetings Identifying issues and risks during project Testing guidance which may include but is not limited to o Review of guidance wording throughout the test period o Working towards the target 15% response rate o Testing various collection methods appropriate to the test site, i.e. paper, SMS, Web etc. o Testing the data submission process o Testing the dashboard process Ensuring that clinical views on best practise for NHS FFT are sought and shared Ensuring that views of others from the test site are sought and shared Identification of issues and risks during project Provider Organisations Support development of guidance Attendance and input at project working group meetings Identification of issues and risks during project Critical friend approach to project 10 Project Scope 10.1 In Scope Complete NHS FFT guidance for Mental Health and Community Healthcare Trusts Page 11 of 15

12 10.2 Out of scope Implementation of the NHS FFT in all Mental Health and Community Healthcare Trusts Negotiate the NHS FFT into the Mental Health and Community Healthcare Trusts Contracts Review of data collection and publications solutions used by Mental Health and Community Healthcare Trusts and suggest how they can be used to manage NHS FFT data 11 Support & Budget 11.1 SPT proposes to include a number of formal Programme Reviews to provide assurance of the performance of the project to stakeholders and NHS England Programme Board members. The Mental Health and Community Healthcare Trust workstream forms a part of the NHS FFT Programme, details of the support and budget can be found with the main programme PID Risks & Issues 11.2 Following initial discussion and approval, the risk register and issues log will be reviewed as a recurring item on the programme management and project working group meetings. 12 Marketing and Stakeholder Engagement Plan 12.1 Communications support would include the leadership and provision of stakeholder engagement, communications and marketing materials, with an aim to: Engage with: NHS Professionals and Stakeholders Public and Patients Promote the principle of importance of good patient customer experience Promote the principle of patient insight for all to improve patient experience Support and promote the NFFT which will empower all stakeholders and inpatients in their choice of service provider and participation in the service proposition Support and promote implementation and development of the NFFT, and report on results on ongoing basis Enable organisations to share good practice and drive cultural change Support organisations in the implementation of measure for improvement in existing practices Enable ongoing, informal communication between organisations Develop sustainable systems to ensure promotion and ongoing improvements in patient experience beyond March 2013 Share key information and results with the public Page 12 of 15

13 12.2 Tasks will include stakeholder mapping, completion of frequently asked questions and lines to take in conjunction with regional and national teams, the establishment of communication alliances in conjunction with NHS England Patient Insight Executive The communications and marketing programme will focus on regional engagement, with support provided through a bespoke website, regional and national conferences, management of FAQs and other support as required. Development of a network of regional communications leads will therefore be critical to the success of the programme. 13 Glossary - Term Vulnerable Adults Definition A person who is 18 years of age or over, and who is or may be in need of community care services by reason of mental or other disability, age or illness and who is or may be unable to take care of him/herself, or unable to protect him/herself against significant harm or serious exploitation Page 13 of 15

14 14 Annex A Proposed Governance Structure Friends and Family Test Governance and Delivery Stakeholder / Patient Reference Group FFT Programme Board Supplier Reference Forum Area Team Customer Service Alliance Programme Management Working Group Acute IP & A&E Acute OP & Day Cases Primary Care - GP Primary Care - Opticians/Dentist/Pharmacy Community Mental Health Employee FFT All Working Groups for each workstream will have at a minimum NHSE Representative Strategic Projects Team Project Manager Area Team Lead Pilot Site Representative Specialist Working Group (Under 16 s / Cognitively Impaired) TU/Staff Representative IM&T SME SPT Project Mgr Directorate Reps Hosted by the Greater East Midlands Commissioning Support Unit Page 14 of 15

15 15 Annex B Allied Healthcare Professionals Role Art Therapists Dieticians Occupational Therapists Physiotherapists Speech and Language Therapists Podiatrists Chiropodists Orthoptists Orthotists Prothetists Page 15 of 15

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