Programme start up document - Optimised Programme Methodology
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This document outlines the strategy for the programme startup, detailing the objectives, methodologies, and key performance indicators to improve performance within the business area. It includes sections on vision, quality assurance, project and programme management, and stakeholder communication. Additionally, it describes the roles and responsibilities of the programme team and the approach to managing risks and issues.
![Programme Start up
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Author: [Author]
Your Business Name
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Distribution: [Distribution list]
Version: [Enter Version number]
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Programme start up document - Optimised Programme Methodology
- 1. Programme Start up [Title] Author: [Author] Your Business Name Street Address Address 2 Telephone Fax E-Mail Date: [Date] Distribution: [Distribution list] Version: [Enter Version number] Version Date Authorised by Narrative 1.0
- 2. 1.0 Purpose The purpose of this document is to communicate the programme strategy. This document will communicate the business area process and identify the approach, the people involved and methodologies that will be taken to improve the current performance indicators. 2.0 Vision and Mission statement 3.0 Strategic positioning 4.0 Business process (SIPOC) SUPPLIER INPUTS PROCESS OUTPUTS CUSTOMER 5.0 Performance Indicators “As is” V “To be” Programme start up document Version: Author: Date: Page 2 of 8
- 3. 5.1 “As is” V “To be” key performance indicators Measurement Current (As is) Future (to be) Variance Source: 5.2 Area of focus 5.3 List of key benefits of focus 5.4 Programme plan of benefits realisation Activity to realise benefits / “To be” performance indicators Plan date 6.0 Weighted Objectives Programme start up document Version: Author: Date: Page 3 of 8
- 4. 6.1 Mandatory objectives These objectives are mandatory and must be achieved in any project. 6.2 Ranked Objectives The below objectives are required but may be flexed if other objectives are achieved. These objectives are therefore not mandatory and will be ranked as such: Objective 1 Objective 2 Output documents from CareFirst are correct Objective 3 Business processes documented Objective 4 Operational guidance notes and policies documented Objective 5 People are competent and confident using CareFirst Objective 6 Administration time of using CareFirst is reduced Objective 1 Objective 2 Objective 3 Objective 4 Objective 5 Objective 6 Objective 1 Objective 2 Objective 3 Objective 4 Objective 5 Objective 6 Objective Objective 1 Objective 2 Objective 3 Objective 4 Objective 5 Objective 6 Count 1 1 1 1 1 1 Rank 1 1 1 1 1 1 7.0 Quality / Critical to success 7.1 Critical to Quality 7.1.1 Customer focus 7.1.2 Quality of outputs 7.2 Quality assurance 7.3 Responsibilities of quality assurance 7.4 Reporting on quality performance issues Programme start up document Version: Author: Date: Page 4 of 8
- 5. 8.0 Approach – Framework 8.1 Programme Management The programme framework will be initiated with the “Programme start up” document. Once the objectives have been identified and ratified, then a “Programme improvement plan” will be written and a project portfolio (listing all projects in the programme) will be managed. 8.2 Project Management Every project in the portfolio will be initiated with a “project start up document” and reviewed periodically through the “project delivery report” and then reviewed and handed back to the business through the “project closure report” 8.3 Programme / Project tools The programme and associated projects will utilise the following tools: - Risk log (used to list potential problems that could impact the business, programme or project) - Issues log (used to list all issues affecting the business, programme or project) - Lessons learned log (used in everyday working to take learnings into the future) - Exception reports to request a change in the a) deliverables, objectives, targets or b) changes to the timescales, costs or quality aspects of the project plan. - Change request logs (used to list all the requested and approved changes to the programme / project) - Stakeholder schedules (This will be used to engage people and manage communication) 8.4 Process Review A business process map will be documented for the areas where the most benefit is expected. The process map will detail the people involved, time taken, quality consideration and flows of information 8.5 Organisation There will be a clear focus on the organisation structure and in particular: • workforce have the right capability through training and development Programme start up document Version: Author: Date: Page 5 of 8
- 6. • Caseloads / workloads is manageable • objectives for the department and individuals is aligned to strategy • communication between departments is clear and concise 8.6 Technology The use of technology will be reviewed to ensure that it is always available and downtime is controlled and organised. There will be a review of other technologies to see what improvements may be made to the efficiencies of the organisation and business processes in order to deliver the expected benefits / objectives. 8.7 Information This programme will look at the information and how it is used to measure performance of each business process. The information review will also look at workflow of information, how it is passed onto other people / departments, controls in place and media used. There will be a focus on freedom of information and data protection acts. 9.0 Project portfolio strategy Projects will be identified within the “Project Improvement Plan” and will be listed on the project portfolio log. The projects will be measured against the objectives identified in section “6.0 weighted objectives” The projects within the portfolio will need to reviewed and agreed by the programme sponsor with the programme manager before commencement and resources allocated. Once the project portfolio has been agreed, projects will be started via “Project stat up” documents and their status’ will be communicated through “project delivery reports”. 10.0 Programme team 10.1 Programme team Programme start up document Version: Author: Date: Page 6 of 8
- 7. Programme Sponsor Name Senior User Name Programme Manager Name User Title Name Name 10.2 Roles & responsibilities 10.2.1 Programme Sponsors The programme sponsors will be responsible for the overall direction of the programme and to ensure it is aligned to the organisations’ objectives. They will grant permission for resources to be allocated against the chosen projects. The programme sponsor will also be responsible to approve any change requests and for the amendments to the objectives “to be” key performance indicators for the programme. 10.2.2 Programme Manager The programme manager will be responsible for the execution of the programme improvement plan and to oversee the project portfolio. This will be to ensure the organisations’ objectives are achieved. The programme manager will be responsible for communicating and engaging with the identified stakeholders to ensure that their needs are identified and met by the project portfolio. The programme manager will be responsible for the communication of any exception reports that may affect the overall direction of the programme. The programme manager will issue the programme delivery reports and all associated issues / risk logs. Programme start up document Version: Author: Date: Page 7 of 8
- 8. 11.0 Stakeholders, communication and reporting 11.1 Stakeholders for the programme Individual discussions Minutes to meetings Highlight reports Meetings Start up Key Stakeholder / Dept / Tel No. / Location 11.2 Reporting and review 12.0 Issues and risk management The programme and business issues / risks will be listed in the “programme issues log” and “programme risk log”. All mitigating actions will be identified and agreed by the programme team as specified in section “10.0 Programme team” The programme risks and issues will also be communicated via the “Programme delivery reports” Programme start up document Version: Author: Date: Page 8 of 8