Lincolnshire Sustainability and Transformation on Partnership successfully use Aspyre to work collaboratively across multiple organisations...

The Lincolnshire Sustainability and Transformation Partnership (STP) comprises 4 CCGs and 3 NHS providers and serves a population of around 780,000 over a wide geographical area.

The STP faced a common problem where multiple organisations were looking to work more collaboratively together - over several years, various software solutions had already been used to some extent but, after considerable time had been spent trying to make them work and produce meaningful output, it was decided that they were not fit for purpose. An alternative solution that would meet the whole STP’s requirements needed to be found.

Jo Cudmore, Head of PMO said: “The intention of the STP is to work as a ‘system’. We have people from multiple organisations working together and we needed a solution that would allow us to share and collaborate using information rather than the normal ‘silo working’, which occurs all too often. Even the 4 CCGs in isolation struggled to share information across their boundaries, let alone involving providers.”

Part of the STP Office’s remit was to gather, review and make sense of a huge amount of information across the system: “We had cases where, if somebody asked us to write a Business Case for them, then we potentially had 7+ different templates, each with their own specific formats, logos, etc. On top of that, everyone was using different terminology for project-related matters and a more consistent approach was desperately needed” stated Jo.

“Aspyre is facilitating staff to drive projects forward rather than being just another task for people to do. The feeling about the previous software solutions was that people felt they were filling in the boxes because they had to – they didn’t see any benefit for themselves”

Major NHS organisation uses Aspyre to deliver high-profile programmes to multiple care systems across England…

An NHS organisation is now into its third year of using Aspyre to help deliver several important National programmes of work. These programmes provide clinically led, intensive practical help and support to multiple care systems throughout England resulting in safer, faster and better care for patients.

Reporting was a major problem for the organisation. Reports were inconsistent and some people would write too much whereas others would not include enough detail. There were also a variety of different report formats being used and it was difficult for the PMO to extract the information and collate it into something they could share with Senior Management and colleagues – “Team members now update Aspyre on either a daily or weekly basis so their project information is always up to date. This allows other members of the team, who may be in different locations, to log into Aspyre and see the status of an assignment or check other important information such as risks & issues, milestones, etc.”

As a result of using Aspyre, the overall transparency of the programmes has drastically increased and all pertinent information is now easily shared.

“The system allows all our team members working off-site to work collaboratively together, in a standardised way, across the country. Aspyre brings real-time visibility to our projects. Everyone working on the programme can view the information at any time.”

East Kent Hospitals University Foundation Trust deliver their £16.2m Cost Improvement Plan (CIP) ahead of schedule with Aspyre.

Like many NHS organisations, EKHUFT had set up a PMO to support the delivery of its CIP plan. It was apparent to EKHUFT that the current reporting system was becoming a logistical nightmare and creating more traumas in receiving updates and information on top of the growing challenge of meeting their target.

At the top of the PMOs priorities was the need to get clear visibility and control of the 650+ CIP schemes that had been identified as contributing to their target of £16.2m. Having struggled to manage their CIP schemes in previous years using complex spreadsheets, the PMO desperately needed to implement a centralised system.

The solution for EKHUFT was to implement Aspyre, Mosaique's cloud-based, portfolio, programme, project and PMO application. Aspyre would be introduced to the organisation with added integration of the CIP Management module to ensure that the functionality of the software was relating to the priorities of the trust.

With Aspyre already being developed for other NHS Trusts, EKHUFT were confident that the software would be able to meet their targets. The Trusts CIP schemes were entered in Aspyre upon first roll-out of the software, and EKHUFT had instant visibility of their entire portfolio.

Jacqui Horne, Interim PMO Manager of EKHUFT when talking about the trust's CIP target stated "These can now be generated with a single click of a button instead of us wasting hours chasing project leads for their information and then cutting and pasting it all together."

Jacqui was also very pleased with the service she received from the Mosaique team, saying "It is rare nowadays to truly receive what would be deemed to be real customer focus; the speed of turnaround to request and responses to queries from Mosaique is second to none. Many larger companies could learn a great deal about how to interact with their customers and work for shared solutions from Mosaique."

Birmingham CrossCity CCG deliver their Operational Plan with Aspyre.

Birmingham CrossCity CCG needed a tool to help deliver their Operational Plan by managing their portfolio of projects more effectively. It had to be web-based, simple and intuitive to use as many staff were new to project management.

They also needed to work in a standardised way and work collaboratively with partner organisations such as the local CSU (Commissioning Support Unit) and other CCGs.

Aspyre has helped CCG staff to better understand project management and the key processes involved in the successful delivery of projects.

Project Leads can see the performance of their projects and are able to alert senior managers where things may be going off-plan.

Mandy Holmes, Senior PMO Manager stated - "Aspyre provides a structured approach to establishing a project and incorporates all the critical elements that are required to support effective delivery."

"Aspyre has created much more of a project management discipline in the organisation. All projects are actively monitored through the PMO and Aspyre is the tool we use to facilitate this. Reporting is now done automatically and we use the built-in Board Reports and Project Highlight Reports to help inform the whole Governance Framework."

Clinical Quality Dashboard enables 'ward to board reporting' on CIP schemes for Birmingham Community Healthcare.

Like many NHS organisations around the country, South Warwickshire NHS Foundation Trust needed to monitor their service improvement projects to ensure they delivered their corporate objectives, so they formed a PMO function to help facilitate this.

It soon became apparent that their existing paper-based system would not be the answer. They chose to roll out Aspyre, a cloud-based, portfolio, programme, project and PMO tool.

Users now have easy access to all the relevant programme and project information that they require. Importantly, the information is presented in the same format so everyone works in a consistent manner and produces reports in the same format.

Aspyre is now used across the entire organisation to manage the Trust's improvement programme. They can automatically produce accurate, monthly reports on over 200 schemes including detailed financial savings.

"When delivering any NHS efficiency project, it is vital that patient safety, patient experience, clinical effectiveness and workforce indicators are accurately captured and then monitored on a regular basis. The new quality module in Aspyre enables our Trust to report the status of all quality indicators for all of our CIP schemes, from the Ward to the Board, transparently."

Aspyre helps Mental Health Trust develop a consistent approach to project management.

The Information Management & Technology (IM&T) department of Barnet, Enfield and Haringey Mental Health Trust (BEHMHT) needed a system that would provide end-to-end control and visibility of a complex portfolio of programmes and projects. BEHMHT faced the common problem of trying to manage projects via a combination of spreadsheets and disparate systems. Senior executives didn’t have a clear overview and it was impossible for them to determine the status of programmes at any given time.

BEHMHT began the implementation of Aspyre in May 2016 and were fully using the system by June. At any given time, project leads and executives can have an up to date picture of projects and can determine overall status, risks/issues and outstanding actions. The system also records status changes so the lifecycle of a project can be monitored which allows appropriate and timely decisions to be made.

With the Project Management Office and Finance Division now realising benefits from using Aspyre, the plan is to use the system more widely across the Trust in other areas where objectives need to be tracked, initiatives followed through and their improvement projects require greater visibility.

John Davidson, CIO at BEHMHT, said "The Aspyre system has provided significant benefits to enable us to track projects and programmes, not only within IM&T but also by our central PMO for other projects we are running within the Trust".

"In addition, the version we have purchased has additional functionality to support our CIP projects and track savings. The support we have received from the team at Mosaique has also been excellent”.

Aspyre helps South Warwickshire NHS Foundation Trust monitor their improvement projects to ensure delivery of corporate objectives.

Like many NHS organisations around the country, South Warwickshire NHS Foundation Trust needed to monitor their service improvement projects to ensure they delivered their corporate objectives, so they formed a PMO function to help facilitate this.

It soon became apparent that their existing paper-based system would not be the answer. They chose to roll out Aspyre, a cloud-based, portfolio, programme, project and PMO tool.

Users now have easy access to all the relevant programme and project information that they require. Importantly, the information is presented in the same format so everyone works in a consistent manner and produces reports in the same format.

Aspyre is now used across the entire organisation to manage the Trust's improvement programme. They can automatically produce accurate, monthly reports on over 200 schemes including detailed financial savings.

"Aspyre is now used across the entire organisation to manage the Trust's improvement programme. They can automatically produce accurate, monthly reports on over 200 schemes including detailed financial savings."