Project Closure Report
Children’s Equipment Integration Project
Division: DFC Equipment Program
Author Name: Patrick Page
Date Created: 14/10/10
Purpose
The Project Closure Report confirms all project tasks have been completed, and all project deliverables have been formally handed over to, and accepted by, the business. The report conveys critical information to the Project Steering Group to enable an informed decision to be made to approve the closure of the project.
Table of Contents
1 Project Performance 6
1.1 Strategic Alignment 6
1.2 Business Outcome 6
1.3 Project Delivery 8
1.4 Project Timeframe 15
1.5 Project Benefits 16
1.6 Lessons Learned & Recommendations 19
2 Handover 20
3 Closure Checklist 22
4 Post Implementation Review Planning 25
Appendix 26
Documentation and Approvals
Document Location
The master soft copy of this document is held in the following location:
DFC / NGO Collaboration Portal > Children Equipment Integration Project > Senior User Group > SUG project updates > Final project deliverables docs > CEIP Closure Report
Revision History
Revision Date / Version No / Changes Marked14/10/10 / 1.0 to 4.0 / Versions created as artefacts of check out / in process,(set up of doc tracking on SUG library does not allow sub versions) No changes made to doc. sent out for review by Matthew Massy Westropp, Cara Newman, Coralee Sheldon, Rebecca Fleet and Sue Bostock
27/10/10 / 5.0 to 7.0 / Changes suggested by Rebecca Fleet added / Red text
27/10/10 / 8.0 to 9.0 / Further details added from 2 Final CEIP docs uploaded by Rebecca: (“Refurbishment procedures gap analysis” and "Assessment and Prescription - review of documents and tools" docs) / Red text
27/10/10 / 10.0 / Coralee Sheldon / Sue Bostock; changes / comments / Green and Red Text
28/10/10 / 11.0 / Matthew MW changes/comments / Blue text
8/11/10 / 12.0 to 17.0 / Changes compiled and recommendations transferred to DFC EP Issues and Actions Log. New issues for Clinical Leaders added to section 3. For consideration by Project Steering Group / Orange text
10/11/10 / 18.0 to 20.0 / Project Steering Group considered and approved doc with minor changes made to this version. For viewing by Project Senior User Group and project implementation review on 17/11/10. Circulation list required then circulate.
19/11/10 / 23.0 / Project closure review added and circulation list completed.
Approvals
This document requires the following approvals.
Matthew Massy Westropp / 19/11/10 / 23.0
Susan Bostock / 19/11/10 / 23.0
Cara Newman / 19/11/10 / 23.0
Coralee Sheldon / 19/11/10 / 23.0
Distribution
This document has been distributed to:
Maura Toner, Project Support Officer, Domiciliary Care SA Project Management Office / 19/11/10 / 1
Glen Rappensberg, CEO, Novita Children’s Services / 19/11/10 / 1
Ivan Lawton, General Manager, Specialist Services, Novita Children’s Services / 19/11/10 / 1
Terry Lyons, General Manager of Statewide Services, Novita Children’s Services / 19/11/10 / 1
Lynn Young, Executive Director, Disability SA / 19/11/10 / 1
Claude Bruno, Director North, Disability SA / 19/11/10 / 1
Leanne Head, Director South, Disability SA / 19/11/10 / 1
Lynette Pugh, Executive Director, Domiciliary Care SA / 19/11/10 / 1
Andrew Richmond, Director Client Services, Domiciliary Care SA / 19/11/10 / 1
Signed copies sent to the above and electronic copy and link circulated by email to the above and members of the Project Advisory and Senior User Groups. / 19/11/10 / 70
1 Project Performance
1.1 Strategic Alignment
The project has maintained strategic alignment to Disability strategies in the DFC Five Year Strategic Plan (2009-13) in developing plans in collaboration with the non-Government sector to improve service quality by creating common policies and procedures for the provision of equipment and home modifications to clients of DFC and Novita. This has also aligned with the department’s commitment to service reforms under the National Disability Agreement to make access to aids and equipment programs more consistent.
1.2 Business Outcome
The creation of the DFC Equipment Program in 2008 and this subsequent project to fully integrate children’s needs represents a fundamental reform for equipment and home modification services in South Australia. The impacts of these reforms for clients are becoming more apparent, with more equipment being provided to people in need and reduced waiting times for services.
The prime objective of aligning Novita and DFC children’s equipment services business processes as documented in policies, procedures and supporting documents for the use of staff providing services to the DFC Equipment Program has to a large extent been achieved.
Areas of work that were considered out of scope of the project or beyond the resources of the project to complete in the time available remain to be done. These are documented in the closure report below and require prioritising and resourcing as further actions or projects.
The 6 Objectives from the original Project Brief have been placed here to help review of the original aims with the final outcomes of the project. Goals not achieved have been be transferred Section 3. Closure checklist for inclusion in planning of future work aimed at integrating children’s and adults equipment services.
Objectives from the original Project Brief: / Overall business outcome achieved?To develop an equipment funding and management system which acknowledges the specific needs of all groups (eg children with disabilities and their families / carers); / Management systems were designed for recurrent budget allocation and equitable provision of standardised “in scope” items of equipment and more complex items.
Dedicated budget established for procuring children’s equipment. Separate repair budget also established for children’s equipment. Aligned prioritisation of children’s and adults equipment.
To develop governance, accountability and reporting mechanisms for children’s equipment within the framework of the DFC Equipment Program; / This objective was considered out of scope for the project by the Senior User Group. Novita / DFC MOU development suggested. (See Budget meeting minutes 0.2{1}
To define and implement assessment, prescription and waiting list management standards and systems for the children’s component of the DFC Equipment Program / The overall framework has been defined but significant detailed work is required to complete this objective. For example in developing and implementing the Approved prescriber model, review and updating of Assessment tools & clinical guidelines including particularly communication equipment;
To identify roles and responsibilities for agencies for the children’s component of the DFC Equipment Program; / The overall structure of the new business processes has been negotiated and documented however there are still some detailed operational processes to be finalised.
To define and implement an equipment supply system which acknowledges the specific needs of all groups / The “CEIP Policy Briefing Note” indicates that this objective has been achieved.
To determine the responsibility for the provision of equipment information and advice. / Responsibility for this function at the prescription and delivery stages has been considered however creation of detailed operational processes and supporting documentation are still required. Further work remains to be done in the provision advice to the general public and in training clients, staff and external prescribers.
1.3 Project Delivery
This section compares the actual scope delivered to the planned scope agreed in the Project Implementation Plan. Reasons for the scope variance and any impact changes may have had on the project objective, project business outcome or relevant business areas are discussed.
Planned agreed scope / Actual scope / Reasons for Scope VarianceEquipment provision for South Australian children from birth to 18 years with a disability, as defined by the Disability Services Act, who are eligible for the DFC Equipment Program;
(includes children [from birth to 18 years] who are clients of Disability Services) / Strategic and operational policy and supporting procedures inclusive of specific children’s issues.
Apply Eligibility criteria to children.
Management of non gov funded items.
Assessment & prescription protocols review.
Define Assessment & prescription process & documentation.
Initial Staff training
Client Training / Out of scope due to lack of resources:
NGO online ordering: Use paper system until O/L ordering available and review of recurrent budget determines children’s “in scope” items
Integration of Novita / DFC equipment databases: Requires an interface to update information between DES and Novita.
Review of clinical protocols: Eligibility and screening tools to be aligned only. Clinical procedures will be reviewed but without writing of procedures.
Policies gap analysis: Publication of key eligibility criteria accessible to the public deferred.
Completed competencies model including prescriber competencies definition and processes.
Assessment & Prescription: Speech Pathology specific equipment processes & documentation
Initial Staff training survey for external prescribers
Client Training Combined DFC EP / Novita client fact sheets for specific equipment.
Clinical and operational equipment services provided by Novita; (operational equipment services is defined as ordering, stock control, tracking, delivery, refurbishment and reporting) / Refurbishment:
Complexities of scope lead to deferral of some parts as recommendations for future work and matching of customised equipment and speech generating devices
Consideration of equipment provided by Novita funded by non government sources; / Consideration of equipment provided by Novita funded by non government sources
Operational equipment services provided by DES / Updating all DFC adult procedures (for example e-ref) to incorporate children’s services and access enabled for Novita and Disability SA therapists / Only Novita and DFC docs related to children’s services were aligned without being created in e-ref or formatted within the adult framework.
Transition from children’s to adult equipment systems / Agreed protocol for equipment related transition issues for young people approaching 18 years of age.
Reporting systems to support the program. / Recommendations for sustainable access to project products and creation of sustainable process for writing, storing and reviewing all P&P and supporting documents in one place with NGO and DFC access.
Budget reporting: Components for sustainable management of ongoing reporting and negotiations.
Equipment tracking databases: Describe issues re database interfaces for Novita / DES systems and make future implementation plan with Novita & DFC ICT
Review Novita policy on information to be kept on Novita database and how this will be used or integrated with the DES equipment database. / Out of scope due to lack of resources:
Dollar values of the recurrent budget and integration of Novita / DFC EP equipment tracking databases out of scope.
Creation of a live web based waiting list for children’s equipment deferred. Novita to compile and send fortnightly extract to DES to use as interim.
Creation of a collaborative children’s procedures audit process:
.
Actual Deliverable produced (Work Packages as listed on Schedule) / Agreed planned Deliverable / Met performance and quality requirements / Reasons for Performance and Quality variances / Impact on the project objective, business outcome and relevant business areasApproval of deliverables varied during the project as initially high level approval was delegated to the Equipment Program Governance Committee which was decommissioned during the project. Not all deliverables required this level of sign off and to facilitate project completion deliverable acceptance was delegated to the Senior User Group. See section 2. Handover, below for acceptance status of each deliverable.
1. Confirm governance arrangements for children’s equipment services / Out of scope
Review of DFC EP Policies:
Analyse & create finalised draft policies / 2. Strategic and operational policy and supporting procedures are inclusive of specific children’s issues / No / Resource allocation required to complete formatting of new documents and equipment review issues.
Eligibility Criteria:
Apply criteria to children / 3. Eligibility statement / Yes
Non-govt funded children’s equipment.
management of non government funded items / 4. DFC Equipment Program procedure regarding non-government funded children’s equipment / Yes
Assessment & prescription protocols:
Review paper tools
Define Assessment & prescription process & documentation / 5. Assessment and prescription protocols / No / Assessment tools & clinical guides review and updating deferred. Incomplete process review for communication equipment. Procedure documentation incomplete / Business areas need to review procedures to include changes necessary after consideration of the docs and tools for assessment and prescription.
Resource implications for DFC EP in creating and resourcing ongoing review and development of business processes and supporting documentation.
Assessment & Prescription model non - Novita/DSA / Out of scope
Prioritising waiting list: supporting docs replacement v. new / 6. Protocol for prioritisation of children’s equipment waiting for funding / Yes
Transition:
Novita client trans to DFC post 18y.o
Transfer non govt items to DFC at 18
Criteria for <18 ineligible to DSA as adults / 7. Protocol for equipment related transition issues for young people approaching 18 years of age / Yes
Recurrent budget: Management:
Estimate capital and staffing budget
Define repair, modification & delivery / 8. Recurrent budget management process and dollar estimates of current direct expenditure for equipment for children with disabilities.
(Dollar values of the recurrent budget out of scope) / Yes
Recurrent budget: Clinical Stock / non-stock recommendations / Clinical Stock / non-stock recommendations / Yes
Refurbishment:
Resources and procedures for children’s equip / 9. Protocol regarding refurbishment of children’s equipment / No / Significant procedures and documentation work deferred because of limited project support. (see “Refurbishment:” comments in “Recommendations to address deficiencies in deliverables” section below) / Minimum standard of requirement for “general review” of children’s equipment considered reasonable for DFC Equipment Program and risk / resource implications yet to be determined.
Policy docs make timely review an imperative, but resources to manage this are not available. Business areas to consider best management of this issue
Delivery: Review procedures to include children / 10. Protocol regarding equipment delivery for metropolitan and remote clients / No / Significant procedures and documentation work deferred because of limited project support. (see “Delivery:” comments in “Recommendations to address deficiencies in deliverables” section below) / Remote delivery / maintenance services remain an issue to be resolved.
Reporting:
Format, schedule and recipients