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Project Initiation
Document
Cancer Survivorship
RRef
West Midlands
Strategic Clinical
Network and Clinical
Senate
Version 0.8
(Ref 12/T1C2)
Cancer Survivorship PID final V8 for website
RRef
Page 1
Project Initiation Document
Cancer survivorship
Planning Phase : Project Initiation Document
(PID)
The PID builds on the Project Brief to fully define the project and form the contract
between the Project Board and Project Manager. It provides a baseline against which
the Board can assess progress, issues and ask on-going viability questions.
The PID also provides a useful single source of reference for others to quickly and
easily find out what the project is about. It answers the following questions:




What is the project aiming to achieve?
Why it is important to achieve it?
Who will be involved and what are their responsibilities?
How and when will it happen?
Issue Date: Oct 2014
Document Number: version 0.8
Prepared by: Sarah Crawford Thomas
Amendment History:
Version Date
Amendment History
0.1
First draft for comment
0.2 -0.3
Revisions ,
0.3
4.6.2014 Revisions amendment to PID to separate Early diagnosis project
0.4
4.6.2014 Revisions amendment to PID by K Burley
0.5
18.06.14 Revision of costs
0.6
23.06.14 Additional information
0.7
21.07.14 Revision to timescales
0.8
15.10.14 Revision of costs and benefits – final
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Reviewers
This document must be reviewed by the following:
Name
Signature
Title / Responsibility
Rob Gornall
Clinical Lead - Cancer
Ben Parfitt
Network Manager
Kiran Patel
AT Medical Director
Date
Version
Date
Version
Approvals
This document must be approved by the following:
Name
Signature
Title / Responsibility
Richard
Hancox
Interim Associate Director
WMSCN/Senate
Kiran Patel
AT Medical Director
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Executive Summary
The high level ambition of project is to look at key areas that will improve survivorship
in cancer. The work aligns to work around reducing variation with primary care and
across identified clinical pathways through the definition of quality service delivery .:
Background
There are currently 1.8 million people living with a diagnosis of cancer which is
expected to increase to 3 million by 2030 due to an ageing/increasing population and
improvements in treatment.
The mandate for improving Survivorship is driven by a number of different strategies
and frameworks. These include;







NHS Outcomes Framework
Public Health Outcomes Framework
NHS England Business Plan 2014/15
Adult Social Care Framework
National Patient experience surveys
National Awareness and Early Diagnosis Initiative (NAEDI)
National Cancer Survivorship Initiative (NCSI)
Approach
Survivorship
An Expert Advisory Group will also be formed to look at the potential introduction of
the `Recovery Package ` by CCGs across the West Midlands area. This group will
link with other areas such as NHS London to learn how the approach was introduced
within primary care. It will produce a report providing baseline information of current
service provision and recommendations on the introduction of the `Recovery
Package`.
Main Deliverables




Mapping of current services for cancer survivors within primary care ,
highlighting areas of good practice or variation in the West Midlands against
the National Cancer Survivorship Initiative `Recovery Package`.
Development of Expert Advisory Group to link with existing relevant expert
groups to provide information and guidance on methodologies and frameworks
that maybe developed
Support identified CCG to develop pilot site for `Recovery package`
Produce report for CCGs to support commissioning services for cancer
survivors that will include `Recovery Package`.
Costs
The final project costs have still to be agreed. Funding has been identified within
overall WM SCN budget but allocations have not been finalised
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Main Risks and Issues – initial stage
Issues;



Lack of engagement by key stakeholders in project and development of good
communication interfaces between secondary, tertiary, primary and third
sectors
Recruitment freeze by NHS England- impact on recruiting any additional
project support
Scale and scope of project will require careful project management
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
1
2
Contents
Background ..........................................................................................................7
Definition ..............................................................................................................8
Aims and Objectives ................................................................................................8
2.3 Scope and Exclusions ........................................................................................9
2.4 Dependencies ....................................................................................................9
2.5 Constraints .........................................................................................................9
2.6 Interfaces .........................................................................................................10
3
Approach ............................................................................................................10
3.1 Assumptions ....................................................................................................11
3.2 Plan ..................................................................................................................11
3.3 Deliverables ..................................................................................................12
3.5 Stakeholder Engagement & Communications ..................................................14
4
Business Case ...................................................................................................17
4.1 Cost.................................................................... Error! Bookmark not defined.
4.3
5
6
Benefits Realisation Plan....................................................................................17
Organisation and Capability ...............................................................................19
6.1 Governance ..................................................................................................19
6.1
6.2
7
Equality.........................................................................................................17
[Insert title e.g. Programme Board] ...........................................................19
Resource ......................................................................................................20
Management Controls ........................................................................................21
7.1 Reporting ......................................................................................................21
7.2
Change Control .............................................. Error! Bookmark not defined.
7.3
Risks and Issues ............................................ Error! Bookmark not defined.
7.4
Quality Management ....................................................................................21
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1 Background
There are approximately 1.8 million people in England living with a diagnosis of
cancer. This figure has been predicted to increase by 3 % per year and rise to 3
million by 2030. Many cancer survivors have unmet needs that could be managed
better by organisations.
The National Cancer Survivorship Initiative in 2007 started to look at improving
services for Cancer survivors in the areas of diagnosis and treatment. The focus in
2010 moved to the wellbeing of cancer survivors and what could be best done to
support them. This led to the National Cancer Survivorship Initiative launch in 2010.
The key interventions identified that would make a difference include;






Structure holistic needs assessment
Treatment summaries
Patient education and support events
Advice about and access to schemes that support people to manage weight
and healthy lifestyles
Promotion of self-management
Shift from single model of follow up to a more tailored support
Improving cancer survivorship crosses all the domains of the NHS Outcomes
Framework and would lead to improved outcomes for patients. The estimated
financial cost to the economy was £5.5 billion in lost productivity related to cancer
survivors in 2008. As more people are surviving cancer the cost potentially will
increase if survivorship is not well managed within communities and primary care.
The project needs to closely work with Early Diagnosis project as there is a clear link
between cancer survivors and need to ensure primary care is able to detect and refer
any new cancer symptoms to relevant services to improve survivorship rates. It will
focus on breast cancer survivorship initially as there is a body of clinical expertise
who would like to support this area of development and then the methodologies may
be applied to other cancer areas.
Cancer survivorship best practice models such as the Recovery Package include a
holistic approach to managing recovery and reablement such as access to
psychological services, return to work advice. In addressing these needs for cancer
survivors , parity of esteem would be addressed to ensure that mental health is
supported as much as physical health and therefore
Macmillan is currently working on survivorship across various projects the West
Midlands. These projects are mainly focused on the delivery of various elements of
the Recovery Package such as the Electronic record between acute and community
services. There is an agreement to work with them on a collaboration basis but their
project timelines are different to this project.
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2 Definition
Aims and Objectives
The aim of project is to review current survivorship management within primary care
and identify variation and best practice This would be achieved through a mapping
exercise that would then review current delivery against defined quality standards.
The project would also review areas where the `Recovery Package` has been
adopted and the methodologies used. A report would be produced with
recommendations / options for the potential introduction of the package within a pilot
site in the West Midlands.
2.1 Aim
2.2 Objectives
Ref
1
Objective
Scope potential use of
recovery package for
breast cancer survivors
amongst CCGs and
understand
methodologies used by
London Cancer Alliance
in the use of Recovery
Package
Measure
Improved access
to services in
community for
cancer survivors
Improved patient
experience
Improved
transition from
acute to primary
care
Baseline
Number of
cancer
survivors
Target
Target
delivery
date
April 2015
April 2015
December
2014
December
2014
October 2014
October
2014
Occurrence of
life threatening
conditions
(NoF Dom 1)
Length of stay
in hospital (
NoF Dom 2)
Experience of
treatment and
care(NoF Dom
4)
Local and
national patient
experience
surveys
2
3
Review current service
delivery for cancer
survivors and benchmark
against best practice
Improved access
to services for
cancer survivors
Develop Expert Advisory
Group to support and
Group developed
Baseline
information to
provide West
Midlands profile
for CCGs
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National
Cancer
Survivorship
Initiative (2013)
Page 8
advise project
4
Collaborate with
Macmillan work in
survivorship
Improved service
access for
cancer survivors
Sept 2014
December
2014
Improved patient
experience
Reduction in
readmissions
5
Produce a report for
CCGs to provide
recommendations/options
for commissioning
`Recovery Package ` for
cancer survivors
Report produced
National
benchmarks
March 2015
March 2015
6
Support identification of
pilot site for recovery
package within identified
CCG
Pilot site
identified ,
Recovery
package
standards/
service
specification
March 2015
March 2015
2.3 Scope and Exclusions
The project will cover the West Midlands region and will include 22 CCGs (which
includes 944 GP pracitices) and link to the 15 Acute Trusts and 4 additional hospitals
as required.
Scope
Survivorship will include


Acute trust cancer services
All primary care provider organisations & CCGs ,Third sector
Out of scope

Prisons
2.4 Dependencies
The project/programmes are dependent on the following:

CR-UK for project funds and expected deliverables

NHS England for project funds

SCN Budget Allocation for 14/15, 15/16

Recruitment of project support to support delivery of projects
2.5 Constraints
The project has the following constraints:
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Survivorship


SCN Budget for this project in 14/16 yet to be agreed amongst theme work/
Area Team which has impact on recruitment of project support
Recruitment freeze in NHS England
2.6 Interfaces
The project has the following interfaces:
Survivorship




Macmillan
NHS England Cancer Team
NHS IQ
Cancer Research UK





Public Health England – National Cancer Intelligence Network
Clinical Commissioning Groups
Third sector provider services
Primary Care services
Secondary and Tertiary service providers
Approach
Survivorship
Tranche 1- Scope potential use of Recovery package
The project team will scope the use of the `Recovery package `within the West
Midlands across the 22 CCGs.

Phase 1
The first phase of the work will map current provider and commissioning
provision in cancer survivorship across the West Midlands region. This will
initially involve meeting with identified CCG leads and acute cancer trust leads
to understand the current survivorship services
An expert advisory group will be formed to review the current service delivery
for cancer survivors within the CCGs and review this in line with best practice
models and defined quality standards
The project lead will link with London Cancer Alliance and other organisations that
have introduced the Recovery Package. This will provide guidance and information
on approach that could be used in commissioning `Recovery Package` ,
methodology lessons learnt and benefits that have been realised since introduction.
Tranche 2 –
The EAG and project lead will work with CCG`s to look at the option for embedding
the elements of `Recovery package` and cancer survivorship initiatives into future
commissioning intentions for cancer survivors.
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A workshop will be held in early 2015 to share findings and best practice and
produce an action plan to support moving survivorship work forward in West
Midlands region .A report with recommendations and options will be produced for
CCGs to inform and support future commissioning intentions and data collation
Expressions of interest will be ascertained from CCGs that would like to be a pilot site
which would like to adopt the use of the recovery package for cancer
survivors .Support, methodologies and evidence for adoption will be provided from
the WMSCN and expert advisory group
3.1 Assumptions
The project approach has been defined with the following assumptions in mind:




3.2 Plan
The project will be able to develop 2 expert advisory groups with the
relevant stakeholders within short time frame – August 2014
Early Diagnosis and Survivorship projects will be able to secure funding
from Strategic Clinical Network budget to recruit to project worker posts
(hours to be agreed)
The outputs from the Survivorship project could replicated across other
pathways such as CVD, Palliative Care
Data support for project will be readily available as required
Develop PID and
identify clinical
leads
Identification of key
stakeholders/
Chair of EAG
Development of
EAGs and Chair
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Review of PID,
Timescales and
objectives
Scope current
services –
survivorship
Link into other
relevant themes
of work plan
work
Recruit project
support
Review against
best practice
End report for
CCGs
Identification of
pilot site
Related documents;






Birmingham, Solihull and Black Country Area Team Primary Care Strategy
Shropshire and Staffordshire Area Team Strategy
Arden Hereford & Worcester Area Team Primary Care Strategy
Theme 1 work stream, Early diagnosis work stream
West Midlands Strategic Clinical Network Work plan 2014 -16
NHS England business plan 2014/15
3.3 Deliverables
Deliverable or
product
Owner
Start date
End date
Survivorship
WMSCN
July 2014
Sept 2014
Development of
expert advisory
group
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Initial mapping
WMSCN
report/ presentation
of current service
provision in primary
care – link to
CCG`s and acute
trusts , hospices
third sector
July 2014
End Oct 2014
Report on NHS
London /service
providers
methodology for `
Recovery Package
` service
commissioning &
delivery
WMSCN
Sept 2014
Dec 2014
Detailed mapping
report for CCGs to
support
commissioning
future intentions
WMSCN/ EAG
March 2015
March 2015
Hold workshop
survivorship event
to present findings
from mapping
exercise
WMSCN
End Jan 2015
Feb 2015
Identification of
CCG pilot site to
adopt principles of
`Recovery
package`
WMSCN, EAG,
CCGS
March 2015
March 2015
Development of
CCG
commissioning
leads group
WMSCN,
September 2014
March 2015
Link to national
Cancer
Survivorship work
NHE England
August 2014
March 2016
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3.4 Outcomes
The project will deliver a series of outputs which will be delivered by CCGs and
provider services . The benefits will not be realised in the timeline of the projects
Outcome
Indicator it has been
delivered
Target date
Survivorship
Improved patient
experience of
community services
Improved national and local
patient experience surveys
National Outcomes framework
Dom 4
Preventing people from Improved national outcomes
dying prematurely
framework Dom 1 indicators
Enhancing life for
Improved national outcomes
people with Long term framework Dom 2 indicators
conditions
Helping people recover Improved national outcomes
from episodes of ill
framework
health
Dom 3 indicators
Treating and caring for Improved national outcomes
people in a safe
framework
environment and
Dom 5 indicators
protecting them from
avoidable harm
Annual data
Annual data
Annual data
Annual data
Annual data
3.5 Stakeholder Engagement & Communications
This section should be read in conjunction with ‘Related Documents’ (see page 3).
Key Stakeholders;















Patient voice and Insight groups
Macmillan and GP facilitators
CCG`s
Public Health England
CSU`s
Primary care/ GPs
WMSCN Citizens Senate
WMSCN Clinical Senate
Provider Trusts
NHS IQ
AHSN
Local Academic Research Networks
Third sector
Hospices
Area Team
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The representatives for the above groups have not been identified at this stage of the
project. The project will align to the WMSCN Stakeholder Engagement and
Communication strategy/plan
CITIZEN PARTICIPATION
Type of citizen participation needed: Identify the role required by individual
members of the public and/or patients e.g. attend meetings / review documentation /
surveys / research / focus group / other etc.
Reason for citizen participation: Why is citizen participation required?
Does the person(s) you are seeking need any specific skills and/or interests:
e.g. interviewing / minute taking / experience of a particular service area (mental
health etc?)
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Time commitment required: e.g. number of meetings to attend over a period of
time
Supporting Documents and Links: How does this contribute to existing priorities
and policy – local / regional / national)
Outcomes: How will this work benefit patients / carers / staff / organisations /
Network & Senate
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3 Business Case
The project has to develop a business case to link to work which should be
completed by the end of August 2014 when all stakeholders have been identified ,
expert advisory group formed and PID finalised and outputs/deliverables agreed.
The project will link to WMSCN business plan 2014/16.
The projects aim to improve service provision within GP, primary care provider
organisations for patients through the use of improved methodologies and evidence
to support clinical decision making and commissioning.
Equality
A diversity impact assessment has not been carried out yet as project is not fully
established and will be part of Project Initiation Documentation process. This will aim
to be completed in the first 3 months of project
4 Benefits Realisation Plan
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Benefit
description
and link to
which
objective
How will
this be
realised
How will
this be
measured
Survivorship
Development
of EAG
Baseline measure
Key date
for benefit
realisation
EAG formed
Group
developed
Key
stakeholders
engaged
Mapping of
current
services
against
national best
practice
Services
mapped
Current
service
delivery
mapped
Current provision
March 2015
Developed
collaborative
working
around
Survivorship
agenda with
Macmillan
Agreement
reached on
collaborative
work streams
Areas of
project are
aware of
Macmillan
work
Macmillan project
involvement
Oct 2014
Development
Methodology
of
developed
methodology
to support
commissioning
of `Recovery
Package`
Agreed
methodology
used
Recovery Package
March 2016
methodology/principles
Potential
CCG
Identification
identified
of CCG to pilot
use of
`Recovery
Package `
Pilot will
commission
`Recovery
Package `
Current service
provision
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March 2015
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5 Organisation and Capability
6.1 Governance
The project will align to WM Strategic Clinical Network governance protocols which
are being developed
Theme /Major programme board
Project Board for survivorship
Project Manager
Area Team
Early Diagnosis
Governance
Work stream
End of Life &
Transition, Parity
of Esteem work
stream
Survivorship work
stream
Additional Support
functions
e.g. ICT,CSU
Project support
Programme
Management
Office
6.1
Theme Programme board – Accountable to ;





Area Teams – Medical Director
Associate Director- WMSCN
Key stakeholders
Network managers
Network Clinical Senate and Citizens senate
Project Board – Accountable to;




Key stakeholders
Area Teams
Associate Director – WMSCN
Programme Board
Project Manager – Accountable to;


Network manager
Project board
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

Key stakeholders
Area Teams
Frequency of meetings and Terms of reference to be agreed and adopted. Initially
assumed meetings will be monthly for project board initially – will revert to bi monthly
once project established
6.2 Resource
The project will be overseen and managed by Project lead – Survivorship
Resource
Time
Role
Core Project Management
Senior Responsible
Owner –Ben Parfitt
Project Manager –
1.0 FTE
TBA
5 Days
The Project Manager has the overall
responsibility for the successful planning
and execution of the project. He/she will
manage the overall schedule to ensure
work is assigned and completed on time,
within budget and that all deliverables
adhere to acceptable quality levels. He/she
must identify, track, manage and resolve
project issues risks and lessons learned
and ensure that mitigating actions are
implemented. The Project Manager will
have project management responsibility for
the technical and business change team
members and will report to the IMG on a
monthly basis and at key decision points in
the lifecycle.
To assist project manager in scoping
current service provision within West
Midlands for cancer survivors within
primary care.
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To assist project manager to produce
current framework of current quality
standards in survivorship within West
Midlands region. The
Project
Support/Informatics
support –0.5 FTE
TBA
(exact amount to
time to be
determined)
WORKSTREAM A etc
7 Management Controls
7.1 Reporting
Report
Frequency
Audience
Highlight / Status Report- /
Survivorship.
Monthly
Project Board
Exception Report
As needed
Project Board
Risk / Issues
Monthly
Project Board
Lessons Learnt
Project close
Project Board
End of project Report
7.2 Quality Management
Survivorship
National Cancer Survivorship Initiative – Recovery Package
Macmillan Cancer support values based standard
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Appendix 1
1.
Communication Plan
This communication plan describes the approach for communicating and collaborating on the
Survivorship project. The plan identifies the audiences for the project, the information to
communicate, and the communication methods to use. This plan can help facilitate effective
and coordinated communication between all project audiences.
Project Audiences
List here the project audiences
 The Project team includes the stakeholders and all people assigned to work on the
project.
 CCG’s
 Acute Trusts
 etc
For this project, we have created six categories of information to simplify project
communication:
 Approval information represents documents, change requests, budget requests, or
project deliverables that require stakeholder approval.
 Stakeholder project status includes high-level summaries of completed milestones, major
accomplishments, current schedule and budget performance, and any issues or risks that
have occurred.
 Detailed project status includes completed and in progress work packages, team
accomplishments, issues that need resolution, and lessons learned.
 Project reference represents all project documents and document-based deliverables.
 Collaboration information includes change requests, issues, risks, and lessons learned.
 Publicity represents high-level overviews and status.
Communication Methods
We will use the following methods of communication:
 Email is the preferred method for sending information that people are supposed to act on,
whether they are to approve documents are begin work on an assignment.
 Voice mail is a secondary method for requesting action.
 Meetings will be kept to a minimum.
 The SharePoint Web site contains project reference information.
The Communication Matrix
The communication matrix shows how we plan to communicate information to the project
audiences. The matrix also includes the frequency of communication for different types of
information and the method of communication.
Given the small size of the team on this project, communication is relatively simple. Team
members will copy all e-mail to the entire team. The project manager will document
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telephone calls and meetings and post notes to a shared workspace. The project manager
will maintain a folder in Microsoft Office Outlook® for all e-mail correspondence. In addition
to the project deliverables, Contoso will distribute biweekly status reports to the project team.
The status reports will cover the previous two weeks and include tasks completed, tasks in
progress with percent completed, upcoming tasks, and copies of the current issues list,
assignment list, defect list, and report of earned value against the project baseline.
Audience
Information
Method
Frequency
Who Is
Responsible
Project team
Detailed project status
Email
Weekly
Team leads
Project team
Collaboration
Email
As required
Team leads
Project team
Collaboration
Meeting
Every other
week
Project
manager
stakeholders
Approval
Email/voice mail
As required
Project
manager
stakeholders
Stakeholder project status
Meeting
Monthly
Project
manager
Vendors
Detailed project status
Email
Weekly
Project
manager
Vendors
Collaboration
Email
As required
Project
manager
Internal Inc.
Publicity
Email
Weekly
Project
sponsor
Internal, Inc.
Publicity
Meeting
Quarterly
Project
sponsor
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