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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 Cancer Survivorship PID final V8 for website Page 2 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 Cancer Survivorship PID final V8 for website Page 3 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 Cancer Survivorship PID final V8 for website Page 4 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 Cancer Survivorship PID final V8 for website Page 5 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.................................................................... 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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 Cancer Survivorship PID final V8 for website Page 6 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. Cancer Survivorship PID final V8 for website Page 7 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 Cancer Survivorship PID final V8 for website 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: Cancer Survivorship PID final V8 for website Page 9 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. Cancer Survivorship PID final V8 for website Page 10 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 Cancer Survivorship PID final V8 for website Page 11 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 Cancer Survivorship PID final V8 for website Page 12 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 Cancer Survivorship PID final V8 for website Page 13 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 Cancer Survivorship PID final V8 for website Page 14 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?) Cancer Survivorship PID final V8 for website Page 15 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 Cancer Survivorship PID final V8 for website Page 16 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 Cancer Survivorship PID final V8 for website Page 17 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 Cancer Survivorship PID final V8 for website Sept 2015 March 2015 Page 18 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 Cancer Survivorship PID final V8 for website Page 19 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. Cancer Survivorship PID final V8 for website Page 20 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 Cancer Survivorship PID final V8 for website Page 21 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 Cancer Survivorship PID final V8 for website Page 22 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 Cancer Survivorship PID final V8 for website Page 23