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.
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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”.
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.
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 o 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 lf 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."
With around 200 projects being worked on in their Service Improvement & Efficiency Programme, NTHFT needed to see a clear picture of everything going on across their organisation and whether they were on target to deliver their anticipated savings. Project information needed to be easily accessible and stored in a central repository.
They chose to use Aspyre – Mosaique’s cloud based, portfolio, programme, project and PMO application.
Kirsty Roberton, Project Management Officer for the Service Improvement and Efficiency Programme said, “In my role, I work with people who are PRINCE2 qualified and others who have little or no project management experience, so it was important to choose a solution that would address this. Aspyre appeals to users at all levels. No previous project management experience is required – the system makes it very easy to understand how to set up and manage a project correctly. “
"There is also useful functionality where I can click a button and the system produces screens showing all risks, issue, milestones, etc., either across the Trust or a particular directorate, and it orders them by RAG status allowing me to ficus on the ones that need addressing."
"The support provided by Mosaique has been excellent - they are always quick to respond to any queries or issues that we might raise and give us solutions almost immediately."
Neil Atkinson, Deputy Director of Finance said: "In light of the challenging financial environment, it is essential that Trusts manage their Cost Improvement Programmes. Aspyre has brought everything together in an intuitive and easy to use system.
This system has been welcomed and embedded into the organisation and it facilitates reporting and progress of projects.”
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."
Using Aspyre has helped the CCG to deliver their QIPP 14/15 target of £20.3m.
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."
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.