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Knowledge Management Strategy at Monitor

Knowledge Management Strategy at Monitor. Culture, benefits and implications for the new Sector Regulator. 3 May 2012. Knowledge Management Strategy Behaviours, culture, ROI. Monitor’s KM strategy and implications for its future role Neil Stutchbury Knowledge Management Director

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Knowledge Management Strategy at Monitor

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  1. Knowledge Management Strategy at Monitor Culture, benefits and implications for the new Sector Regulator 3 May 2012

  2. Knowledge Management StrategyBehaviours, culture, ROI Monitor’s KM strategy and implications for its future role Neil Stutchbury Knowledge Management Director Monitor, Independent Regulator of NHS Foundation Trusts

  3. Introduction • Overview of Monitor’s role • Foundation Trust regulation • Sector regulation • How Monitor uses Knowledge Management for regulating Foundation Trusts • Behaviours, culture, ROI • Implications for new role as Sector regulator

  4. FT regulator: Assessment

  5. FT regulator: Compliance More foundation trusts Governors are able to develop their skills

  6. Monitor’s future role Continuing role as FT regulator • Assessing NHS trusts for FT status: Target of 2014 • Regulating FTs: Ongoing • Price regulation: joint responsibility of Monitor (price levels) and NHS CB (pricing structure) • Enabling integration: Monitor and commissioners both have responsibility to see that more efficient and coordinated care pathways are created • Preventing anti-competitive behaviour:Where against the interest of healthcare users, approach will be based on current rules, the PRCC • Licensing providers: Working with CQC, licence would ensure providers meet required standards • Continuity of service:New process to protect essential services Sector regulator role

  7. As Is (Jan 2010)Information Management Issues • Ownership for shared information was unclear • Information was hard to find • Some information was inaccessible (due to access controls) • No version control: difficult to be sure which is the final version • Unable to perform historical trend analysis because the data was not in one place • Critical knowledge leaves the organisation when people leave • Information volumes are growing • As time passes, the situation will only get worse The number of in-year monitoring reports we produce per year is growing exponentially

  8. Vision • A single repository of all Monitor’s information • We store information in one place, • We store information once and re-use it many times • “Single version of the truth” • A culture of sharing our knowledge and information • Our instinct is to share what we know with our colleagues • We all take responsibility for owning and managing the information we share with others • Benefits • We can find the information and expertise we need to do our jobs • We can trust the information when we’ve found it • Outcomes • Timely and informed decision making: reduced risk • Greater efficiency and productivity • Retention of corporate knowledge

  9. Approach • Business transformation • Timely and appropriate intervention • Enhanced productivity • Retain corporate memory

  10. To BeA Single Version of the Truth Assessment Monitoring Escalation/Intervention 3 1 2 Documents External Partners/Stakeholders External Data Correspondence Data Information Repository Internal functions: HR, Comms, Legal, Policy etc

  11. connect2: Single Information Repository Browser interface Up/download templates FTs regulatory compliance returns Documents, links • Documents • Reports • Workflows • Collaboration... SharePoint Docs MS Office Reports Reports Contacts • Contacts • Trust status • Portfolio update • Correspondence CRM • Monitoring data • Trust data • Healthcare data... SQL Server Templates AD Contacts Tracked emails Portfolio updates Updates • Emails • Calendars Exchange Alerts Email, Calendar Outlook

  12. Overall Timeline May 10 Nov 10 Jan 10 Oct 11 2010 2011 N D J F M A M J J A connect2:Intranet connect2:Assessment connect2:Compliance connect2:Monitor Impl in SP 2010 Develop Pilot Live Develop Test Live HR, Comms, Legal etc

  13. Benefits Financial Non-Financial Measureable Non-Measureable

  14. Benefits Reduced risk of making inappropriate or untimely regulatory decisions £370k saving from retiring legacy systems and services Financial Faster to respond to FOI requests and MP questions 10% productivity improvement in quarterly monitoring More timely, richer internal communications Faster to create Assessment board decision packs Non-Financial Capturing and sharing knowledge Time saved finding information Faster and richer induction for new starters Measureable Non-Measureable

  15. KM Culture and Behaviours • KM culture must align to corporate values • Monitor: “professional”, “open”, “collaborative” • Our KM culture • Open information sharing • Valuing each other’s expertise and knowledge • Our instinct is to share what we know • Required behaviours • People save their work in connect2 for sharing with others • Take responsibility for own information • Annotate documents with metadata • Look up information in connect2 first; ask second • Organisation recognises and rewards collaborative behaviours

  16. KM Examples connect2 champions Trust “e-diaries” Track meetings with stakeholders All FT information in one place Track all FOI data requests Knowledge sessions

  17. Implications for Monitor’s new role • Changes to KM strategy • Shared systems and data with partners (NHS CB, CQC, IC, CCGs…) • More complex organisation (4-5 times larger) • New business systems required for new functions • Licencing providers (with CQC) • Pricing system (with PBR team, NHS CB) • Integrated services and competition analysis (with CCP, NHS CB, CCGs) • Continuity of service • New compliance process required for licencing regime • Timely access to quality information will be a critical success factor

  18. Monitor relationships - today Responsibility for ensuring patients have access to quality services FT regulation Regulating FTs Providers

  19. Monitor relationships - tomorrow Pricing, protecting against anti-competitive behaviour Data sharing Responsibility for ensuring patients have access to quality services LicencingFT regulation Protect and promote patients interests Regulating FTs Licensing, protecting against anti-competitive behaviour Integration & protecting against anti-competitive behaviour Clinical Commissioning Groups Patients Providers

  20. Conclusions • Developed and delivered a KM strategy for Monitor which has centralised its information capture, improved productivity and reduced risk of poor decision making • Monitor is gearing up to meet its responsibilities in the Health and Social Care Act 2012: information and collaboration across the health service is going to be critical • Thank you for listening • Any questions?

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