Optimise-GB provides you with a free template for the programme start up document. This is the first phase of a three phased programme methodology. This document is based on MSP, Lean and Six Sigma programme methodologies. The key difference and unique perspective for this methodology is that the programme never closes down but focuses on continuous improvement. This document reduces the number of documents that can often lead to confusion as identified in a number of methodologies. The document sets the reason for the programme in regards to operational strategies, objectives and balanced scorecard reporting. As with most programme management methodologies, the document focuses on the now (Current state / as is) again the future (to be / future state). There are several inbuilt excel templates to boot including objectives weighting mechanisms, SIPOC flow diagrams and business cases. The programme start up phase leads into the Programme Improvement plan, which identifies a number of initiatives to be authorised within the project portfolio. The third and final document in this methodology is the programme delivery report, another template, that reports back on the progress made against the strategic goals. Please contact me should you have any questions on simon@optimise-gb.com and visit www.optimise-gb.com for more details. Many thanks Simon Misiewicz

1. Programme Start up
[Title]
Author: [Author]
Your Business Name
Street Address
Address 2
Telephone
Fax
E-Mail
Date: [Date]
Distribution: [Distribution list]
Version: [Enter Version number]
Version Date Authorised by Narrative
1.0

2. 1.0 Purpose
The purpose of this document is to communicate the programme strategy. This
document will communicate the business area process and identify the approach, the
people involved and methodologies that will be taken to improve the current
performance indicators.
2.0 Vision and Mission statement
3.0 Strategic positioning
4.0 Business process (SIPOC)
SUPPLIER INPUTS PROCESS OUTPUTS CUSTOMER
5.0 Performance Indicators “As is” V “To be”
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3. 5.1 “As is” V “To be” key performance indicators
Measurement Current (As is) Future (to be) Variance
Source:
5.2 Area of focus
5.3 List of key benefits of focus
5.4 Programme plan of benefits realisation
Activity to realise benefits / “To be” performance indicators Plan date
6.0 Weighted Objectives
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4. 6.1 Mandatory objectives
These objectives are mandatory and must be achieved in any project.
6.2 Ranked Objectives
The below objectives are required but may be flexed if other objectives are achieved.
These objectives are therefore not mandatory and will be ranked as such:
Objective 1
Objective 2 Output documents from CareFirst are correct
Objective 3 Business processes documented
Objective 4 Operational guidance notes and policies documented
Objective 5 People are competent and confident using CareFirst
Objective 6 Administration time of using CareFirst is reduced
Objective 1 Objective 2 Objective 3 Objective 4 Objective 5 Objective 6
Objective 1
Objective 2
Objective 3
Objective 4
Objective 5
Objective 6
Objective Objective 1 Objective 2 Objective 3 Objective 4 Objective 5 Objective 6
Count 1 1 1 1 1 1
Rank 1 1 1 1 1 1
7.0 Quality / Critical to success
7.1 Critical to Quality
7.1.1 Customer focus
7.1.2 Quality of outputs
7.2 Quality assurance
7.3 Responsibilities of quality assurance
7.4 Reporting on quality performance issues
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5. 8.0 Approach – Framework
8.1 Programme Management
The programme framework will be initiated with the “Programme start up” document.
Once the objectives have been identified and ratified, then a “Programme improvement
plan” will be written and a project portfolio (listing all projects in the programme) will be
managed.
8.2 Project Management
Every project in the portfolio will be initiated with a “project start up document” and
reviewed periodically through the “project delivery report” and then reviewed and
handed back to the business through the “project closure report”
8.3 Programme / Project tools
The programme and associated projects will utilise the following tools:
- Risk log (used to list potential problems that could impact the business,
programme or project)
- Issues log (used to list all issues affecting the business, programme or project)
- Lessons learned log (used in everyday working to take learnings into the future)
- Exception reports to request a change in the a) deliverables, objectives, targets or
b) changes to the timescales, costs or quality aspects of the project plan.
- Change request logs (used to list all the requested and approved changes to the
programme / project)
- Stakeholder schedules (This will be used to engage people and manage
communication)
8.4 Process Review
A business process map will be documented for the areas where the most benefit is
expected. The process map will detail the people involved, time taken, quality
consideration and flows of information
8.5 Organisation
There will be a clear focus on the organisation structure and in particular:
• workforce have the right capability through training and development
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6. • Caseloads / workloads is manageable
• objectives for the department and individuals is aligned to strategy
• communication between departments is clear and concise
8.6 Technology
The use of technology will be reviewed to ensure that it is always available and
downtime is controlled and organised. There will be a review of other technologies to
see what improvements may be made to the efficiencies of the organisation and
business processes in order to deliver the expected benefits / objectives.
8.7 Information
This programme will look at the information and how it is used to measure performance
of each business process.
The information review will also look at workflow of information, how it is passed onto
other people / departments, controls in place and media used. There will be a focus on
freedom of information and data protection acts.
9.0 Project portfolio strategy
Projects will be identified within the “Project Improvement Plan” and will be listed on the
project portfolio log. The projects will be measured against the objectives identified in
section “6.0 weighted objectives”
The projects within the portfolio will need to reviewed and agreed by the programme
sponsor with the programme manager before commencement and resources allocated.
Once the project portfolio has been agreed, projects will be started via “Project stat up”
documents and their status’ will be communicated through “project delivery reports”.
10.0 Programme team
10.1 Programme team
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7. Programme Sponsor
Name
Senior User
Name
Programme Manager
Name
User Title
Name Name
10.2 Roles & responsibilities
10.2.1 Programme Sponsors
The programme sponsors will be responsible for the overall direction of the
programme and to ensure it is aligned to the organisations’ objectives. They will
grant permission for resources to be allocated against the chosen projects.
The programme sponsor will also be responsible to approve any change
requests and for the amendments to the objectives “to be” key performance
indicators for the programme.
10.2.2 Programme Manager
The programme manager will be responsible for the execution of the programme
improvement plan and to oversee the project portfolio. This will be to ensure the
organisations’ objectives are achieved.
The programme manager will be responsible for communicating and engaging
with the identified stakeholders to ensure that their needs are identified and met
by the project portfolio.
The programme manager will be responsible for the communication of any
exception reports that may affect the overall direction of the programme.
The programme manager will issue the programme delivery reports and all
associated issues / risk logs.
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8. 11.0 Stakeholders, communication and reporting
11.1 Stakeholders for the programme
Individual discussions
Minutes to meetings
Highlight reports
Meetings
Start up
Key Stakeholder / Dept / Tel No. / Location
11.2 Reporting and review
12.0 Issues and risk management
The programme and business issues / risks will be listed in the “programme issues log”
and “programme risk log”. All mitigating actions will be identified and agreed by the
programme team as specified in section “10.0 Programme team”
The programme risks and issues will also be communicated via the “Programme
delivery reports”
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