What is this?
The Measurable Benefits Data Plan (DP) drives the baseline and post-improvement data capture required for you to demonstrate that the measurable benefits of a change have been achieved. It clearly identifies how each benefit will be measured, as well as the data and collection method required to do so. It is also an extremely useful tool to encourage every project team member to take ownership of the data capture. The figure below illustrates an exemplar DP which links to the previous BEM tool.
Measurable Benefits Data Plan
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JS – Jane Smith; JB – Joe Blogs; AO – Any other
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ID
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Benefit
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Description of Measure
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Data required & collection method
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Collection time period & deadline
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Lead
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Progress (%)
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1
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Improved applicant experience
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Number of application queries sent to helpdesk as a proportion of number of applications started
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Number of application queries
Number of applications started
Collect via IT system report
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Capture data for 2 months starting 1st Oct
Analyse data by 1st Nov
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AO
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0
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2
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Improved service through reduced process time
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End-to-end process time from application started to submitted
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Time stamp of application started
and submitted
Collect via IT system report
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Capture data for full academic year
Analyse data by 31st August
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JS
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0
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3
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Improved application rate
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Proportion of applications submitted to applications started
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Number of application started
Number of applications submitted
Collect via IT system report
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Capture data for full academic year
Analyse data by 31st August
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AO
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0
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4
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Improved service quality through reduction in errors
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Number of application errors as a proportion of total applications
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Number of applications submitted
Number of application errors
Collect via IT system report
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Capture data for full academic year
Analyse data by 31st August
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JB
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0
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5
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Improved staff satisfaction
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Comparison of staff satisfaction scores in year 1 to year 2
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Staff satisfaction scores
Collect via bespoke survey
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Host survey for 1 week starting 1st Oct
Analyse data by 1st Nov
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JB
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0
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6
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Staff capacity savings
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Staff time spent answering helpdesk queries per application
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Staff time answering queries collected via manual timing sheets
Number of applications started collected from IT report
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Capture data for 2 weeks starting 1st Oct
Analyse data by 1st Nov
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JS
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0
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What does the tool help to achieve?
Identify clear and achievable actions towards evidencing benefits
The DP enables you to consider the measurable benefits identified in the BEM in more detail in order to document exactly how each benefit will be measured, what data needs to be gathered and how it is going to be collected. By considering these elements using the DP, the steps required to evidence benefits are made explicit, transparent and most importantly, achievable.
Drive ownership and engagement
The tool is also helpful in coordinating who is responsible for leading the various data capture activities and when this is going to be completed. This encourages the project team to take ownership of the benefits and avoids relying on a manager or one data owner to drive the activity. The DP also maintains stakeholder engagement with the change throughout its lifecycle. When the benefits are central to the change, what can be gained provides motivation for stakeholders.
Overcome the barriers to data collection
The transparency of evidencing benefits created by using the DP helps you identify who has the necessary data or who should be responsible for it. All stakeholders, including data ‘owners’, clearly understand why data is being requested and how it is going to be used. By reviewing the progress section of the DP it is easy to identify where there are challenges in gathering certain data. These can then be discussed and acted upon, for example by providing additional resource or considering an alternative way to measure that benefit.
Manual data capture can be required for some benefits, for instance when demonstrating staff capacity savings. Manual data capture can often be neglected, but if the benefit is significant to the initiative then this may need to be completed. The DP helps you identify when manual data capture is necessary, and can then be used to plan the collection. Use the guidance in Chapter 4 of the Guide to help you focus on the significant benefits.
Fully realise the benefits
The DP is the most important tool to ensure that the benefits you identified in the BEM become fully realised benefits. Using the DP to coordinate the data capture at two different time points ensures that both baseline and post-improvement data are collected. This is the information you require to evidence the benefits that have been achieved and the impact of the change.
When do I use it?
Immediately after creating the Benefits Exploration Map
When the measurable benefits have been identified on the BEM, you can use the DP immediately to work towards pinpointing the data capture activities that are required and assigning responsibility for these. This quickly reinforces the importance of benefits, encourages transparent behaviour around data capture, and gets the initiative off to a productive start.
Before and after the changes have been implemented
The same DP should be used twice. First to capture the baseline data before any changes are implemented and then again after implementation to capture the post-improvement data. This is essential for you to be able to demonstrate a realised benefit and is also valuable in helping you identify where further work may still be required to evidence an improvement. It is important that the data is captured in the same way at each time point so that the data can be compared consistently.
At regular reviews throughout the change initiative life cycle
Review the DP regularly with the project team at meetings, workshops or via online file share. The review focuses your attention on any gaps in the data and drives activity to gather the outstanding information.
During sustainment of the new way of working
By the sustainment phase, a benefits-driven culture should be embedded within the project team through the use of the DP. The team can promote this way of working by continuing to use the tool in their own teams and departments. The project team will also have responsibility for gathering any outstanding data and can use the DP to communicate this activity to key stakeholders outside of the project team.
Tips when using the tool
- The DP can also be useful when including baseline data in a business case in order to demonstrate the need for improvement or investment. In this scenario only the most significant measurable benefits would be considered at this early stage
- Be aware that some benefits may require more than one type of data. For example, to calculate staff capacity savings in the DP above, staff processing time and the number of applications is required
- When manual data capture is required, we recommend that you collect at least a small sample of data, using a Manual Data Capture Sheet. This is typically much more informative than relying on estimates and also achieves greater engagement from stakeholders
- The DP is particularly useful when there is a significant time lapse between baseline and post-improvement data capture, such as a full academic year. All the necessary information is available in the DP so no knowledge or understanding is lost
- If you have an interim trial phase where the new way of working is tested, the DP can be used to evidence the trial success