Results of the Information Survey

Tracy Crookes (Head of Applied Information)Friday 8th May 2015

Background• Led by the Working Together BI Leads

• Working Together Trusts had already undertaken some benchmarking around BI and structures within the Trust

• Extended to all members of the NHYDIF

• Completed summer 2014 via Survey Monkey

Background• Survey responses:

• Sheffield Teach Hospitals NHS Foundation Trust• Bradford District Care Trust• South West Yorkshire Partnership Foundation Trust• Airedale NHS Foundation Trust• Northern Lincolnshire & Goole Foundation Trust• Bradford Teaching Hospitals NHS Foundation Trust• The Mid Yorkshire Hospitals NHS Foundation Trust• The Rotherham NHS Foundation Trust• Doncaster and Bassetlaw Hospitals NHS Foundation Trust• Barnsley Hospital NHS Foundation Trust• Sheffield Children’s NHS Foundation Trust• Chesterfield Royal Hospital

BackgroundSurvey consisted of 105 questions covering:

• Establishment• Structure• Workforce planning • Data quality• Business intelligence• Future challenges

Survey Results

• Not all Trusts responded to all questions• Unable to provide any robust benchmarking on

spend on Information • Comparing structures robustly has not being possible

Key Background Facts – Type of TrustAnswer Options Response

PercentResponse

Count

Teaching 16.7% 2

University 8.3% 1

Acute 58.3% 7

Foundation 58.3% 7

Mental Health 16.7% 2

Other (please specify) 16.7% 2

answered question 12

skipped question 0

Key Background Facts - Number of Sites

Number of Sites

Answer Options Response Percent

Response Count

1 33.3% 4

2 8.3% 1

3 33.3% 4

4 8.3% 1

5 0.0% 0

>5 16.7% 2

answered question 12

skipped question 0

Key Background Facts - Number of Outpatient Attendances 13/14

Total number of outpatient attendances for 2013/2014

Answer Options Response Percent

Response Count

<100,000 8.3% 1100,000 to <250,000 16.7% 2250,000 to <500,000 33.3% 4500,000 to <750,000 33.3% 4750,000 to <1,000,000 0.0% 01,000,000 or >1,000,000 8.3% 1answered question 12skipped question 0

Key Background Facts – Number of FCEs 13/14

Total number of FCEs for 2013/2014

Answer Options Response Percent

Response Count

<50,000 25.0% 350,000 to <100,000 33.3% 4100,000 to <150,000 16.7% 2150,000 to <200,000 8.3% 1200,000 to <250,000 8.3% 1250,000 to <300,000 8.3% 1300,000 to <400,000 0.0% 0400,000 to <500,000 0.0% 0500,000 or >500,000 0.0% 0answered question 12skipped question 0

Structure – Directorate Information Sits In

Structure – Centralised v Devolved

42% of Trusts had some/all Analysts aligned to Business Units / Clinical Teams

Structure – Main Teams within Information

Structure – Re-structuring

Does the structure you have in Information work well?

Answer Options Response Percent

Response Count

Yes happy with it and it works well 33.3% 4

I would like to make some changes 66.7% 8

answered question 12

skipped question 0

Structure – Re-structuring

• Centralise analyst functions• Need dedicated support for Business Units• Create BI and DW development team• Pooling of analysts – not enough integration

between teams• Invest in DQ resources• Permanent structure required

Structure – Key Areas of Responsibility

Which of the following functions is the Information Department responsible for? (Please tick all that apply)

Answer Options Response Percent Response Count

Central returns 100.0% 12Performance reporting 75.0% 9Data quality 83.3% 10Training users and training materials 25.0% 3Developing business intelligence solutions / data warehouse management 91.7% 11

PbR processing and generation of files to support Trust income processes 91.7% 11

Developing/submitting CDS 100.0% 12Small systems development / maintenance 33.3% 4Information specialist on Trust projects such as system replacement projects 83.3% 10

Implementing Information Standards notices (ISNs) 100.0% 12Data collection process re-design and streamlining of processes 58.3% 7

General data analysis services 83.3% 10Clinical Coding 41.7% 5Other (please specify) 33.3% 4answered question 12skipped question 0

Staffing

• Models vary considerably with differing responsibilities and roles and Information budgets

• This also reflects in differences in bandings – Information Manager role varies from a band 7 to a band 8B

• Not all Trusts have Senior Information Developers or data quality staff within the Information structure

• Comparison very difficult

Recruitment & Retention – Vacancies & Ability to Recruit

• 70% of Trusts had vacancies for Analysts ranging from 1 to 4 vacancies

• 70% of Trusts had found it difficult to recruit Analysts• 30% of Trusts had vacancies for Information Developers

ranging from 1 to 2 vacancies• 70% of Trusts had found it difficult to recruit Analysts• 27% of Trusts recruited Trainee Analysts but no Trusts

currently recruit Trainee Information Developers• No Trusts guaranteed a Trainee Information Analyst a post at

the end of the trainee period

Data Quality – Resource Levels

• 75% of Trusts had permanent DQ resource• Some Trusts also had temporary resource• Resource ranged from 1WTE to 8WTEs

Data Quality – Main Team Roles

Role of Data Quality Team

Answer Options Yes No Response Count

%

Correcting data at source 7 2 9 77.78%

Producing training materials 4 4 8 50.00%

Delivering user training, streamlining and re-designing processes 4 4 8 50.00%

Independent data quality audits and assurance processes for the Trust

6 3 9 66.67%

Targeted validation to improve Trust performance 6 2 8 75.00%

Data cleansing to support data migration activities 5 3 8 62.50%

Providing specialist knowledge and help to users i.e. 18 Week rules 7 1 8 87.50%

Monitoring user compliance 8 0 8 100.00%

Data Quality – Responsibly for Correcting Data

Data Quality – 18 Weeks

• 75% Trust said they had ongoing challenges with the quality of 18 Weeks data

• 67% felt that they were very confident/confident with the quality of their 18 weeks data

• 92% felt that they could mostly provide reassurances to their Trust Board around the quality of 18 Weeks data

• All but one Trust said their 18 Weeks performance was improved through data validation

Data Quality – 18 Weeks

• 18 Weeks validation was undertaken by a variety of different models within Trusts.

• For some it was the sole responsibility of Business Units and for others it sat within dedicated DQ resource

• 50% of Trusts had a backlog of 18 Weeks validation• All had plans to eliminate the backlog• For some Trusts the backlog was related to recent

new PAS system implementations

Data Quality – 18 Weeks

Information Strategy

• 50% of Trusts had an Information Strategy• 3 Trusts had implemented a specific information

migration strategy/approach within the last 2 years• When asked about the learning from the experience

the main areas identified were:– Underestimated resources required– Scope creep– User engagement/lack of champions

Data Warehouse – Systems IntegrationWhich systems are integrated into the data warehouse? (Tick all that apply)

Answer Options Intergrated into the DW

Response Count

PAS 100.00% 11Maternity 55.56% 9Pathology 50.00% 8Radiology 60.00% 10Clinical correspondence 100.00% 1A&E 100.00% 10Theatres 88.89% 9Electronic documentation/patient record 50.00% 2Specific specialty based clinical systems 66.67% 6answered question 12skipped question 0

Data Warehouse – Self Service ReportingPlease estimate the amount of self service reporting that is available from your Information Team, as opposed to it being produced by an Analyst

Answer Options Response Percent

Response Count

<10% 27.3% 310% to 20% 18.2% 221% to 30% 27.3% 331% to 40% 9.1% 141% to 50% 0.0% 051% to 60% 0.0% 061% to 75% 9.1% 176% to 90% 9.1% 1>90% 0.0% 0answered question 11skipped question 1

Data Warehouse – Reasons for Self Service Reporting not Being at Required Levels

• 70% of Trusts quoted lack of development resource• 50% Trusts said they could not free up enough time

to work on pro-active tasks• 50% of Trusts said that further investment was

needed in reporting solutions• 40% Trust said they did not have the right level of

technical skills

Data warehouse – Reasons for Self Service Reporting not Being at Required Levels

• 9 Trusts out of 10 identified training needs around SQL/SSRS/dashboard development type skill sets

• 30% of Trusts said users preferred how they currently received the reports

• 2 Trusts had written a business case around BI• 80% of Information Managers spent more than 20%

of their time on direct data management • 40% of Information Managers spent more than 60%

of their time on direct data management

Information Development

• 83% of Trusts had plans for 2014 around what they needed to deliver for information development

• Only 1 Trust had the resources to deliver the required plans (50% did not know yet)

• Main plans to fulfil the gaps were:– Employ contractors ( 59% of Trust were expecting to use contractors

within the next 12 months )– Use of fixed term contracts– Using external companies– Business case– Re-prioritisation

Use of Contractors

Key Challenges Next 3 Years

Key Challenges Next 5 Years

Summary

• Survey provided some useful intelligence but more work is needed to provide more robust benchmarking around structures and resources

• A large proportion of Trusts felt that they need to make changes to their current structures to enable them to deliver

• Business intelligence is a key challenge for most Trusts and one which features highly in the next 5 years

Summary

• EPR also features very highly in the next 3-5 years• Reliance on contractors and fixed term contracts was a

strategy used by many Trusts• Recruitment is a challenge in most Trusts across a range of

Information roles with some Trusts now employing Trainee Information Analysts

• Data quality is an ongoing challenge for Trusts with different models in place to respond to the data quality challenges

• Not all Trusts had a formal information strategy

Discussions and Sharing