Virtual Finance Training GHFT Finance Department

GHFT Finance Department Count me in improvement programme

@GHFTFinance #GHFTCountMeIn

What we’ll go through today

Intro & Welcome

Background to GHFT finance training

Count Me In – Our Finance Journey to Outstanding

Training we deliver

Turning to virtual

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Feedback from staff

Pro’s & con’s of virtual training

2

Background

• Ca £600m turnover, 8,000 staff and 900 beds

• Trust includes two main sites, Gloucestershire Royal & Cheltenham General Hospitals

• Active in several other Community Hospitals (Stroud, Tewkesbury, Cirencester, Dursley, etc.)

• Trust came out of Financial Special Measures in Autumn 2018. The importance of awareness around finance is very high

• 60 member finance team (including income & contracting & PMO)

• Shared Services (payroll, procurement, creditors & debtors) on behalf of our Trust and Gloucestershire Health and Care

• FFF Level 1 accredited in autumn 2019

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Count Me In – Our Finance Journey to Outstanding

Launched in Jan 2019 Count me in is about highlighting the role everyone in our Trust plays in ensuring our financial health and enabling best care for everyone.

As part of Count me in, the Finance department plans to:

• increase the financial awareness and accountability of all colleagues in our Trust • network countywide, regionally and nationally to learn best practice and support each

other • improve our financial systems and processes • take pride in our work and be a highly functioning department • enable financial sustainability and support the delivery of outstanding patient care

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Training we deliver

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Financial Awareness Training

Time 2.5hours

Slides & Certificate of attendance sent to attendees after the

session Max

attendees - 30 Minimum 2 people a table

Time 2.5hours

Slides & Certificate of attendance sent to attendees after the

session Max

attendees - 40

x2 breakout rooms for case study

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Topics Mins Slot Name

Introductions10 09:30-09:40

Musole LenaudGlossary of Terms Quiz 20 09:40-10:00 Musole Lenaud

Financial Overview 20 10:00-10:20 Simon Williams

The Role Everyone Plays 15 10:20-10:35 Jassy Few

Where the money comes from 15 10:35-10:50 Jassy Few

Case Study Introduction5 10:50-10:55

Josh Penston

Case Study Support / Feedback20+10 10:55-11:25

Leanne Baker

HFMA E learning 5 11:25-11:30 Leanne Baker

Outstanding Financial Support 5 11:30-11:35 Simon Williams

Q&A 5 11:35-11:40 Simon Williams

Evaluation 5 11:40-11:45 Josh Penston

Thursday 23rd Jan 2020 Sandford Education Centre

Lecture Hall, 09:30-12:00

Topics Mins Slot Name

Introductions 10 13:30-13:40 Rob Neale

Glossary of Terms Quiz 20 13:40-14:00 Rob Neale

Financial Overview 15 14:00-14:15 Simon Williams

The Role Everyone Plays20 14:15-14:35

Simon Williams

Where the money comes from 10 14:35-14:45 Jassy Few

Budget Statement Intro 5 14:45-14:50 Josh Penston

Musole Lenaud

Andrew Lewis

HFMA E learning 5 15:20-15:30 Josh Penston

Outstanding Financial Support 5 15:30-15:35 Josh Penston

Q&A 5 15:35-15:40 Josh Penston

Evaluation 5 15:40-15:45 Josh Penston

Wednesday 22nd July 2020 Zoom Video Call, 13:30-

16:00

20+10 14:50-15:20Budget Statement Breakout

Rooms

Financial Awareness Training

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Questions

Still to come • Foundation Training

• How we turned our training virtual • Advertisement

• Feedback from staff • Next steps • Pro’s & Con’s

• Main takeaways

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Training we deliver

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Foundation Finance Training

Time 3hours

Handouts & Certificate of attendance sent to attendees after the

session

Max attendees -

30 X4 tables

Time 3hours

Handouts & Certificate of attendance sent to attendees after the

session Max

attendees - 40 X2 Breakout Rooms

Topics Mins Slot Name

Welcome 5 13:00-13:05 Rachel W.-M.

Budget Statements 15 Julie Meecham

ESR & DTR Reports 15 Debbie Chandler

Governance, Capital and

Charitable Accounting15

Caroline Parker

Financial Sustainablity 15 Josh Penston

Questions 10 14:15-14:25 Rachel W.-M.

Break 10 14:25-14:35

Benchmarking 15 Andrew Hoeller

Creditors & Debtors15

GSS

Payroll 15 Mark Haines

Procurement 15

Ashley Stanford

Amy Hutton

Emma Tylor

Questions 10 15:45-15:55 Rachel W.-M.HFMA E

learning/Feedback/Evaluation/Clo

se5 15:55-16:00

Rachel W.-M.

Monday 17th Feb 2020, 13:00-16:00, Sandford Education

Centre Lecture Hall

13:05-14:15

14:35-15:45

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Breakout Room 1

Budget

Statements -

Rob Neale

ESR & DTR

Reports -

Chelsea McCaw

Financial

Sustainablity

- Johanna

Niehues &

Jassy Few

Benchmarking -

Andrew

Hoeller

Breakout Room 2

Financial

Sustainablity

- Johanna

Niehues &

Jassy Few

Benchmarking -

Andrew Hoeller

Budget

Statements -

Rob Neale

ESR & DTR

Reports -

Chelsea McCaw

5mins 15mins 15mins 15mins 5mins 15mins 15mins

08:40-09:00 09:00-09:05 09:05-09:20 09:50-09:55

Introductions -

Josh Penston &

Rob Neale

Intro to Zoom

& Welcome to

the session -

Josh Penston &

Rob Neale

Please

connect to

the zoom

call 20

mins

before the

session to

make sure

you can

get on

09:20-09:50 09:55-10:25

Break

Payroll -

Hayley

Harper-

Smith

Creditors &

Debtors -

Hayley

Harper-Smith

Governance, Capital and

Charitable Accounting -

Caroline Parker

Procurement -

Ivan Rolfe

Governance,

Capital and

Charitable

Accounting -

Caroline

Parker

Procurement -

Ivan Rolfe

Payroll - Hayley Harper-

Smith

Creditors &

Debtors - Hayley

Harper-Smith

10mins 15mins 15mins 5mins 15mins 15mins 10mins

10:25-10:35 11:05-11:10 11:40-11:50

Half Way

BreakBreak

HFMA E

learning/Feedback/Evaluation/

Close - Josh Penston

10:35-11:05 11:10-11:40

Foundation Finance Training Agenda

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Foundation Finance Training

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How we turned to virtual sessions

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After agreeing a virtual session would work we advertised this to the staff who were booked onto attend the face to face session.

Changes We found from the test call that we needed to adapt the agenda to run a bit different to a face to face session

Zoom We decided to use Zoom as it has the functionality to create breakout rooms. Zoom should only be used for non-confidential training sessions and meetings.

Test calls Before we agreed to turn our training virtually, we held a test run with members of the Finance Team to ensure they found it easy to use and presenters knew how to share slides etc.

Concerns As this was the first Time we had run a virtual training session there were some concerns around tech issues on the day. To mitigate this we ensured each presenter had a back-up who called in who could present should there be any issues.

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Quick Notes

Using Zoom

You can choose to

participate through

the chat box.

You can also raise

your hand by clicking

on the hand icon.

Click the mute

button if you wish

to be on mute.

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Quick Notes

Using Zoom

During this session the host will break you out into small groups. When you see

the above image pop up on your screen please click ‘Join Breakout Room’.

Please note, it may take a few minutes to transfer you into the breakout room

and same again when bringing you back into the main session.

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Questions

Still to come • Advertisement

• Feedback from staff • Next steps • Pro’s & Con’s

• Main takeaways

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Advertisement

18

We’ve gone virtual advertisement!

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Feedback from staff

I think the format worked really well. I was quite impressed with the break-out rooms and how well they

worked. I think you might get slightly less interaction virtually than

face to face due to people not wanting to accidentally talk over

each other when in the bigger group but I think this was really well done.

Felt that it worked well. It's also good as it

ensures that people don't return late or sessions over run.

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Next steps

ESR Training is being added to staff ESR records

HR: After attending our Foundation Session, Director of Operational HR asked her team to replicate our session.

NED & Governors: Training has been sent out to all Non-Executive Directors and Governors

ICS Partners: Training both from and for our ICS Finance Teams. Sharing best practice

Expansion: Both sessions are always open for improvement and addition.

FFF FACE: We keep record of the amount of hours our presenters train staff to encourage them to become Finance & Clinical Educators with FFF

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Area Face to face Virtual

Presenting Can gauge body language and reactions better Participants can read shared slides better

Feel energy of the room better Some participants are more comfortable asking questions to the chat box than asking them in a room

Easier to create “team” feeling Presenter can be more productive during times others present and come back into it when required rather than sat waiting in the back

Less daunting than standing in front of a large audience

Evaluation Higher percentage of filled in post-training evaluation forms when handing out vs sending link to questionnaire

Attendance Less possibility to get distracted by emails as away from the desk

Easier for all to dial in, no travel required etc.

Attendees can tend to urgent interruptions and then focus back on the training rather than having to leave completely

Face to face vs Virtual pro’s & con’s

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Main takeaways

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Generally • It’s best to just give it a go and start delivering training, it can always be tweaked

and adjusted along the way • Get your own Finance staff to attend the sessions at least once so that they get

the experience and feel comfortable picking up presenting in the future • Get someone / a group to own the admin of the sessions who is reliable and

proactively organises the sessions (booking, advertisement, filling presenter slots, etc.)

Virtual Training • Even through Covid staff are still interested in Finance training • Trust staff were very appreciative of virtual training and are very forgiving of

technical issues and teams doing these for the first time which helps relieve the pressure

• Not all content translates the same, so just test and play around with options • Pre-emptively mitigate for presenters facing technical difficulties by having back-

up on stand-by or co-presenting