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Hackathon Request Guidance: How to apply for support from the

Innovation Agency for a Hackathon

1. Introduction

1.1 This document outlines the process that a partner should follow to request support from the

Innovation Agency for a hackathon. The guidance aims to help potential partners to think through

what a hackathon is, if it is an appropriate methodology for the topic under consideration, and what

resources are needed for a successful hackathon event.

1.2 The Innovation Agency, the Academic Health Science Network for the North West Coast, aims to

spread innovation, improve health and generate economic growth. We do this by acting as catalysts

for the spread of innovation at pace and scale, we connect regional networks of NHS and academic

organisations, local authority, the third sector and industry and we create environments for relevant

industries to work with the health and care system.

1.3 The Innovation Agency offers three levels of support for hackathons in order to achieve our aim

of increasing capacity and capability for innovation across the region.

2. Hackathon methodology

2.1 Hackathons are a method of supporting the local health and care system to connect, innovate

and create new ideas and solutions for issues that they are facing. Healthcare Hackathons have been

defined as:

‘an event in which people with different backgrounds and expertise form teams, collaborate within a

limited time frame, and focus on a specific problem or idea in healthcare to come up with innovative,

disruptive ideas and solutions. By bringing together diverse minds alike in their interest for solving

healthcare’s biggest challenges, problems can be diagnosed from multiple different perspectives.’

Massachusetts Institute of Technology (MIT) Hacking Medicine

2.2 Hackathons have traditionally been used in technology and computing and are seen as a way to

accelerate the development of solutions to problems systems are facing.

2.3 The Innovation Agency offer Hackathon facilitation, training and support to enable the creation

of innovative ideas and ways of doing things, increasing capabilities within the region for improving

outcomes and supporting growth.

3. Purpose

3.1 The purpose of this document is to:

1. Set out the process for requesting support for a Hackathon

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2. Identify the key criteria to be considered by both the Innovation Agency and the partner

organisation.

3. Describe the support offers and resource commitment required

4. Outline the decision making process for the Innovation Agency to support a topic

5. Identify what is in/out of scope in relation to the support requested

6. Provide a template request form for hackathon support

4. Tiered Support Offer

4.1 The Innovation Agency offer training and facilitation of the Hackathon methodology through a

tiered support offer (detailed fully in Appendix I). Depending on the capabilities and resources of

the partner organisation they can request one of the following:

1. Hackathon Fundamentals – basic package, an introduction to hacking a health and care

problem from our hackathon experts and an online Webex training session.

2. *Hackathon Coach – a supportive package where our hackathon experts will work with you

and coach you through your hackathon event. We will aim to spread these geographically

across the NWC region.

3. *Hackathon Professional – our team of hackathon experts will provide full management

support for your event, including event management, communication and marketing and

operationalising the hackathon. The Innovation Agency will support two of these events per

year.

*Both these options require a financial contribution from the partner organisation

5. Criteria for selection of topics

5.1 Criteria for selection of topics that the Innovation Agency would consider offering support for

include:

1. Addresses local population health needs

2. Goes beyond the scope of a single care provider or commissioning organisation

3. Impacts positively on the quality of care and patient outcomes

4. Enables provision of improved and better value health and care services

5. Maintains or brings a focus on digital innovations and new ways of doing things

6. Aligns with the strategic aims and objectives of the Innovation Agency (Appendix II)

6. Process for requesting support

6.1 Partners can in the first instance approach the Innovation Agency for an initial discussion to

assess suitability of a topic for a Hackathon. This can be done by contacting the Juliette Kumar, a

member of the Hackathon Team by emailing Juliette.kumar@innovationagencynwc.nhs.uk

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6.2 Following initial discussion and agreement that the topic is appropriate, the requesting partners

would complete the template request forms that are available at the end of this document.

6.3 Topics for Hackathons will be prioritised and agreed by the CEO of the Innovation Agency, in

discussion with the Medical Director and Executive Team. A lead will be identified from the

Innovation Team and resources agreed from programme funding.

6.4 The lead from the Innovation Agency will liaise closely with the sponsor to set up a working

group, and define and agree the scope of the hackathon and set this out in an Memorandum of

Understanding – MOU (Appendix III). Topics will be included within an annual programme of work

that is overseen by the Executive Team.

7. MOU

7.1 The Innovation Agency will be responsible for quality assuring delivery of the Hackathon event to

a high standard and to ensure the brand and reputation of the Innovation Agency is maintained

7.2 The scope and resources required from both the Innovation Agency and partner will be set out in

a MOU that reflects the agreed level of support from both parties.

7.3. Hackathon events are more resource intensive than traditional conferences and it is important

for sponsors to recognise this from the outset, an estimate of resources for planning hackathons is

provided in for information (Appendix IV).

7.4 The Innovation Agency reserve the right to use film and photography from the Hackathon that

may be subsequently used for promotional materials.

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Applying for support for Hackathon from the Innovation Agency

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Appendix I – Hackathon Support Packages

The Innovation Agency is offering expertise and training in delivering and running Hackathons to our

partners in the North West Coast. You can access one of our three tiered offers that aim to guide

you to running and delivering a successful Hackathon event. The following sets out what the offers

involve and what you can expect to receive:

Tier 1 Hackathon Fundamentals

Hackathon Fundamentals is our basic offer to our local NHS and our partners across the North West

Coast; it is a useful introduction to hacking a health and care problem from our hackathon experts.

You will discover what a hackathon is and how it might help you and your organisation and can

access helpful information and insights from our team of experts to get you started on your

hackathon journey. Participants of Hackathon Fundamentals can expect to:

1. Explore what a hackathon is, what it isn’t, and how it can help you and organisation

2. Find out how innovative solutions to issues affecting health and care services hackathons

can be generated

3. Understand the key elements required for planning and delivering a successful hackathon

event

4. Have access to our ‘Fundamentals of Hackathons’ guide

5. Attend a one hour Webex with our Hackathon team

6. Understand the next steps you need to take towards a successful hackathon event

Hackathon Fundamentals is available free to NHS funded and care organisations.

Tier 2 Hackathon Coaching

Hackathon Coaching provides a supportive package for individuals or organisations who want to

design and deliver a hackathon event. Building on the Hackathon Fundamentals, our Hackathon

Coaching offer will provide you with support as we work shoulder to shoulder with you to develop

your hackathon event. With Hackathon Coaching you can expect to:

1. Have your hackathon theme and event fully co-designed with one of our hackathon

experts.

2. One to one individual and team coaching sessions to ensure that you are on track for

a successful hackathon event – 2 hours per week for 12 weeks.

3. Hackathon Facilitation Training Session – up to 5 facilitators trained

4. Access to our full suite of hackathon templates and ‘how to’ guides that provide you

with all the information you require so that you have thought through all

contingencies for planning a hackathon

5. Have an Innovation Agency Executive participate in the judging panel for your

hackathon

6. Have one of our hackathon experts speak with your leadership team to ensure

board level buy-in for your event.

Hackathon Coaching is available from £1000 to our NHS and care partners.

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Tier 3 Hackathon Professional

Hackathon Professional takes the stress and burden of managing and delivering a successful

hackathon event out of your hands. Building on the Hackathon Coaching offer, our team of

Hackathon experts will provide full management support for your event and you can expect:

Co-design of your hackathon theme by a hackathon professional

Access to the Innovation Agency’s mailing lists of up to 6000

health/care/entrepreneurs/coders/engineers

Training of up to 5 of your organisation’s personnel to facilitate hackathons

Identification and selection of experts for your judging panel

Expert advice on obtaining sponsorship for your hackathon

Co-branding of all materials and communications with Innovation Agency

Provision of a trophy and certificates for hack winners

What is not included: communication and marketing materials and associated costs, identification of

speakers, judges, venue costs, refreshments for participants and accommodation and travel

expenses for Hackathon Team.

Hackathon Professional is available to our NHS and care partners for £3,000.

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Appendix II Strategic aims and objectives of the Innovation Agency

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MEMORANDUM OF UNDERSTANDING (MOU) between:

Innovation Agency, Academic Health Science Network for the North West

Coast

And

PARTNER ORGANISATION

I. PURPOSE & SCOPE

The purpose of this MOU is to clearly identify the roles and responsibilities of each party in

relation to delivery of PARTNER XXXXX Hackathon due to take place on XX and XXXX

2016.

II. BACKGROUND

On the XXXXXX A,N, Other, CO of XXXXXX CCG/PROVIDER made a formal request to Dr

Liz Mear, CEO, Innovation Agency (formerly knows as the NWC AHSN) to support the

delivery of a 2-day hackathon event (see appendix 1).

III. INNOVATION AGENCY RESPONSIBILITIES UNDER THIS MOU

The Innovation Agency shall provide an multidisciplinary team to advise and support delivery

of the event, this team will undertake the following activities:

1. Design the format of the day in discussion with the nominated team members

2. Confirm attendance and brief all Speakers

3. Create an agenda for each of the days

4. Produce an operational plan for the event detailing all activity, timings, roles and

required resources

5. Provide a clear specification for any resources required on the day

6. Provide a lead facilitation role at the entire event, this will include provision of a

team of experienced hackathon facilitators

7. Source suitable event facilities venue and liaise with the venue regarding set up,

all technical requirements and refreshments

8. Provide all event resources to be used on the day

SAMPLE - MEMORANDUM OF UNDERSTANDING UNDERSTANDINGOF unASSO

Appendix III

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9. Market the event through bespoke attendees requested by the XXX and the

Innovation Agency’s bespoke members list ,

10. Manage electronic registration process including an application process to ensure

optimum balance of attendees and providing subsequent reminder and

preparatory guidance emails (e.g. how to prepare a winning pitch) to successful

attendees. Provision of attendees list to XXX at agreed timescales

11. Provide an executive member of Innovation Agency to participate in judging

panel

12. Prepare slide deck incorporating any slides from guest speakers

13. Take a lead role in generating social media reach

14. Provide post event communications including promotion via the Innovation

Agency Hackathon webpages

15. Provide winner’s trophy and certificates for the winning team

16. 5 hours mentoring support to the winning team

17. Co-brand all marketing and event materials with the Innovation Agency branding

18. Advise on sponsorship options

19. Provide a one hour webinar to all XXX staff supporting the event to confirm event

logistics and roles of supporting staff

20. Support the identification of mentors for the event

21. Provide template for the ‘save the date’

22. Participate in weekly planning calls leading up to the event

Any photographs/quotes etc from participants of the event may be used by the Innovation

Agency on their website or in future marketing materials.

IV. PARTNER TEAM RESPONSIBILITIES UNDER THIS MOU

The nominated PARTNER team members shall undertake the following activities:

1. Book and pay for the venue, any additional equipment (e.g. AV, videographer

etc.) and refreshments (as advised by Innovation Agency and agreed by the

PARTNER)

2. Fund any expenses for guest speakers

3. Provide prize fund (options include financial and/or expert advice)

4. Provide team members as resources to be used on the day, up to 2 persons

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5. Market the event, providing reminder emails to attendees (if requested by the

Innovation Agency)

6. Assist in the registration process on the day as per operational plan

7. Provide an assistant on the day to support the Innovation Agency

communications team to assist with social media and other event activities as per

operational plan.

8. Formulate a support offer for the winning team from the XXX community

9. Evaluate the day and provide any reports / write up of activity within two weeks of

the event

10. Provide a follow up report regarding impacts and outcomes 60 days post the

event

V. FUNDING

A sum of £XXXXXX has been agreed to secure support from the Innovation Agency.

VI. EFFECTIVE DATE AND SIGNATURE

This MOU shall be effective shall be in force from XXXX to XXXXX

Parties A and B indicate agreement with this MOU by their signatures.

Innovation Agency PARTNER ORGANISATION

Executive Lead-++++++ A.N. Other

CO CCG/Provider

Innovation Agency

Date Date

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Appendix IV Estimated minimum resources required for planning a hackathon – roles to be

agreed and set out in MOU (source MIT)

Work stream Activities Hours per week (12 weeks)

Associated costs

Operations/logistics Define topic and tracks, liaise with partners,agree MOU, manage working party, identify judges/mentors, be point of communication, develop operational plan, co-ordiante activities.

8-10 hours IMT & Tech support for event

Events Management Manage participant recruitment, flyers, source venue, accomodation, refreshments, marketing of event and managing queries

8 hours Venue Food and refreshments Accomodation Travel expenses

Communications Manage communications, design of flyers/materials, social media, advertising of event.

8 hours Communication & marketing materials

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Template Forms – Requesting Support for Hackathons

Requesting sponsor details

Name

Role

Contact details Email: Telephone: PA Details:

Description of the topic for the Hackathon

When do you want the Hackathon to take place? Where do you want the Hackathon to take place? Brief summary description of topic (max 250 words) – for example, why is this topic important? History of the issue/theme/problem, what will it address, target area/population. Please state as clearly as possible in your words, what is/are the problem(s) that you are trying to solve? What level of support are you anticipating for this hackathon? (delete as appropriate) 1. Hackathon Fundamentals

2. Hackathon Coach

3. Hackathon Professional

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Criteria for selection – describe how your topic meet the criteria for selection

1. What population health care need does this address?

2. Does the topic go beyond the scope of a single provider or commissioning organisation? In other words, would other parts of the system be interested in this?

3. Does the topic have the potential to impact positively on quality of care and patient outcomes?

4. Does the topic have potential to enable provision of improved and better value health and care services?

5. Does the topic lend itself to being able to maintain a focus on digital innovations and new ways of doing things?

6. Does the topic align with the strategic aims and objectives of the innovation agency?