Introduction to the Online Business Case Creator · The NCCMT is located in Hamilton, Ontario at McMaster University, but like all of the NCCs, we provide products and services t\൯
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Introduction to the Online Business Case Creator Part of OHPP 2.0 Now also with Project Management Tools!
• One minute orientation • Use the Elluminate chat function if you need
help.
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Introductions
NCCMT
Who is the National Collaborating Centre for Methods and Tools?
One of six National Collaborating Centres for Public Health created by the Government of Canada to renew and strengthen public health.
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The tool we are discussing today was funded by NCCMT. NCCMT is one of six National Collaborating Centres for Public Health created by the Government of Canada to renew and strength public health.
NCC Infectious Diseases Winnipeg, MB NCC
Methods and Tools Hamilton, ON
NCC Healthy Public Policy Montreal and Quebec City, QC
NCC Determinants of Health Antigonish, NS
NCC Aboriginal Health Prince George, BC
NCC Environmental Health Vancouver, BC
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The NCCMT is located in Hamilton, Ontario at McMaster University, but like all of the NCCs, we provide products and services to public health groups across Canada Our centre focuses on promoting evidence informed decision-making across public health content areas, and finding and sharing methods and tools for knowledge translation in public health.
At the NCCMT, we believe that the effectiveness and efficiency of Canada's public health system will be guided by the production, sharing and use of high quality evidence. Specifically, we provide resources to help public health professionals find, share and use evidence to inform decision making, with an aim to make public health programs and policies more effective.
PHO Organization 10
PUBLIC HEALTH ONTARIO PROGRAMS
• Infectious disease prevention and control
• Chronic disease, health promotion and injury prevention
• Public health laboratories
• Environmental and occupational health
CROSS-CUTTING FUNCTIONS
• Surveillance and epidemiology
• Knowledge exchange
• Partnerships and stakeholder relations
• Communications
• Emergency management and support
• Professional development and education
• Corporate services
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Public Health Ontario, a key partner in developing this tool, will be doing much of the maintenance of the tool. The two organizations are working together to promote this tool, and both are currently offering user training and consultation related to the tool. PHO offers free these services to users within Ontario and NCCMT will offer them beyond Ontario, throughout other parts of Canada.
• What part of Canada are you from?
• Before you heard about this webinar, had you heard about the Online Health Program Planner (OHPP)? Put a √ on your answer
• Yes • No
• Don’t know
• Agenda Introduction to/key features of OHPP 2.0 Questions What do we mean by business case? A bit about risk/benefit analysis Questions Short of time? Some quick wins
• Whip up a project scorecard • Check risks/benefits that you triggered • Risk/benefit analysis. Your way. • Grab a business case template.
Help is a click away Questions.
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Many of you are new to OHPP, which now includes the Online Business Case Creator (OBCC), so I will spend just a few minutes highlighting the key features of OHPP in general before moving on to our primary agenda item - the OBCC. Moving into OBCC-specific content, I will introduce some of the foundational concepts on which the OBCC was designed – specifically what do WE mean by a business case (there are different definitions), and a bit about risk/benefit analysis which is a core piece of the OBCC. There are many aspects to the OBCC. It would be impossible to cover all of them during today’s introductory session. To give you a taste of what it might do for you, I will focus on four ‘quick wins’ - that is, ways that the OBCC might help you, even if you don’t have enough time to work through the entire 3-step process. I’ll stop three times during the session to give you time to ask any questions. And should today’s session peak your interest (and hopefully it does!) we hope that you will contact us for more information and support related to the tool.
Introduction to OHPP 2.0
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Now for the introduction to OHPP. For those of you who already knew about OHPP before this session, thanks for your patience. This is a short section. About 10 brief slides.
OHPP was launched April 2009
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Today I’ll be talking about a piece of the Online Health Program Planner, also known as OHPP This tool was originally launched in April 2009. At that time it was an innovative and exciting project that brought THCU’s long standing program planning steps into the online world.
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The OHPP is available in both French and English.
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The newly released OHPP 2.0 includes three sets of worksheets – the six program planning steps that were the focus of the 2009-release of OHPP (the blue menu); a set of project management tools to support program planning and implementation (the green menu); and the Online Business Case Creator (the brown menu), which is the focus of today’s discussion.
Key Features of OHPP 2.0
Create an account. Access it from anywhere.
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It is free to create and account for, then use the OHPP. Your account can be accessed from any computer with internet access.
Enter and save data
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The OHPP guides you through a process where you can complete a set of worksheets by entering your information, saving it and accessing or changing it at any time in the future.
Bring forwards. Save time. Keep data clean and consistent.
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OHPP brings forward your data from one worksheet to another to save time and keep your data clean and consistent. For example, you just write your objectives once in worksheet 3.1. They are later brought forward into worksheet 4.3 where you specifically link them to your activities. Again they are brought forward into worksheet 5.1 where you identify indicators of success for each objective. Everyone has been in a situation where each document associated with a project has a slightly different version of the objectives - typos get fixed in one, but not the other, someone deletes an objective in one document, but not the other, etc. Having your one list brought forward in this online program avoids that scenario.
Help and content support on the spot. Everything in one place.
Links to resource database
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The OHPP is designed to be a one-stop planning shop. To support you with filling in the worksheets, you always have access to worksheet help, completed examples, a resource database and a variety of other types of instructional content.
• Menus save time stimulate thinking, direct the process
(Correct)
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In many cases you will see multiple choice options available to help you answer the worksheet questions. These save time, stimulate thinking and help you understand the correct way to answer the question.
Nicely formatted outputs: e.g., Logic model
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Maybe best of all, you can output what you enter into nicely formatted Word documents. Who, at one time, has not wished for an easy way to create a logic model. Well, here you have it. This is an example of what a logic model, outputted by the OHPP looks like.
Real integration with partners
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In an online environment like this one, there are unlimited ways to partner with the online tools and databases of related organizations. One example of this happens on worksheet 4.2 in the OHPP where users can pop over to the Canadian Best Practices Portal and import potential best practices of interest, right into their OHPP plan, for later analysis.
Flexible Beginner or Advanced
Level Work-sheets
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The OHPP has some nice flexibility built in. In some cases there are both beginner and advanced level worksheets to allow you to customize your experience. For example, worksheet 3.1, where the user develops objectives, there is a highly prescriptive objective builder for people learning how to write a good objective. Or users can flip over to our ‘Freehand objective writer’ where they can enter objectives as they see fit.
Flexible
Use some or all worksheets.
(e.g, just create a logic model)
Component of Logic Model
Worksheet to Complete
Goals Worksheet 3.1: Set Goals, Audiences, Outcome Objectives
Strategies Worksheet 4.1: Choose Strategies and Brainstorm Activities
Activities Worksheet 4.2: Assess and Choose Activities (Must do at least the final question in this series #6 – Choose activities)
Process Objectives
Worksheet 4.4: Develop Process Objectives
Resources Worksheet 4.3: Assign Resources and Outcome Objectives (to activities)
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If I achieve nothing else today, it is my hope that you will understand that there is no need to be overwhelmed by the complexity or number of worksheets in the OHPP. One way to use the OHPP is to work through all worksheets – the whole process from start to finish. In reality, hardly anyone uses it that way, and we specifically designed it so that users could jump in at various points in a planning process. For example, the visual above shows the worksheets that you would complete if you were only interested in creating a logic model. Many user scenarios are possible. Some involve using just one worksheet at a given point in your process. Some involve multiple worksheets. Others involve working through all worksheets.
Questions?
What do we mean by business case?
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And now – onto the Online Business Case Creator – otherwise known as OBCC. Before I show you the tool, I want to make sure you have a few definitions and are clear about he overarching business case creation process.
• What is the OBCC (Online Business Case Creator)? A new set of worksheets, added to OHPP 2.0
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So what is the OBCC? It is a new set of worksheets, added to the OHPP.
• Recommendations … Should a project move forward, or not?
• Based on the recommendations … Will we have an overall positive or
negative impact?
What is a business case?
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In brief, this tool – the OBCC – will help you make recommendations about whether a project SHOULD move forward or not, and will help you summarize your thinking about whether you expect a proposed project to have an overall positive or negative impact.
Health and wellness of a population Quality of programs,
services, resources Access to programs,
services, resources Internal team
relationship Relationship with
funder
Relationship with colleagues Relationship with
stakeholders Relationship with
intended audience Optimal use of
resources
Some examples of impact areas
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What do we mean by impact? Well, when developing the tool we came up with nine impact areas. They are listed here. You may think of others, and if you do – certainly let us know, in the spirit of continuous quality improvement, so that they can be included in the tool, for others to benefit from.
What do we mean by project? For this tool, we came up with six parts or elements of a project that bear considering when developing a business case. At a given point you may be concerned with all of the parts, or just some of the parts. It is up to you which ones you deal with as you are working through the OBCC.
Project Strengths
Potential Benefits
Plus Maximization
Strategies
+ve Impact
Project Limitations
Potential Risks
Without Minimization
Strategies
-ve Impact
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This very specific flow chart shows the process that the OBCC can help you work through. In brief: Identify project strengths. Specific project strengths will trigger specific potential benefits. If you apply strategies to maximize project benefits, you increase your change of having a positive impact. Similarly, on the flip side. Identify project limitations. Specific project limitations will trigger specific risks. Without strategies to minimize the risks, you may have a negative impact.
• The strengths of our project are… We will maximize these by …
• Some limitations of our project area… We will minimize these by …
• We anticipate having these impacts… Overall, our recommendations about this project
are as follows …
A business case in plain language
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When you have thought through this path in detail you have the information to create a business case. In very plain language, a business case summarizes: *the strengths of your project, *strategies to maximize these strengths, *the limitations of your project, *strategies to minimize these, *the impacts that these strengths and limitations may lead to, and *your recommendations about whether the project should go forward as is, with modifications, or not at all.
Step One: Assess. Assess your project strengths and limitations.
Step Two: Analyze. Analyze potential risks and benefits. Are they likely? Are they significant? Can minimization or maximization strategies help?
Step Three: Advise. Examine overall patterns of strengths, limitations, risks and benefits in the context of your strategies. What impacts are you likely to have?
Online Business Case Creator steps
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Following this model, the OBCC has three steps: *In step one you assess your project strengths and limitations *In step two, you analyze potential risks and benefits. *In step three, you examine the overall patterns to draw your conclusions and put forward your best advice.
A bit about risk/benefit analysis
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Risk/benefit analysis is a core piece of the OBCC. So I am going to spend a few minutes looking at this concept.
Strength A
Risk Y Limitation X
Potential Benefit B
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As I mentioned before, strengths may trigger potential benefits and limitations may trigger risks.
• Strength: The project team used explicit criteria to determine what to include as acceptable evidence.
• May increase positive impact on: • Health and wellness of the population • Quality of product • Relationship with the funder
Strengths trigger benefits
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For example, consider this project strength: The project team used explicit criteria to determine what to include as acceptable evidence. Doing this can increase your chance of having a positive impact on: *health and wellness of your intended population *the quality of programs, services and/or resources *relationship with the funder These are very broad impact areas. As you develop a business case, we encourage you to GET SPECIFIC about each broad impact area.
• Positive impact on quality of project may mean: More interesting programs/resources More evidence-based services More professionally-run services You may think of others!
Get specific
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For example: a positive impact on the quality of the project may mean: *More interesting programs/resources; *More evidence-based services; *More professionally-run services.
• Limitation: A thorough assessment of stakeholders has not been done.
• May mean negative impact on: • Relationships with partners and
community • Relationship with intended audience • Use of resources
Limitations trigger risk
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On the flip side this works just the same. Limitations trigger risk. For example: If a thorough assessment of stakeholders is not done, it may result in a negative impact on: Relationship with your partners and community; Relationship with your intended audience; Use of your available resources.
• Negative impact on use of resources may mean: Missed opportunities due to overruns in
budget/time/resources. You may think of others!
Get specific
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Again, it is useful to GET SPECIFIC. For example: A negative impact on use of your available resources may mean missed opportunities due to overruns in budget/time/resources.
Likely and significant benefit
Likely and significant risk
Potential positive impact
Potential Negative impact
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As you are looking at these risks and potential benefits, you’ll find that some really don’t matter to you. They only really matter if they are LIKELY and SIGNIFICANT. If they are not likely and not significant, they drop out of the race.
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One way to look at this is by sorting your potential risks and benefits into quadrants. Some of you may have used sorting techniques like this before. They are a great way to quickly see where you stand. For example, if you are looking at a risk that is likely and significant, you can quickly plunk it into the applicable quadrant – in this case the ‘red’ quadrant. And you see that this is a priority for developing risk minimization strategies – you should definitely do something about risks that fall into this category.
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Similarly you can sort potential benefits in this way. Here you see that potential benefits that are both likely and significant are green. These are worth emphasizing in your business case.
Strategies to
minimize risks
Strategies to
maximize benefits
Can change likelihood
and/or significance of a given risk or
benefit
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Note that after a quick first assessment, you might be able to come up with strategies that can change likelihood or significance.
• If you are at risk of: Damaged relationship with stakeholders
because of confusion, workload, lack of impact.
• Consider these strategies: disclosure, dialogue about conflicts letters of understanding for stakeholders adequate (but reasonable) review
opportunities in the work plan
Minimize risk
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For example. If you are at risk of a damaged relationship with your stakeholders because they are confused about your work, frustrated with the workload associated with this project, or are concerned about a lack of impact associated with the project.. Consider: Having a dialogue about specific areas of concerns, Generating letters of understanding for all stakeholders to roles and expectations Providing more opportunities for stakeholder review and input into project plans.
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These minimization/maximization strategies may change your quadrant. In other words, your strategies may have made the risk less likely or less significant. But if a risk is still RED after your best strategies, watch out, these are threats that may jeopardize your project.
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Similarly, with a good strategy, you might move an irrelevant benefit (From a yellow or grey quadrant) into something that is likely and significant (green quadrant) that is worth mentioning in your business case. The OBCC will actually crate these quadrant diagrams for you if you do the related worksheets.
Opposing forces on impact areas
Possible benefits +
maximization strategies
Impact on:
Health Quality
Relationships Resources
Etc.
Risks + minimization
strategies Strengths Limitations
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Ultimately you will end up with both positive and negative forces working against each other on your overall impact.
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Seeing this visually may help you decide whether you give this project the stamp of approval or the red stop sign. You’ll see a diagram like this in the OBCC – there are links to it in worksheet one: Assess your project. You can refer to it as you review your project strengths and weaknesses. It will help you see the impact those strengths and weaknesses might have on your project.
Sample output 2.9
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By working through the strengths and limitations and risks and benefits worksheets, the OBCC can also create a diagram that shows the positive and negative forces interacting and how they may affect your bottom line impact. This is a bit hard to see, but it outputs to Word in a table format with arrows directed from the outside columns showing strengths and limitations, to the middle column showing impact area.
Questions?
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Now I am going to show you some of the quickest ways to get something out of the OBCC, when working on the ‘Business Case Creation Process’ just demonstrated. Before I do that, are there any questions?
Short of time? Some quick wins. 1. Whip up a project scorecard 2. Check risks/benefits you triggered 3. Risk/benefit analysis. Your way. 4. Grab a business case template
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In usability testing, people told us how much they love scorecards – so we gave them scorecards. This is the first ‘quick win’ that I’m going to discuss.
Whip up a project scorecard
Bundles of questions
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They also told us that they like to be able to do things a small piece at a time. So throughout the OBCC worksheets, you will notice that questions are organized into bundles. You just open the bundles of questions that you are concerned with at a given time. You are looking right now at the step one, Assess worksheet. And maybe you only care right now about assessing the strengths and limitation of your evidence base. So you would click to show only that bundle of questions.
One element. Six elements. Your choice.
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The same principle applies throughout the OBCC. We said these are the 6 parts to a project (project design, evidence base, implementation roles, resources and budget, workplan and stakeholder roles and expectations) but on any worksheet, you can just open the bundles that you care about at a specific point in time.
• Click, save, close bundle
• change any time
Open applicable bundles
More information
5 choices
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The open bundle that you see here is on the step one, Assess strengths and limitations worksheet. Like all OHPP worksheets, you enter your answers into the space provided. In this case, check the radio button with the answer that applies – then save, close, and of course return at any time to change your answers.
Where do I stand? Print scorecard.
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So when you have completed the step one Assess your project checklist – you can print a scorecard. You do this by using the Output menu on the upper right hand side of any page. One of the options under Outputs is: Choose which worksheets I want to print.
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That will give you a menu of all the possible documents that you might want to print for your project or program.
• Output 1.1 • Project strength and limitation assessment responses
• Output 1.2 • Strength and limitation scorecard for the six project
elements
• Output 1.3 • Project impact preview (based only on strength and
limitation assessment)
Choose a scorecard that works for you.
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There are three possible scorecards for step one in the OBCC to summarize your project strengths and limitations in different ways. Just check the ones you want and press the output button.
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These screen captures are small but hopefully it will give you a flavour of how easy it is to produce an attractive scorecard. In the spirit of using visual cues as our usability testers asked us to do, you’ll see that stars and flags draw attention to project strengths and limitations. This scorecard shows your answers to each step one worksheet assessment question.
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This one clusters all strengths together in a row and all limitations in another row.
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This one shows how your strengths and limitations may relate to possible positive or negative impacts. These are all in WORD, so you can modify as you wish.
Short of time? Some quick wins. 1. Whip up a project scorecard 2. Check risks/benefits you triggered 3. Risk/benefit analysis. Your way. 4. Grab a business case template
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Without doing any other worksheets (assuming you have done the step one worksheet), you can also check on risks and potential benefits that you triggered.
Hidden Step: Intelligence!
Strength A
Potential Risk Y
Limitation X
Potential Benefit B
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This feature is new to the OHPP collection of tools. Now, not only does the tool store the information that you put in and push out nicely formatted documents, now it also has hidden intelligence built in so that you get SUGGESTTIONS from the tool, based on your previous answers.
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What I mean by this is that after doing worksheet one, if you choose output 2.1 from the output menu – it is called Full Text Risk Analysis – you get a list of risks that you should consider. When you get into analyzing this list, you may toss some out as irrelevant, or add your own, but it’s always nice to have a starting point.
• Improve your project with other OHPP tools.
What now?
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As I mentioned before, OBCC is just one set of worksheets in this tool. At any time – after discovering project limitations – you might choose to jump to other parts of the tool to improve your project design, evidence-base, workplan, budget and so on. This is optional, but available.
Short of time? Some quick wins. 1. Whip up a project scorecard 2. Check risks/benefits you triggered 3. Risk/benefit analysis. Your way. 4. Grab a business case template
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In usability testing, some people told us – I don’t really want your suggestions. Or I don’t agree with them. Fair enough.
Identify Your Own
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So we made sure that those people had a straightforward way to identify their own strengths and limitations, risk and benefits. So when you get into the tool, you will notice question bundles titled – Identify Your Own. Use those if you are a seasoned practitioner or if you already have clear ideas about the content of your risk/benefit analysis.
Short of time? Some quick wins. 1. Whip up a project scorecard 2. Check risks/benefits you triggered 3. Risk/benefit analysis. Your way. 4. Grab a business case template
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Along that same line of thinking, some people don’t want all the fancy functionality of this tool. They may just want to grab a template to help summarize their business case. There are many templates available. I’ve shown you some of the scorecards.
Step Three worksheet: Advise
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Another is this very classic looking question and answer format business case template. This is output 3.1.
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A great new feature in OHPP 2.0 is that any or all of the outputs, some of which you’ve caught a glimpse of today, can be printed with your data as entered into the online worksheets, OR the outputs can be printed blank, without data. This is great for those who prefer to work on paper or in Word outside of the tool.
Help is a click away.
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I have shown you a lot of functionality today. No doubt you will have questions when trying out the tool. Luckily, help is just a click away.
Find Help!
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In the application, you will find all kinds of guidance including instructions above each worksheet in the worksheet purpose section, technical information on the Worksheet Help menu, and detailed workbooks and links to related resources in the learning centre.
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Also, PHO has been working on a sample plan library, though currently the sample plans in the library only focus on the original six program planning steps of the OHPP.
• Ontario • For Ontario service please
contact: Hasina Jamal Public Health Ontario [email protected] (647) 260-7471
I hope you will contact myself, or if you are in Ontario, Public Health Ontario, for further support related to this tool. Shortly after this session, you will be emailed a link to an evaluation tool. I hope that you will take the time to fill it out, so that we can improve our webinars over time.
Questions?
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Thank-you for attending today. Does anyone have any questions about the tool or the supports available to you?
