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Frequently Asked Questions (FAQs)

Accessing the Productive Module Impact Framework

Getting started

Reporting

Support and training

Deleting/Changing information

General

Videos


Accessing the Productive Module Impact Framework

Who is the most appropriate person to register to use the
framework?

Your organisations Project Leader is the best person to register as lead for the framework.

I have already registered to use the tool – why does my registration need approval?

Your Executive Lead needs to approve your registration before you can access the framework. This will ensure that the most appropriate person is managing the tool and there is one point of contact for your organisation.

I am having problems accessing the framework

Please check with your organisations IT department that you have the technical requirements to run the programme on your computer.

  • If using Microsoft IE browser, it should be a minimum of version 6. Higher versions are advised.
  • The Java Script on your browser should be switched on (Ticked).
  • Internet bandwidth should be adequate as generating graphs will take more bandwidth to deliver data.
Also, please ensure no one else in the team is using the same module and Impact area that you are working on at the same time.

Can I view the uploaded documents from the lessons learned?

This is not currently possible however In the next phase of development there will be function built in to enable users to view but not edit the lessons learned. This will include any uploaded documents.

My username and password has been rejected

This will relate to your username and password for the NHS Institute website. You may need to request a new password. If you still have problems please contact our NHS Institute support team.

How do I access the Productive Module Impact Framework?

Please see section ‘1. Getting started’ of the User Help Guide.

I have tried to access the Productive Module Impact Framework but keep getting a message stating my registration has been declined, as my organisation is already registered

We suggest you speak to your organisation’s Productive lead. They will be able to confirm who in your organisation is currently registered to use the framework and will be able to arrange for you to have access as appropriate.

Can you have a second project lead?

Unfortunately, you are unable to have a second project lead for the same Productive programme. This will ensure one person creates the reports and is the main contact for your organisation. You can however set up other individuals to have similar access rights using the internal users function.

Can we have more internal users accessing the tool?

Yes, each project lead is able to set up ‘internal’ users. Please speak to your project lead.

Can we have more than one project lead per organisation eg, my organisation has different project leads for different Productive programmes.

Yes. Each project lead will need to be registered under a specific programme. It is helpful to identify one person who will be the overall lead for the organisation and the main link with the NHS Institute. This person will be responsible for developing a strategy for the use of the tool across the organisation, rolling out any awareness and training that may be required for staff and also troubleshooting and /or raising any issues with the Productives Module Impact team. This ensures that there is a clear line of communication so any issues can be resolved promptly.

My organisations name has changed. How do I change the name on the framework?

The programme lead will need to set up the new organisation by contacting productivesimpact@institute.nhs.uk and providing the details of your new organisation. The information required is;

  • old organisation(s) name and address
  • new executive lead and project lead names
  • new organisation name, address and telephone number
  • name and contact details of executive lead and project lead
  • programmes being registered for the new organisation

What happens to the data entered under my old organisation?

The data entered into the framework for your old organisation will remain under that name. If you wish to access this data you will need to put in place a mechanism to access it. The best way of doing this is to have one person on the project team continue to access the data via the email address from the original organisation that was registered in the tool. This may be the project lead or someone who was registered via the internal access registration. Please note it is not possible to have an email address registered to two organisations.

I am unable to see reports but my colleague can, why is that?

You will probably have been set up to access the tool as a delegated author which does not automatically allow you to view reports. If you are required to create or view reports please speak to your programme lead to get the required permissions.

Getting started

Where can I get help on using this framework?

Download the User Help Guide for more information on how to get the most out of using this framework and also the Training Videos. You can also view the Training videos.

Do I have to select a Productive programme to start using the framework?

Yes, if you do not select a Productive programme you will not be able to input any data into the framework. The information you enter will be linked to a particular Productive programme, without this you will not be able to create any reports.

How do I access the framework?

To access the framework your organisation needs to nominate a lead for each Productive. An individual can be registered as a lead for more than one Productive. Once you have a registered lead they can set up users for your organisation, as long as these individuals are already registered users of the main NHS Institute website. Their NHS Institute login and password will enable access to the framework once they have been set up using the internal access settings.

For further information please see ‘1.2 Internal Access settings’ of the User Help Guide.

Reporting

I am unable to create a new report for my programme – the name of the programme is absent from the drop down list. Why is this?

It is only possible to have one live (unpublished) report on the system at any one time. The framework will automatically omit the names of the Productive programme for which there are live reports. To overcome this review your reports table and publish, archive or delete the appropriate report. You will then be able to create a new one. Please be advised that it is good practice to save your reports to file on your computer. This can be done once it has been published to PDF.

Can I create a report on separate impact areas for all levels, organisation sites and implemented areas?

Yes, you create the report using the ‘administer organisational reports’ link in the Productive Module Impact framework menu. When working through the 8 step process you select only the data and charts for the implemented area or site you wish to create the report for.

Support and training

Where can I get help on using this framework?

Click here to access the User Help Guide for more information on how to get the most out of using this framework. If you still have a question please contact productivesimpact@institute.nhs.uk

Do you have any advice or help you can provide on cascading training to users?

You may wish to have a period of time prior to going ‘live’ where staff can familiarise themselves with the tool, entering practice data,

Reading through the User Help Guide is the first step in enabling users to familiarise themselves with how to use the framework.

There is a series of short training films that are available to view online. Click on the option in the menu on the right of the screen once logged into the Productives Module Impact Framework pages. You will need to have your sound enabled on your computer or have headphones to hear the commentary.

There is also an online presentation, ‘Productives Module Impact Framework Tool‘ that will help you.

What advice do you have for me as a project lead setting up the tool in my organisation?

There are a number of things you may wish to think about:

  • Consider how you would structure the use of the framework within your organisation. This will include the impact areas you will be inputting data into and who within your organisation will be doing this. You may want to use a-divisions or locality areas as site names. This is useful if you have divisions that cover two or more locations.
  • Enter ward or team names and names of processes, costs and savings as you wish them to appear in reports and charts as they cannot be corrected after submitting.
  • Also it is good practice to load the names of implementing areas (sites/wards/teams) before delegated authors access the framework to enter information. This helps with various issues, such as preventing duplication of ward/team names, incorrect spelling of ward/team names and searching for ‘lost data’ that has been entered in error into the duplicated or incorrectly spelt areas. Should this occur please use the delete function, this will enable you to save your data but delete the incorrect implemented area or site names. You will then be able to re-enter your data.
  • You may also want to give some thought to the categories and descriptors that you use when entering financial data in the costs or savings sections. This will help when administering organisational reports.

Deleting/changing information

I have added an extra site and need to remove it – how can I do this?

A delete function has been created and can be accessed from the menu on the right of the Productives Module Impact Framework homepage screen. View the ‘delete your data’ training video or read the user guide for more information on how to use this function.

What if I have added the wrong teams to the wrong sites?

You are able to use the delete function to delete the site names. Please note if you have entered any data against these sites or implemented areas you will lose it unless you save to an excel CSV file and save to your computer.

We have changed the structure within our organisation and would like to reflect this in the framework. Can we change the implemented sites and areas?

This can be done by using the delete function. Save your data to an excel file and delete the sites/areas. The data can then be re-entered at a later date into the new organisational structure. Please note this process will be time consuming especially if there has been considerable data entered so you may wish to manage this by maintaining access to your old organisations data and set up the new organisation on the framework. See the getting started FAQ’s.

If my organisation is merging with another organisation how can we access the framework for the new organisation?

Unfortunately it is not possible to merge data however we suggest you set up your new organisation and enter data into the framework as soon as possible after merging. You then have the following choices.

  • If you have minimal data entered into the tool you may wish to consider deleting all data from your ‘old’ organisation, saving to excel and re-entering at a later date.
  • Maintain access to your ‘old’ organisation whilst entering new data into your new organisation. You will be able to access data from both organisations and create reports by compiling the data manually.
  • Save reports, charts etc from your ‘old’ organisation to your desktop for future reference and delete the data for the entire organisation. Please note this will mean you will not have access to any data for your ‘old’ organisation in the future.
To set up your new organisation please contact productivesimpact@institute.nhs.uk giving the following information;
  • old organisation(s) name and address
  • new executive lead and project lead names
  • new organisation name, address and telephone number
  • name and contact details of executive lead and project lead for the new organisation
  • programmes being registered for the new organisation

My organisation is splitting into two separate organisations and I want to be able to access data that has already been entered.

Please contact the Productives Impact team providing details of who the new project lead is and they will do this for you. The information you will need to provide will be:

  • name and email details of the new programme lead
  • name and email details of the Executive lead
  • names and address of the organisation
  • Ccntact telephone number
  • job title
  • name of the Productive programme
Once the new project lead is registered and approved they will be able to go to internal access settings and delete the old project leads details.

General

There seems to be a lot of data for wards/teams to collect for Impact Area 1 – staff experience?

Not every ward or team in an organisation needs to enter data for all modules in this section for the organisation to understand the impact of implementing a programme. A way of managing this so wards do feel overwhelmed with data collection is to select 2 or 3 modules per team i.e. one foundation and 2 process. For an organisation with 20 teams or wards there will be enough information from 6 or 7 wards to understand what impact has been made for a particular module. The questionnaires have been kept to minimum length in order for staff to complete in less than 5 minutes. Also only 4 questionnaires need to be completed each week and can be completed by any member of the team, not just nursing staff.

Who do I contact if the User Help Guide, Traing Vidoes or FAQs do not answer my query?

Please contact us on productivesimpact@institute.nhs.uk and we will deal with your query as promptly as possible.

How are the salary calculations made in the process improvements section?

The salaries are based on mid point band with 20% on costs and are updated each time there is a national pay increase.

I want to view the lessons learned data that has been submitted but I cannot see how to do this.

Go to the administer organisational reports and work through the steps until you get to the lessons learned for the particular impact area your story relates to. You will find staff experience is step 2, process improvements is step 4, knowledge and skills development is step 6 and financial impact is step 8. You can print off the stories by creating a report or by taking a screen print and saving to a file.

Can I view the uploaded documents from the lessons learned?

Unfortunately it is not possible to view the uploaded documents.

I am unable to create a new report for my programme – the name of the programme is absent from the drop down list. Why is this?

It is only possible to have one live (unpublished) report on the system at any one time. The framework will automatically omit the names of the Productive programme for which there are live reports. To overcome this review your reports table and publish, archive or delete the appropriate report. You will then be able to create a new one.

Videos

How do I get my videos to work?

There are a few reasons why you may not be able to view our videos:
  • check to see that you have Adobe Flash Player installed by visiting this page: http://www.adobe.com/software/flash/about/. After installing this please check the video again.
  • If Adobe Flash Player is installed and you still cannot see ANY videos please contact your IT department as they may have prevented you from seeing them.
  • If it is only one video that you cannot see then please contact websupport@institute.nhs.uk and supply us with a link to the page that the video appears on.