# Presentation: 492931

## BITS Training

## Session Agenda-Day 4

***Morning Session***

**8:00-8:30 ****	****Morning Coffee**
**8:30-9:00****	****Review of Day 2 and Day 3**
**9:00-10:30****	****BITS Overview**
**10:30-10:50****	****Break**
**10:50-11:30****	****Templates Overview**
**11:30-12:00****	****BITS Case Study – Part 1**
**12:00–1:00 ****	****Lunch**

***Afternoon Session***

**1:00-2:30****	****BITS Case Study – Part 2, 3 & 4**
**2:30-2:50****	****Break**
**2:50-3:30****	****Discussion of BITS Internal ****	****Controls**
**3:30-4:30****	****Training Feedback**
**4:30****	****Adjourn**

## Objectives

- Understand how the Business Improvement Tracking System (BITS) and the MA/BPR templates support the MA/BPR process,
- Understand how to use BITS,
- Understand how to use MA/BPR templates and how they interact with BITS, and
- Understand internal controls that support a study audit trail for reporting purposes.

## BITS Agenda

- BITS Overview
- Data Gathering Templates Overview
- Case Study
- Internal Controls Discussion

## BITS Overview

## Business Improvement Tracking System 

- Web-based management tool for each Study Team to document their study progress and results
- Tracks cost, schedule, and performance
- Data requirements based on phase of study
- Built to accommodate OMB reporting requirements
- Provides a means to document previously accomplished process improvements
- Offers considerations for future updates to MA/BPR policies and procedures
- VA executives can examine studies under their purview

## Navigation and Workflow in BITS

- Envision

- Sent Envision

- Analyze

- Implementation

- Send Design

- Design

- Sustain

- Abandon

- EnterStudy

- StudyRejected

- Send forApproval

- StudyApproved

- StudyRejected

- Send forApproval

- StudyApproved

**Notes:**
Once sustained, cannot be abandoned

## BITS InstructionsMoving through the Study Lifecycle

- Moving from Phase to Phase
- _Create_:  A study is created when it is saved for the first time in the Envision phase.
- _Save_: A study may be saved and returned to during all BITS phases.
- _Next_:  A study progresses from phase to phase using the “Next” button.
- What if I make a Mistake
- _Delete_:  Studies may be deleted during the Envision phase.
- _Abandon:_  Studies may be abandoned during Analysis and Design phases.
- _Mistakes:_  The System Administrator should be contacted if a study needs to be moved back to a previous phase.

## BITS Study Roles and CapabilitiesApplication User Role 

_**Application Users are able to **_
- Create and manage studies through all phases (project initiation, envision, analyze, design, implement, and sustain),
- Abandon a study at any point after the project initiation phase through the implementation phase,
- Get study reports, and
- Edit their account information.

_**Application Users are not able to**_
- View, create or manage studies outside of their assigned locations (program office, regional/network/area office, and field offices/facilities),
- Approve studies to move from the envision phase to the analyze phase,
- Approve studies to move from the design phase to the implementation phase, and
- Move to a previous phase to edit study information.

- The application user will typically be a member of the study team who has primary responsible for using BITS for a specific study or set of studies.

## BITS Study Roles and CapabilitiesStudy Administrator User Role 

_**Study Administrators are able to**__ _
- Approve and manage users,
- Edit their account information,
- Get study reports,
- View studies and add notes to the study,
- Approve studies to move from the envision phase to the analyze phase
- Approve studies to move from the design phase to the implementation phase and
- Abandon a study at any point after the project initiation phase through the implementation phase.

_**Study Administrators are not able to**_
- View, approve/reject or abandon studies outside of their assigned locations (program office, regional/network/area office, and field offices/facilities),
- Edit study information, except for adding notes to the study, and
- Move to a previous phase to view study information.

- The study administrator is typically the national function owner.  This individual approves progression within BITS to subsequent phases of MA/BPR.  When a study spans more than one regional office, study administrators from each regional office are required to approve/or reject the study.

## BITS Demonstration

- The following slides show the actual screen shots from BITS and show the data that will be captured throughout the study.
- Today's training will also include a case study for creating your study in the Envision phase.

## Login Screen

## BITS Home Page

## Managing MA/BPR Studies

## BITS Requirements for Envision Phase

- Study Name
- Locations
- Study Start Date
- Date of Study Announcement
- FTEs announced under study
- FTEs within refined study scope
- Rationale for Change in Scope
- Study Description
- Planned Study Schedule by Phase
- Actual Completion Date for Envision Phase
- Planned Study Costs
- Actual Study Costs for Envision Phase
- Key Performance Indicators
- Notes

- Title of Study
- Location of Study
- Date project initiation began
- Official date of study start
- # of FTEs based on Fair Act
- # of FTEs based on process analysis
- Explanation of difference in FTEs
- Description of study scope
- Estimated completion dates for each phase
- Actual date of conclusion of Envision Phase
- Breakdown of total planned study costs
- Breakdown of actual costs expended to conduct Envision Phase
- Primary measures of performance that will be reported throughout study
- Additional pertinent study data

_***Field Name***_

_***Field Description***_

- 1

- 3

- 4

- 5

- 6

- 7

- 8

- 9

- 10

- 11

- 12

- 2

## BITS Requirements for Envision Phase

- Study Name
- Locations
- Study Start Date
- Date of Study Announcement
- FTEs announced under study
- FTEs within refined study scope
- Rationale for Change in Scope
- Study Description
- Planned Study Schedule by Phase
- Actual Completion Date for Envision Phase
- Planned Study Costs
- Actual Study Costs for Envision Phase
- Key Performance Indicators
- Notes

- Title of Study
- Location of Study
- Date project initiation began
- Official date of study start
- # of FTEs based on Fair Act
- # of FTEs based on process analysis
- Explanation of difference in FTEs
- Description of study scope
- Estimated completion dates for each phase
- Actual date of conclusion of Envision Phase
- Breakdown of total planned study costs
- Breakdown of actual costs expended to conduct Envision Phase
- Primary measures of performance that will be reported throughout study
- Additional pertinent study data

_***Field Name***_

_***Field Description***_

- 13

- 14

## BITS Requirements for Analyze Phase

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Envision Phase
-  Actual completion date for Envision Phase
-  Key Performance Indicators (KPIs)
-  Notes

_***Field Name***_

_***Field Description***_

- 1

- 2

- Actual completion date for Analyze Phase
- Actual study costs for Analyze Phase
- Baseline performance against Key Performance Indicators
- Baseline costs of operations

- Actual date of conclusion of Analyze Phase
- Breakdown of actual costs expended to conduct Analyze Phase
- Performance results today against primary measures of performance that will be reported throughout study
- Total costs to conduct function(s) under study based on last fiscal year

## BITS Requirements for Analyze Phase 

- Actual completion date for Analyze Phase
- Actual study costs for Analyze Phase
- Baseline performance against Key Performance Indicators
- Baseline costs of operations

- Actual date of conclusion of Analyze Phase
- Breakdown of actual costs expended to conduct Analyze Phase
- Performance results today against primary measures of performance that will be reported throughout study
- Total costs to conduct function(s) under study based on last fiscal year

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Envision Phase
-  Actual completion date for Envision Phase
-  Key Performance Indicators (KPIs)
-  Notes

_***Field Name***_

_***Field Description***_

- 3

- 4

- BITS Requirements for Analyze Phase

## BITS Requirements for Design Phase

- Period of Performance (PoP)
- Actual completion date for Design Phase
- Actual study costs for Design Phase
- Estimated costs of operations by period of performance
- Estimated FTE savings by period of performance
- Explanation of Change in FTEs
- Estimated annualized savings
- Estimated return on investment
- Target performance for KPIs based on redesign organization

- Number of years after implementation over which savings will be determined
- Actual date of conclusion of Design Phase
- Breakdown of actual costs expended to conduct Design Phase
- Future costs to conduct function(s) under study in redesigned organization
- # of FTEs required in each year following implementation
- Discussion of HR implications based on redesigned organization
- Calculation of potential savings for each PoP
- % of potential return through savings minus costs to complete study and implement redesign
- Estimate of future performance based on redesigned processes against primary measures

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Analyze Phase
-  Actual completion date for Analyze Phase
-  Explanation of schedule variance
-  Notes
_**Please also note some additional fields are included in this screen that pertain to other business improvements (e.g., A-76 studies)**_

_***Field Name***_

_***Field Description***_

- 1

- 2

## BITS Requirements for Design Phase

- Period of Performance (PoP)
- Actual completion date for Design Phase
- Actual study costs for Design Phase
- Estimated costs of operations by period of performance
- Estimated FTE savings by period of performance
- Explanation of Change in FTEs
- Estimated annualized savings
- Estimated return on investment
- Target performance for KPIs based on redesign organization

- Number of years after implementation over which savings will be determined
- Actual date of conclusion of Design Phase
- Breakdown of actual costs expended to conduct Design Phase
- Future costs to conduct function(s) under study in redesigned organization
- # of FTEs required in each year following implementation
- Discussion of HR implications based on redesigned organization
- Calculation of potential savings for each PoP
- % of potential return through savings minus costs to complete study and implement redesign
- Estimate of future performance based on redesigned processes against primary measures

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Analyze Phase
-  Actual completion date for Analyze Phase
-  Explanation of schedule variance
-  Notes
_**Please also note some additional fields are included in this screen that pertain to other business improvements (e.g., A-76 studies)**_

_***Field Name***_

_***Field Description***_

- 3

- 4

- 6

- 5

- 7

- 8

## BITS Requirements for Design Phase 

- BITS Requirements for Design Phase

- Period of Performance (PoP)
- Actual completion date for Design Phase
- Actual study costs for Design Phase
- Estimated costs of operations by period of performance
- Estimated FTE savings by period of performance
- Explanation of Change in FTEs
- Estimated annualized savings
- Estimated return on investment
- Target performance for KPIs based on redesign organization

- Number of years after implementation over which savings will be determined
- Actual date of conclusion of Design Phase
- Breakdown of actual costs expended to conduct Design Phase
- Future costs to conduct function(s) under study in redesigned organization
- # of FTEs required in each year following implementation
- Discussion of HR implications based on redesigned organization
- Calculation of potential savings for each PoP
- % of potential return through savings minus costs to complete study and implement redesign
- Estimate of future performance based on redesigned processes against primary measures

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Analyze Phase
-  Actual completion date for Analyze Phase
-  Explanation of schedule variance
-  Notes
_**Please also note some additional fields are included in this screen that pertain to other business improvements (e.g., A-76 studies)**_

_***Field Name***_

_***Field Description***_

- 9

## BITS Requirements for Implement Phase

- Actual completion date for Implement Phase
- Actual study costs for Implement Phase
- Pilot Test Actual

- Actual date of conclusion of Implement Phase
- Breakdown of actual costs expended to conduct Implement Phase
- Measure of performance against
- primary measures based on pilot test
- of redesigned processes

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Design Phase
-  Actual completion date for Design Phase
-  Explanation of schedule variance
-  Estimated costs of operations by period of performance
-  Estimated FTE savings by period of performance
-  Explanation of changes in FTEs
-  Estimated annualized savings
-  Estimated return on investment
-  Notes

- 1

_***Field Name***_

_***Field Description***_

## BITS Requirements for Implement Phase 

- BITS Requirements for Implement Phase

- Actual completion date for Implement Phase
- Actual study costs for Implement Phase
- Pilot Test Actual

- Actual date of conclusion of Implement Phase
- Breakdown of actual costs expended to conduct Implement Phase
- Measure of performance against
- primary measures based on pilot test
- of redesigned processes

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Design Phase
-  Actual completion date for Design Phase
-  Explanation of schedule variance
-  Estimated costs of operations by period of performance
-  Estimated FTE savings by period of performance
-  Explanation of changes in FTEs
-  Estimated annualized savings
-  Estimated return on investment
-  Notes

_***Field Name***_

_***Field Description***_

- 2

## BITS Requirements for Implement Phase 

- BITS Requirements for Implement Phase

- Actual completion date for Implement Phase
- Actual study costs for Implement Phase
- Pilot Test Actual

- Actual date of conclusion of Implement Phase
- Breakdown of actual costs expended to conduct Implement Phase
- Measure of performance against
- primary measures based on pilot test
- of redesigned processes

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Design Phase
-  Actual completion date for Design Phase
-  Explanation of schedule variance
-  Estimated costs of operations by period of performance
-  Estimated FTE savings by period of performance
-  Explanation of changes in FTEs
-  Estimated annualized savings
-  Estimated return on investment
-  Notes

_***Field Name***_

_***Field Description***_

- 3

## BITS Requirements for Sustain Phase

- 1. Actual cost of operations
- 2 Actual annualized savings to date
- 3. Actual ROI to date
- 4. Date actuals were last updated
- 5. Actual FTEs at end of each period of performance
- 6. Actual performance against KPIs for each period of performance

- Actual costs to conduct function(s) in redesigned organization for each PoP
- Calculation of actual savings to date annualized for each PoP
- % of actual return through savings minus costs to complete study and implement redesign
- Date on which actual savings and ROI were last updated to be current
- # of FTEs actually required in each year following implementation
- Actual performance against primary measures based on redesigned processes

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Implement Phase
-  Actual completion date for Implement and Design Phases
-  Explanation of schedule variance
-  Explanation of changes in FTEs
-  Notes

_***Field Name***_

_***Field Description***_

## BITS Requirements for Sustain Phase

- 1. Actual cost of operations
- 2 Actual annualized savings to date
- 3. Actual ROI to date
- 4. Date actuals were last updated
- 5. Actual FTEs at end of each period of performance
- 6. Actual performance against KPIs for each period of performance

- Actual costs to conduct function(s) in redesigned organization for each PoP
- Calculation of actual savings to date annualized for each PoP
- % of actual return through savings minus costs to complete study and implement redesign
- Date on which actual savings and ROI were last updated to be current
- # of FTEs actually required in each year following implementation
- Actual performance against primary measures based on redesigned processes

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Implement Phase
-  Actual completion date for Implement and Design Phases
-  Explanation of schedule variance
-  Explanation of changes in FTEs
-  Notes

_***Field Name***_

_***Field Description***_

- 3

- 1

- 4

- 2

- 5

## BITS Requirements for Sustain Phase

- 1. Actual cost of operations
- 2 Actual annualized savings to date
- 3. Actual ROI to date
- 4. Date actuals were last updated
- 5. Actual FTEs at end of each period of performance
- 6. Actual performance against KPIs for each period of performance

- Actual costs to conduct function(s) in redesigned organization for each PoP
- Calculation of actual savings to date annualized for each PoP
- % of actual return through savings minus costs to complete study and implement redesign
- Date on which actual savings and ROI were last updated to be current
- # of FTEs actually required in each year following implementation
- Actual performance against primary measures based on redesigned processes

- 6

**In addition, the following fields may be updated or revised based on more current information: **
-  Actual study costs for Implement Phase
-  Actual completion date for Implement and Design Phases
-  Explanation of schedule variance
-  Explanation of changes in FTEs
-  Notes

_***Field Name***_

_***Field Description***_

## Purpose of "Notes" Field in BITS

- This field allows users to document:
- Changes to study scope,
- Discussion of training and consulting support needs,
- Discussion of HR implications of study,
- Variances in planned vs. actual schedule,
- Variances in planned vs. actual study costs,
- Variances in estimated vs. actual future costs of operations, and
- Variances in  estimated vs. actual savings and ROI.

## BITS Case Study

## Background Information for Laundry Study

- Project initiation for this study began with a team "kick-off" hosted in Washington D.C. on Monday, February 27, 2006.
- An official memorandum to impacted employees from the VISN 5 Director was issued on Monday, March 6, 2006.
- According to the 2005 FAIR Act Inventory, ***54*** FTEs support Laundry in VISN 5:
- Perry Point, MD: 40 FTEs
- Martinsburg, WV: 14 FTEs

## Background Information for Laundry Study

- During Envision, scoping removed _**8**_ positions from study when it was discovered these individuals performed non-laundry related duties.  These individuals will continue their current jobs.
_**5**_ engineering positions were added to the scope because they provide full-time maintenance support to Laundry equipment.
- Based on guidance from the National Steering Committee, the KPIs for this study focused on:
- Costs per pound
- Percentage of Shipments Scheduled Met Each Week
- Average Inventory as a Percentage of Sales
- Competency Index

## Background Information for Laundry Study

- Your case study supporting handout contains data based on the following sources:
- The Automated Management Information System (AMIS) and the Textile Management Report that reports costs by facility.
- The software ANGELLINK monitors overall contract values.

## BITS Case Study: Part I

| Objective | To learn BITS and establish a new study. |
| --- | --- |
| Rationale

Activity
(20 minutes)

Outcomes | This is an essential first step to using BITS to record study progress.

You are identified as the BITS lead and main application user for a new laundry study based in VISN 5 encompassing all facilities but have not yet been registered as a study administer.  Now, in 4 breakout groups, please complete the following tasks:
Request access to the BITS system for a application user role,
Register your study,
Select a name for your study, and
Save your input.

Understand how to establish a new study within BITS. |

**Notes:**
Request access to the BITS system for a Study Administration Role for a study, 
Request access to the BITS system for 5 Study Users,
Create a study by selecting one valid function for the offices you selected,
Enter in all data for envision phase and then save the study, and
Return to the study and press “Next” sending the study to the approval phase.

## Getting Started in BITS

- Gaining Access to BITS
- Contact the Office of Planning, Policy and Preparedness (OPP&P) to obtain the URL
- Enter the URL in your browser (_[http://vaww1.va.gov/bits/](http://vaww1.va.gov/bits/)__)_
- Click on Register
- Complete required fields
- First and Last Name
- Telephone Number
- Email Address
- Program Office
- Regional Office
- Field Office
- Submit request
- You will be contacted for Orientation
- You will be approved for BITS usage

**Note:**  You  will be set up as an *Application User* enabling you to create and manage studies or a *Study Administrator* enabling you to review and approve studies

## BITS Case Study: Part II

| Objective | To use BITS and the MA/BPR templates through the Envision Phase. |
| --- | --- |
| Rationale

Activity
(45 minutes)

Outcomes
 | Envision will be the first phase of MA/BPR that the study teams will need to execute.

As an application user you are responsible for populating BITS with information about your VISN 5 laundry study through the completion of the Envision Phase.
Break into 4 groups, 
Identify the application user for the group, 
Review material presented on the following slides and handouts,
Complete the highlighted fields within templates, 
Populate input fields for Envision Phase within BITS, and
Submit results for approval by national function owner.

Understand A) how to use the BITS system and B) the relationships between BITS and MA/BPR templates. |

## Using the Cost/Savings Template

- The Envision Phase Cost/Savings Template tracks the planned study costs including consulting costs, in-house staff costs, and other indirect costs.
- Access the "MABPR Template" Excel Workbook at your training station.
- Using your supplemental handout, enter actual costs in BITS for those fields highlighted in yellow.

**Notes:**
Establishing a direction for the business unit; 
Defining the mission, vision, and scope for the function;
Developing an initial communications plan; and 
Identifying high-level performance results. 

## BITS Requirements for Envision Phase

- Determination and validation of study scope
- Development of Project Management Plan
- Determination of key performance indicators

***Data Entry Prerequisites***

***Information Updated***

- None

- Study Name
- Study Sponsor
- Study Start Date
- Date of Study Announcement
- FTEs announced under study
- FTEs within refined study scope
- Rationale for Change in Scope
- Study Description
- Planned Study Schedule by Phase
- Actual Completion Date for Envision Phase
- Total Planned Study Costs
- Actual Study Costs for Envision Phase
- Key Performance Indicators
- Notes

***Data Entry Prerequisites***

## BITS Case Study: Part III

| Objective | To understand the study approval function within BITS. |
| --- | --- |
| Rationale

Activity
(15 minutes)

Outcomes
 | For a study to progress, the study sponsor must verify each phase has been properly conducted and validate the study objectives are being met.

The VISN 5 Laundry study team has done great work and is ready to proceed to the Analyze Phase of their study. 
Break into the same 4 groups, 
Elect a national function owner,
Log-into BITS as a study administrator, 
Review the Envision results of the study team you are assigned, and
Approve study progress or reject study progress and provide a rationale.

Understand the study approval function within BITS. |

## BITS Case Study: Part IV

| Objective | To learn how to access and use the reporting features within BITS. |
| --- | --- |
| Rationale

Activity
(15 minutes)

Outcomes
 | This is a valuable tool for executives to review the progress of ongoing and completed studies within their purview.

As a member of the National Steering Committee and executive within VHA, you have been given the ability to review the progress of all ongoing VHA studies.  In preparation for a briefing, you would like to generate a report that shows all 2006 studies on the Laundry function within VISN 5.

Break into the same 4 groups,
Elect a VHA executive,
Log-into BITS as a system administrator, and
 Generate a report that shows all 2006 studies on the Laundry function.

Understand of how to use BITS reporting features. |

## Discussion Topics

_**Roles and Responsibilities**_
- If multiple VISNs study a function together, how should the primary study administrator be determined?
- Should the national function owner be able to delegate the role of study administration?  If yes, to whom?
_**Data Validity**_
- To increase the quality of data entered into BITS:
- What type of validation/audit role should exist on each study team?
- What data standards should exist across studies on the same function?

## Discussion Topics

_**Date Authentication**_
- What should trigger "study announcement" within BITS?
- Under what circumstances if any should a study team be permitted to adjust estimated dates for completion retroactively?
_**Scope**_
- What process should exist for changing the scope:
- FTEs?
- Sub functions?
- Locations?
_**Performance Measurement**_
- What parameters should exist for developing KPIs when multiple teams are studying the same function?