Service Design meetings

The exact number of meetings needed to move through the service design process will be dependent on a number of factors:

• Your anticipated timeline
• Whether you are designing a new service or adapting an existing one 
• How much you already understand about the service

If you have completed our Getting service design ready section, you are likely to need fewer meetings.

To help you shape your meetings we have grouped the key tasks of the service design group into three main phases and offer a breakdown of what needs to be achieved in each phase.

Phase 1

1. Allocate roles and responsibilities within the Service Design group
2. Outline the expectations around monitoring & evaluation and data capture for the service provider
3. Service provider to give overview of service and share manual (if available)
4. Discuss existing evidence base (if appropriate)
5. Discuss current Theory of change and/or Logic Model if available and proposed outcomes
6. Discuss Service Design Questionnaire and any gaps in information
7. Discuss findings from any consultation with stakeholders
8. Set and allocate actions to be completed before Phase 2 

Proposed Actions*

• Develop a service manual if one does not already exist
• Complete/adapt the Theory of Change to align with local context (to be agreed and finalised in Phase 2)
• Develop/ adapt the Logic Model to align with local implementation (to be agreed in Phase 2)
• Service provider to share all existing documentation relating to data consent, enrolment/registration, assessments/measures, monitoring and data capture

*completing these actions may require further meetings

Phase 2

1. Review and agree Theory of Change
2. Review and agree Logic Model
3. Use completed Service Design Questionnaire to begin to map:
   1. Implementation processes including recruitment, referrals, and engagement
   2. Current data capture
   3. Resources required for delivery
4. Develop service Process Flow, including establishing recruitment pathway/s
5. Explore measures to evaluate outcomes
6. Agree feasible levels of evaluation within current contract 
7. Set and allocate actions to be completed before Phase 3

Proposed Actions*

• Ensure delivery plans align with budget, and recruitment of any additional workforce takes place
• Complete service Process Flow, highlighting opportunities for data capture
• Develop data collection requirements based on implementation process and agreed measures
• Draft evaluation plan

Phase 3

• Agree outcome measures and data requirements
• Agree appropriate consent processes required for data collection and sharing where relevant
• Agree final Service Design manual
• Agree key Performance Indicators and timeline for monitoring 
• Agree evaluation plan*
• Agree delivery start date and date for final review prior to commissioning end date
• Identify risks to successful delivery of service, future commissioning and contract management
• Set and allocate actions to be completed before delivery starts

Proposed Actions*

• Identify and resolve any missing data from current data capture processes required for monitoring, implementation evaluation, or further evaluation 
• Adapt databases and data collection forms accordingly
• If data is being shared across departments or organisations:Sign off data requirements, process flow and evaluation planComplete implementation plan, risk log and financial plan with service deliverers
  • Review the ICO data sharing code of practice and data protection impact assessment
  • Create/adapt a suitable consent form or privacy notice
  • Develop and finalise any necessary data sharing agreements 
• Sign off data requirements, process flow and evaluation plan
• Complete implementation plan, risk log and financial plan with service deliverers
• Contracts negotiated & signed