Getting started

Knowing the People Planning (KPP) allows you to quickly collect essential data and immediately convert it into useful information. Here’s a guide on how you can get started with KPP.

Step One: Getting the team on board.
Step Two: Determine the target population and obtain baseline information.
Step Three: Coordinate data entry.
Step Four: Collecting and entering the data.
Step Five: Using and understanding the KPP information.
Step Six: Embedding KPP into your service planning cycle.

Step One: Getting the team on board

Check out this website to learn about KPP and read success stories from organisations who are already using KPP.
Assess how KPP can benefit your service by using our service benefits checklist – find this in the Excel toolkit.
Identify KPP champions and those who will take a KPP leadership role within your service.
Download and review the Introducing KPP PowerPoint presentation.
Download and explore the KPP Excel toolkit. In the toolkit you will find a number of forms and resources to help you plan and implement KPP into your service planning and review activities.

Once you and your KPP champions are familiar with the KPP process:

introduce KPP to your team or service using the KPP PowerPoint presentation
consider a site visit to a service already using KPP
join the community of practice to learn more from the experience of other services for assistance and support
contact Te Pou for more information about KPP, email us at kpp "at" tepou.co.nz.

Step Two: Determine the target population and obtain baseline information

Reviewing your current service provision will help you to identify areas of concern and establish KPP cycle dates and deadlines. It will also enable you to identify the group of service users who will benefit most from KPP.

Define the group of service users who will benefit from using KPP. The definition chosen by most DHBs is service users whose first contact with secondary care was two or more years previously. While the two year rule has been found useful it is not a binding stipulation.
Ascertain the number of service users you will initially be using KPP with. Remember you can broaden the group later if you wish.
Using the service benefit checklist, undertake a brief team review to establish possible areas of concern, for example do large numbers of service users have no GP or poor accommodation?
Embed KPP into your service planning cycle by setting the dates for data collection and data information return.
Ensure they coincide with established team review and service planning dates. See the planning cycle diagram below.

KPP planning cycle

Step Three: Coordinate data entry

Many services have found it helpful to have a nominated person who oversees or coordinates the KPP process. Others have simply made it part of routine data entry.

Remember, collecting KPP data doesnt require extra steps, it is information a clinician would already cover in an assessment.

Depending on the resources you have available decide on how you will gather KPP information (manual or electronic entry). Many services have found electronic data entry helps.
Decide on who (a coordinator or individual clinicians) will enter the information on the KPP data entry sheet. Many services have found having an identified coordinator works best.
Decide who will oversee and coordinate data collection – yourself or another staff member.
You and/or the coordinator will:
- provide a one hour KPP training data entry session
- assign key / case worker codes
- ensure everyone who will be entering KPP data understands how to use the survey form and other sheets in the KPP toolkit
- ensure clinicians are aware of data entry deadlines.
Encourage your KPP leaders and champions to join the online community of practice to exchange ideas and information.

Step Four: Collecting and entering the data

Once you have determined how you will collect the data, and who is responsible for entering it into the spreadsheet, it is time to start collecting.

Clinicians can collect information as part of a typical assessment or routine appointment.
Ideally, clinicians entering the data would work with service users to identify if change is required in any area.
Once data is entered electronically clinicians should provide the service users they support with a copy of their information to review (see the service user’s report sheet in the toolkit).

Step Five: Using and understanding the KPP information

KPP transforms service planning into an accurate and up-to-date measurement of service provision.

Once the data for individuals is entered electronically the Excel toolkit automatically aggregates all results on the summary report sheet. The information becomes available immediately.
Providing rapid feedback of the results will ensure clinicians can easily understand the benefits of KPP. It is important that summary data (the summary report sheet in the toolkit) is returned to them within one to two weeks of the data entry deadline.

Step Six: Embedding KPP into your service planning cycle

KPP can now be embedded as part of your planning processes (see the planning cycle diagram above).

The summary report sheet allows you to enter a date range so you can assess how your service is performing over different time periods. Select the date range by entering dates in the ‘from’ and ‘to’ cells on the summary report page.
Decide how often you will produce a KPP report and set deadlines for data entry. The survey can be filled out three-monthly, six-monthly or annually in line with service planning activities.
The spreadsheet is flexible and more questions can be added but users should be aware, the more data collected, the more complex the analysis becomes. If you need help with adding your own questions please contact us by emailing kpp "at" tepou.co.nz.
Remember results are most useful if compared over time. Results can be used to plan future service developments and to develop service provision targets (for example, 100 per cent of service users will have an up-to-date relapse prevention plan).
Write a report based on the information contained in your summary report. Use the KPP report template to help guide you – download the template from the toolkit and resources page.

Page last updated: 3 August 2009