Norton Healthcare Project Management

Transcription

1 Norton Healthcare Project Management TxHIMA Susan W. Carey, MHI, RHIT, PMP System Director, HIM Norton Healthcare Susan.carey@nortonhealthcare.org

2 About Norton Healthcare Norton Healthcare is a leader in serving adult and pediatric patients, providing care at multiple locations throughout Greater Louisville and Southern Indiana Louisville-based not-for-profit system includes 5 Louisville hospitals with 1,837 licensed beds; 192 Physician Practices; 7 Outpatient Centers; 13 Norton Immediate Care Centers; Nearly 12,000 employees; Some 766 employed medical providers; and Approximately 2,000 total physicians on its medical staff 2

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4 Why do some projects fail?

5 Top reason why some projects fail Project management problems Inexperienced project manager No project management training Lack of leadership Inability to manage project scope Lack of collaboration with stakeholders

6 Second most frequent reason

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8 Communication 55% is body language 38% is tonality 7% is the words we use Communication is not only about conveying the message but also about making sure the message is understood as intended

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10 Why projects fail Inexperience in scope and complexity 17% Technical issues 14% Lack of communication 20% Project management problems 32% Failure to define objectives 17%

11 Foundation

12 Objectives Differentiate between a project and normal operational duties Explain the characteristics of a project Identify stakeholders on a project and the role each one plays Describe the different types of power Explain the importance of ethics in project management

13 Definition of a project Projects have two main characteristics: Temporary defined start and end Unique never been done before

14 Project traits Come in all shapes and sizes Must be managed well to be successful Require resources from within the organization Are subject to the Theory of Scarcity Must have a project sponsor Involve uncertainty

15 Operations Ongoing work that must be done to keep the business running Examples: Caring for patients Maintaining equipment Creating financial reports Recruiting staff Ordering supplies

16 Projects create A product that can be either a component of another item, an enhancement of an item or an end item in itself A service or capability to perform a service An improvement to an existing product or service line A means to avoid a negative impact

17 Product versus project Product Tangible object produced by the project Project Organizational structure by which the product is created

18 What is project management? Per the Project Management Institute, project management is: The application of knowledge, skills, tools, processes and techniques to project activities to meet the project requirements.

19 What is project management? Used in a coordinated way Customized to the project at hand Designed to accomplish the goal, objectives and requirements of this project

20 And at times it feels like..

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22 Triple constraints

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24 Project stakeholders Individuals or organizations actively involved in the project or whose interests may be positively or negatively affected as a result of the project Key stakeholders on every project Project sponsor Project manager Project team members

25 Stakeholder examples Business owner Project leaders Employees Physicians Patients Families Competition Contractors / vendors Government agencies Media Community Others?

26 Roles and responsibilities Role the part each person is expected to play on the project Responsibilities the tasks each person is expected to perform Must be established early in project Are critical to project success

27 Role of the project manager Ensures project is completed on time, budget and requirements Organizes the work using a detailed plan Monitors project execution, addresses variances, and takes corrective action Leads the project team Removes roadblocks for the team Motivates the team Contributes to the project s success

28 What does a project manager do?

29 Required skills for project managers Hard skills: Knowledge about project management Performance what you can do or accomplish Tools ability to use software applications Soft skills: Attitude Personality characteristics Leadership style

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31 Challenges for the project manager Lack of formal authority Wearing those different hats Managing multiple projects Lack of formal project management training (accidental project manager) Lack of project management experience

32 Project manager s authority Legitimate power Reward power Referent power Coercive power Expert power

33 Role of the project sponsor Ensures promised benefits are achieved Secures funding Actively supports the project and project management Communicates progress to peers and superiors Approves key deliverables Assists in issues resolution as needed Must have time to devote to the project

34 Challenges for the project sponsor Micro-managing project sponsor

35 Challenges for the project sponsor Invisible project sponsor

36 Role of the project team members Complete assigned tasks Assist with project planning Work with other team members Monitor progress of own tasks Resolve issues as assigned Monitor changes and risks Advise project manager of potential problems

37 Challenges for project team members Matrix reporting relationship Workload multiple projects and operational duties Conflicting project priorities Unreasonable deadlines

38 Ethics in project management

39 Project management methodology Steps and tools necessary to manage a project successfully Project life cycle has four phases Initiation Phase Planning Phase Execution Phase Closeout Phase

40 Key project management deliverables Project management plan Work breakdown structure Project schedule Project budget Progress reports Action items log Issues log Meeting agendas and meeting documentation Project review

41 Project management toolkit Applications MS-Excel MS-Powerpoint MS-Project MS-Word

42 Project management templates Project management plan Risk management plan Communication plan Meeting agenda Meeting documentation Project schedule Project budget Action items log Issues log Decision log Change request

43 Recap What are the top two reasons why projects fail? What are the two main characteristics of a project? Projects can create a product, a service, an improvement but above all must create what?

44 Recap What are individuals that can be positively or negatively impacted by the project called? What are the two categories of skills for project managers? What is the biggest challenges for the project manager? How does a project manager ensure ethics on a project?

45 Initiation Phase Planning Phase Execution Phase Closeout Phase

46 Objectives Describe the initiating processes Interview key stakeholders Develop a project charter or project management plan

47 Initiating processes Formally begin a new project Describe the project scope Ensure required financial resources are committed Ensure human resources are committed Ensure internal and external stakeholders are identified Align stakeholder expectations

48 Interview project sponsor Document information provided Discuss how you will work together Educate the sponsor Project manager role Project sponsor role Agree on progress reporting Ask who else should be interviewed

49 Interview others Subject matter experts Colleagues or other project managers Key stakeholders

50 Conduct research Product brochures Vendor s website Trade industries Organizations that have done a similar project Google it!

51 Project charter small projects Provides basic information about the project When approved, sanctions the project to use organizational resources Helps team members understand what is expected

52 Project charter template Project Sponsor Target start date Project description Project scope Project objectives Project budget Project constraints Project benefits Support required Project Manager Target end date

53 Project management plan large projects Project goal Project objectives Project description Project scope Project boundaries Project requirements Potential project risks Project assumptions Project constraints High level project schedule High level project budget Stakeholder list Approval requirements

54 Project goal Long-term aim and it may not be achievable during the life of the project General statement of intent Purpose of the project; why we are doing it Link to organizational strategic goal

55 Project goal examples Improve patient safety Reduce operating costs Improve market share

56 Project objectives Short-term aim and it has to be achieved during the project period Something toward which work is directed Position to be attained Purpose to be achieved Result to be obtained Product/service to be created

57 SMART objectives

58 Project objectives Which of these objectives are SMART? A. Install ACME software. B. Improve ED throughput at Norton Hospital. C. Complete the new outpatient center no later than March 1, 2016 at a cost not to exceed $50M. D. Change medical records vendor.

59 Project description Summary that puts project in perspective Business problem being solved Opportunity being seized Previous attempts Other useful information Why now?

60 Project scope Major deliverables / categories of work Describe as a noun (what) Include brief description of each Represents what is included in the project

61 Project boundaries Deliverables others may assume are part of the project but are not Helps manage stakeholder expectations Avoids assuming Clarifies the scope of the project

62 Project requirements Features that must be included in the product or service being created Stipulations that must be followed in planning or executing the project Outlines special needs Provided by stakeholders Must be comprehensive and specific for project success

63 Potential project risks Unplanned events that may occur Impact can be positive or negative Represent inherent uncertainty on all projects

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65 Project assumptions Factors considered to be true, real or certain (without proof or demonstration) for the project to be successful Are documented to ensure understanding by major stakeholders

66 Project constraints Limiting factors could affect project execution May limit available project management options Some may pose risks to the project

67 High level project schedule Time estimates the sponsor used to justify the project s approval Provide ballpark estimates of project length at this stage Show major deliverables and estimated duration Use ranges of time

68 High level project schedule example # Description Timeframe 1 Detailed planning 1 2 months 2 Design 1 month 3 Pilot 1 2 months 4 Go live 1 day

69 High level budget Costs used to justify the project s approval Ballpark estimates Known costs or best guess Use ranges Avoid wild guesses

70 High level budget example # Description Estimated Amount 1 Vendor travel $30,000 $35,000 2 Licenses $10,000 $12,500 3 Outside printing $ 2,000 $ 3,000 Total $42,000 $50,500

71 Stakeholder list Internal stakeholders External stakeholders

72 Project approval requirements Defines what constitutes project success Determines who decides if the project is successful Lists who needs to sign off on the product of the project

73 Final steps Have a colleague proof your project management plan Review with your project team Review with your project sponsor Make revisions as necessary Obtain project sponsor and project team approval

74 Recap What should be the first step for the project manager in the initiation phase? Which document should be completed for a small project; a project management plan or a project charter? What is the phrase Improve market share?

75 Recap What is a deliverable that others may assume is part of the project but is not and should be documented as such? What is an unplanned event that could have a negative impact on the project? Who needs to sign off on the project management plan?

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