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Florence Nightingale Hospital
Project Management Office PlanPresented by Team Health Care
Amuhelang Nare, Mohammod Rahman, Shanna Pritchard, Shoko Hogg, Somboune (Sam) Nouanesengsy
December 7th, 2015
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VisionExcellence in healthcare through passionate service, commitment
to duty and an innovative focus.
MissionOur mission is to offer quality care and programs that set community and healthcare standards, exceed patient expectations and to provide
caring, convenient and accessible service. We maintain a commitment to excellence and leadership and are a leader in the
community for healthcare. Advancing excellence through innovation, education, professional growth and our commitment to our medical
professionals, staff, patients, volunteers and community.
2
ValuesWe will respect ideas and opinions of others.
We will demonstrate trust and integrity.
We will strive for quality.
We will promote and encourage teamwork.
We will encourage ideas and innovative approaches.
3
4
PMO Strategy and ObjectivesFlorence Nightingale Hospital’s strategic goal is to be in the top 5% of regional hospitals and top 10% of hospitals in North America.
Key areas for strategic development and enhancement are:Patient Centered HealthcareInnovation ExcellenceProfessional ExcellenceAcademic Excellence
Top 5% of regional hospitals
Top 10% of hospitals in North America
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Patient Centered HealthcareFull compliance with MOHLTC policies and guidelinesSafe and comfortable patient environmentAn environment of transparency Cultural and religious acceptance and support
Social and cultural services through community outreach programsPatient satisfaction of 95% or higher
Anonymous patient feedbackDecrease wait times for non-emergency surgeries by 30%
6
Innovation ExcellenceStrategic partnerships and sponsorships with technology leaders
Innovative technologies for advancement in healthcare, within 1 year (as available)
Technological upgrades (as released)Existing operating platforms within 6 monthsDiagnostic upgrades and integration within 9 months
Fully integrated electronic patient records, orders, documentation and scheduling, 3 – 5 years
Satellite monitoring of patients, including app development and use to monitor patients with critical disease (i.e. cardiac, diabetes and renal)
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Professional ExcellenceEmployment packages designed to attract HQP, the “best of the best”
Maintain a talent pool to fill vacant positionsFill vacant employee positions to 95% or higher within 60 daysFill vacant medical positions to 95% or higher within 30 days
Effective performance measuring and reporting of employeesMetrics to be included: absences, patient feedback, professionalism
and team workAchievements of 95% or higher will result in recognition and rewards as
directed by the departmental/unit manager(s)Professional development and re-certifications Professional collaboration and coordination with regional partners
8
Academic Excellence Increasing education and training opportunities
Develop financial and workplace support for educational opportunitiesFoster a culture of learning and knowledge sharing
Develop a fellowship and mentoring program for specialized medical staffProgram rollout within 1 yearFellowships to last a minimum of 3 years with possibility of permanent
employmentCollaboration and training opportunities with regional colleges and
universitiesCollaborative research with regional universities and healthcare partners
for advances in diagnosis, diagnostics, psychology, treatment and epidemiology
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Organizational Breakdown StructureCEO
Quality & Risk
Human Resources IT Financial
Services Medical Marketing
Director Manager Manager Director Director Director
Risk Manager
HR Generalist
Facility Manager
Chief Accountant
Head of Physicians
Head of Nursing
Head of Imaging
Quality Manager
HR Generalist
Systems Admin. CPA
Public Relations Manager
Marketing Strategies Manager
PMO
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PMO Functionalized StructureSponsor
Project Director
Portfolio Manager
Integration Manager
Program Manager
Change Manager
Senior Project
ManagerPM PM PM PM
PMO Coordinator
Change Control Analyst
Change Control Board
PMO AnalystCost and
Procurement Manager
Risk Analyst
Quality Assurance
Systems Coordinator
System Administrator
Procurement Administrator
Human Resources
Coordinator
Financial Coordinator
Marketing Strategy Manager
Communications
Coordinator
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Roles and Responsibilities
Role Identification
• Project Sponsor• Project Director • Project Coordinator • Integration Manager • Portfolio Manager• Program Manager • Change Manager
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RACIRoles
Responsibilities
Project Director
Project Manager
PMO Coordinator
Integration Manager
Program Manager
Change Manager
Technology Updates and Conferences R, A I I A C
Compliance Checks I A C A R
Communication and Training Plan C A R I R I
Training Material I A R C R
Collaborative Research C A R R I I
Performance Review A R I I C
Resource Management C A R C R, A
Policy/Guideline Change A C R I I R
Strategy A C R I
Professional Development I C R R,A
Implementation Management C A R I R
RACI Code: R = Responsible, A = Accountable, C = Consult, I = Inform
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Resource ManagementAcquiring, Developing and Management of Resources
Allocate resources from internal departmentsInternal job postings and negotiating with functional managers
Ensure training and professional development for employees needing new skills or to strengthen skills to achieve project objectives
Supplement the PMO when necessary with external hiring where there is a shortage of skills or specialties
Establish staff transition and release plan
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Resource ManagementResource
Number of Personnel Required
Time Commitment
per WeekResponsibility
Human Resources 2 20%• Code of Conduct & Ethics• Consultation, payroll, hiring &
placement
IT 360%
+ 20% contingency
• Programming• Trouble shooting• Implementation & testing• System recovery
Finance 1 10%• Budget approval• Audit• Financial reporting
Medical 3 10% • Consultation• Program communication
Marketing 1 15% • Consultation• Program Communication
Quality and Risk 3 25%
• Regulation• Quality control• Risk assessment• Change control• Implementation control• Program testing
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Agile Development Methodology
Production & Technical
Support
All functionality
done
If some errors are
there
Requirement Analysis
Design Docume
nt & Prototyp
e
Identify & Resolve
bugsIteration, Demo &
Feedback
Design
Development
QualityAssurance
Brainstorm
Deployment
Delivered to Client
Next Iteration
Agile MethodologyMethodology and Tools
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Methodology and ToolsItems Description
Methodology • Agile
Tools
• MS Project• Change log / Issue log• Checklists• Benchmarking• Lessons learned
Templates• Project Charter• Change request
• RFI, RFP and RFQ• Meeting minutes• Performance Appraisal
Sharing Tools • SharePoint
Communication• Memo template• Email• Status Report
• Press release• WebEx Conferencing
Budget • Project funding requirements• Smart Stream
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Communication PlanCommunicating the Mission• To be recognized as the fundamental “patient-centered”
community hospital, delivering compassionate care
Internal Communication StrategyDevelop a communications framework that will improve
internal communicationsCommunication audiences include:
executives, project sponsors, stakeholders and staff
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Communication Plan OutlineCommunication Objectives
Ensure understanding of the strategic plan
Enhance perception of FHN Improve level of staff satisfaction Enhance information sharing with
stakeholders and within PMO
Target Audiences
ExecutivesProject SponsorsStakeholdersStaff
Tactics & Tools
Provide communication framework to improve communications and information sharing
Platforms include: email, memos, weekly/monthly status meetings
Delivery
Senior project manager will ensure delivery of highly sensitive and time sensitive communications
Communication Coordinator will ensure delivery of general updates
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Training Plan
Training Plan
Training Topics
Training team
Identify training groups
Budget
Training materials
Training feedback questions
Medical, Finance, IT, Marketing,
etc.
Manuals, handouts,
software, etc.
20
Change Management
21
Change Request Identified
Change Request Form Submitted
Change Request Logged and Assigned for Analysis and Recommendation
Analysis and Recommendation
Adjudication of Change Request
Communicate Change Request Decision to Stakeholders
Update of Project Baseline to Project Control Documents (requirements,
schedule, cost, risk, configuration, acquisition resource)
Change Management Process
Initiate a Change Request
Change Request Tracking and Analysis
Change Request Resolution Actions
Integration of Accepted Changes
Change Management Role
Requester
Project Manager
Assigned Project Staff
Change Management Governance Model
Project Manager
Project Manager
22
Change Flow
Identifystakeholders, costs & benefits of the change
Engage Leadership:Communicate the compelling need for change Engage Workforce in
planning the change, validate costs & benefits
Introduce new tools: technology, reward systems, training
Measure Progress, demonstrate value, communicate success, take corrective action if needed
23
8 Steps for Change ManagementChange Stage Description
Create Urgency Help the team to realize the need for change and the importance of timeliness
Create a Coalition Ensure support from executives with the right skills and credibility to drive change
Develop and Vision and Strategy Leverage the evidence for change and create a shared roadmap and success metrics
Communicate Vision Confirm acceptance and understanding
Empower Action Remove or overcome barriers to make the team successful
Get Quick Wins Identify and broadcast early wins to maintain momentum
Leverage Wins to Drive Change Use momentum from quick wins to continue driving change
Embed in Culture Reward and encourage new behaviours to embed into culture
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Open Discussion
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