The document discusses best practices for healthcare project management. It outlines a typical project management plan consisting of four phases (P0-P3): project initiation, project planning, project execution, and project closure. Each phase has key tasks and mandatory/recommended documentation. Challenges are analyzed for each phase regarding technology, organization, timing and finances. Change management and six sigma approaches are also summarized. The overall goal is to ensure project success by meeting objectives, timelines and budgets through professional planning and management.

1. Please mute Your cell! Healthcare & Project Management

2. Monief Eid Contact Details Cell Phone: 250-507-4343 Victoria , BC Canada [email_address] or [email_address] 15 years healthcare specialist experience and practice management consulting. Utilizing extensive industry experience within medical equipments, IT healthcare (PACS/RIS/CIS & CVIS), pharma, biotech, clinical research and healthcare to execute and implement certain process as well as methodology into diverse operational roles at all organizational levels. Prince2 Certified.

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4. Patient Management Technology Best Quality of Care 01

5. I am a human being. I seek to enhance my quality of life. I am 53 years old and recently woke up with pain in my chest. My father died of a heart attack at 44 and my mother is living with diabetes. I have never smoked. I walk my dog in the park every day and try to watch my diet. I am 5' 9" tall and weigh 142 pounds. I know I must monitor my blood sugar. I am allergic to sulfa drugs and take two aspirin every day. I eat two eggs for breakfast daily. I have daughters and a grand daughter who are all healthy. My gallbladder was removed four years ago. I have green eyes. I have never had a stress test. I wish my doctor remembered our last visit, my hairdresser does. Enable my care team to provide the highest quality of care. Patient

6. I am a doctor. I have more of everything these days, except time. More patients to see. More charts to complete. More data to interpret. I treated 70 patients today, followed up on 28 radiology reports and 44 lab reports, and wrote hundreds of orders. I must remember dozens of medications, protocols, dosages and guidelines. I have 6 months of medical journals sitting on my nightstand. I want to educate my patients, practice evidence-based medicine, offer preventative service and deliver good outcomes. I am a physician committed to my patients. Enable me to provide the best quality of care . Physician

7. I am a nurse. I am devoted to the care of others. I have over 12 years of experience serving my patients and their care team. I coordinate the care of multiple patients, all at different stages of ill health. My pockets, stuffed full of reminders, work orders and pending tests are my only safeguard against missing charts and files. How am I supposed to document for the next care team? Room 207 got sick with her last dose of morphine, 209 needs teaching on her inhaler, I have vitals to check on everyone. I am a nurse who trained to work with people, not paper. Enable me to provide the best quality of care for my patients . Nurse

8. I am a CIO. I keep information flowing. I am responsible for a growing community health network with over 100 computing environments and 30 different vendors across 17 departments at 6 sites. I need stable systems, easy maintenance, no downtime, fast performance, implementation expertise and deep clinical functionality. I dream of a true partner who offers this in every department, helps me justify my IT investment and delivers on time and within budget. I seek to improve clinical outcomes, patient safety and productivity. With a true partner I can recruit the best talent, streamline information flow and employ the best technology. Help me make IT happen . Executive

9. Do we understand. 02

10. We want a system or a solution that enables us to provide the best quality of care to our patients and assist us in making decisions. We want a system or a solution modeled on how we work that provides access to comprehensive, real-time information from anywhere. We want a system or a solution that will help us reduce our costs and be easy to maintain and update.

11. Our Vision…….. Workflow Optimization Identifies key decisions and scope decisions: What processes are being impacted? Which applications are needed to support automating the impacted processes? What members of the care delivery team need to be involved? What are the interface or integration issues ? Identifies Sequencing of Automation

12. Organizational Strategy Organizational IM/IT Strategy Ensure priorities in the strategic plan are aligned with the organization’s overall goals Outline plan to achieve the IM/IT vision Establish a decision framework for future IM/IT projects that the organization pursues

13. What are the constraints? How do we get there? Where are we? Where do we want to be? How do we get started? What are the impacts? Strategic Planning Framework

14. Healthcare Projects Patients Registration Health Status Care Delivery Admission Area/ Location (Process) Access (Policy) Provider (Staff) Service Treatment Quality & Safety Productivity Technology

15. Best Practices 03

16. What is Project Success? Project success occurs when we have: and Objectives Time Cost Project Success     A delighted client (expectations met) Delivered the agreed objectives Met an agreed budget - $, resources etc. Within an agreed time frame  Done it all professionally & without killing the team

17. Why Do Projects Fail? Changing scope Insufficient planning No risk or issues management Poor communication Lack of commitment and responsibility by stakeholders

18. Best Practices

19. Six Sigma is a structured problem solving tool which deploys Brainstorming & Statistical tools to identify the vital root causes and finding a solution so as to optimize the Output. It follows DMAIC approach for problem solving. Why Six Sigma? Define the project ( Assignment ) goals and customer (internal and external) deliverables. Measure the process to determine current performance. Analyze and determine the root causes of the defects. Improve the process by working on the validated root causes Control the improved process performance to ensure sustainable results. Define Measure Analyze Improve Control

20. It is Improvement Methodology Project Management Operational Technology Six Sigma

21. Project Management Plan 04

22. M1 M2 M10 M18 M19 Project Management Operational Technology P0 = Project Initiation P1 = Project Planning P2 = Project Execution P3 = Project Closure

23. P0 = Project Initiation Understand Project Key Challenges & Validate Project Scope Analysis of (Future) Commitments High Level Risk Assessment & Set-up Issue Tracker Define Project Timescales & Budget Generate Project Team Charter & Project Administration Generate first Project Plan (Milestones) High Level Workflow Analysis Key Tasks

24. Mandatory Recommended Conditional P0 Mandatory data collection & document preparation: Document Description Project Charter Revised final Project Charter (Plan) Project Master Plan Equipments specs Risk assessment Issue Tracker Bi-Weekly Report status Project Budget/Cost Internal Project Kick off External Project Kick off Customer Acceptance Document Change Request Project Plan / Time Table

25. Document Description Site Readiness Checklist Installation checklist Acceptance Test Protocol Project Acceptance RFP

26. P L A N N I N G F U N D I N G Step 0 Define Expected / Targeted Mission Statement M A N A G E M E N T O V E R S I G H T Time Project Plan (P0) P 0 Issue : Planning Guidance Milestone 0 Project Initiation Approval

27. Top 4 Challenges Technical Organization Timing Financial All Functions should understand the project key challenges P0

28. P1 = Project Planning Key Tasks Kickoff Execution and start regular Project Meetings Verify Project Operation Mechanism & Roles/Responsibilities Detailed Risk Assessment (Issue List and Risk Analysis) List of Equipment/Solution deliverables Resources allocation vs. requirements / Training Planning Verify Technical Design & Detailed Workflow Analysis Updated Project Plan (Project Master Plan) Finalize Acceptance Criteria Analysis of Top 3 Challenges (tech./org./timing/financial) Documentation complete & P0 Open Points

29. Mandatory Recommended Conditional P1 Mandatory data collection & document preparation: Document Description Project Charter Revised final Project Charter (Plan) Project Master Plan Equipments specs Risk assessment Issue Tracker Bi-Weekly Report status Project Budget/Cost Internal Project Kick off External Project Kick off Customer Acceptance Document Change Request Project Plan / Time Table

30. Document Description Site Readiness Checklist Installation checklist Acceptance Test Protocol Project Acceptance RFP

31. P L A N N I N G F U N D I N G M A N A G E M E N T O V E R S I G H T Step 1 Concept Definition Step 2 Concept Development Develop Process Time Project Plan (P1) P 1 Final Approves Project Funding 0 Fund Project Milestone 1 Prototype Development Approval

32. Top 4 Challenges Technical Organization Timing Financial Key dates and resources availability must be known and confirmed by each function P1

33. P2 = Project Execution Key Tasks P1 Open Points Verify Site readiness Update Resource Planning Organize Equipment/Solution delivery (Internal & External) Monitor System installation Testing/Validation Completion Status Go Live Support Strategy & Organization (Change Management) Update Acceptance Status Transfer Plan Status Issue List and Risk Analysis Analysis of Top 4 Challenges (tech./org./timing/financial) Verify Training Plan & previous Documents being updated

34. Mandatory Recommended Conditional P2 Mandatory data collection & document preparation: Document Description Project Charter Revised final Project Charter (Plan) Project Master Plan Equipments specs Risk assessment Issue Tracker Bi-Weekly Report status Project Budget/Cost Internal Project Kick off External Project Kick off Customer Acceptance Document Change Request Project Plan / Time Table

35. Document Description Site Readiness Checklist Installation checklist Acceptance Test Protocol Project Acceptance RFP

36. P L A N N I N G F U N D I N G M A N A G E M E N T O V E R S I G H T Time Step 3 System Definition Prototype and System Design Time Step 4 Process/ System Life Cycle Development and Testing Project Plan (P2) P 2 Execution Funding 1 Fund 1 Status Review Funding 2 Fund 2 Milestone 2 System Development Approval

37. Top 4 Challenges Technical Organization Timing Financial Go Live resource booked, all tasks complete or owned, all documentation up to date P2

38. P3 = Project Closure Key Tasks P2 Open Points Issue List and Risk Analysis Status List of open points and completion plan Service Hand-Over Organize Closing & Post Implementation Finalize Documentation Organize survey

39. Mandatory Recommended Conditional P3 Mandatory data collection & document preparation: Document Description Project Charter Revised final Project Charter (Plan) Project Master Plan Equipments specs Risk assessment Issue Tracker Bi-Weekly Report status Project Budget/Cost Internal Project Kick off External Project Kick off Customer Acceptance Document Change Request Project Plan / Time Table

40. Document Description Site Readiness Checklist Installation checklist Acceptance Test Protocol Project Acceptance RFP Post Implementation Review Acceptance of Project Satisfaction Survey

41. P L A N N I N G F U N D I N G M A N A G E M E N T O V E R S I G H T Time Step 5 Production and Deployment Project Plan (P3) P 3 Closure Funding 3 Fund 3 System Testing

42. Top 4 Challenges Technical Organization Timing Financial Ensuring project objectives are met by monitoring and measuring progress and taking corrective action P3

43. P L A N N I N G F U N D I N G Step 0 Define Expected / Targeted Mission Statement M A N A G E M E N T O V E R S I G H T Time Step 1 Concept Definition Step 2 Concept Development Develop Process Time Step 3 System Definition Prototype and System Design Time Step 4 Process/ System Life Cycle Development and Testing Step 5 Production and Deployment Project Plan (P0, P1, P2 & P3) P 0 Issue : Planning Guidance Milestone 0 Project Initiation Approval P 1 Final Approves Project Funding 0 Fund Project Milestone 1 Prototype Development Approval P 2 Execution Funding 1 Fund 1 Status Review Funding 2 Fund 2 P 3 Closure Milestone 2 System Development Approval Funding 3 Fund 3 System Testing

44. Project Stakeholders Project Sponsor Strategic Level Tactical Level Project Manager Operations Level Project Team Project Team Typical Project Management Organization PMO

45. Clear and agreed Business Case Process and Result oriented Plan against the agreed business case Clear definition of roles and responsibilities Plan the work, then work the plan Clear process and result oriented Change Management Best Practices Project Management

46. Plan the work , then work the plan

47. Change Management 05

49. Change Acceleration Process (six sigma based approach) CURRENT STATE TRANSITION STATE IMPROVED STATE Leading Change Systems and Structures Monitoring Progress Mobilizing Commitment Shaping a Vision Creating a Shared Need Making Change Last

50. Change Acceleration Process (six sigma based approach) Leading Change’ Having a sponsor/champion who sponsors the change; who has visible, active public commitment and support of change. Creating A Shared Need The reason to change , whether driven by threat or opportunity, is instilled within the organization and widely shared through data, demonstration or demand. The need for change must exceed its resistance . Shaping A Vision The desired outcome of change is clear , legitimate, widely understood and shared ; the vision is shaped in behavioral terms. Mobilizing Commitment There is a strong commitment from constituents to invest in the change, make it work, and demand and receive management attention; Constituents agree to change their own actions and behaviors to support the change. Making Change Last Once change is started, it endures , and learnings are transferred throughout the organization. Change is integrated with other key initiatives; early wins are encouraged to build momentum for the change. Monitoring Progress Progress is real; benchmarks set and realized ; indicators established to guarantee accountability. Changing Systems And Structures Making sure that the management practices (Staffing, Development, Rewards, Measures, Communication, Organizational Design and Information Technology Systems) are used to complement and reinforce change

51. Thank you for your attention! Any Questions?