This project charter outlines a workflow redesign project for the Otolaryngology clinic at UT Southwestern. The current process of printing and physically handing surgery case requests to the scheduler will be optimized. The purpose is to standardize requests according to UTSW policies to better prepare nurses and providers. Expected benefits include increased staff and patient satisfaction through reduced wait times. The project managers will be Christian Agwumaro and Emerald Holmes. Key stakeholders include the RN manager, CSA supervisor, and an Epic build analyst. Upon approval from the project sponsor and CSA supervisor, the project is authorized to begin.

1. Project Charter
Workflow Redesign – Otolaryngology
November14, 2016
UT Southwestern
6300 Harry HinesBlvd
Dallas, TX 75235

2. Contents
1. Project Description..................................................................................................................3
2. Project Purpose.......................................................................................................................3
3. Business Case..........................................................................................................................3
4. Business Requirements............................................................................................................3
5. Constraints..............................................................................................................................3
6. Risks.......................................................................................................................................3
7. Project Deliverables.................................................................................................................3
8. Project Manager......................................................................................................................4
9. Project Roles and Responsibilities.............................................................................................4
10. Project Life Cycle Methodology and Tools .............................................................................4
11. Authorization ......................................................................................................................5
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3. 3
Clinic Name: Otolaryngology
Project Name: WorkflowOptimization and Redesign
1. Project Description
The clinicrequestedassistance withstreamliningthe workflow forprocessing the surgerycase request.
Currentlythe clinicisprintingoutthe surgerycase requestsandphysicallyhandingittothe surgery
scheduler;clinicmanagerwantsa wayto streamline thisprocess.
2. Project Purpose
The purpose of the projectisto optimize the clinic’sworkflowsandstandardize surgerycase requests so
that the RegisteredNurses/Providers inthe clinicfeelpreparedtoadequately,andaccuratelycare for,
and documenttheirpatient’scare inthe clinic.These effortswill resultinanincreasedalignmentwith
UT SouthwesternMedical Center’spoliciesandprocedures,andestablishedbestpracticesforpatient
care inthe EPICambulatorysetting.The needtoredesignthe workflow will be backedbymetricsand
reportspulledfromReportingWorkbenchinEPICandClarityreportscreatedforthe clinic.
3. Business Case
1. Increasedstaff satisfaction.
2. Increasedpatientsatisfactionbackedby decreasedwaittime forscheduledsurgeries.
3. Increasedend-userconfidence inthe utilizationof EPIC.
4. Alternative(same daysurgery)
4. Business Requirements
1. What are the requirementsforapatientneedingsurgeryvs.same daysurgery?
2. Trainingonthe correct usage of the surgical case requesttooptimize workflow.
3. Provide formal surgical case request ordertemplate tothe physiciansandclinicleadership.
4. Host in-servicesandtrainingsonEpicEnhancementstoimprove end-userproficiency.
5. Constraints
1. Time & availabilityof resourcesable toschedule surgery
2. Lag time betweensurgical case requestorderandactual scheduling
6. Risks
1. External factors whenschedulingsurgery (screenings,consents,etc.)
2. Staff buy-inof newworkflow implementation
7. Project Deliverables
1. Newsurgical case workflow
2. Proficiency andknowledgeof EPICenhancements

4. 4
Clinic Name: Otolaryngology
Project Name: WorkflowOptimization and Redesign
8. Project Manager
ChristianAgwumaroand EmeraldHolmeswillactas projectmanagerduringthe durationof the project.
The role of the projectmanagerswill be to monitor,andcoordinate the workpackage activities,ensure
that the projectremainsonschedule,identifyandlogspotential risks,opportunities,andthreatstothe
projectsuccess.The projectmanagerswill alsobe responsiblefordisseminatingprojectstatusreportsto
the team,and resolvingissuesthat mayarise duringthe durationof the project.
9. Project Roles and Responsibilities
Name Role Responsibilities
Christian Agwumaro Project
Manager/workflow
analyst
 Facilitate meetings
 Maintain traceability to requirements to ensure
that all requirements are tested.
 training
Emerald Holmes Workflow analyst  Co-Facilitator
 Epic SME
 training
Ozay Jones RN manager  Project Sponsor
 Decision Maker
Pablo Ramirez CSA Supervisor  CSA representative
 Key Stakeholder
Hira Husain Epic Build  Test and Build approved workflow changes in
Epic
10. Project Life Cycle Methodology and Tools
 Benchmarking
 Affinity Diagram
 Brainstorming
 Visio
 Pareto Analysis

5. 5
Clinic Name: Otolaryngology
Project Name: WorkflowOptimization and Redesign
11. Authorization
Provide the names of those business sponsors that must sign the Project Charter. Once the project Charter
is signed by the project sponsors, the project is authorized to start.
Approved by the Project Sponsor:
__________________________________________ Date:____________________
[Project Sponsor]
Ozay Jones, UT Southwestern
__________________________________________ Date:____________________
[CSA Supervisor]
Pablo Ramirez, UT Southwestern