HL7 Project Management Tool Overview for HL7 Project Facilitators <Project Name> <date> HL7 Project Management Tool Overview for HL7 Project Facilitators David Hamill Director, Project Management Office Ask what Work Group the people represent; what experience they have with HL7 projects? EVALUATION SHEET – pass out at start of class

HL7 Project Management Tool Overview for HL7 Project Facilitators <Project Name> Tutorial Goals <date> Demonstrate project tools available to HL7 Searchable Project Database GForge Project Insight HL7 Project Approval Processes Overview First Time Attendees: May be ‘over’ your head. Lots of acronyms Not how to manage projects, but how to manage/report on HL7 projects 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Searching for a Project <Project Name> Searching for a Project <date> Ways to search for an HL7 Project: Searchable Project Database GForge TSC File Project Insight 3 ways 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Searchable Project Database <Project Name> Searchable Project Database <date> Located via: Resources > Tools & Resources - OR - Commonly-Accessed Information > Search Current Projects from Project Insight 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Searchable Project Database (cont’d) <Project Name> Searchable Project Database (cont’d) <date> All Project Tools are under Resources…Tools & Resources We’ll review all 3 today (GForge, Project Insight, Searchable Project DB) 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Searchable Project Database (cont’d) <Project Name> Searchable Project Database (cont’d) <date> Review each Search Parameters 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Search Parameter: Project Type <Project Name> Search Parameter: Project Type <date> Project Type Ballot type ISO/JIC Vendor Contract 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Search Parameter: Status <Project Name> Search Parameter: Status <date> Status 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Search Parameter: Product Type <Project Name> Search Parameter: Product Type <date> Product Type Source – Dan Russler / Marketing group from years ago. Will be updated in the near future – working with Lynn Laakso from the TSC’s Product Visibility Project (478) 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Search Parameter: Date <Project Name> Search Parameter: Date <date> 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Summary View – Searchable Project Database <Project Name> Summary View – Searchable Project Database <date> Summary View – Header Fields are Sortable (Ascending or Descending) 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Detail View – Searchable Project Database <Project Name> Detail View – Searchable Project Database <date> DEMO Easier to demo than go into each field in detail Most of the fields stem from the Project Scope Statement template. 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Full Project Report in GForge (TSC File tab) <Project Name> Full Project Report in GForge (TSC File tab) <date> Click on Projects Tab, then TSC link 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Full Project Report in GForge (TSC File tab) <Project Name> Full Project Report in GForge (TSC File tab) <date> 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Full Project Report in GForge (TSC File tab) <Project Name> Full Project Report in GForge (TSC File tab) <date> The HL7 PMO manually updates this file periodically 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Search – GForge TSC File <Project Name> Search – GForge TSC File <date> Contains every field from the Add Project screen Sorted by PROJECT SPONSOR NEW Projects are in GREEN Project Health Tab DEMO Search in GForge Search in Project Database Later Demo Search in Project Insight 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

HL7 Project Management Tool Overview for HL7 Project Facilitators <Project Name> Project Health Report <date> Ongoing modifications during 2011 Shows Project Metrics by Work Group DEMO Search in GForge Search in Project Database Later Demo Search in Project Insight 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Project Insight – Feature Overview <Project Name> Project Insight – Feature Overview <date> Web-based project management software application that offers: Project scheduling Flexible reporting Project templates Customization (Administrator Function) Project scheduling can be as basic or detailed as you’d like. Most of Microsoft Project functionality can be done within Project Insight. Flexible Reporting – The PMO has created some reports customized for HL7 Project Templates – The PMO has created a schedule template for HL7 ballotable project Customization – mostly for a Project Insight Administrator (the HL7 PMO). 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

HL7 Project Management Tool Overview for HL7 Project Facilitators <Project Name> Getting Started <date> How to get to Project Insight Via www.HL7.org Resources > Tools & Resources, under Project Tracking Tools URL: healthlevelseven.projectinsight.net (no ‘www) Username / Password Each Work Group and Steering Division has one for creating/managing projects Notice no ‘www’ 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

HL7 Project Management Tool Overview for HL7 Project Facilitators <Project Name> Getting Started <date> All Work Groups have been assigned a Username and Password Hl7member/hl7member Good ones to use: 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

HL7 Project Management Tool Overview for HL7 Project Facilitators <Project Name> Welcome Screen <date> X out or Check Mark at bottom Check box to get rid of ‘permanently’ Get it back by Help…Show Tutorials 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Recommended Home Page View <Project Name> Recommended Home Page View <date> Default Home page – Able to change this by clicking ‘Home’ button anywhere in PI HL7 Projects Folder (“<“ icon closes the Folder window) Click on your Work Group folder to list your projects 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

How do Projects get into Project Insight? <Project Name> How do Projects get into Project Insight? <date> How do entries get into Project Insight? Project Scope Statements (req’d for Active Projects) 3 Year Plan Items (no PSS required – just high level info) Data entry typically done by the PMO, but can be done by the Project Facilitator. 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

HL7 Project Scope Statement <Project Name> HL7 Project Scope Statement <date> 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

PSS Location: Resources > Templates <Project Name> PSS Location: Resources > Templates <date> Location of the Project Scope Statement template 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

PSS Location: Resources > Templates <Project Name> PSS Location: Resources > Templates <date> A .zip file will come up. Contains: PSS…Template Only PSS…Tempalte and Instructions Project Approval Processes 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Search – Project Insight <Project Name> Search – Project Insight <date> Searching in Project Insight Yields the most detailed results. 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Search – Project Insight (cont’d) <Project Name> Search – Project Insight (cont’d) <date> Displays TASKS, DOCS, PROJECTS, FOLDERS Bread Crumbs below assist the user. 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Viewing the Project Scope Stmt in Project Insight <Project Name> Viewing the Project Scope Stmt in Project Insight <date> DEMO After clicking on a project in your Work Group’s Project List… Project Views > Project Summary From Project Views you can also view Project Documents, which will contain the original Project Scope Statement document. 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Entering Project Scope Stmt Info into Project Insight <Project Name> Entering Project Scope Stmt Info into Project Insight <date> Add…Project Right Click Mouse or Upper Right Icon 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Project Scope Stmt to Project - Add Page <Project Name> Project Scope Stmt to Project - Add Page <date> Designed to replace a scope statement for a document to go through balloting. Fields are not a ‘1 for 1 correlation’ 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Project – Add/Edit Page (General Tab) <Project Name> Project – Add/Edit Page (General Tab) <date> Enter PSS data into Add…Project Will not go into great detail; PMO primarily doing this. Just wanted to explain how the data in the Searchable DB gets there and the importance of the PSS 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Project – Add/Edit Page (Custom Fields Tab) <Project Name> Project – Add/Edit Page (Custom Fields Tab) <date> CUSTOM FIELDS Tab (fields PMO added to accommodate PSS) 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Project Folder Hierarchy (Project>Folder>Doc) <Project Name> Project Folder Hierarchy (Project>Folder>Doc) <date> The Project is at the highest level; documents are within the project. 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Project Schedule (Optional) <Project Name> Project Schedule (Optional) <date> Most WGs are not using this. Contact PMO for further Training However, people that want to manage a detailed project can do so easily in Project Insight Depending on what you want to edit; you click the ‘pencil’ or double click the Task Name. Pencil – Edit X – Delete + (blue) – Move (doesn’t change predecessor) Check + - Add predecessor (NEXT SLIDE) 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

HL7 Project Management Tool Overview for HL7 Project Facilitators <Project Name> Project Facilitators <date> Two types: Work Group and Steering Division Work Group: Function as project’s point person Complete/update project documents: PSS, CBC, NIB Secure approvals/address questions by WG, SD, TSC Provide Updates to SD Project Facilitators or PMO Steering Division: Request Updates from Work Group Project Facilitators Mentor Work Group Project Facilitators Help manage their SD’s project portfolio Project Scope Statement; Current Ballot Cycle Information (CBC); Notification of Intent to Ballot 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Project Approval Processes <Project Name> Project Approval Processes <date> Approval Processes have been created based on the Project Sponsor: HL7 Work Group TSC International Affiliate International Council Marketing or other Board Sponsored Committee Board of Directors or Contract Project Will be providing more detail on EXACTLY how each step is done. Expand to describe types of projects – 80/20 rule. Reg WGs, Board Projects, TSC projects, SD projects 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Project Approval Doc Location: Resources > Templates <Project Name> Project Approval Doc Location: Resources > Templates <date> A .zip file will come up. Contains: PSS…Template Only PSS…Tempalte and Instructions Project Approval Processes 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Work Group Project Approval Process -Summary <Project Name> Work Group Project Approval Process -Summary <date> Project Facilitator creates a Project Scope Statement. Sponsoring Work Group reviews/approves the Project Scope Statement. The Project Facilitator emails the PSS to the appropriate Steering Division(s) and the HL7 Project Management Office (pmo@hl7.org). PMO enters the Project Scope Statement into Project Insight Steering Division reviews / approves the Project Scope Statement Will be providing more detail on EXACTLY how each step is done. Expand to describe types of projects – 80/20 rule. Reg WGs, Board Projects, TSC projects, SD projects 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Work Group Project Approval Process –Summary (cont’d) 6. The Steering Division submits Scope Statement to TSC for TSC approval. 7. TSC reviews / approves the Project Scope Statement 8. The PMO and Project Services Committee ensure that HL7 project methodology is adhered to. The approval process is also located in Appendix B in the Project Scope Statement Template 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Next Steps for the HL7 PMO <Project Name> Next Steps for the HL7 PMO <date> Modify / Enhance the Project Health Report Create a Project Report Card Incorporate the Project Report Card Grade / Score into the Project Approval Process Project Rvw/Cleanup - Some WGs are finsihing up their work in Phoenix - Next Milestone Dates/Project End dates need to be updated/kept current SD PF Project Update Process - Quite manual right now, but enhancing it as we learn Simplify / Streamline the Project Approval Process 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

HL7 Project Management Tool Overview for HL7 Project Facilitators <Project Name> References <date> Project Scope Statement Template via www.HL7.org Resources > Templates Project Approval Processes Search HL7 Projects via www.HL7.org Resources > Tools & Resources > Project Tracking Tools: Search Current Projects from Project Insight link HL7 Project Homebase (GForge) > TSC File tab Project Insight URL (no ‘www’) via www.HL7.org Resources > Tools & Resources > Project Tracking Tools 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

Questions / Discussion / Feedback <Project Name> Questions / Discussion / Feedback <date> pmo@HL7.org or dhamill@HL7.org (734) 677-7777 owner-psc@lists.hl7.org (Project Services Work Group listserv) 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators

HL7 Project Management Tool Overview for HL7 Project Facilitators REVIEW SLIDE 2 2011 Edition HL7 Project Management Tool Overview for HL7 Project Facilitators