1. Introduction to Project Management Project Selection and Initiation Lecture b This material (Comp19_Unit3b) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000013.

2. Project Selection and Initiation Learning Objectives—Lecture b Identify the key elements of a project environment and HIT landscape. Outline the needs for projects, how and why they are selected and initiated. Construct a project charter. Identify project stakeholders. Generate a stakeholder register. 2 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

3. Where Does Project Initiation Fit with PM? Project Life Cycle: Beginning of a project Early project life cycle phases Process Groups: “Initiating” is one of the five process groups Use processes from initiating—and other— process groups Knowledge Areas: Use all nine knowledge areas 3 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

4. Exercise As a PM, you want to get the project off to a strong start. The purpose of this exercise is to make the connection between effective project initiation and ultimate project success—to learn why getting a strong start is important. Exercise: –Consider your own example of a project from everyday life—from home or work –Construct a two-column table: In the left column, write down actions and decisions you will make at the start of the project Next to each action or decision, write down how they may affect project success 4 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

5. What Would You Like to Know When Starting a Project? Basic questions: –Who … wants this project? –What … will be produced by the project? –Where … will the work be done? –When … will the project start? –Why … is the project being undertaken? 5 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

6. Health IT Project When starting a project, focus first on these two questions: Who? What? 6 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

7. Why Are Projects Initiated? Business need Keep up with competition Gain strategic advantage Respond to market demand Address a problem Improve operations Respond to customer requests Pursue an opportunity – e.g., new technology External requirement Conform to laws Maintain regulatory compliance Organizational initiative Social good 7 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

8. Examples of Reasons for Health IT Projects Operational Improvement: –In a hospital emergency room, the average waiting time for a patient is too long and unsatisfactory –Process changes have been made, but the situation has not improved –A major change, involving new IT-enabled workflow, is needed Organizational Initiative: –Two large physician practices are merging –Senior management directs the IT function to merge the electronic health record systems of both practices into a single system 8 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

9. Project Characteristics Affect Initiation Activities Who is the project champion or sponsor? How clear are the project objectives? How many different stakeholders exist? What is the urgency to complete the project by a specific date? What are the sources of funds for the project? How many different organizations are involved? 9 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

10. What Are Key Roles in Project Initiation? Stakeholder—an individual or organization actively involved in a project and whose interests may be positively or negatively affected by the project. Examples of stakeholders include: Champion—principal advocate committed to the project and its success Sponsor—provides the funding for the project Customer—determines if the project is successful or not User—uses the products of the project 10 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

11. Outline of Project Charter Stakeholders Champion Sponsor Customer User Role Players in Health IT Hospital administrators Doctors Nurses Patients Administrative staff Clinical staff Federal/state funding agencies 11 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

12. What Is a Project Charter? Purpose: Gain approval and formally authorize the existence and start of the project Issued by project initiator or sponsor Documents the business need or justification of the project Provides the PM with authority to apply organizational resources to project activities Includes name and authority of sponsor Reviewed & distributed at the project kickoff meeting Input to several planning documents (i.e. Project Management Plan, Project Scope Statement, etc) 12 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

13. Outline of Project Charter 1.Header information Date of charter Project title Expected project start date Expected project finish date 2.Project summary information Brief project description Project objectives and success Criteria Project deliverables Acceptance criteria 3.Project resources summary Budget information Staff resources Other resources 4.Project strategy Approach Summary milestones Key assumptions Overview of risk issues Communication and reporting 5.Reference documents Authorizing documents Contracts Standards Business case 6.Organizational roles and responsibilities Customer Performing organizations and relationships 7.Approval signatures 13 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

14. Sources of Information For Preparing the Project Charter People: Project sponsor/champion Customer Subject matter experts Consultants External Environment: Laws and regulations Standards Business environment Economic and social conditions Organizational Assets: Standard processes, methodologies, policies, procedures Lessons learned databases Reusable artifacts (designs, documents, templates, code, test plans) Project Management Office (PMO) 14 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

15. Project Selection and Initiation Summary—Lecture b Overview of Project Selection and Initiation –Why are projects needed? How are they selected? –Developing a project charter –Identifying project stakeholders 15 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b

16. Project Selection and Initiation References—Lecture b References Houston S, Bove LA. (2010) Project Management for Healthcare Informatics. New York: Springer Science + Business Media, LLC. Kerzner H. (2009) Project Management: a Systems Approach to Planning, Scheduling, and Controlling. 10 th ed. Hoboken, NJ.:Wiley. Project Management Institute, A Guide to the Project Management Body of Knowledge. 4 th ed (2008).Newtown Square, PA: PMI. Scwalbe K. (2009) Information technology project management (with Microsoft Project 2007 CD-ROM). 6th ed.; Boston: Cenage Learning. Stackpole C. (2009). A Project Manager’s Book of Forms: A Companion to the PMBOK Guide. Hoboken, N.J.:Wiley; Whitten N. Neal (2007).Whitten's Let's Talk! More No-nonsense Advice for Project Success. Vienna, VA.:Management Concepts Inc. Wysocki, RK.(2009).Effective Project Management: traditional, agile, extreme. 5th Edition. New York: Wiley. Images Slide 12: View of the Future of healthcare. Image courtesy of the US Department of Health and Human Services. Slide 15: SWOT Analysis. Creative Commons: Wikipedia. Available from: http://en.wikipedia.org/wiki/SWOT_analysishttp://en.wikipedia.org/wiki/SWOT_analysis 16 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Selection and Initiation Lecture b