1. Getting the System You Expected Making sure the system you need is what gets delivered…. Leesa Shem-Tov Re-engineering Project Manager NAPHSIS

2. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 The Expectation Your project will meet milestones You won’t go much over budget Your IT and functional folks will work well together Your business rules are documented Your developers understand how you operate The new system will improve how you work

3. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 The Reality “Just 29% of all IT projects conducted in 2004 were completed on time, on budget and with all features and functions as originally specified.” The Standish Group, 2006

4. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Are Problems Inevitable? Legacy business logic is difficult to extract People who build systems don’t necessarily understand vital records Project management is a profession, not a side line Over time, a lot of things change People don’t like change

5. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 State Your Vision Clearly describe how your organization will operate after the project is successful Convey your vision to upper management and get their buy-in Share the vision with the team Sell the vision to stakeholders

6. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Keep Upper Management Involved With sustained involvement More visibility, more pressure Make pressure a positive force Accountability is reinforced People will cooperate better Team will take ownership Without it, projects wither

7. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Define Critical Objectives On the system “go live” date What is absolutely has to work, and work correctly What is needed but is not a show stopper if delayed What is nice to have if affordable What is best to postpone for later Hold people accountable

8. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Understand the System Lifecycle Each phase requires planning, monitoring, measuring progress Your team’s role changes with each phase Formal methodologies can help Don’t short change the end phases It’s not over when you “go live”

9. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006

10. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Build a Virtual Team Have a dedicated project manager Inform your team about what’s expected Require team members to commit Don’t exclude people from the team who don’t have the big picture Everyone has a stake in the project’s success Have an “insider” joke

11. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Have Effective Meetings Same time, same place, same folks Have a written agenda in advance Always review progress first Limit meeting time; focus discussion Not everyone needs to be at every meeting…but keep everyone informed

12. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Know Your Operation Formally map your workflow from start to finish on paper Hold a group walkthrough Document your business rules on the spot Develop a Concept of Operations How people will work after the system is operational Now how the system will function

13. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Own Your Project Never let a vendor take control of your requirements Stay involved with all details Couple your people with the vendor’s people so they can learn Protect your assets Your people Their knowledge

14. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Get a Good Start Don’t let the project plan be your first deliverable Make sure your knowledge experts are ready when developers start Have your documentation ready Control unnecessary impacts to development schedule

15. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Don’t Fear Being Clear Don’t assume….clarify Revisit project plan often Use tables, diagrams and charts to support your textual documentation Keep “to do” lists concise and well organized (maybe online)

16. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Keep Navigating Change Plan for change mechanisms right from the beginning Adjustments for slippage Alternatives for unmet objectives Plot your current “reality” against your future “reality” often Expect your requirements to change Expect to find things you missed Keep your task plan and timeline updated and posted publicly

17. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Call A Time-out If Needed If the vendor is controlling your knowledge If targets are always slipping If vendor cannot demonstrate what is reportedly working If team is not working together TRUST YOUR INSTINCTS

18. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Ask NAPHSIS For Help On site consulting EBR Online Library National model requirements Use cases State diagrams NCHS Test Deck for EBR Comparative state data

19. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 To Get What You Expected Vision and objectives are clear Management buy-in Virtual team owns the project Ready, willing and able to be in control Plan for change and embrace it Get help when you need it

20. Improving Security, Systems, and Statistics San Diego, CA June 4 th – 8 th, 2006 Celebrate Every Success Keep positive and forward thinking Check off accomplishments Recognize achievements publicly