Académique Documents
Professionnel Documents
Culture Documents
Overview
DOM Administration Grand Round
June 17, 2014
Lori Siracusa
Senior ITS Project Manager
Boston Medical Center
Project Management Office (PMO)
Project Management Office: Purpose
• The BMC PMO is a dedicated business unit, which defines and maintains standards for
project management within the organization
• The primary goal of BMC PMO is to achieve benefits from developing and following
standardized project management policies, processes and methods
• Projects and project management are carried out in an environment broader than that of
the project itself
• The project management team must understand this broader context so it can select the
life cycle phases, processes, documents and tools that appropriately fit the project
|2
Project Management Office: Mission Statement
|3
Project Management Office: Organization
|4
Project Management Office - Governance
ITS Prioritization
Committee
ITS Internal
Governance
Committee
ITS Director
Monthly Roadmap
End User
Weekly Roadmap Workgroups
Exception Criteria:
• Several of these should be met to drive the assignment of a PM (subjective decision)
|7
Example Where Project Manager IS Assigned
Problem Statement:
There is currently no pharmacy in the Shapiro building and patients either have to walk to other BMC
buildings (YACC or DOB) or go to other pharmacies outside the hospital resulting in hospital revenue loss
Timeline:
01.02.13 01.15.13 02.01.13 03.12.13
Costs:
PROJECT COSTS PROJECT COSTS PER YEAR
Year 1 Year 2 Year 3 Total
1. Hardware $ 36,208 $ - $ - $ 36,208
2. Software $ 479,095 $ - $ - $ 479,095
3. Other $ 100,861 $ - $ - $ 100,861
Totals $ 616,164 $ - $ - $ 616,164
Cumulative Total $ 616,164
|8
Example Where Project Manager IS Assigned
Resources:
Challenges:
• Timeline – Mid March timeline is very aggressive
• New Vendors and Applications – Eight of the vendors and products are new to BMC
• Coordination between vendors has been a challenge
• Training – Staff must be trained on a number of new equipment and software in a short
period of time |9
Example Where Project Manager NOT Assigned
Problem Statement:
Portal 1.0 due to its use of SSO does not allow users at BMC public computers to access the portal’s
dashboards and reports. In addition, the loss of the consultants who wrote 1.0, has caused us to rebuild
as to allow for the access above and ongoing support
Timeline:
12 -Oct 12 -Dec 02/21/13 03/21/13
-
Resources:
Name Role Group: Team Level of Effort
Matthew Ellis Team Lead Enterprise Analytics, Reporting 120
Andy Hagel .NET Web Developer Web Team 416
Costs:
• None – No server costs, no consultant costs
Challenges:
• Beta Sign-Off
| 10
Why Projects Fail?
• Poor Planning
• Unclear Goals and Objectives
• Objectives changing during the project
• Unrealistic time or resource estimates
• Lack of executive support and user involvement
• Failure to communicate and act as a team
• Inappropriate skills
| 11
Project Life Cycle: Overview
• Traditional project management life cycle consists of a number of phases
o Request
o Assessment
o Planning
o Implementation
o Go Live
o Closure
| 12
Project Life Cycle: Phase Definitions
Request
• Reviewed via the VP Governance Process; ITS Prioritization Committee (approves, denies, additional information)
Assessment
• Careful examination of whether or not the project benefits the organization and can realistically be completed given
budget, timeline, resource constraints, etc
Planning
• Detailed planning of time, cost, and resources to estimate the work needed and manage risk during project execution
• Failure to adequately plan greatly reduces the project's chances of successfully accomplishing its goals
Implementation
• Coordinating people and resources, as well as integrating and performing the activities of the project in accordance
with the project management plan
• Deliverables are produced as outputs from the processes performed as defined in the project management plan and
other frameworks
Go-Live
• Project is moved into production
Project Closure
• Evaluation conducted to highlight project success and lessons learned
• Transitioned to appropriate operations resources 2 weeks post go-live
| 13
Project Life Cycle: Generic Life Cycle Structure
Typical Cost and Staffing Levels Across a Generic Project Life Cycle Structure
• Projects vary in size and complexity, but can be mapped to this generic life cycle structure
• Referenced when communicating to upper management or others less familiar with project details
• High level view provides common frame of reference for comparing projects
| 14
Project Life Cycle: Summary
• Phases could be further subdivided into sub-phases for reasons of size, complexity,
risk, or cash flow constraints
• PMO Governance Process is utilized to transition projects from one phase to another
• The ITS PMO Toolkit and Project Document Life Cycle were developed to assist the
management of ITS projects
| 15
PMO Toolkit
• Project Management Office Team has developed a standardized set of tools to assist
in the management of Initiatives/Projects
• The toolkit is a guide to assist in the management of projects across all phases of the
project lifecycle
o The PMO Toolkit helps standardize how a project’s scope, timeline, requirements and
strategies are documented
• The tools build upon each other as the project moves from Request to Go Live
(Project Document Lifecycle)
o Some tools will be used throughout a project’s lifecycle
– Contact List
– Sign In Sheet
– Meeting Agenda
– Meeting Minutes
– Status Report
– Resource Tracking
o Other tools are used during a specific phase (i.e. Assessment)
o Many tools are started in one phase, refined throughout the project and closed at the
conclusion (i.e. Project Plan)
| 16
Project Document Lifecycle
Request
Assessment
Planning
Implementation
Go Live
Project Closure
| 17
Project Document Lifecycle
Request
Project Request:
Project Request • The ServiceNow PPM module is the mechanism used to Request an ITS project
• Pertinent information is to be completed on the request form, for submittal to the ITS PMO
Initiation*:
Initiation • This tool initiates the process of data gathering and refining the core project information
such as the problem statement, goal, known constraints and dependencies along with any
identified risks/concerns.
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree
with the content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking | 18
Project Document Lifecycle
Assessment
Charter*:
Cornerstone of the project
Charter (start) - large projects only
Lays the groundwork for informed decisions and planning regarding project
direction, outcomes, and delivery
Budget/Costs - Detail (Start) • Managing expectations of all project stakeholders
• Formal commitment between the Executive Sponsors, the Steering Committees, the Project
Communication Plan (Start) Manager and the Project Core team
Budget/Costs:
Scope (Start)
• Record and track the project related capital and/or operational expenses
• Forecast future operational costs
Assessment
Communication Plan*:
Project Plan (Start) • Methods and processes for communicating the needs and issues surrounding the project
• Composition and meeting structure for project related items are defined
• Storage and distribution of project related documentation
Timeline (Start)
Scope:*
RAID or RACI (Start) • Most critical document of any project
• Scope of the project is documented and Scope Change Management is defined
Functional Requirements (Start) • Agreement between all the parties involved on what will and will not be addressed in the
solution of the Problem Statement
Charter (start) - large projects only Project Plan/Timeline (software tool preference):
MS Project:
Budget/Costs - Detail (Start) • Detailed work breakdown structure
• Task tracking for to include, but not limited to:
Communication Plan (Start) Task Name, Duration, Start, Finish, Predecessors, Resource Names, % Complete.
Excel:
(Scope Start)
• High level or detailed timeline
• Tasks can be customized to include, but not limited to:
Task name, Resources, Planned Start, and Target Finish
Assessment
Technical Requirements:
Roadmap Abbreviated • Non-functional requirements:
Presentation: (Assessment to Technical designs
Planning) Technical specifications
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with the
content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking | 20
Project Document Lifecycle
Planning
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and
agree with the content of the document
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking | 22
Project Document Lifecycle
Project Request
Initiation
Charter (start) - large Charter (finish) - large
projects only projects only
Budget/Costs - Detail Budget/Costs - Detail
(Start) (Complete)
Communication Plan Communication Plan
Communication Plan (Start) (Refine) (Complete)
Executive Summary
Executive Summary (Start) (Complete)
Scope Edits (Change Mgmt
Scope (Start) Scope (Complete) Required)
Assessment
Recommendation or
Proposal
No Additional
Project Plan (Start) Project Plan (Refine) Project Plan (Refine) Project Plan (Refine) documents
Timeline (Start) Timeline (Refine) Timeline (Refine) Timeline (Refine)
RAID or RACI (Start) RAID or RACI (Refine) RAID or RACI (Refine) RAID or RACI (Refine)
introduced
Testing Plan Strategy Testing Plan Strategy
(Start) (Complete)
Training Plan Strategy Training Plan Strategy
(Start) (Complete)
Functional Requirements Functional Requirements
(Start) (Complete)
Technical Requirements Technical Requirements
(Start) (Complete)
Go Live Readiness (Start) Go Live Readiness (Complete)
Go Live Checklist (Start) Go Live Checklist (Complete)
Roadmap Abbreviated
Presentation: Roadmap Abbreviated Roadmap Abbreviated
Request to Assessment Presentation: Presentation:
Assessment to Planning Planning to
Implementation
Kick Off Presentation
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking | 23
Project Document Lifecycle
Project Closure
Lessons Learned*:
Review of the successes and short-comings in the project
• Learn from and improve the project management process
Lessons Learned
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with the
content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking | 24
Project Document Lifecycle
Project Request
Initiation
Charter (start) - large projects Charter (finish) - large
only projects only
Budget/Costs - Detail
Budget/Costs - Detail (Start) (Complete)
Communication Plan Communication Plan
Communication Plan (Start) (Refine) (Complete)
Executive Summary
Executive Summary (Start) (Complete)
Scope Edits (Change Mgmt
Scope (Start) Scope (Complete) Required)
Recommendation or
Assessment Proposal
Project Plan (Start) Project Plan (Refine) Project Plan (Refine) Project Plan (Refine) Project Plan (Complete)
Timeline (Start) Timeline (Refine) Timeline (Refine) Timeline (Refine) Timeline (Complete)
RAID or RACI (Start) RAID or RACI (Refine) RAID or RACI (Refine) RAID or RACI (Refine) RAID or RACI (Complete)
Testing Plan Strategy Testing Plan Strategy
(Start) (Complete)
Training Plan Strategy Training Plan Strategy
(Start) (Complete)
Functional Requirements Functional Requirements
(Start) (Complete)
Technical Requirements Technical Requirements
(Start) (Complete)
Go Live Readiness
Go Live Readiness (Start) (Complete)
Go Live Checklist
Go Live Checklist (Start) (Complete)
Lessons Learned
Project Closure and
Acceptance
Roadmap Abbreviated Roadmap Abbreviated Roadmap Abbreviated
Presentation: Presentation: Presentation:
Request to Assessment Assessment to Planning Planning to Implementation
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking | 25
PMO Toolkit and Document Lifecycle Summary
• The ITS PMO Toolkit and Project Document Lifecycle were developed to assist the
management of ITS projects
• Project managers and leads should become familiar with the toolkit and incorporate
these templates into their project management activities
• The templates use the < and > symbols to note whenever a project specific entry
should be added
• Not all projects require all templates, however, all projects should minimally include:
o Scope
o Timeline
| 26
PMO Toolkit Project Example
Observation Unit Development: Scope
Project Summary
BMC seeks to rapidly establish a separate observation unit by leveraging existing space, systems and staffing to the extent possible.
Problem Statement
Observation patients are currently located within IP units. Although a less intensive level of care is required, these patients are receiving an IP
level of care, which is more care than is necessary.
Goal
• Create a stand-alone 12 bed observation unit to provide the right care for observation patients
Measurable Objectives
• Reduction in cost of delivering care to observation patients
• Free up IP beds for additional patients/revenue
Un-measurable Objectives
• Provide easy access for patients and staff to systems and services; including documentation, pharmacy, radiology, lab, cardiology, etc.
In Scope
ITS will be responsible for assessing current state of Menino 2 in meeting requirements for opening a new observation unit. This will include
hardware (PCs/Printers), software (SCM, Bedboard, Lab,IBEX), telephones, interfaces, downstream systems, data warehouse, infrastructure and
clinical engineering
Out of Scope
ITS will not be responsible for operational requirements, financial systems requirements; including SDK and related registration and billing systems,
professional billing documentation requirements/considerations (during Phase I), office equipment (copier, fax, furniture), staffing, supplies
Approach
• Assess IT Requirements, including hardware, software, infrastructure, clinical engineering via assessment “walk- through”
• Consider both short and long term requirements in systems selection(s)
• Identify all related IT systems, determine set-up requirements and timelines
• Maintain a narrow IT scope, leverage existing systems solutions and functionality
Assumptions
• Nursing Department is managing the overall project (Sarah Carignan)
• Leverage the existing Menino 2 space, which is DPH approved, and equipment in place
| 27
PMO Toolkit Project Example
Observation Unit Development: Scope
Proposed Solution
Hardware (PCs/Printers):
Upgrade existing hardware residing in Menino 2; designate additional “downtime” machine
Communications/Phones:
Utilize existing phones in Menino 2; non bay areas
Utilize interpreter phone for interpreter and regular phone needs in bay areas
Implement separate paging system; provide paging quote; implement upon approval
Install new wall phones
Lab: Location/unit/bed/printer label printing
Interface(s): Build translate table
Data Warehouse: Add the obs unit to the Emergency Department section of the Nursing Dashboard and
for reporting
Clinical Nursing Documentation:
SCM Assessment - leverage existing SCM documents; modifications will be required (functional spec)
SCM Flowsheet - leverage existing “standard” document; no edits required
Clinical Physician Documentation:
SCM – Leverage existing SCM documents; no edits required
Order Sets – Leverage existing; no edits required
Bedboard: Add to the Menino Campus; Menino 5WICU column; no overflow requirements
IBEX: Edits to admission request screen to include a new status and service
| 28
PMO Toolkit Project Example
Observation Unit Development: Timeline and Resources
Timeline
11/26/12 1/8/13 2/27/13
Assessment/Planning Implementation
Resources
| 29
PMO Toolkit Project Example
Observation Unit Development: Budget/Costs Detail
Observation Unit
CAPITAL COSTS CAPITAL COSTS PER YEAR
Year 1 Year 2 Year 3 Total
1. Hardware $ 34,418 $ - $ -
a) Hardware $ - $ - $ - $ -
b) Infrastructure $ - $ - $ - $ -
c) Implementation $ 34,418 $ - $ - $ 34,418
2. Software $ - $ - $ -
a) Software $ - $ - $ - $ -
b) Implementation $ - $ - $ - $ -
3. Other $ 47,500 $ - $ -
a) Consultants $ 5,625 $ - $ - $ 5,625
b) IT Resources $ 41,875 $ - $ - $ 41,875
Totals $ 81,918 $ - $ - $ 81,918
Cumulative Total $ 81,918 $ 81,918
Non-IT: $34,417 (WOWs, paging system; move&secure doors; airphone-unit access) Funding: Nursing
IT: $ 4,500 (Consultant hours – 45 @ $100; included above) Funding: IT Operations
| 30
PMO Overview - Review
1. Where can you find the purpose/role of the Project Management Office Team?
In the Mission statement!
2. How many phases in the Project Lifecycle?
Six
3. Does the Assessment Phase come after the Implementation phase?
No!
4. Name the phases in the Project Lifecycle?
Request – Assessment – Planning – Implementation – Go Live – Project Closure
5. Benefits of engaging the Project Management Office
Coaching Services; Standardized Toolkit; Proven track record
6. Purpose of PMO Toolkit documentation?
Standardization across project lifecycle
7. Are all the documents in the PMO Document Lifecycle required for each phase?
No!
8. How many ITS Governance Committees are established at BMC?
Two: VP Governance and ITS Internal Governance!
9. What is the first Step to request a project?
Complete and submit the Request form in ServiceNow!
10. What is the most important project document in the PMO Document Lifecycle?
Scope!
| 31
Project Management Office Tutorial
Lori Siracusa
617-414-8564
Lori.Siracusa@BMC.Org
| 32