PROJECT MANAGEMENT

Intake workflow Process

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Glossary Implementation Methodology (IM) Vendor Selection Methodology (VSM) Project Acceptance Documentation (PADS) Operational Acceptance (OA) Quality Assurance (QA) Methodologies – A publication including reusable documents such as work

plan, guidebook, knowledge tips, sample deliverables and training. SharePoint - Internet technology tool that delivers applications for project

planning and collaboration among projects. SME – Subject Matter Expert

Goals

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• “ Value Added”

• Better Communication

• Tools to Enhanced the process

• Accountability of service

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PART 1: REQUEST (TO BE COMPLETED BY COSTUMER)Department(s) Name(s) Date Project NameRequester & emailDepartment Point of contact & email

Project Description:Explain the business problem that this request resolves.

Strategic Goals:Please check all that apply to this request and explain how each goal is met.******** (This Goals are not actual this is only a SAMPLE)******

□ Improve quality outcomes Improve quality outcomes and rankings

□ Transform the patient care experience Complete integration testing and training on Epic Implement new workflow designs Train, guide and make powerful workforce

□ Increase capacity Develop a master facilities plan Complete planning for Projects Increase throughput

□ Grow targeted volumes Increase inpatient and hospital outpatient volumes Recruit key physicians and hospital staff

□ Improve operating efficiencies Improve hospital labor productivity Improve clinic labor productivity Manage non-labor expense growth Improve revenue management

Regulatory, Patient Safety or Break Fix request Information (please note that this section will be validated by Patient Safety and/or Regulatory personnel):

Regulatory? If yes, provide the specific regulatory or audit requirement this project fulfills:

Yes

No

(Explain the specific regulatory/audit requirement: what is not being met and how is it currently being addressed?)

Patient Safety? If yes, provide the specific Patient Safety issue that this request resolves:

Yes

No

(Explain the specific patient safety issue: what is not being met and how is it currently being addressed?)

Break Fix? If yes, provide the specific software malfunction this request will repair

Yes

No

(Explain the specific break fix: what is broken and not working? Why must it be repaired now?

Benefits Description:Explain the additional benefits to the business.

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Risks Description:Explain the risks to the business if this request is not approved.

**Please note that in some point in the process you may be asked to present your request to the IT Subcommittee.

IT PROJECT REQUEST

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Sponsor Approval Must have a Sponsor before submission.

Scope: Please have applicable representative initial the box (or send an email) to show approval.

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MZ MCB Univ Other (Please print the names of the approving representatives.)

Requesting Dept Funding Available? (if out of budget cycle)

Capital Amount Available (include funding source):

Operating Amount Available (include funding source):

PART 2: ADDITIONAL CRITERIA (TO BECOMPLETED BY COSTUMER)

Request Type:Check all that apply. Application Upgrade

New Application Interface Hardware

Other: (Please explain)

Additional Functionality:Describe the additional functionality that this request provides.

Operational Efficiency: Will this project enhance operation efficiency within the department or hospital?

Return on Investment/Metrics: Do you expect to save money? Free an FTE? Improve turn around time? Please be specific.

Please describe the return on investment, internal rate of return, or known metric that can quantify the value of this project. If the ROI meets 15% the request will be considered for strategic capital.N/A

IT Strategic Plan Alignment: Please note that if this request is related to a system that will be replaced by Epic, additional justification will be required.This project request leverages our investment in Epic.

Other Departments Affected:If so, how many and which ones? N/A

Design and Construction Implications: Will there being any facilities considerations?

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Project Name: Date:

IT Director: Portfolio : Requester:

Phone:

Email:

Department:

Sponsor VP:

PART 1: BUSINESS CASE Complete the business case describing the problem or opportunity, proposal, budget and potential benefits. Clearly describe the key business and scope assumptions. If this is an implementation, briefly describe how vendor selection was done or refer to the VSM project. Include the Description of Benefits template.  1. What business opportunity or problem are you addressing?2. What are you proposing?3. What budget is needed?4. What are the potential benefits (including the estimated Return on Investment)?

PART 2: OPERATIONAL IMPACTS Describe any operational impacts that are important to consider as part of this project. Clearly describe any operational assumptions that are critical to success. 5. Workflow – Implications / Considerations6. Training Requirements7. Out of Scope / Dependencies

PART 3: HIGH-LEVEL PROJECT SCHEDULE Complete and attach a high level project schedule that includes – at a minimum – the following phases:

• For Vendor Selection: Planning, Requirements Definition, Request for Proposal, Finalize Selection, Contracting (VSM template)• For System Implementation or FD&C Move: Planning, Design, Build, Testing, Training, Go Live, Post Go Live Transition to Support (HPS template)

Duration and level of detail about the phases is only expected to be very high level in a sizing.

 

Project – One Time FY10 FY11 FY12 FY13 FY14CapitalOperating

Recurring

A. ESTIMATE

B. SUPPORTING DETAIL ON ESTIMATED COST

1. Cost and/or Pricing Assumptions (if any)

2. Hardware, Software, Resource Cost Estimates – Project and Ongoing Maintenance

3. Resource Requirements (Vendors, Roles, FTEs)Document what people resources are needed. Identify the vendors, roles and FTE levels needed to implement the project and maintain the deliverables. If appropriate to the level of certainty achieved during the sizing, include a Resource Planning Grid(s), SOW(s), etc.

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PART 4: COST ESTIMATE

PART 5: SIZING TEAM Sizing Team : (Name and role) RMs / SME

1.2. 3.4.

Include the appropriate Technology Resource Planning Questionnaire(s):

PART 6: APPROVALName/Title Signature

Name/Title Signature

Name/Title Signature

Name/Title Signature

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Shared Point Store documents

Final Project name Project Charter Final Project name Project Plan

Project Basic Information Timeline Scope

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Benefits Better Quality

Improve thoroughness and consistency of deliverables by following standard, step-by-step approach

Increase quality of work by leveraging best practices and learning's of previous Initiatives and research

Gain in Productivity of Existing Resources Increase accountability of project team members since

deliverables and objectives are clearly defined Increase productivity since materials are reusable and can be

tailored to suit specific project needs Better Communication Standardize Documentation Tools

How do we make it work?

“Educate, Educate, Educate”

Obtain Full Management Support

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QUESTIONS?