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Project Management

Project Management. HFMA/KAHPAM Meeting by Peggy Marlar 1/19/2012. Objectives. What is Project Management Project Management Tools Project Management Phases Project Success Project Failure. Projects vs Programs.

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Project Management

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  1. Project Management HFMA/KAHPAM Meeting by Peggy Marlar 1/19/2012

  2. Objectives • What is Project Management • Project Management Tools • Project Management Phases • Project Success • Project Failure

  3. Projects vs Programs • Project – A temporary endeavor with a defined beginning and end to produce a specific result • Upgrade of ICD-9 to ICD-10 Encoder • Upgrade of MS-DRG Grouper • Program – Are repetitive, semi or permanent functional activities to produce products or services • Computer Program – Functions of ICD-10 Encoder & DRG Grouper to code medical records and establish MS-DRG • Diabetic Educational Program

  4. What is Project Management? • The process of planning, directing, organizing, securing and managing resources to achieve specific goals • Within planned time and cost constraints • Project Manager must have these skill sets

  5. Project Management Tools • Meetings – Meeting Minutes • Project Charter • Project Plans (Combine vendor Project Plans when warranted) • Gantt Chart • Assessments/Questionnaires • Communication Plan • Issues Log

  6. Project Management Phases • Project Initiation • Project Planning • Project Implementation • Project Closure – Support/Maintenance

  7. Phase 1 – Project Initiation • Form a Core Project Team or Steering Committee • Prepare a preliminary Project Scope – • Already done for you • Establish a project completion date – • Already mandated – October 1, 2013 • Final Outcome = Project Charter

  8. Project Charter – Foundation of the Project • Identifies: • Project need, rank, sponsors and stakeholders • Project purpose or the business justification • Areas impacted – processes, systems, operational, financial • Goals and deliverables • Project phases • Known risks, assumptions, constraints • Budget, vendors • Helps to establish a common ground and holds team together!

  9. Phase 2 – Project Planning • Develop or use KHIMA Project Plan – Gantt Chart • Chart tasks and timelines dates • Assign resources to tasks – people, equipment, material • Determine needs and budgets • Education • Hardware/software • Staffing • Assessments/Questionnaires • Analysis

  10. Phase 3 – Project Implementation • Longest and most complicated phase • Managing and using resources to deliver tasks on time • Identify and solve project problems • ?Revise Project Plan – tasks and timelines? • Implement testing, education and training • Communicate, communicate, communicate

  11. Phase 4 – Project Closure • Ensure project is completed • Executive Sponsor acceptance of final product • Determine GO-LIVE or No GO-LIVE • Project postmortem • Reward team • Project review – success or failure, lessons learned • May take a few months to establish benefits • Final report to Senior Managers

  12. Project Success • #1 Management Sponsorship • Assign one project leader • Create project consensus • Convey accountability and responsibility to team members • Use the Pareto Principle – 80/20 Rule • Focus 80% of your time on the 20% of work that really is important • The 20% produces 80% results!!

  13. Project Failures • Do not expect Project Manager to do all the work! • Others team members try to control project • Avoid “scope creep” • Constantly changing = adds time and cost • Project delay

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