CPOE Project Management Plan
Short Description
Project Management Plan...
Description
Computerized Order Entry (COE) (EDIS / CPOE SYSTEM) Project Management Plan
Prepared y
!e"ruary# !e"ruary# $%&%
Statement o' Con'identiality
Sample Hospital COE Project Management Plan
Revision History eel 1
$!%!01"
Section(*) All
De*cription Updated plan per work team feedback
Date 0!"!0#
+ut,or / Comment* Project Manager
page of &%
Sample Hospital COE Project Management Plan
Revision History eel 1
$!%!01"
Section(*) All
De*cription Updated plan per work team feedback
Date 0!"!0#
+ut,or / Comment* Project Manager
page of &%
Sample Hospital COE Project Management Plan
Ta"le o' Content* Background.................................................................................................................................5 Background.................................................................................................................................5 Purpose of this document....................... document..................................... ............................ ........................... ........................... ............................ ........................... ................................. .................... ........ 5 Goals....................... Goals.................................... ........................... ............................ ........................... ........................... ........................... ........................... ............................ ........................... ........................... .................... ...... 5 Objectives...................... Objectives.................................... ........................... ........................... ............................ ........................... ........................... ............................ ........................... ....................................... .......................... 6
Project
Scope..............................................................................................................................8
Project
Scope..............................................................................................................................8
Project Management - Responsibilities............... Responsibilities............................. ............................ ........................... ........................... ............................ ........................... ............................. ................ 8 ample !ospital Responsibilities .......................... ........................................ ........................... ........................... ............................ ........................... ........................................ ........................... " #ot in cope........................... cope......................................... ........................... ........................... ............................ ........................... ........................... ........................... .............................. ................. ............
%$Assumptions, Constraints, Risks.................. Risks........................... .................. .................. ................. ................. ......................................12 .............................12 Assumptions, Constraints, Risks.................. Risks........................... .................. .................. ................. ................. ......................................12 .............................12 &ssumptions...................... &ssumptions.................................... ............................ ........................... ........................... ............................ ........................... ........................... .......................................... ............................ ..... $' (onstraints...................... (onstraints................................... ........................... ........................... ........................... ............................ ........................... ........................... ............................ ..................................... ....................... $) Ris*s......................... Ris*s....................................... ............................ ........................... ........................... ............................ ........................... ........................... ........................... .......................................... ............................. $)
Project Organization.................................................................................................................1 Project Organization.................................................................................................................1 +e, (ommittees...................... (ommittees................................... ........................... ............................ ........................... ........................... ........................... ........................... ............................ ............................. ............... $ +e, Resources....................... Resources..................................... ............................ ........................... ........................... ........................... ........................... ............................ ........................... ............................. ................ $ Resource &ssignment Matri/........................ Matri/..................................... ........................... ............................ ........................... ........................... ................................................ .................................. '' Project (ontact 0ist.......................... 0ist........................................ ........................... ........................... ............................ ........................... ........................... ............................ ................................. ................... '
Project Sc!edu"e.......................................................................................................................25 Project Sc!edu"e.......................................................................................................................25 Project 1eliverables........................... 1eliverables........................................ ........................... ............................ ........................... ........................... ............................ ............................................. ............................... '5 2or* 3rea*do4n tructure..................... tructure................................... ........................... ........................... ............................ ........................... ........................... ........................................ .......................... '5 Milestones...................... Milestones.................................... ............................ ........................... ........................... ............................ ........................... ........................... ............................ ..................................... ....................... '5 1etailed Project chedule 2or*plan.......................... 2or*plan........................................ ............................ ........................... ........................... ............................ ............................... ................. '6
Su#sidiar$ %anagement P"an..................................................................................................2& Su#sidiar$ %anagement P"an..................................................................................................2& Project Management &pproach......................... &pproach....................................... ........................... ........................... ............................ ........................... ........................... .............................. ................ ' cope Management Plan............................ Plan......................................... ........................... ............................ ........................... ........................... ............................ .................................... ...................... ' Ris* Management Plan.......................... Plan........................................ ............................ ........................... ........................... ............................ ........................... ........................................ ........................... '8 !uman Resource Management Plan............................ Plan......................................... ........................... ............................ ........................... ............................................. ................................ '8 ssues Management Plan........................... Plan......................................... ........................... ........................... ............................ ........................... ........................... ........................... ....................... .......... '8
$!%!01"
page & of &%
Sample Hospital COE Project Management Plan (ommunication Management Plan..................................................................................................................... '" chedule 7 ime Management Plan.................................................................................................................... '" 9ualit, Management Plan................................................................................................................................... )%
Appro'a"s..................................................................................................................................(1 Appro'a"s..................................................................................................................................(1 )emp"ates * Appendi+..............................................................................................................(1 )emp"ates * Appendi+..............................................................................................................(1 Appendi+ Action -tems ...........................................................................................................(( Appendi+ Action -tems ...........................................................................................................((
$!%!01"
page " of &%
Sample Hospital COE Project Management Plan
ac-ground Purpo*e o' t,i* document '(e p)rpose of t(is project management plan is to doc)ment critical information abo)t t(e Comp)teri*ed Order Entr+ ,COE- implementation project for Sample Hospital in order to effecti.el+ manage t(e project from start t(ro)g( implementation/ e.iew and appro.al of t(is doc)ment is recommended in order to ens)re )nderstanding and agreement wit( scope and project approac( b+ t(e ke+ stake(olders/ e+ information incl)ded wit(in t(is doc)ment incl)des2
Project 3oals and Objecti.es Project Scope 4efinition e+ Ass)mptions and Constraints Project isks Project Organi*ation 5 oles and esponsibilities Project 4eli.erables Project Sc(ed)le 6nformation S)bsidiar+ Management Plans for managing2 o Scope isks o o H)man eso)rces o 6ss)es Comm)nications o o Sc(ed)les 7)alit+ o Project Management Plan Appro.als
.oal* '(e goal of t(is project is to implement t(e Comp)teri*ed P(+sician Order Entr+ ,CPOE S8S'EM- and Emergenc+ Care ,E46S- applications at Sample Hospital in order to facilitate t(e f)ll )se of Comp)teri*ed Order Entr+ ,COE- t(ro)g(o)t t(e (ospital/ 6t is e9pected t(at Sample Hospital will reali*e benefits in impro.ed clinical diagnostic capabilities and clinical workflow processes as a res)lt of t(e implementation of COE/ 6mplementation of COE addresses a n)mber of ke+ re:)irements for ac(ie.ing meaningf)l )se of t(eir Electronic Healt( ecord per t(e American eco.er+ and ein.estment Act/ 6mplementation of COE will also la+ t(e fo)ndation for enabling additional clinical f)nctionalit+ t(ro)g( t(e implementation of additional mod)les incl)ding Clinical Alerts and eminders ,Hori*on Care Alerts ,HCA--; notes ,Hori*on E9pert li.e to be completed b+ 01!011 for t(e initial care )nit; 01!011 for t(e Emergenc+ 4epartment; and 0"!011 for all inpatient areas 4e.elopment of clinical order sets 4e.elopment of clinical alerts w(ere possible; to notif+ t(e pro.ider of possible order conflicts or ot(er pertinent patient!medical information 4)plicate c(ecking parameters to ens)re t(at orders are not d)plicated in error between pro.ider and n)rsing staff 4e.elopment of necessar+ transmission of orders .ia s+stem config)ration; interfaces; alerts; printed forms/ (HMM, PACS, Sunquest, STAR, Billing, Dictation, HPF) 6mplementation of workflow process impro.ements to s)pport )tili*ing COE 4e.elopment of downtime proced)res to s)pport t(e ordering process Ed)cation of end>)sers and s+stem s)pport staff ,order creation and order receipt- in order to effecti.el+ )se and s)pport t(e s+stem 4e.elopment of t(e necessar+ project teams to for project de.elopment and o.ersig(t 4e.elopment of ke+ doc)mentation t(at will assist staff in s)pporting t(e s+stem 4e.elopment of a COE marketing plan Establis(ment of baseline metrics and de.elop reporting t(at will identif+ t(e stat)s and effecti.eness of )sing clinical orders at SAMPE HOSP6'A 6dentification of t(e necessar+ reso)rces needed to s)stain and e9pand t(e )se of COE at SAMPE HOSP6'A Abilit+ to capt)re t(e str)ct)red data elements needed in order to prod)ce re:)ired reports
Critical S)ccess ?actors • •
S)pport and participation of stake(olders 'imel+ decisions b+ t(e steering committee
$!%!01"
page $ of &%
Sample Hospital COE Project Management Plan • • • • • • • •
'iming of software and .endor a.ailabilit+ 'imel+ implementation of all prere:)isite mod)les and components 4efined and managed scope User acceptance and training P(+sician participation Commitment and participation of p(+sicians; n)rses; and ancillar+ department delegates 'imel+ appro.al of online content and new processes )p t(ro)g( prod)cti.e )se of t(e s+stem a/ Clearl+ defined project scope b/ Project organi*ation incl)ding roles and responsibilities c/ Project goals d/ 6dentification of Ass)mption; Constraints; isks e/ Project sc(ed)le and milestones Clearl+ identif+ and comm)nicate t(e project scope; sc(ed)le; roles B responsibilities; comm)nication plan; risks; iss)es; stat)s; deli.erables; milestones; and stat)s Manage project scope c(anges; risks; and iss)es ?acilitate project comm)nications between project team members and stake(olders •
•
• •
$!%!01"
page of &%
Sample Hospital COE Project Management Plan
Project Scope '(e scope of t(is project encompasses all acti.it+ and components needed to implement t(e CPOE Dendor COE S+stem for inpatient and emergenc+ department orders at Sample Hospital incl)ding COE components ,Hori*on E9pert Orders-; ,Hori*on Emergenc+ Care-; and ot(er prere:)isite components/ Dependencie* Prere:)isite Upgrades S'A 1% Oracle 103 Hori*on Medication Manager / ,HMMHori*on Patient ?older ,HP?Hori*on Clinical D10/& ,HC6 Additional Mod)les ,Post E46S; CPOE S8S'EMHori*on Healt( S)mmar+ ,HHSHori*on E9pert re:)isite software will be installed per CPOE Dendor ! SAMPE HOSP6'A sc(ed)le 1$/ CPOE Dendor prod)ct iss)es will be logged into t(e CPOE Dendor online tool 1/ 4ela+s in implementation res)lting from client responsibilities will res)lt in penalties and additional costs for CPOE Dendor to resc(ed)le 1/ ecommended committees will be in place 1#/ SAMPE HOSP6'A reso)rces will be a.ailable as needed 0/ eg)lar re.iew of project stat)s will occ)r and be comm)nicated t(ro)g( comm)nication plan 1/ Client will attend t(e re:)ired training
$!%!01"
page 1 of &%
Sample Hospital COE Project Management Plan Constraints
Contract signat)re needed in order to engage CPOE Dendor b+ Marc( 1; 010 AA Preliminar+ Stage 1 dates of 011>10& for ma9im)m stim)l)s incenti.es as defined in t(e AA meaningf)l )se re:)irements AA Preliminar+ Stage and & dates for contin)ation of ma9im)m stim)l)s benefits AA Medicare pa+ment penalt+ dates for ac(ie.ing meaningf)l )se as define b+ AA 4ependencies of CPOE Dendor deli.er+ and order of mod)le )pgrades and installations eso)rce a.ailabilit+ ,6'; non 6'; and .endor-
isks Potential project risks (a.e been identified in t(e isk Forks(eet t(at is incl)ded in t(e appendi9/ e+ project risks t(at (a.e been identified incl)de2
P(+sician adoption risk 5 ,e9perience wit( COE at ot(er (ospitalo SAMPE HOSP6'A p(+sicians are not c)rrentl+ )sing p(+sician doc)mentation o E4 P(+sicians )se paper '>S(eet templates arge n)mber of pre>re:)isite tasks 5 an+ dela+s will affect t(e o.erall project sc(ed)le 6nd)str+ e9perience and diffic)lt+ in implementing Significant c(ange in workflow re:)ires addressing c)lt)ral iss)es o o SAMPE HOSP6'A (as se.eral man)al processes incl)ding access to paper c(art; fa9ing t(at will c(ange o Upgrade in 6' training access and clinical s)pport needed eso)rce commitment 5 competing wit( ot(er initiati.es 5 6' and non>6' Comple9it+ of additional AA meaningf)l )se re:)irements will compete wit( SAMPE o HOSP6'A reso)rce and f)nding capacit+ Prior fail)re of COE at Competiti.e SAMPE HOSP6'A ma+ impact willingness of p(+sicians to embrace COE COE Assessment isks P(+sician C(ampion allocated to project o arge time and effort commitment needed from project teams and stake(olders o o Costs 5 implementation and ongoing s)pport 5 large capital o)tla+ needed )ser client workstation re.iew o o Upgrade of disaster reco.er+ and b )siness contin)it+ plan capabilities needs commitment o P(+sicians are not emplo+ed Comm)nication c(annel and strateg+ needed o 6mpact of desire for addressing amb)lator+ EM en.ironment and integration wit( SAMPE HOSP6'A isks 5 10/1>& timeframe for CPOE Dendor )pgrades not a.ailable )ntil April 011 ,10/1Upgrade of HC6 to .ersion 10/1 limits abilit+ to s+stem c(anges Commitment of CPOE Dendor reso)rces to project Aggressi.e project sc(ed)le 5 SAMPE HOSP6'A plan more aggressi.e t(an majorit+ of s)ccessf)l COE plans!installs ate start/ Engaging CPOE Dendor after !010 will re:)ire condensing t(e sc(ed)le to ac(ie.e target timeframe for go>li.e/ Commitment and allocation of (ospital staff to plan and s)pport COE Conc)rrent implementation plan for Emergenc+ 4epartment 4oc)mentation ,E46S- and Order Entr+ ,CPOE S8S'EM-
$!%!01"
page 1& of &%
Sample Hospital COE Project Management Plan Project Organization
4ey Committee*
COE E9ec)ti.e Steering Committee Suggested Resources: C(ief ?inancial Officer2 C(ief Medical Officer2 CM6O 5 '=4 4irector of 6nformation Ser.ices2 4irector of Patient ?inancial Ser.ices2 Project Involvement: '(e e9ec)ti.e steering committee is critical in establis(ing t(e o.erall tone of t(e project and to ens)re t(at t(e goals of t(e project are consistent wit( t(e b)siness objecti.es/ Project Responsibilities: Ens)re project objecti.es meet organi*ational objecti.es Appro.e f)nding for p)rc(ase of necessar+ s+stem components; implementation reso)rces; and ongoing operational reso)rces Address s)bstanti.e b)siness iss)es
$!%!01"
page 1" of &%
Sample Hospital COE Project Management Plan
6dentif+ intra> and inter>departmental impacts Ens)re reso)rces are ac:)ired and maintained for implementation and ongoing s+stem )sage Coordinate and s)pport end>)ser work process polic+ c(anges to compl+ wit( )sage of COE Comm)nicate project progress across t(e organi*ation if re:)ested S)pport t(e project team in t(e e9ec)tion of its risk mitigation plan Appro.e project deli.erables
COE Project Steering Committee ,Core Fork 3ro)pSuggested Resources: COE P(+sician Cons)ltant 5 Client Project Manager; CPOE Dendor Dendor Project Manager > '=4 6' Clinical ead; Care'ec( 5 6' Clinical Anal+st; Care'ec( 5 6' 'ec(nical ead; Care'ec( 5 6' 4irector; Care'ec( Sol)tions 5 SAMPE HOSP6'A E9ec)ti.e Sponsor 5 P(+sician E9ec)ti.e Sponsor 5 SAMPE HOSP6'A 4irector of Patient ?inancial Ser.ices > off on p(+sician workflow anal+sis
e.iew and sign>off on f)t)re state
Ser.e as liaison wit( ot(er project work gro)ps
4elegate and coordinate tasks to p (+sician s)bgro)ps
4irect p(+sician engagement and adoption of c(ange
S)pport p(+sician c(ampion
S)pporting Committees Recommended committees: Medical E9ec)ti.e Committee; 7)alit+ Co)ncil; t(e Clinical E9cellence teams ,incl)ding t(e 4iabetes 'eam; t(e Critical Care Committee and t(e Pne)monia 'eam- P(armac+ and '(erape)tics Committee; Medication Safet+ Committee; Patient Safet+ Committee; )ser c(ampions and p(+sician leaders in t(e )se of COE
Client Project Manager Resource: '=4 Project Involvement: '(e client project manager is responsible for maintaining clear comm)nication wit( t(e client organi*ation as it relates to project objecti.es; e9ec)tion progress and management iss)e resol)tion/ '(e project manager (as t(e a)t(orit+ to appro.e c(ange in accordance wit( t(e defined c(ange management process/ Project Responsibilities: Fork wit( t(e CPOE Dendor project manager and client coordinator to de.elop t(e project plan and sc(ed)le 6dentif+ing and managing project risks and iss)es Updating t(e project stat)s and de.eloping project stat)s reports ?acilitating comm)nications and work dependencies between project team members; incl)ding internal reso)rces; .endors; and &rd parties 4e.eloping and maintaining project management doc)mentation incl)ding project sc(ed)les; risks; iss)es; c(ange re:)ests; organi*ational c(arts; core team meeting min)tes; t(e project management plan; and ot(er project deli.erables Fork wit( t(e client coordinator and CPOE Dendor project manager in de.eloping and e9ec)ting a comm)nications plan for t(e program Presenting project information to project stake(olders Assisting t(e client coordinator in de.eloping acceptance criteria for t(e s+stem Pro.iding direction to resol.e de.iations from project work plans t(at ma+ impact sc(ed)le; cost; reso)rce allocation or deli.erables Pro.iding direction to resol.e project iss)es and escalating iss)es t(at re:)ire e9ec)ti.e management inter.ention/ Enco)rage a sense of s+stem owners(ip wit( c)stomer personnel Fork wit( t(e project steering gro)p in e.al)ating and administering project c(ange re:)ests Fork wit( t(e CPOE Dendor project manager and client coordinator to define reso)rce roles and responsibilities Maintain responsibilit+ for o.erall sign>off of implementation acti.ities
Client Coordinators Suggested Resources: )sers 6dentif+ and manage end )ser related tasks and acti.ities wit(in t(e project work plan Pro.ide information )pdates to client stake(olders Act as a central point of contact for all client comm)nications and work assignments
6' 'ec(nical ead Resources: )ser process c(anges t(at res)lt from implementation of COE 4e.elopment of s+stem downtime proced)res for t(eir area
$!%!01"
page 0 of &%
Sample Hospital COE Project Management Plan
COE 'raining Coordinator Project Involvement: '(e primar+ role of t(e COE 'raining Coordinator is to coordinate all aspects of end>)ser ed)cation sessions in a .ariet+ of settings and met(ods/ 'raining will be dri.en b+ an o.erall COE training plan/ '(e C)stomer Core 'rainer keeps t(e core COE work team informed abo)t t(e progress of )ser ed)cation/ Project Responsibilities: earn t(e COE application,s- ,CPOE S8S'EM; HE4- in pr eparation for training ot(ers b+ attending t(e core trainer sessions 4e.elop initial and ongoing training plan 6dentif+ and de.elop gro)ps of staff to be trained Coordinate set )p; comm)nication; and sc(ed)ling of training sessions Prepare )ser training materials f or end>)ser training sessions; incorporating departmental proced)res Cond)ct end>)ser training sessions E.al)ate t(e )sers )nderstanding of proced)res a nd determine w(ic( )sers re:)ire additional training Sc(ed)le follow>)p training as re:)ired S)pport )ser departments and p(+sicians d)ring go>li.e and post>li.e Establis( s)per>)ser training sessionsG transition first line s)pport to ke+ personnel Coordinate s)pport and training wit( Help 4esk Establis( new emplo+ee training plan and g)idelines
Ot(er e+ eso)rce Areas 6ntegration > 6nterface 4e.elopment 'eam Suggested Resources: ,Care'ec(; Sample Hospital; CPOE Dendor; ot(ersProject Involvement: '(e integration team is comprised o f reso)rces t(at s)pport e9isting Hospital 6nformation S+stems and CPOE Dendor 6/'/ reso)rce t(at s)pport COE related interfaces/ '(is team is responsible for designing; config)ring; testing; implementing; and s)pporting all interfaces per H> standards/ 6t is t(e responsibilit+ of t(is gro)p to translate t(e b)siness re:)irements associated wit( data interfaces into a f)ll+ tested s+stem/ Client Help 4esk Project Involvement: esponsible for )nderstanding operational concepts in order to e9pedite :)ick resol)tions to problems/
$!%!01"
page 1 of &%
Sample Hospital COE Project Management Plan
eso)rce Assignment Matri9
Activity #
Project Activity / Deliverable
m a e t k r o w e r o C
L P M A S r L A o t T a I n P i S d r " o ! o C t n e i l C
r e $ a n a M t c e j o r P # c e T e r a C
r e $ a n a M t c e j o r P r o d n e % " P C
r o s n o p S t n e i l C
r o t c e r i D T I t n e i l C
T I r o t a n i d r o o C t n e i l C
A
P
,
,
,
P
t r o p p ' S r e s & / $ n i n i a r T
s d a e L l a c i n # c e T ( T ( I t n e i l C
t n a t l ' s n o C n a i c i s y # P
m a e T e c a ) r e t n I / n o i t a r $ e t n I
t s y l a n A $ n i p p a M s s e c o r P
Project Initiation Deliverables * . 0 2
Statement o) +ork / Contracts Project Mana$ement Plan / Carter Scope Can$e Decisions Detailed Project sced'le ,eso'rce Assi$nment Matri1
I
A
A
I
I
P
,
,
I
I
,
A
,
,
,
,
,
,
,
,
,
,
A
A
A
I
I
P
P
I
I
I
I
,
,
I
I
P
I
S
I
I
S
,
Comm'nications plan
I
A
P
P
P
S
A
P
S
S
S
I
A
P
P
P
I
,
I
I
,
,
A
,
S
I
,
,
Project Managing Deliverables 3 4 5 *6 **
*. * *0 *2
Cost Mana$ement Meetin$ a$endas and min'tes Iss'es lo$ and mana$ement ,isk workseet and mana$ement Stat's reports
I I I
,
A
P
P
P
I
,
I
I
,
,
I
,
A
P
P
P
I
,
I
I
,
,
,
,
A
P
P
P
I
,
I
,
,
,
,
A
,
S
I
,
P
,
A
,
S
I
,
P
,
A
,
S
I
,
P
,
,
,
S
System Design & Requirements Deliverables ,eview/,evise 7'siness / +ork)low I , Policies and Processes Systems Desi$n 8 9low I , o) pysician )'nctions Systems Desi$n 8 9low I , o) ancillary )'nctions Inter)ace A ,e:'irements / Desi$n Planning Deliverables
*3
Marketin$ Plan
P
A
S
S
S
,
S
*4
7encmark /meas'rement plan
P
A
S
S
S
,
,
*5
System Testin$ Plan
P
A
A
A
S
I
$!%!01"
S
, S
P I I
,
I
I
page of &%
S
Sample Hospital COE Project Management Plan
Activity #
Project Activity / Deliverable
m a e t k r o w e r o C
r o s n o p S t n e i l C
r o t c e r i D T I t n e i l C
T I r o t a n i d r o o C t n e i l C
L P M A S r L o A t T a I n P i S d r " o ! o C t n e i l C
r e $ a n a M t c e j o r P # c e T e r a C
r e $ a n a M t c e j o r P r o d n e % " P C
t r o p p ' S r e s & / $ n i n i a r T
s d a e L l a c i n # c e T ( T ( I t n e i l C
t n a t l ' s n o C n a i c i s y # P
m a e T e c a ) r e t n I / n o i t a r $ e t n I
-6
Acceptance Test Plan
P
A
A
A
S
I
,
I
I
-*
Trainin$ / &ser S'pport Plan
A
S
S
S
S
I
P
,
I
--
Implementation plan
P
A
A
S
S
S
I
I
I
I
I
,
A
,
,
,
P
I
,
,
,
A
S
,
S
A
P
,
P
-.
- -0 -2 -3
%endor prod'ct s'pport , plan Development Deliverables Install !ardware ; , So)tware Install and Con)i$'re , Application S+ stablis
View more...
Comments
