Project Management

HFMA/KAHPAM Meeting

by Peggy Marlar

1/19/2012

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Objectives

What is Project Management Project Management Tools Project Management Phases Project Success Project Failure

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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

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What is Project Management?

The process of planning, directing, organizing, securing and managing resources to achieve specific goalsWithin planned time and cost constraints

Project Manager must have these skill sets

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Project Management Tools

Meetings – Meeting Minutes Project Charter Project Plans (Combine vendor Project Plans when warranted)

Gantt Chart

Assessments/Questionnaires Communication Plan Issues Log

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Project Management Phases

Project Initiation Project Planning Project Implementation Project Closure – Support/Maintenance

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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

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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!

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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

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Phase 3 – Project Implementation

Longest and most complicated phaseManaging 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

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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

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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!!

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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 costProject delay