Project Management in Implementing Best Practice Guidelines · Develop Project Management Plan...
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08/06/2015 1 Project Management in Implementing Best Practice Guidelines Presented by Shaila Aranha RN MScN PMP © Long-Term Care Best Practice Coordinator for Waterloo Wellington LHIN Long-Term Care Best Practices Program Registered Nurses’ Association of Ontario (RNAO) June 10 2015 Introductions in the group Project management related experience - Project lead - Project coordinator - Project team member - Not sure - None - Other 2 Area of work • Acute Care • Rehab • Family health • Public Health • Community • Long-term Care • Academia • Other
Transcript of Project Management in Implementing Best Practice Guidelines · Develop Project Management Plan...
08/06/2015
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Project Management in
Implementing Best Practice Guidelines Presented by Shaila Aranha RN MScN PMP ©
Long-Term Care Best Practice Coordinator for Waterloo Wellington LHIN Long-Term Care Best Practices Program
Registered Nurses’ Association of Ontario (RNAO)
June 10 2015
Introductions in the group Project management
related experience
- Project lead
- Project coordinator
- Project team member
- Not sure
- None
- Other
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Area of work
• Acute Care
• Rehab
• Family health
• Public Health
• Community
• Long-term Care
• Academia
• Other
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Objectives • Describe the role of project management in Best
Practice Guideline Implementation.
• Provide an understanding of the principles and techniques of project management to enhance best practice guideline implementation
• Overview of project management processes, tools, and resources for best practice guideline implementation
• Utilize tools relevant to projects of participants: Project Charter, Communication Plan, Risk Register, Project Planner
Group participation
• Share experiences in activities
• Ask questions
• Seek clarification
• Speak one at a time
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Pre-work Sharing • Identify an opportunity you would like to work on at the project
management workshop to support your organization. It may be an situation to improve the quality of care in a specific clinical topic, or a change to manage an area of risk by using Best Practice Guidelines.
The following will help guide you:
What is the issue ?
Why is it an issue ?
What is your goal to improve the quality or manage the risk ?
How do you plan to achieve it ?
When do you plan to achieve it ?
Who should be involved ?
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Learning materials Project Management materials in workbook:
1. PM process groups and knowledge area mapping
2. Gap Analysis worksheet Sample
3. Project Charter Template
4. Business case development checklist
5. Stakeholder Analysis Grid
6. Action Plan Template
7. Template for Communication Plan
8. Template for Risk Register
9. Project Planner
10. Presentation on usb
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BPG Implementation Toolkit • Picture Developed by RNAO to
maximize the potential of BPGs, through systematic and well-planned implementation in health care settings.
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rnao.ca/bpg/resources/toolkit-implementation-best-practice-guidelines-second-edition
Project Management discipline
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PMP designation
Project Management
Professional- an
international recognized
designation by PMI.
Each Country has
PMI Chapters
Membership: PMP,
students, and non PM.
www.pmi.org
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Project Management Institute
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www.pmi.org
• More than 500,000
members and credential
holders across the world
in every country
• Not-for-profit organization
that advances the project
management profession
• Globally recognized standards and certifications,
collaborative communities, extensive research program,
professional development opportunities (PDU’s)
From PMI to you
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PM Body of Knowledge
• 5 process groups
• 10 knowledge areas
• 47 processes
• PM BOK 5 th edition
• Guide in Project Management
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Project Manager
guides the project
from its beginning
through to closure.
Photograph by Shaila Aranha on Culham Trail, Mississauga.
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What is a Project ?
Definition:
• Temporary endeavor undertaken to create a unique product, service or result, with a definite beginning and end.
• A project outcome:
– A product
– A service
– A document
• Resources
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Interrelationship • Portfolio
• Program
• Projects
• Initiatives
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Role of the Project Manager
Manage the project
to meet project deliverables.
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Managing projects successfully
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Role of the Project Manager
• Leads and directs the project
• Integrates all project components into a whole
• Creates a project plan that is realistic
• Leads the project utilizing management and leadership skills 17
• Communicates with team, stakeholders and manages stakeholder expectations • Protects the project • Say ‘no’ when necessary • Is accountable for the project • Understands and enforces professional and social responsibility
5 Process Groups
Initiating Planning Executing Monitoring
& Controlling
Closing
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Process Interaction
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10 Knowledge Areas • Integration Management
• Scope Management
• Time Management
• Cost Management
• Quality Management
• Human Resource Management
• Communication Management
• Risk Management
• Procurement Management
• Stakeholder Management
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5 Process Groups
Initiating Planning Executing Monitoring
& Controlling
Closing
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Initiating
‘Start’
•Project approval process
•Understand the business case
•Develop project charter
•Identify stakeholders and develop stakeholder management strategy
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Get a bird’s eye view of your
playing field
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Project Planner
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Project Charter Definition:
A document issued by
the project initiator
or sponsor that
formally authorizes
the existence of a
project.
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Key components of a project charter
1. Project Title and Description
2. Project Manager Assigned and Authority Level
3. Business Case
4. Budget
5. Project Team
6. Stakeholders
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7. Stakeholder Requirements As Known
8. Product description/Deliverables
9. Measurable Project Objectives
10. Project Approval Requirements
11. High Level Project Risks
12. Authorizing Signatures
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Techniques for Information Gathering
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Techniques for Information Gathering
• Interviewing
• Focus groups
• Facilitated workshops
• Brainstorming
• Nominal Group Technique
• Delphi Technique
• Mind Maps
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• Affinity Diagrams • Questionnaires • Surveys • Observation • Prototypes • Gap Analysis
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Gap Analysis
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Gap Analysis Worksheet: Prevention of Falls and Fall Injuries in the Older Adult – Revised August 2011 . http://ltctoolkit.rnao.ca/resources/falls#Risk-Assessment-Tools
What does the data show ?
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Business Case Development Checklist
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www.rnao.ca RNAO Toolkit: Implementation of Best Practice Guidelines. 2012. Second edition. Pg 48-50.
Project Team
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Stakeholders • An individual or group and/or organization with a vested
interest in your project who will be directly or indirectly affected by your project.
• Internal Stakeholders: within your organization
• External Stakeholders: outside the organization
• Interface Stakeholders: across organizational and environmental boundaries
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Keep to High Level Risks
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Activity: Project Planner
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Activity: Develop Project Charter
• Refer to project charter
template in your workbook.
• Start working on the document for your specific project.
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5 Process Groups
Initiating Planning Executing Monitoring
& Controlling
Closing
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Planning
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Planning
‘Plan’
•Develop project management plan which includes:
•Project Management Process
•Baselines
•Knowledge Area Plans
•Other Plans
•Kick off
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Planning
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Develop Project Management Plan Scope Management Plan Time Management Plan Cost Management Plan Quality Management Plan Human Resource Management Plan Communication Management Plan Risk Management Plan Procurement Management Plan Stakeholder Management Plan
Scope Management Plan
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Plan Scope Management Plan: Plan
Collect
Requirements
Define
Scope
Create
Work Breakdown
Structure
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Time Management Plan
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Plan Schedule Management
Define
Activities
Sequence
Activities
Estimate
Activity
Resources
Estimate
Activity
Durations
Develop
Schedule
Cost Management Plan
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Plan Cost Management: Plan
Estimate
Costs
Determine
Budgets
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Expense Worksheet
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Toolkit: Implementation of Best Practice Guidelines Second edition: Expense Worksheet http://rnao.ca/bpg/resources/toolkit-implementation-best-practice-guidelines-second-edition
Toolkit: Implementation of Best Practice Guidelines Second edition: Expense Worksheet http://rnao.ca/bpg/resources/toolkit-implementation-best-practice-guidelines-second-edition
Toolkit: Implementation of Best Practice Guidelines Second edition:
Expense Worksheet
http://rnao.ca/bpg/resources/toolkit-implementation-best-practice-
guidelines-second-edition
Quality Management Plan
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Plan Quality Management: Plan Develop a
Quality
Management
Plan
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Human Resource Management Plan
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Plan Human Resource Management:
Develop a
Human
Resource
Management
Plan
Communications Management Plan
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Plan Communications Management
Develop a
Communications
Management Plan
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Risk Management Plan
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Plan Risk Management
Identify
Risks
Perform
Qualitative
Risk
Analysis
Perform
Quantitative
Risk
Analysis
Plan Risk
Responses
Procurement Management Plan
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Plan Procurement Management:
Develop a
Procurement
Management
Plan
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Stakeholder Management Plan
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pP
Identify
Stakeholders
Plan
Stakeholder
Management
Plan for Stakeholder Engagement and Management
Stakeholder Analysis
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Stakeholder Influence and Support Grid
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www.rnao.ca RNAO Toolkit: Implementation of Best Practice Guidelines. 2012. Second edition. Pg 40
Stakeholder Scenario Worksheet
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Toolkit: Implementation of Best Practice Guidelines Second edition: Expense Worksheet http://rnao.ca/bpg/resources/toolkit-implementation-best-practice-guidelines-second-edition
Toolkit: Implementation of Best Practice Guidelines Second edition: Expense Worksheet http://rnao.ca/bpg/resources/toolkit-implementation-best-practice-guidelines-second-edition
Toolkit: Implementation of Best Practice Guidelines Second edition:
Stakeholder Scenario Worksheet
http://rnao.ca/bpg/resources/toolkit-implementation-best-practice-
guidelines-second-edition
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Activity: Risk Register Identify the possible risks for your project. Give it a rating.
Should the risk occur, what is your risk plan. What will need to occur for you to initiate your risk plan
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WELCOME BACK !
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Activity: Communication Plan
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Identify the communication strategies for
the stakeholders of your project.
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Getting on your way with all the plans is a balancing act...
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5 Process Groups
Initiating Planning Executing Monitoring
& Controlling
Closing
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Executing
•Do’
•Direct & Manage implementation
•Perform Quality Assurance
•Acquire, develop & manage team
•Distribute information and manage stakeholder expectations
•Facilitate change management processes
Leadership CNO Professional Standard
on Leadership:
Each nurse demonstrates her/his leadership by providing, facilitating and promoting the best possible care/service to the public.
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RNAO BPG on Developing and Sustaining Nursing Leadership
Five Transformational Leadership Practices
• Build relationships and trust.
• Create an empowering work environment.
• Create an environment that supports
knowledge and integration.
• Lead and sustain change.
• Balance competing values and priorities.
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Project Quality Management
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Perform
Quality
Assurance
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Quality Management Plan
Quality:
“the degree to which the project fulfills requirements”
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Project Human Resource Management
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Develop a
Human
Resource
Managemen
t Plan
Acquire
project
team
Develop
project
team
Manage
project
team
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Project Communications Management
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Manage
Communications
Project Procurement Management
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Conduct
Procurements
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Project Stakeholder Management
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Manage
Stakeholder
Engagement
5 Process Groups
Initiating Planning Executing Monitoring
& Controlling
Closing
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Monitoring & Controlling
•Check and Act’
•Monitor and control project work
•Measure performance against metrics
•Perform integrated change control
•Control schedule, scope, costs
•Perform quality control
•Report performance
•Monitor and control risk responses
Monitoring & Controlling
Process
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Enter
Phase/Start
Project
Initiating
Process Closing
Process
Exit
Phase/Close
Project
Planning Process
Executing Process
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The Creeps
• Scope Creep
• Hope Creep
• Effort Creep
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Project Scope Management
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Validate
Scope Control
Scope
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Project Time Management
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Control
Schedule
Project Cost Management
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Control
Cost
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Project Quality Management
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Control
Quality
Project Communications Management
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Control
Communications
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Project Risk Management
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Control
Risks
Project Procurement Management
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Control
Procurements
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5 Types of Status Reports
1. Current period reports
2. Cumulative reports
3. Exception reports
4. Stoplight reports
5. Variance reports
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5 Process Groups
Initiating Planning Executing Monitoring
& Controlling
Closing
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Closing
•‘End’
•Lessons learned
•Update project documents
•Hand off completed project
•Solicit feedback
•Final reporting
•Close project
•Celebrate!
Project Procurement Management
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Close
Procurements
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Project Integration Management
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Close Project
or Phase
• Celebrate achievements of milestones with team.
• Leverage this opportunity for feedback and to embark on the next phase of the project.
• Celebrate completion of the project.
• Ensure all stakeholders are invited and acknowledged.
Celebrate !
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Contact
Shaila Aranha
Long-Term Care Best Practice Coordinator
Waterloo Wellington LHIN
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References • College of Nurses of Ontario. Professional Standards. 2002. Retrieved from
http://www.cno.org/Global/docs/prac/41006_ProfStds.pdf
• Google images. Retrieved from https://images.google.com/
• Project Management. Retrieved from http://www.projectmanagement.com/projects
• Project Management Institute, Inc. (2013). A guide to the project management body of knowledge (PMBOK Guide) 5th Ed. Pennsylvania, United States of America: Project Management Institute, Inc.
• Project Management Institute. Retrieved from http://www.pmi.org/
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References • Registered Nurses’ Association of Ontario (2012). Toolkit: Implementation of
Best Practice Guidelines. 2nd edition. Toronto, Canada: Registered Nurses’ Association of Ontario. Retrieved from http://rnao.ca/bpg/resources/toolkit-implementation-best-practice-guidelines-second-edition
• Registered Nurses’ Association of Ontario (2013). Developing and Sustaining Nursing Leadership 2nd edition. Toronto, Canada: Registered Nurses’ Association of Ontario. Retrieved from http://rnao.ca/bpg/guidelines/developing-and-sustaining-nursing-leadership
• Registered Nurses’ Association of Ontario. (2011). Gap Analysis Worksheet. Falls and prevention of fall injuries in the older adult. Toronto, Canada. Retrieved from http://ltctoolkit.rnao.ca/resources/falls#Risk-Assessment-Tools.
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References
• Registered Nurses’ Association of Ontario. (2014). Chee, J. Project Management Workshop: Putting the pieces together.
• Registered Nurses’ Association of Ontario. (2015). John, S. Wound Care Institute. Project Management: Implementing your Wound Care Program
• University of California, Davis. (2013). Introduction to Project Management: Principles, Techniques and Tools. Retrieved from
http://oe.ucdavis.edu/local_resources/docs/projectmanagementtraining.pdf
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Thank You!
RNAO.ca/ltc
