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Project Management

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Project Management


General:

 

Project management is a set of methodologies used to deliver projects on time, on budget and to meet expectations.  Their work is guided by the Governance Team.  The CPOE project is one of the most complex projects a hospital will undertake.  It is important to utilize all of the capabilities of the project management discipline to ensure success.

 

Composition of the Project Management Teams

 

CPOE Project Steering Committee

The Project Steering committee will meet regularly (weekly during some phases) to review and guide the work of the project team. An important role for this committee is to ensure that the IS Steering Committee, Pharmacy & Therapeutics Committee, Patient Safety Committee, Risk Management, clinical and medical departments and other groups are aware of and involved in key decisions

 

Recommended Membership:

This is the leadership of the hands-on project team.  It can include the CIO, CPOE project manager, IT technical lead, IT clinical lead, physician champion, nursing lead, and pharmacy lead and possibly other analysts.  Others, such as representatives from quality, process engineering, HIM, and ancillary departments could attend as called for by the agenda.

 

Key Responsibilities:

  1. Develop & manage detailed plan supporting scope, timeline, priorities, resources
  2. Ensure adherence to guiding principles
  3. Ensure quality deliverables
  4. Manage change control process
  5. Approve metrics, coordinate monitoring and management during project
  6. Manage organizational change efforts (e.g., communication, training, pilots, etc..)
  7. Resolve issues (mid-level issues) 

 

Physician / Clinician Validation Groups

 

Recommended Membership:

There are many roles for physicians and other clinicians in the CPOE project.  For many reasons it is beneficial to get a significant percentage of the medical staff engaged in the project.

 

Key Responsibilities:

  1. Act as Physician Champion/Sponsor
  2. Serve on Physician Advisory Committee
  3. Serve as Super-User
  4. Develop physician training materials and requirements
  5. Serve as Physician Trainer
  6. Act as Subject Matter Experts (SME’s) for development of clinical content
  7. Perform system validation and testing
  8. Participate in various workgroups and standing committees
  9. Ad hoc work groups

 

 

Operational Validation Groups

 

Recommended Membership:

Leadership from all clinical departments, ancillary departments and others who will need to provide input or will be affected by the CPOE project.

 

Key Responsibilities:

The involvement of representatives from these departments will include participation in testing and in workflow analysis.  Many departments will just need to participate for a few hours to confirm workflow and to validate system functionality that affects their department.  Others such as Lab, Pharmacy and Radiology will require a high time commitment because of the complexity of their workflow and orders.

 

Project Management Plan

 

General

 

Examples:

CPOE Initiation Template Project Plan.mpp  

CPOE Project Management Plan.doc

 

 

Issue Tracking

One of the most important things to do throughout the implementation is to track issues as they arise, rate their importance, rate their risk to the project and assign a responsible party.

Example of a tracking tool:

Risk Worksheet CPOE.xlsx