Florence Nightingale Hospital

Project Management Office PlanPresented by Team Health Care

Amuhelang Nare, Mohammod Rahman, Shanna Pritchard, Shoko Hogg, Somboune (Sam) Nouanesengsy

December 7th, 2015

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VisionExcellence in healthcare through passionate service, commitment

to duty and an innovative focus.

MissionOur mission is to offer quality care and programs that set community and healthcare standards, exceed patient expectations and to provide

caring, convenient and accessible service. We maintain a commitment to excellence and leadership and are a leader in the

community for healthcare. Advancing excellence through innovation, education, professional growth and our commitment to our medical

professionals, staff, patients, volunteers and community.

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ValuesWe will respect ideas and opinions of others.

We will demonstrate trust and integrity.

We will strive for quality.

We will promote and encourage teamwork.

We will encourage ideas and innovative approaches.

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PMO Strategy and ObjectivesFlorence Nightingale Hospital’s strategic goal is to be in the top 5% of regional hospitals and top 10% of hospitals in North America.

Key areas for strategic development and enhancement are:Patient Centered HealthcareInnovation ExcellenceProfessional ExcellenceAcademic Excellence

Top 5% of regional hospitals

Top 10% of hospitals in North America

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Patient Centered HealthcareFull compliance with MOHLTC policies and guidelinesSafe and comfortable patient environmentAn environment of transparency Cultural and religious acceptance and support

Social and cultural services through community outreach programsPatient satisfaction of 95% or higher

Anonymous patient feedbackDecrease wait times for non-emergency surgeries by 30%

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Innovation ExcellenceStrategic partnerships and sponsorships with technology leaders

Innovative technologies for advancement in healthcare, within 1 year (as available)

Technological upgrades (as released)Existing operating platforms within 6 monthsDiagnostic upgrades and integration within 9 months

Fully integrated electronic patient records, orders, documentation and scheduling, 3 – 5 years

Satellite monitoring of patients, including app development and use to monitor patients with critical disease (i.e. cardiac, diabetes and renal)

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Professional ExcellenceEmployment packages designed to attract HQP, the “best of the best”

Maintain a talent pool to fill vacant positionsFill vacant employee positions to 95% or higher within 60 daysFill vacant medical positions to 95% or higher within 30 days

Effective performance measuring and reporting of employeesMetrics to be included: absences, patient feedback, professionalism

and team workAchievements of 95% or higher will result in recognition and rewards as

directed by the departmental/unit manager(s)Professional development and re-certifications Professional collaboration and coordination with regional partners

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Academic Excellence Increasing education and training opportunities

Develop financial and workplace support for educational opportunitiesFoster a culture of learning and knowledge sharing

Develop a fellowship and mentoring program for specialized medical staffProgram rollout within 1 yearFellowships to last a minimum of 3 years with possibility of permanent

employmentCollaboration and training opportunities with regional colleges and

universitiesCollaborative research with regional universities and healthcare partners

for advances in diagnosis, diagnostics, psychology, treatment and epidemiology

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Organizational Breakdown StructureCEO

Quality & Risk

Human Resources IT Financial

Services Medical Marketing

Director Manager Manager Director Director Director

Risk Manager

HR Generalist

Facility Manager

Chief Accountant

Head of Physicians

Head of Nursing

Head of Imaging

Quality Manager

HR Generalist

Systems Admin. CPA

Public Relations Manager

Marketing Strategies Manager

PMO

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PMO Functionalized StructureSponsor

Project Director

Portfolio Manager

Integration Manager

Program Manager

Change Manager

Senior Project

ManagerPM PM PM PM

PMO Coordinator

Change Control Analyst

Change Control Board

PMO AnalystCost and

Procurement Manager

Risk Analyst

Quality Assurance

Systems Coordinator

System Administrator

Procurement Administrator

Human Resources

Coordinator

Financial Coordinator

Marketing Strategy Manager

Communications

Coordinator

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Roles and Responsibilities

Role Identification

• Project Sponsor• Project Director • Project Coordinator • Integration Manager • Portfolio Manager• Program Manager • Change Manager

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RACIRoles

Responsibilities

Project Director

Project Manager

PMO Coordinator

Integration Manager

Program Manager

Change Manager

Technology Updates and Conferences R, A I I A C

Compliance Checks I A C A R

Communication and Training Plan C A R I R I

Training Material I A R C R

Collaborative Research C A R R I I

Performance Review A R I I C

Resource Management C A R C R, A

Policy/Guideline Change A C R I I R

Strategy A C R I

Professional Development I C R R,A

Implementation Management C A R I R

RACI Code: R = Responsible, A = Accountable, C = Consult, I = Inform

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Resource ManagementAcquiring, Developing and Management of Resources

Allocate resources from internal departmentsInternal job postings and negotiating with functional managers

Ensure training and professional development for employees needing new skills or to strengthen skills to achieve project objectives

Supplement the PMO when necessary with external hiring where there is a shortage of skills or specialties

Establish staff transition and release plan

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Resource ManagementResource

Number of Personnel Required

Time Commitment

per WeekResponsibility

Human Resources 2 20%• Code of Conduct & Ethics• Consultation, payroll, hiring &

placement

IT 360%

+ 20% contingency

• Programming• Trouble shooting• Implementation & testing• System recovery

Finance 1 10%• Budget approval• Audit• Financial reporting

Medical 3 10% • Consultation• Program communication

Marketing 1 15% • Consultation• Program Communication

Quality and Risk 3 25%

• Regulation• Quality control• Risk assessment• Change control• Implementation control• Program testing

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Agile Development Methodology

Production & Technical

Support

All functionality

done

If some errors are

there

Requirement Analysis

Design Docume

nt & Prototyp

e

Identify & Resolve

bugsIteration, Demo &

Feedback

Design

Development

QualityAssurance

Brainstorm

Deployment

Delivered to Client

Next Iteration

Agile MethodologyMethodology and Tools

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Methodology and ToolsItems Description

Methodology • Agile

Tools

• MS Project• Change log / Issue log• Checklists• Benchmarking• Lessons learned

Templates• Project Charter• Change request

• RFI, RFP and RFQ• Meeting minutes• Performance Appraisal

Sharing Tools • SharePoint

Communication• Memo template• Email• Status Report

• Press release• WebEx Conferencing

Budget • Project funding requirements• Smart Stream

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Communication PlanCommunicating the Mission• To be recognized as the fundamental “patient-centered”

community hospital, delivering compassionate care

Internal Communication StrategyDevelop a communications framework that will improve

internal communicationsCommunication audiences include:

executives, project sponsors, stakeholders and staff

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Communication Plan OutlineCommunication Objectives

Ensure understanding of the strategic plan

Enhance perception of FHN Improve level of staff satisfaction Enhance information sharing with

stakeholders and within PMO

Target Audiences

ExecutivesProject SponsorsStakeholdersStaff

Tactics & Tools

Provide communication framework to improve communications and information sharing

Platforms include: email, memos, weekly/monthly status meetings

Delivery

Senior project manager will ensure delivery of highly sensitive and time sensitive communications

Communication Coordinator will ensure delivery of general updates

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Training Plan

Training Plan

Training Topics

Training team

Identify training groups

Budget

Training materials

Training feedback questions

Medical, Finance, IT, Marketing,

etc.

Manuals, handouts,

software, etc.

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Change Management

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Change Request Identified

Change Request Form Submitted

Change Request Logged and Assigned for Analysis and Recommendation

Analysis and Recommendation

Adjudication of Change Request

Communicate Change Request Decision to Stakeholders

Update of Project Baseline to Project Control Documents (requirements,

schedule, cost, risk, configuration, acquisition resource)

Change Management Process

Initiate a Change Request

Change Request Tracking and Analysis

Change Request Resolution Actions

Integration of Accepted Changes

Change Management Role

Requester

Project Manager

Assigned Project Staff

Change Management Governance Model

Project Manager

Project Manager

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Change Flow

Identifystakeholders, costs & benefits of the change

Engage Leadership:Communicate the compelling need for change Engage Workforce in

planning the change, validate costs & benefits

Introduce new tools: technology, reward systems, training

Measure Progress, demonstrate value, communicate success, take corrective action if needed

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8 Steps for Change ManagementChange Stage Description

Create Urgency Help the team to realize the need for change and the importance of timeliness

Create a Coalition Ensure support from executives with the right skills and credibility to drive change

Develop and Vision and Strategy Leverage the evidence for change and create a shared roadmap and success metrics

Communicate Vision Confirm acceptance and understanding

Empower Action Remove or overcome barriers to make the team successful

Get Quick Wins Identify and broadcast early wins to maintain momentum

Leverage Wins to Drive Change Use momentum from quick wins to continue driving change

Embed in Culture Reward and encourage new behaviours to embed into culture

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Open Discussion

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