walter reed contract win project kickoff

1 © 2007 Occoquan Crew Technologies All rights reserved.

Project Kickoff

WRAMC Communications Support

03 Oct 07

To provide every patient with the finest in personalized health care service

Project Kickoff WRAMC Public

Communications Support 3 Oct 07

© 2007 Occoquan Crew Technologies All rights reserved. 2

Outline q  Purpose of Project Kickoff q  Background Issues and Previous Staff Coordination q  Introduction of Team Members q  Description of Contract

è  Task Areas è  Description of Products and Deliverables

q  Validation/Identification of Key Stakeholders q  Development of Project Charters and preliminary Project

Scope documents q  Obtain your quantitative and qualitative feedback to ensure

success!


Purpose of Project Kickoff q  To introduce team members, roles and

responsibilities…

q  To baseline complete understanding of the: è  background (why we’re here and how we got here) è  requirements (must identify and define what is ambiguous)

è  tasks (to be refined once requirements are fully identified)

è  deliverables (plans, documents, presentations)

q  To provide a basis and framework for Project Charter and Scope documents…

q …which enable thorough Project Management, ensuring minimal or no risk to cost, schedule, and performance


Where are we in the process?


Background Issues

q  Commander’s Intent è  Define story of WRAMC, rather than react to third

party stories è  Move cultural mindset beyond Washington Post

articles

q  Increased Government Oversight and Interest q  Walter Reed is moving, not closing

è Personnel concerns è Maintain visibility and recognition

q  Window of Opportunity è  Public Support and Interest are at peak è  Time is Right


Background Issues continued… q  Wounded warriors

è  More severe wounds and disabilities è  Internet savvy, hungry for information NOW

q  Ward 72 Executives è  Elite group of patients, with special requirements

q  Active Duty, Family Members, Veterans è  Tertiary care legacy è  Ongoing geriatric and eldercare services

Diverse service requirements, diverse patient groups


Previous Staff Coordination

q  29 Jun initial mtg w/COL Horoho/LTC Ryan

q  30 Jun email presentation from LTC Ryan

q  02 Jul mtg (Ms. Eason/LTC Ryan)

q  09 Jul mtg (Ms. Popejoy/Ms. Eason)

q  11 Jul concall (Ms. Mealey, DOIM)

q  17 Jul concept brief to LTC Ryan

q  21 Sep received RFP from ITEC 4 q  24 Sep submitted RFP to ITEC4 q  28 Sep contract awarded to OCTI


Introduction of Team Members


Occoquan Crew Technologies, Inc q  Since 2002, currently serving military organizations as

prime and subcontractor, including: è  Army Knowledge Online è  Washington Headquarters Service è  PEO-EIS è  US Army International Technology Center – Atlantic (London, UK)

q  8a, Service Disabled Veteran Owned Business

q  OCTI Mission Statement è  Provide the best, proactive Program Management and Information

Technology services to the Government, commercial activities, and our partners.

è  Provide these professional services with fanatical customer service and the highest standards of personal and business ethics.

è  Provide the highest quality management, benefits, and ideal work environment to our employees.


Disaster Recovery/COOP

Information Assurance

Software Development

Consulting

OCTI: Core Competencies


XIO Strategies: Corporate Overview q  Providing Management Consulting Services since 2002 q  Currently serving federal, military, and commercial

organizations as prime and subcontractor, including: è  Department of Defense, Office of Personnel Management,

Northrop Grumman, Systems Research and Applications (SRA)

q  Corporate Headquarters in McLean, Virginia è  Cleared Facility

q  Certified Woman-Owned Business

q  Following a pragmatic and consistent Delivery Process: è  Ensures clear client communications and quality assurance are

met at every phase of delivery. è  Enables our teams to produce high quality, on-time deliverables

that meet client objectives --- consistently.


XIO Strategies: Core Competencies q  Supply Chain Management Consulting q  Change Management Consulting

è Organizational Transformation è Strategy Design and Development

q  Program and Project Management q  Marketing and Communications Strategies

è Strategic Analysis and Planning § Research and Surveying § Marketing/Communications Plan Development

è Marketing and Sales § Copywriting, Layout and Design § Web Design and Interactive Media

è Media and Public Relations


Portfolio circulating…


Description of Contract: 4 Major Tasks

1.  Public Communication Support 2.  HealthCare Hospitality Support

3.  Staff Recognition, Incentives and Rewards Program

4.  External Communication Support è  Public web site, Intranet è  Content development assistance to PAO


Task 1: Public Communication Support q  Branding Program Kickoff 12 October 2007 q  Branding Assessment 26 October 2007

q  Develop criteria 9 November 2007

and test messages for credibility

q  Graphic Representation 16 November 2007


Task 1: Deliver Change Management and Knowledge Sharing

q  Customer servicing reminders (twice monthly) q  Reinforcement of select staff modeling behaviors

(1 per month) q  Morale building items (monthly)

è Appreciation letters è Comments from past Warriors, VIPs

q  “Good news” reports related to patient care updates and metrics è Patient satisfaction score (based on patient survey

schedule) è Other sources


Task 1: Deliver Change Management and Knowledge Sharing

q  Progress/updates on move to Bethesda q  Customer complaints log and resolutions q  Develop victory celebrations to institutionalize change (3 ad

hoc events) q  Recognition articles (monthly) q  Tangible products such as posters (2) q  Support knowledge management process, file organization

q  Optimize Intranet and AKO/DKO usage in support of Army CIO/G6 500 day plan and Army Campaign Plan

q  Discovery of “as-is” processes and recommendations for process improvement


Task 2: HealthCare Hospitality

Provide content and messaging to support and promote hospitality concept through:

q  WRAMC communications channels (Intranet, Stripe, Others) q  Bi-lingual handouts and collaterals for patients, families and visitors q  Videos, web, pod casts developed under purview of Director, Patient

Advocacy and Healthcare Hospitality services è  Support and Enhance Patient Care Experience Online Service è  Virtual concierge

q  Bi-Lingual Interactive Hero Handbook (must identify and define requirements)

q  Medical Information Tracking Tool (must identify and define requirements)

q  Disseminate and support information from è  WRAMC Data Collection Teams è  Patient Surveys


Task 3: Staff Recognition and Awards q  Develop Horoho Handshakes to recognize task well done by any staff q  Design standardized certificates of achievement and note cards for

distribution (monthly) q  Develop system to collect and track letters, acknowledgements for

recognition and/or action (22 December 2007) q  Develop co-worker recognition program q  Define process for tiered levels of recognition (27 December 2007)

è  Individual supervisor è  Section Level è  Deputy Command Level è  Command Level

q  Develop and support a Quarterly, Bi-Annual, and Annual awards ceremony

q  Develop speaking points, images and materials for collateral support, promotion, and integration into WRAMC culture (ongoing)


Task 3: External Communications Support q  Vanity pieces and good news related to patient care and

metrics (6 per year) q  New concierge service (quarterly) q  Reports from Commander to various audiences (15 per

year) q  Historical milestones, leading up to anniversary (to include

in other communication vehicles (monthly) q  Submit blog recommendations (ongoing) q  Administrative support/Public outreach — support at press

events (1 week per month) q  Research history of WRAMC (monthly research)


Task 3: External Communications Support

q  Assist in emerging multimedia technologies: è Blogs è Podcasts

q  Provide recommendations on Section 508 conformance and usability è  close partnership with DOIM and other content providers è  great opportunity for participation from “Warriors In Transition”


Task 4: Era of Opportunity/100th Anniversary q  Produce pre-anniversary and February 18 Era of

Opportunity deliverables q  Era of Opportunity

è Develop Plan and assist with messaging (30 November 2007) è Produce deliverables (video, 2 brochures, 1 press kit, programs) è Coordinate/participate in anniversary event, Conduct follow-up actions (3 press releases, calls to media)

q  100th Anniversary May 1, 2009 è Develop Plan and assist with messaging (addressing options for fund raising from selected lists?)

è Produce deliverables (CD, 2 brochures, video,1 press kit, programs) è Coordinate/Support Anniversary event è Conduct follow-up actions (3 press releases; calls to media)


Additional

q  Open House (need further definition)


Identified Stakeholders (as of 17 July 07) q  COL Patricia Horoho/LTC Barb Ryan q  Nancy Popejoy

è  COL Michelle Cooper

q  Debbie Eason è  LTC Neimeier (PAHHS)

q  Betty Mealey (Chief, Web Services/DOIM) è  LaRonda Hill (DOIM)

q  MAJ James Hawkins (CFO)

q  PAO (Stripe and website)? q  Existing Support Contractors (DOIM) ?

q  Other unknown stakeholders? è  WRAMC, NARMC, Garrison Command, 2090 USAR


Common Problems on Projects… q  Managing stakeholder

expectations

q Juggling stakeholders’ competing demands (wants vs needs)

q Management failure to support or follow formal project management techniques

q Lack of follow-through by team members

q Not dedicating resources

q Scope creep

q Unrealistic schedules

q Poor communication

q The project keeps changing

q Poorly defined or incomplete objectives

q Unrealistic estimates

q Lack of control over the planning of other organizations

q Inability to obtain reliable or accurate data from authoritative sources

q The ________ department

q Egos

q Politics


More Project Management… q  Develop Project Charter & Scope for each four task areas q  Formally assigns PM from both industry and government,

signed and distributed

q  Provides for authority to coordinate, to provide accurate and timely information, and execute tasks to standard

q  Provides solid basis for: è  Accurate and realistic estimates è  Work Breakdown Structure (WBS) è  Project Plans & Timelines

q  Set conditions for success for both: è  Execution Phase è  Monitoring and Controlling


Are we on track?

q  Monthly roundtable meeting with COR (MAJ Heath) for acceptance of deliverables

q  Quarterly briefing with CMD Group.


Next Steps

q  Deliver Project Charter and Project Scope documents for approval/signature

q  Identify undefined requirements

q  Refine approved deliverables

q  Develop Project Plans for each Task Area and major subtasks


Contact info: Stephen Bates

[email protected] +1 202 730 9760

Kathleen Milanich [email protected]+1 202 546 2685

Catherine Thomas [email protected] +1 703 245 3015

walter reed contract win project kickoff

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