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 Area of work Acute Care Rehab Family health Public Health Community Long-term Care Academia Other Project management related experience - Project lead - Project coordinator - Project team member - Not sure - None - Other 2 1
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 4 2
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? 5 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 6 3
BPG Implementation Toolkit Picture Developed by RNAO to maximize the potential of BPGs, through systematic and well-planned implementation in health care settings. rnao.ca/bpg/resources/toolkit-implementation-bestpractice-guidelines-second-edition 7 Project Management discipline PMP designation Project Management Professional- an international recognized designation by PMI. Each Country has PMI Chapters www.pmi.org Membership: PMP, students, and non PM. 8 4
Project Management Institute More than 500,000 members and credential holders across the world in every country Not-for-profit organization www.pmi.org that advances the project management profession Globally recognized standards and certifications, collaborative communities, extensive research program, professional development opportunities (PDU s) 9 From PMI to you 10 5
PM Body of Knowledge 5 process groups 10 knowledge areas 47 processes PM BOK 5 th edition Guide in Project Management 11 Project Manager guides the project from its beginning through to closure. Photograph by Shaila Aranha on Culham Trail, Mississauga. 12 6
Definition: What is a Project? 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 13 Interrelationship Portfolio Program Projects Initiatives 14 7
Role of the Project Manager Manage the project to meet project deliverables. 15 Managing projects successfully 16 8
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 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 17 5 Process Groups Initiating Planning Executing Monitoring & Controlling Closing 18 9
Process Interaction 19 10 Knowledge Areas Integration Management Scope Management Time Management Cost Management Quality Management Human Resource Management Communication Management Risk Management Procurement Management Stakeholder Management 20 10
5 Process Groups Initiating Planning Executing Monitoring & Controlling Closing 21 Initiating Start Project approval process Understand the business case Develop project charter Identify stakeholders and develop stakeholder management strategy 22 11
Get a bird s eye view of your playing field 23 Project Planner 24 12
Definition: A document issued by the project initiator or sponsor that formally authorizes the existence of a project. Project Charter 25 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 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 26 13
Techniques for Information Gathering 27 Techniques for Information Gathering Interviewing Focus groups Facilitated workshops Brainstorming Nominal Group Technique Delphi Technique Mind Maps Affinity Diagrams Questionnaires Surveys Observation Prototypes Gap Analysis 28 14
Gap Analysis 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 29 What does the data show? 30 15
Business Case Development Checklist www.rnao.ca RNAO Toolkit: Implementation of Best Practice Guidelines. 2012. Second edition. Pg 48-50. 31 Project Team 32 16
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 33 Keep to High Level Risks 34 17
Activity: Project Planner 35 Activity: Develop Project Charter Refer to project charter template in your workbook. Start working on the document for your specific project. 36 18
5 Process Groups Initiating Planning Executing Monitoring & Controlling Closing 37 Planning Planning Plan Develop project management plan which includes: Project Management Process Baselines Knowledge Area Plans Other Plans Kick off 38 19
Planning 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 39 Scope Management Plan Plan Scope Management Plan: Plan Collect Requirements Define Scope Create Work Breakdown Structure 40 20
Time Management Plan Plan Schedule Management Define Activities Sequence Activities Estimate Activity Resources Estimate Activity Durations Develop Schedule 41 Cost Management Plan Plan Cost Management: Plan Estimate Costs Determine Budgets 42 21
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 Expense Worksheet Toolkit: Implementation of Best Practice Guidelines Second edition: Expense Worksheet http://rnao.ca/bpg/resources/toolkit-implementation-best-practiceguidelines-second-edition 43 Quality Management Plan Plan Quality Management: Plan Develop a Quality Management Plan 44 22
Human Resource Management Plan Plan Human Resource Management: Develop a Human Resource Management Plan 45 Communications Management Plan Plan Communications Management Develop a Communications Management Plan 46 23
Risk Management Plan Plan Risk Management Identify Risks Perform Qualitative Risk Analysis Perform Quantitative Risk Analysis Plan Risk Responses 47 Procurement Management Plan Plan Procurement Management: Develop a Procurement Management Plan 48 24
Stakeholder Management Plan Plan for Stakeholder Engagement and Management pp Identify Stakeholders Plan Stakeholder Management 49 Stakeholder Analysis 50 25
Stakeholder Influence and Support Grid www.rnao.ca RNAO Toolkit: Implementation of Best Practice Guidelines. 2012. Second edition. Pg 40 51 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 Stakeholder Scenario Worksheet Toolkit: Implementation of Best Practice Guidelines Second edition: Stakeholder Scenario Worksheet http://rnao.ca/bpg/resources/toolkit-implementation-best-practiceguidelines-second-edition 52 26
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 53 54 27
WELCOME BACK! 55 Activity: Communication Plan Identify the communication strategies for the stakeholders of your project. 56 28
Getting on your way with all the plans is a balancing act... 57 5 Process Groups Initiating Planning Executing Monitoring & Controlling Closing 58 29
Executing Do Direct & Manage implementation Perform Quality Assurance Acquire, develop & manage team Distribute information and manage stakeholder expectations Facilitate change management processes 59 CNO Professional Standard on Leadership: Each nurse demonstrates her/his leadership by providing, facilitating and promoting the best possible care/service to the public. Leadership 60 30
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. 61 Project Quality Management Perform Quality Assurance 62 31
Quality Management Plan Quality: the degree to which the project fulfills requirements 63 Project Human Resource Management Acquire project team Develop project team Develop a Human Resource Managemen t Plan Manage project team 64 32
Project Communications Management Manage Communications 65 Project Procurement Management Conduct Procurements 66 33
Project Stakeholder Management Manage Stakeholder Engagement 67 5 Process Groups Initiating Planning Executing Monitoring & Controlling Closing 68 34
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 69 Monitoring & Controlling Process Planning Process Enter Phase/Start Project Initiating Process Closing Process Exit Phase/Close Project Executing Process 70 35
The Creeps Scope Creep Hope Creep Effort Creep 71 Project Scope Management Validate Scope Control Scope 72 36
Project Time Management Control Schedule 73 Project Cost Management Control Cost 74 37
Project Quality Management Control Quality 75 Project Communications Management Control Communications 76 38
Project Risk Management Control Risks 77 Project Procurement Management Control Procurements 78 39
5 Types of Status Reports 1. Current period reports 2. Cumulative reports 3. Exception reports 4. Stoplight reports 5. Variance reports 79 5 Process Groups Initiating Planning Executing Monitoring & Controlling Closing 80 40
Closing End Lessons learned Update project documents Hand off completed project Solicit feedback Final reporting Close project Celebrate! 81 Project Procurement Management Close Procurements 82 41
Project Integration Management Close Project or Phase 83 Celebrate! 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. 84 42
85 Contact Shaila Aranha Long-Term Care Best Practice Coordinator Waterloo Wellington LHIN saranha@rnao.ca 86 43
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/ 87 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/toolkitimplementation-best-practice-guidelines-second-edition Registered Nurses Association of Ontario (2013). Developing and Sustaining Nursing Leadership 2 nd 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. 88 44
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 89 RNAO.ca/ltc Thank You! 45