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Project Management
HFMA/KAHPAM Meeting
by Peggy Marlar
1/19/2012
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Objectives
What is Project Management Project Management Tools Project Management Phases Project Success Project Failure
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Projects vs Programs Project – A temporary endeavor with a defined
beginning and end to produce a specific result Upgrade of ICD-9 to ICD-10 Encoder Upgrade of MS-DRG Grouper
Program – Are repetitive, semi or permanent functional activities to produce products or services Computer Program – Functions of ICD-10 Encoder &
DRG Grouper to code medical records and establish MS-DRG
Diabetic Educational Program
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What is Project Management?
The process of planning, directing, organizing, securing and managing resources to achieve specific goalsWithin planned time and cost constraints
Project Manager must have these skill sets
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Project Management Tools
Meetings – Meeting Minutes Project Charter Project Plans (Combine vendor Project Plans when warranted)
Gantt Chart
Assessments/Questionnaires Communication Plan Issues Log
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Project Management Phases
Project Initiation Project Planning Project Implementation Project Closure – Support/Maintenance
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Phase 1 – Project Initiation
Form a Core Project Team or Steering Committee
Prepare a preliminary Project Scope – Already done for you
Establish a project completion date – Already mandated – October 1, 2013
Final Outcome = Project Charter
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Project Charter – Foundation of the Project Identifies:
Project need, rank, sponsors and stakeholders Project purpose or the business justification Areas impacted – processes, systems, operational, financial Goals and deliverables Project phases Known risks, assumptions, constraints Budget, vendors
Helps to establish a common ground and holds team together!
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Phase 2 – Project Planning
Develop or use KHIMA Project Plan – Gantt Chart Chart tasks and timelines dates Assign resources to tasks – people, equipment, material Determine needs and budgets
Education Hardware/software Staffing
Assessments/Questionnaires Analysis
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Phase 3 – Project Implementation
Longest and most complicated phaseManaging and using resources to deliver
tasks on time Identify and solve project problems
?Revise Project Plan – tasks and timelines?
Implement testing, education and training Communicate, communicate, communicate
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Phase 4 – Project Closure
Ensure project is completed Executive Sponsor acceptance of final product
Determine GO-LIVE or No GO-LIVE
Project postmortem Reward team Project review – success or failure, lessons learned
May take a few months to establish benefits
Final report to Senior Managers
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Project Success #1 Management Sponsorship Assign one project leader Create project consensus Convey accountability and responsibility to
team members Use the Pareto Principle – 80/20 Rule
Focus 80% of your time on the 20% of work that really is important
The 20% produces 80% results!!
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Project Failures Do not expect Project Manager to do all
the work! Others team members try to control
project Avoid “scope creep”
Constantly changing = adds time and costProject delay