Computerized Order Entry (COE) (EDIS / CPOE SYSTEM)

Project Management Plan

Prepared y
!e"ruary# $%&%
Statement o' Con'identiality
Sample Hospital
COE Project Management Plan
Revision History
(e)el Section(*) De*cription Date +ut,or /
Comment*
1 All Updated plan per work team feedback 0!"!0# Project Manager
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COE Project Management Plan
Ta"le o' Content*
Background.................................................................................................................................5
Background.................................................................................................................................5
Purpose of this document..................................................................................................................................... 5
Goals..................................................................................................................................................................... 5
Objectives............................................................................................................................................................. 6
Project Scope..............................................................................................................................8
Project Scope..............................................................................................................................8
Project Management - Responsibilities................................................................................................................. 8
ample !ospital Responsibilities ......................................................................................................................... "
#ot in cope....................................................................................................................................................... $%
Assumptions, Constraints, Risks...........................................................................................12
Assumptions, Constraints, Risks...........................................................................................12
&ssumptions....................................................................................................................................................... $'
(onstraints.......................................................................................................................................................... $)
Ris*s................................................................................................................................................................... $)
Project Organization.................................................................................................................1
Project Organization.................................................................................................................1
+e, (ommittees.................................................................................................................................................. $-
+e, Resources.................................................................................................................................................... $.
Resource &ssignment Matri/.............................................................................................................................. ''
Project (ontact 0ist............................................................................................................................................. '-
Project Sc!edu"e.......................................................................................................................25
Project Sc!edu"e.......................................................................................................................25
Project 1eliverables............................................................................................................................................ '5
2or* 3rea*do4n tructure................................................................................................................................. '5
Milestones........................................................................................................................................................... '5
1etailed Project chedule 5 2or*plan................................................................................................................ '6
Su#sidiar$ %anagement P"an..................................................................................................2&
Su#sidiar$ %anagement P"an..................................................................................................2&
Project Management &pproach........................................................................................................................... '.
cope Management Plan.................................................................................................................................... '.
Ris* Management Plan....................................................................................................................................... '8
!uman Resource Management Plan.................................................................................................................. '8
6ssues Management Plan.................................................................................................................................... '8
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COE Project Management Plan
(ommunication Management Plan..................................................................................................................... '"
chedule 7 8ime Management Plan.................................................................................................................... '"
9ualit, Management Plan................................................................................................................................... )%
Appro'a"s..................................................................................................................................(1
Appro'a"s..................................................................................................................................(1
)emp"ates * Appendi+..............................................................................................................(1
)emp"ates * Appendi+..............................................................................................................(1
Appendi+, Action -tems ...........................................................................................................((
Appendi+, Action -tems ...........................................................................................................((
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Sample Hospital
COE Project Management Plan
ac-ground
Purpo*e o' t,i* document
'(e p)rpose of t(is project management plan is to doc)ment critical information abo)t t(e Comp)teri*ed Order
Entr+ ,COE- implementation project for Sample Hospital in order to effecti.el+ manage t(e project from start
t(ro)g( implementation/ 0e.iew and appro.al of t(is doc)ment is recommended in order to ens)re
)nderstanding and agreement wit( scope and project approac( b+ t(e ke+ stake(olders/ 1e+ information incl)ded
wit(in t(is doc)ment incl)des2
Project 3oals and Objecti.es
Project Scope 4efinition
1e+ Ass)mptions and Constraints
Project 0isks
Project Organi*ation 5 0oles and 0esponsibilities
Project 4eli.erables
Project Sc(ed)le 6nformation
S)bsidiar+ Management Plans for managing2
o Scope
o 0isks
o H)man 0eso)rces
o 6ss)es
o Comm)nications
o Sc(ed)les
o 7)alit+
Project Management Plan Appro.als
.oal*
'(e goal of t(is project is to implement t(e Comp)teri*ed P(+sician Order Entr+ ,CPOE S8S'EM- and
Emergenc+ Care ,E46S- applications at Sample Hospital in order to facilitate t(e f)ll )se of Comp)teri*ed Order
Entr+ ,COE- t(ro)g(o)t t(e (ospital/ 6t is e9pected t(at Sample Hospital will reali*e benefits in impro.ed clinical
diagnostic capabilities and clinical workflow processes as a res)lt of t(e implementation of COE/ 6mplementation
of COE addresses a n)mber of ke+ re:)irements for ac(ie.ing meaningf)l )se of t(eir Electronic Healt( 0ecord
per t(e American 0eco.er+ and 0ein.estment Act/ 6mplementation of COE will also la+ t(e fo)ndation for
enabling additional clinical f)nctionalit+ t(ro)g( t(e implementation of additional mod)les incl)ding Clinical Alerts
and 0eminders ,Hori*on Care Alerts ,HCA--; notes ,Hori*on E9pert <otes ,HE<--; P(+sician Portal; S)mmar+
,HHS-; and reporting ,Hori*on =)siness Anal+tics-/ A n)mber of ot(er clinical initiati.es m)st be completed in
order to ac(ie.e f)ll COE f)nctionalit+ incl)ding Care Plans; Order Sets; Process Mapping; Single Sign>On; S'A0
and Hori*on )pgrades; and Medication 0econciliation/
6t is important to reali*e t(at t(e implementation of COE is an ongoing performance impro.ement initiati.e t(at will
re:)ire ongoing en(ancements and refinements in order to accommodate t(e e.er c(anging 6/S/ (ealt(care
en.ironment/ '(is incl)des workflow refinements; additional order sets; training; and new decision s)pport r)les/
?ollowing is a s)mmar+ of goals identified for t(is project2
E9act metrics will be identified in t(e initial stages of t(e project/
6mpro.ed clinical decision making as a res)lt of timel+ access to (istorical patient information at t(e point
of care ,e9isting medications; lab res)lts; allergies-
0ed)ce n)mber of ad.erse e.ents as a res)lt of clinical ordering errors
0ed)ced patient lengt( of sta+
6mpro.ed clinical decision making as a res)lt of timel+ access to clinical order information at t(e point of
care ,(istorical orders; interactions and conflicts-
0ed)ction in costs and man)al effort associated wit( man)al ordering process
6mpro.ements in workflow processes for ordering tests and transmitting
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COE Project Management Plan
o 6ncl)des streamline process to sign on and a)dit ordering acti.it+
'(e abilit+ to access patient order information t(ro)g(o)t t(e (ospital and from remote locations
Obtain information t(at can pro.ide reports abo)t prod)cti.it+ and performance metrics
Compliance wit( go.ernment reg)lations ,meaningf)l )se per t(e A00A-
o 10@ minim)m of inpatient orders for stage 1 of meaningf)l )se
o 100@ )sage b+ eligible pro.iders for stage of meaningf)l )se
o Creation and )tili*ation of a minim)m of % clinical decision s)pport r)les for stage 1 of meaningf)l
)se
o E.idence of t(e )se of dr)g>dr)g; dr)g>allerg+; dr)g>form)lar+ c(ecks
o Emergenc+ 4epartment orders
Hig( p(+sician and patient satisfaction
Abilit+ to create and transmit remote orders
0ed)ce ! elimination of paper orders
0ed)ce t)rnaro)nd time for processing clinical orders from order creation t(ro)g( res)lt
6ncrease decision making capabilities t(ro)g( increased access to pertinent clinical information
0ed)ce c(ance of clinical errors t(ro)g( t(e )se of order .alidation and c(ecking
0ed)ce risk of legal liabilit+ associated wit( ordering errors
O"jecti)e*
Project Objecti.es
6mplementation of f)ll orders for all inpatient ancillar+ ser.ices t(at are listed in t(is doc)ment
6nitial roll o)t of a p(+sician pilot area followed b+ complete (ospital deplo+ment
6nstall and config)re t(e necessar+ s+stem components in order to pro.ide Sample Hospital a
Comp)teri*ed Order Entr+ ,COE- S+stem t(at encompasses all clinical order t+pes t(ro)g(o)t t(e
inpatient and emergenc+ department settings/ ?)ll implementation of f)nctionalit+ to s)pport f)ll (ospital
go>li.e to be completed b+ 01!011 for t(e initial care )nit; 01!011 for t(e Emergenc+ 4epartment; and
0"!011 for all inpatient areas
4e.elopment of clinical order sets
4e.elopment of clinical alerts w(ere possible; to notif+ t(e pro.ider of possible order conflicts or ot(er
pertinent patient!medical information
4)plicate c(ecking parameters to ens)re t(at orders are not d)plicated in error between pro.ider and
n)rsing staff
4e.elopment of necessar+ transmission of orders .ia s+stem config)ration; interfaces; alerts; printed
forms/ (HMM, PACS, Sunquest, STAR, Billing, Dictation, HPF)
6mplementation of workflow process impro.ements to s)pport )tili*ing COE
4e.elopment of downtime proced)res to s)pport t(e ordering process
Ed)cation of end>)sers and s+stem s)pport staff ,order creation and order receipt- in order to effecti.el+
)se and s)pport t(e s+stem
4e.elopment of t(e necessar+ project teams to for project de.elopment and o.ersig(t
4e.elopment of ke+ doc)mentation t(at will assist staff in s)pporting t(e s+stem
4e.elopment of a COE marketing plan
Establis(ment of baseline metrics and de.elop reporting t(at will identif+ t(e stat)s and effecti.eness of
)sing clinical orders at SAMPAE HOSP6'AA
6dentification of t(e necessar+ reso)rces needed to s)stain and e9pand t(e )se of COE at SAMPAE
HOSP6'AA
Abilit+ to capt)re t(e str)ct)red data elements needed in order to prod)ce re:)ired reports
Critical S)ccess ?actors
S)pport and participation of stake(olders
'imel+ decisions b+ t(e steering committee
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COE Project Management Plan
'iming of software and .endor a.ailabilit+
'imel+ implementation of all prere:)isite mod)les and components
4efined and managed scope
User acceptance and training
P(+sician participation
Commitment and participation of p(+sicians; n)rses; and ancillar+ department delegates
'imel+ appro.al of online content and new processes
<ecessar+ reso)rces in a timel+ manner ,skills; knowledge; and n)mber- and f)nding to s)pport s+stem
implementation
Project Management Objecti.es
4e.elop and maintain deli.erables in order to efficientl+ manage t(e project from start>)p t(ro)g(
prod)cti.e )se of t(e s+stem
a/ Clearl+ defined project scope
b/ Project organi*ation incl)ding roles and responsibilities
c/ Project goals
d/ 6dentification of Ass)mption; Constraints; 0isks
e/ Project sc(ed)le and milestones
Clearl+ identif+ and comm)nicate t(e project scope; sc(ed)le; roles B responsibilities; comm)nication
plan; risks; iss)es; stat)s; deli.erables; milestones; and stat)s
Manage project scope c(anges; risks; and iss)es
?acilitate project comm)nications between project team members and stake(olders
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COE Project Management Plan
Project Scope
'(e scope of t(is project encompasses all acti.it+ and components needed to implement t(e CPOE Dendor COE
S+stem for inpatient and emergenc+ department orders at Sample Hospital incl)ding COE components ,Hori*on
E9pert Orders-; ,Hori*on Emergenc+ Care-; and ot(er prere:)isite components/
Dependencie*
Prere:)isite Upgrades
S'A0 1%
Oracle 103 0
Hori*on Medication Manager E/C ,HMM-
Hori*on Patient ?older ,HP?-
Hori*on Clinical D10/& ,HC6-
Additional Mod)les ,Post E46S; CPOE S8S'EM-
Hori*on Healt( S)mmar+ ,HHS-
Hori*on E9pert <otes ,HE<-
6nterdisciplinar+ 4oc)mentation ,HE4-
Hori*on P(+sician Portal ,HPP-
Hori*on Medication 0econciliation ,Med 0ec-
Hori*on Care Alerts
Hardware infrastr)ct)re )pgrade needs
S)fficient perip(eral e:)ipment to s)pport inpatient and Emergenc+ 4epartment Order Entr+
Ade:)ate networking capabilities to s)pport order entr+
Ade:)ate ser.ers and disk storage
Potential constr)ction to s)pport efficient workflow
Ot(er
C)rrent state process mapping for t(e following areas2
6npatient P(armac+
0adiolog+
M06
4ietar+
0e(ab '(erap+ ,P'!O'!S'-
Social Fork and Case Management
Cardiolog+
P)lmonar+
Cat( Aab
Admissions
4isc(arge
Cons)lts
Patient Units ,E9tended sta+; 6CU; Selecti.e Care; PE4S; %F ,Ort(o!Oncolog+-; "F ,Med S)rg-; Mot(er!=ab+;
&E ,Ort(o!S)rgical- Mental Healt(; Obser.ation
'(e scope of t(is project (as been identified to incl)de t(ose acti.ities t(at are t(e responsibilit+ of Care'ec(
Sol)tions as well as additional acti.ities necessar+ to complete t(e project s)ccessf)ll+/
Project Management / 0e*pon*i"ilitie*
'(e client project manager will work wit( t(e project team to complete t(e following acti.ities as needed d)ring
t(e project2
4efinition and management of project scope
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COE Project Management Plan
6dentification and management of project iss)es
6dentification of re:)ired staffing and associated roles and responsibilities of project team members
4e.elopment and e9ec)tion of a project management plan
6dentification and management of project risks
Coordination of project stat)s reporting
Escalation of iss)es to t(e project sponsor t(ro)g( t(e client coordinator
4e.elopment and management of t(e o.erall project sc(ed)le
6dentif+ing and managing project dependencies
'racking and reporting of project management costs
4e.elopment and implementation of a project comm)nication plan
Additional ser.ices are a.ailable to t(e client b+ t(e client Project Manager incl)de assisting t(e client in t(e
following acti.ities2
Compilation of ke+ project re:)irements
o 6dentification of re:)irements associated wit( A00A meaningf)l )se
?acilitating comm)nication between ke+ team members
Pro.iding e9pertise associated wit( installation and config)ration of order entr+ components
4e.elopment of s+stem s)pport plans and protocols
4e.elopment of end )ser training materials
4e.elopment of )ser acceptance criteria
4e.elopment of test plans
4e.elopment of an implementation c(ecklist and s+stem roll>o)t plan
6dentification and compilation of s+stem s)pport doc)mentation
Sample 1o*pital 0e*pon*i"ilitie*
Additional ke+ acti.ities incl)ded wit(in t(e o.erall scope of t(e project incl)de2
Sec)ring all necessar+ (ardware and software in order to implement COE for Sample Hospital incl)ding
ser.ers; infrastr)ct)re e:)ipment; and perip(eral de.ices/
6nstall and config)re t(e (ardware and software in order to f)lfill t(e objecti.e of implementing COE at
Sample Hospital
o 6nstall and config)re all necessar+ perip(eral e:)ipment
o 6nstall and config)re ser.ers storage; networking
6mplementation of and )pdating of interfaces re:)ired to transmit clinical order and res)lts information
between t(e Hori*on Order Entr+ s+stem and ot(er s+stems or mod)les/ A complete list of interfaces will
be de.eloped d)ring t(e initial stages of t(e project/
Creation of clinical order sets
o 4isease based order sets
o Order sets deri.ed from clinical pat(wa+s
o Pre>proced)re orders
o Post>proced)re orders
o P(+sician and p(+sician gro)p specific order sets
4efine detailed re:)irements for all inpatient orders t+pes and clinical ordering processes to incl)de data
entr+ re:)irements; interface re:)irements; and processing re:)irements
Config)ration of t(e order entr+ mod)le to incl)de inpatient order t+pes2
o Medications
o 0adiolog+
o Aab
o Admission
o Emergenc+ 4epartment
o 4ietar+
o Cardiolog+ ,E13s; EE3s; Stress 'ests; Dasc)lar; Cat( Aab-
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COE Project Management Plan
o Cons)lts
o 4isc(arge Orders
o 0espirator+
o '(erap+,P'; O'; S'-
o Fo)nd Care
o <)rsing Orders
o Social Fork and Case Management
o =e(a.ioral Ser.ices
o <e)rolog+
o Ad.anced directi.es
o Code stat)s
Establis( s+stem sec)rit+ to address s+stem access and a)dit re:)irements
Create c(arges to feed t(e SAMPAE HOSP6'AA =illing S+stem
Attend .endor recommended c)stomer ed)cation classes
o Hori*on Clinical 6nfrastr)ct)re Clinical 7)er+
o Hori*on E9pert Orders Applications
o Hori*on E9pert Orders 'oolkit
o Hori*on E9pert Order End>User!P(+sician Ed)cation
4e.elopment and e9ec)ting of a training plan for end>)sers of t(e s+stem
o 6ncl)de Help 4esk training
Enable remote .endor s)pport
4e.elop and test end )ser downtime proced)res
Add order management components to s+stem back)p and restore processes
Establis( clinical work process flows for )tili*ing COE
o P(+sician processes
o <)rsing processes
o Ancillar+ department processes
Cond)ct s+stem acceptance test
6dentif+ baseline metrics; impro.ements goals; and a process to report meas)rements
2endor 0e*pon*i"ilitie*
4e.elop and maintain .endor work plan and sc(ed)le for COE and COE related components
4eli.er and install all necessar+ prod)ct software
6dentif+ all .endor prod)ct dependencies
Cond)ct prod)ct specific training co)rses
Pro.ide e9pertise and recommendations toward t(e de.elopment of t(e COE mod)le
Pro.ide e9pertise and recommendations regarding t(e implementation of COE
o 'imeline
o 0eso)rce needs
o Organi*ational str)ct)re ! go.ernance
o Costs
o Comm)nication plan
o 'esting g)idelines
Pro.ide e9pertise and recommendations regarding t(e tec(nical en.ironment set)p for COE
Pro.ide prod)ct s)pport
Coordinate de.elopment of .endor interfaces
Coordinate prod)ct demos as re:)ested
?acilitation and coordination of CPOE Dendor cross>f)nctional and integration acti.ities
3ot in Scope
1/ O)tpatient orders
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COE Project Management Plan
/ <on clinical orders
&/ Additional f)nctionalit+ t(at is s)bse:)entl+ planned after CPOE S8S'EM is implemented ,ie/ Hori*on
E9pert <otes; Med 0econciliation-
"/ 6/'/ reso)rces to s)pport t(e s+stem after implementation
%/ Order sets not defined in p(ase 1 of t(e project
$/ Sc(ed)ling of proced)res .ia Order Entr+
C/ Proc)rement and config)ration of (ardware B software not incl)ded wit(in t(e initial config)ration
E/ Order t+pes not specificall+ defined in p(ase 1 of t(is project
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COE Project Management Plan
+**umption*# Con*traint*# 0i*-*
+**umption*
1/ '(e core implementation team will consist of ke+ reso)rces from Sample Hospital; CPOE Dendor; and
Care'ec( Sol)tions/ '(is team will collaborate in order to coordinate t(e project acti.ities between t(eir
organi*ations/
/ '(e client will (a.e necessar+ dedicated reso)rces as o)tlined below to implement t(e s+stem/ '(is
incl)des2
a/ P(+sician C(ampion ,/% 5 1/0 fte-
b/ Client Project Manager ,/% 5 1/0 fte-
c/ <)rsing lead ,1/0 fte-
d/ P(armac+ lead ,1/0 fte-
e/ 6/S/ Clinical Anal+st ,/0 fte-
f/ 6/S/ Clinical Manager ,1/0 fte-
g/ SAMPAE HOSP6'AA Client Coordinator ,1/0 fte-
(/ 6/S/ 6nfrastr)ct)re Manager ,/% fte-
i/ Clinical E9perts S)per Users ,part time commitment from 1%>0 reso)rces-
j/ <)rsing s)pport ,10>1% n)rsing reso)rces for implementation go>li.e s)pport-
k/ additional client reso)rces will re:)ire a smaller time commitment
l/ 6nterface 0eso)rces ,/" fte-
m/ Help 4esk ,.aries as needed-
n/ E9ec)ti.e leaders(ip ,as needed-
o/ P(+sician representati.es ,as needed-
p/ Fill )tili*e e9isting reso)rces w(ere possible 5 ma+ need to backfill some areas
&/ All .endors will (a.e necessar+ reso)rces to complete t(eir work acti.ities per t(e project sc(ed)le
"/ '(e implementation team will (a.e access to t(e areas wit(in t(e camp)s w(ere t(e+ need to work
%/ '(e implementation team will (a.e cooperation from t(e Sample Hospital staff as necessar+ b)t wit( t(e
intention t(at disr)ption will be minimal
$/ Client re:)ested project scope c(anges will re:)ire a formal scope c(ange re:)est to be s)bmitted to t(e
core project team/ As scope c(anges ma+ res)lt in modifications to t(e project cost and!or sc(ed)le;
re:)ests will re:)ire appro.al b+ t(e project sponsor
C/ Client will pro.ide 6/'/ s)pport for COE after project clos)re
E/ Completion of t(e project per t(e project sc(ed)le is dependent )pon all parties completing t(eir assigned
tasks per t(e appro.ed project plan
#/ 0eso)rce re:)irements and costs for ongoing s+stem s)pport will be agreed )pon b+ Care'ec(; CPOE
Dendor; and Sample Hospital d)ring t(e initial p(ase of t(e project
10/ '(e network infrastr)ct)re will be in place s)pport t(e )se of COE in all inpatient areas of Sample
Hospital
11/ 0eso)rces and f)nding (a.e been sec)red to implement interfaces wit( re:)ired s+stems
1/ All (ardware and software re:)ired to implement t(e s+stem per t(e client re:)irements will be sec)red
1&/ '(e s+stem will be config)red to be a.ailable " 9 C to s)pport comp)teri*ed order entr+ at SAMPAE
HOSP6'AA
1"/ 6n order to pro.ide installation s)pport; CPOE Dendor and Care'ec( will (a.e remote access to t(e
ser.er
1%/ Pre>re:)isite software will be installed per CPOE Dendor ! SAMPAE HOSP6'AA sc(ed)le
1$/ CPOE Dendor prod)ct iss)es will be logged into t(e CPOE Dendor online tool
1C/ 4ela+s in implementation res)lting from client responsibilities will res)lt in penalties and additional costs
for CPOE Dendor to resc(ed)le
1E/ 0ecommended committees will be in place
1#/ SAMPAE HOSP6'AA reso)rces will be a.ailable as needed
0/ 0eg)lar re.iew of project stat)s will occ)r and be comm)nicated t(ro)g( comm)nication plan
1/ Client will attend t(e re:)ired training
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COE Project Management Plan
Constraints
Contract signat)re needed in order to engage CPOE Dendor b+ Marc( 1; 010
A00A Preliminar+ Stage 1 dates of 011>10& for ma9im)m stim)l)s incenti.es as defined in t(e A00A
meaningf)l )se re:)irements
A00A Preliminar+ Stage and & dates for contin)ation of ma9im)m stim)l)s benefits
A00A Medicare pa+ment penalt+ dates for ac(ie.ing meaningf)l )se as define b+ A00A
4ependencies of CPOE Dendor deli.er+ and order of mod)le )pgrades and installations
0eso)rce a.ailabilit+ ,6'; non 6'; and .endor-
0isks
Potential project risks (a.e been identified in t(e 0isk Forks(eet t(at is incl)ded in t(e appendi9/ 1e+ project
risks t(at (a.e been identified incl)de2
P(+sician adoption risk 5 ,e9perience wit( COE at ot(er (ospital-
o SAMPAE HOSP6'AA p(+sicians are not c)rrentl+ )sing p(+sician doc)mentation
o E4 P(+sicians )se paper '>S(eet templates
Aarge n)mber of pre>re:)isite tasks 5 an+ dela+s will affect t(e o.erall project sc(ed)le
6nd)str+ e9perience and diffic)lt+ in implementing
o Significant c(ange in workflow re:)ires addressing c)lt)ral iss)es
o SAMPAE HOSP6'AA (as se.eral man)al processes incl)ding access to paper c(art; fa9ing t(at
will c(ange
o Upgrade in 6' training access and clinical s)pport needed
0eso)rce commitment 5 competing wit( ot(er initiati.es 5 6' and non>6'
o Comple9it+ of additional A00A meaningf)l )se re:)irements will compete wit( SAMPAE
HOSP6'AA reso)rce and f)nding capacit+
Prior fail)re of COE at Competiti.e SAMPAE HOSP6'AA ma+ impact willingness of p(+sicians to embrace
COE
COE Assessment 0isks
o P(+sician C(ampion allocated to project
o Aarge time and effort commitment needed from project teams and stake(olders
o Costs 5 implementation and ongoing s)pport 5 large capital o)tla+ needed
o <eed for end>)ser client workstation re.iew
o Upgrade of disaster reco.er+ and b)siness contin)it+ plan capabilities needs commitment
o P(+sicians are not emplo+ed
o Comm)nication c(annel and strateg+ needed
6mpact of desire for addressing amb)lator+ EM0 en.ironment and integration wit( SAMPAE HOSP6'AA
0isks 5 10/1>& timeframe for CPOE Dendor )pgrades not a.ailable )ntil April 011 ,10/1-
Upgrade of HC6 to .ersion 10/1 limits abilit+ to s+stem c(anges
Commitment of CPOE Dendor reso)rces to project
Aggressi.e project sc(ed)le 5 SAMPAE HOSP6'AA plan more aggressi.e t(an majorit+ of s)ccessf)l
COE plans!installs
Aate start/ Engaging CPOE Dendor after !010 will re:)ire condensing t(e sc(ed)le to ac(ie.e target
timeframe for go>li.e/
Commitment and allocation of (ospital staff to plan and s)pport COE
Conc)rrent implementation plan for Emergenc+ 4epartment 4oc)mentation ,E46S- and Order Entr+
,CPOE S8S'EM-
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COE Project Management Plan
Project Organization
4ey Committee*
COE E9ec)ti.e Steering Committee
Suggested Resources:
C(ief ?inancial Officer2
C(ief Medical Officer2
CM6O 5 '=4
4irector of 6nformation Ser.ices2
4irector of Patient ?inancial Ser.ices2
Project Involvement: '(e e9ec)ti.e steering committee is critical in establis(ing t(e o.erall tone of t(e project
and to ens)re t(at t(e goals of t(e project are consistent wit( t(e b)siness objecti.es/
Project Responsibilities:
Ens)re project objecti.es meet organi*ational objecti.es
Appro.e f)nding for p)rc(ase of necessar+ s+stem components; implementation reso)rces; and ongoing
operational reso)rces
Address s)bstanti.e b)siness iss)es
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COE Project Management Plan
6dentif+ intra> and inter>departmental impacts
Ens)re reso)rces are ac:)ired and maintained for implementation and ongoing s+stem )sage
Coordinate and s)pport end>)ser work process polic+ c(anges to compl+ wit( )sage of COE
Comm)nicate project progress across t(e organi*ation if re:)ested
S)pport t(e project team in t(e e9ec)tion of its risk mitigation plan
Appro.e project deli.erables
COE Project Steering Committee ,Core Fork 3ro)p-
Suggested Resources:
COE P(+sician Cons)ltant 5
Client Project Manager;
CPOE Dendor Dendor Project Manager > '=4
6' Clinical Aead; Care'ec( 5
6' Clinical Anal+st; Care'ec( 5
6' 'ec(nical Aead; Care'ec( 5
6' 4irector; Care'ec( Sol)tions 5
SAMPAE HOSP6'AA E9ec)ti.e Sponsor 5
P(+sician E9ec)ti.e Sponsor 5
SAMPAE HOSP6'AA 4irector of Patient ?inancial Ser.ices >
<)rse Practitioner 5
Ancillar+ 4epartment 0epresentati.es 5 ,as needed-
Project Involvement: '(e project steering committee is t(e core project team/ '(is committee is comprised of
ke+ representati.es from t(e different f)nctional and tec(nical areas needed to implement t(e project/ '(e Core
team pro.ides da+>to>da+ management of project acti.it+/ 0esponsibilities incl)de stat)s reporting and re.iew;
iss)es identification and tracking; cross>f)nctional comm)nications; risk management; reso)rce management;
and sc(ed)le re.iew and maintenance/ '(e core project team will set o.erall t(e o.erall project strateg+ and
direction and t(en de.elop t(e project plan and sc(ed)le/ '(e team will meet on a reg)lar basis ,s)c( as weekl+-
to monitor project progress; address iss)es; and comm)nicate t(e project stat)s/ An important role for t(is
committee is to ens)re t(at t(e 6S Steering Committee; P(armac+ B '(erape)tics Committee; Patient Safet+
Committee; 0isk Management; clinical and medical departments and ot(er gro)ps are aware of and in.ol.ed in
ke+ decisions/ '(e responsibilities of eac( of t(e ke+ members of t(e core project team are identified below/
Project Responsibilities:
4e.elop B manage detailed plan s)pporting scope; timeline; priorities; reso)rces
Ens)re ad(erence to g)iding principles
Ens)re :)alit+ deli.erables
Manage c(ange control process
Appro.e metrics; coordinate monitoring and management d)ring project
Manage organi*ational c(ange efforts ,e/g/; comm)nication; training; pilots; etc//-
0esol.e iss)es ,mid>le.el iss)es-
P(+sician Ad.isor+ Committee ,PAC-
Suggested Resources:
6nternal Medicine
Emergenc+ 4epartment
Pediatrics
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COE Project Management Plan
0adiolog+
Cardiolog+
Pat(olog+
C(ief Medical Officer
Project Involvement: '(e P(+sician Ad.isor+ Committee will pro.ide leaders(ip and significant inp)t into t(e
COE initiati.e/ '(is gro)p needs to represent a cross section of medical departments/ P(+sicians from s)b
specialt+ areas will be represented t(ro)g( t(is committee/ '(is committee will be c(aired b+ t(e p(+sician
c(ampion w(o will represent PAC needs to ot(er committees/
Project Responsibilities:
0epresent all p(+sician interests in t(e COE project
Make medical staff polic+ recommendations and decisions
Comm)nicate COE project stat)s to t(e medical staff
O.ersee t(e de.elopment; .alidation; appro.al and maintenance of COE clinical content ,order sets; r)les
and alerts; doc)mentation tools; flow s(eets; problem lists; etc/-
O.ersee; decide and implement project clinical polic+ iss)es
Map or sign>off on p(+sician workflow anal+sis
0e.iew and sign>off on f)t)re state
Ser.e as liaison wit( ot(er project work gro)ps
4elegate and coordinate tasks to p(+sician s)bgro)ps
4irect p(+sician engagement and adoption of c(ange
S)pport p(+sician c(ampion
S)pporting Committees
Recommended committees:
Medical E9ec)ti.e Committee; 7)alit+ Co)ncil; t(e Clinical E9cellence teams ,incl)ding t(e 4iabetes
'eam; t(e Critical Care Committee and t(e Pne)monia 'eam- P(armac+ and '(erape)tics Committee;
Medication Safet+ Committee; Patient Safet+ Committee; <)rsing ?oc)s 3ro)p; and t(e 7)alit+
4oc)mentation 'eam/ '(is list is to be representati.e/ 8o) ma+ (a.e ot(er committees t(at s(o)ld be
in.ol.ed/
Project 0e*pon*i"ilitie*5
A n)mber of e9isting (ospital committees (a.e responsibilities t(at are related to or will be affected b+ t(e
COE s+stem/ '(ese committees need to be engaged in t(e COE project and in ongoing )se of t(e
s+stem/ 0esponsibilities will .ar+ b+ committee/ '(e following are some (ig(>le.el s)ggestions/
1/ Medical E6ecuti)e Committee2 0e.iew and ratif+ polic+ recommendations from t(e p(+sician
c(ampion; CMO and PAC/ Pro.ide direction to t(ese and to t(e Medical Fork 3ro)ps/
/ 7uality Council5 0ecommend metrics for t(e s)ccess of t(e COE project/ Consider t(e capabilities
of t(e COE s+stem to meas)re and impro.e :)alit+; patient safet+ and o)tcomes/ 6ncl)de t(e
capabilities of t(e COE s+stem in de.eloping t(e ann)al performance impro.ement plan/ Aook for
and report on e.idence of t(e s)ccess of t(e COE s+stem in impro.ing :)alit+; patient safet+ and
o)tcomes/
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COE Project Management Plan
&/ Clinical E6cellence Team*5 Pro.ide inp)t to clinical content to ens)re (ospital standards of care can
be optimall+ s)pported b+ t(e s+stem/ 3i.e inp)t on order sets content; r)les and alerts/
"/ P,armacy and T,erapeutic* Team2 0e.iew order sets for appropriate meds/ 3i.e inp)t regarding
r)les and alerts/
%/ Medication Sa'ety Committee5 0e.iew order sets for appropriate meds/ 3i.e inp)t regarding r)les
and alerts/ Consider re.iewing workflow and COE design wit( respect to fail)re modes/ Aook for and
report on e.idence of t(e s)ccess of t(e COE s+stem in impro.ing medication safet+ and o)tcomes/
Monitor ad.erse dr)g e.ents for aspects of t(e COE s+stem as a root ca)se and direct actions to
correct COE config)ration and )se as a root ca)se of error/
$/ Patient Sa'ety Committee5 Consider t(e )se of COE order sets; r)les and alerts as tools to ac(ie.e
t(e goals of t(e committee/ Aook for and report on e.idence of t(e s)ccess of t(e COE s+stem in
impro.ing :)alit+; patient safet+ and o)tcomes/ Monitor incident reports for aspects of t(e COE
s+stem as a root ca)se and direct actions to correct COE config)ration and )se as a root ca)se of
error/
C/ 3ur*ing !ocu* .roup5 '(is gro)p or persons appointed b+ it need to be .er+ in.ol.ed in all aspects
of t(e COE project incl)ding workflow anal+sis; testing; training; de.elopment of order sets; r)les and
alerts/
E/ 7uality Documentation Team5 Consider (ow COE c(anges t(e electronic Medical 0ecord/
#/ Super 8*er .roup
4ey 0e*ource*
P(+sician C(ampion
Resource:
TBD
,minim)m /% fte for t(e project d)ration-
Project Involvement: '(e p(+sician c(ampion will represent t(e medical staff as t(e owner of t(e COE ! EM0
s+stem/ 6t is t(e responsibilit+ of t(e p(+sician c(ampion to clearl+ comm)nicate wit( p(+sicians in order to
)nderstand t(eir re:)irements and address t(eir needs and concerns/ '(e p(+sician c(ampion will o.ersee all
clinical aspects of t(e project/ '(e p(+sician c(ampion will act as a liaison between p(+sicians and t(e COE
project teams/
Project Responsibilities:
Comm)nicates t(e benefits of COE to p(+sicians )nderlining t(e importance of t(e project in t(e
pro.ision of care to patients/
Ens)res t(at p(+sician re:)irements and needs to deli.er care are addressed
O.ersee clinical aspects of t(e project
C(air t(e PAC and participate in ot(er ke+ committee meetings
Participate in and ens)re p(+sician participation in COE application design decisions
Pro.ide ed)cation to p(+sician gro)ps in2
o COE in general
o Use of clinical s)pport tools
o How p(+sicians in ot(er organi*ations )se tec(nolog+ to en(ance practice
o O.ersee and (elp define t(e p(+sician adoption strateg+/ Collaborate wit( t(e e9ec)ti.e and
p(+sician leaders(ip to define principles t(at identif+ t(e e9tent to w(ic( COE is re:)ired
o Make medical staff polic+; b+laws; and r)les and reg)lation recommendations to clinical e9ec)ti.e
leaders(ip
o Participate in setting t(e agenda for clinical decision s)pport ,order sets; r)les; alerts-
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COE Project Management Plan
o 0einforce comm)nication between clinicians and administration
o Coordinate acti.it+ wit( clinical and :)alit+ impro.ement committees
o Monitor p(+sician training
o Participate in s+stem testing
o 6dentif+ and address areas of resistance
o Monitor p(+sician )tili*ation statistics
o S)ggest; collect; re.iew; and prioriti*e s+stem c(ange re:)ests
o 0e.iew s+stem en(ancements
o Coac( end>)ser c(ampions and p(+sician leaders in t(e )se of COE
Client Project Manager
Resource:
'=4
Project Involvement: '(e client project manager is responsible for maintaining clear comm)nication wit( t(e
client organi*ation as it relates to project objecti.es; e9ec)tion progress and management iss)e resol)tion/ '(e
project manager (as t(e a)t(orit+ to appro.e c(ange in accordance wit( t(e defined c(ange management
process/
Project Responsibilities:
Fork wit( t(e CPOE Dendor project manager and client coordinator to de.elop t(e project plan and
sc(ed)le
6dentif+ing and managing project risks and iss)es
Updating t(e project stat)s and de.eloping project stat)s reports
?acilitating comm)nications and work dependencies between project team members; incl)ding internal
reso)rces; .endors; and &
rd
parties
4e.eloping and maintaining project management doc)mentation incl)ding project sc(ed)les; risks;
iss)es; c(ange re:)ests; organi*ational c(arts; core team meeting min)tes; t(e project management
plan; and ot(er project deli.erables
Fork wit( t(e client coordinator and CPOE Dendor project manager in de.eloping and e9ec)ting a
comm)nications plan for t(e program
Presenting project information to project stake(olders
Assisting t(e client coordinator in de.eloping acceptance criteria for t(e s+stem
Pro.iding direction to resol.e de.iations from project work plans t(at ma+ impact sc(ed)le; cost; reso)rce
allocation or deli.erables
Pro.iding direction to resol.e project iss)es and escalating iss)es t(at re:)ire e9ec)ti.e management
inter.ention/
Enco)rage a sense of s+stem owners(ip wit( c)stomer personnel
Fork wit( t(e project steering gro)p in e.al)ating and administering project c(ange re:)ests
Fork wit( t(e CPOE Dendor project manager and client coordinator to define reso)rce roles and
responsibilities
Maintain responsibilit+ for o.erall sign>off of implementation acti.ities
Client Coordinators
Suggested Resources:
0<; SAMPAE HOSP6'AA Clinical Coordinator
Clinical manager; SAMPAE HOSP6'AA 6nformation Ser.ices Clinical Manager
Project Involvement: '(e SAMPAE HOSP6'AA client coordinator and SAMPAE HOSP6'AA clinical 6S Manager
will collaborate coordinating t(e work effort for tasks related to t(e end>)sers of t(e s+stem and t(e 6S
de.elopment team/ '(e client coordinator will pro.ide de.elop and gain appro.al of t(e f)nctional re:)irements
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COE Project Management Plan
for t(e project and ens)re t(at t(e re:)irements are translated into a f)ll+ f)nctional s+stem/ '(e client
coordinators ser.es as a comm)nication intermediar+ wit( departments affected b+ t(e s+stem implementation as
well as on>site (ospital administration/
Project Responsibilities:
Anal+sis and de.elopment of process flow c(anges for end>)sers
6dentif+ing and coordinating t(e training needs of t(e end>)sers
Establis(ing acceptance criteria for s+stem f)nctionalit+
Acceptance of t(e f)nctionalit+ of t(e s+stem
Coordinating site specific re.iews related to s+stem )sage
Establis(ing f)nctional re:)irements for t(e s+stem
'est f)nctionalit+ of s+stem interfaces
Perform f)nctional s+stem tests
4efine s+stem sec)rit+ access needs
Coordinate end>)ser in.ol.ement in planning; config)ring; and implementing t(e s+stem
0e.iew and appro.e deli.erables to ens)re t(at re:)irements and processes (a.e been acc)ratel+
defined
Fork wit( t(e project managers to sec)re client reso)rce allocations as needed for project work
Attend ed)cational co)rsework in order to config)re and s)pport t(e COE s+stem
Ens)ring t(at t(e config)ration is done correctl+ in order to s)pport COE for
Obtaining t(e re:)ired information in order to config)re t(e application
4e.elop a comm)nications plan in order to solicit inp)t and create awareness and acceptance of t(e
s+stem
Coordinate s)pport needed b+ CPOE Dendor
4e.elop and implement a plan to pro.ide " (o)r s)pport and necessar+ training for end>)sers
6dentif+ and manage end )ser related tasks and acti.ities wit(in t(e project work plan
Pro.ide information )pdates to client stake(olders
Act as a central point of contact for all client comm)nications and work assignments
6' 'ec(nical Aead
Resources:
<AME; Operations Manager; SAMPAE HOSP6'AA
Project Involvement2 '(e client operations!s+stem manager is responsible to ens)re t(at all infrastr)ct)re center
components to s)pport s+stem installation; adaptation; testing; con.ersion; interfaces; and prod)ction processing
re:)irements are met/ '(is encompasses installation of ser.ers; workstations; network e:)ipment; s+stem
software; and network connecti.it+
Project Responsibilities:
Pro.iding network access for installation and s)pport to t(e .endor
6dentification and re.iew of necessar+ infrastr)ct)re components
Order infrastr)ct)re components
E.al)ate and coordinate testing of end>)ser perip(eral de.ices for access to t(e COE mod)les
Assist t(e .endor wit( installation of (ardware and software
Establis(ing network connecti.it+ to network connected de.ices
Unpack and set )p (ardware re:)ired for COE and related mod)les
6dentif+ and manage client tec(nical tasks wit(in t(e project work plan
6dentif+ and implement operational proced)res to s)pport t(e s+stem
Participate in tro)bles(ooting and problem resol)tion
6mplement back>)p and restore proced)res to s)pport COE
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COE Project Management Plan
CPOE Dendor Project Manager
Suggested Resources:
'=4
Project Involvement: '(e CPOE Dendor project manager is responsible for planning and coordinating t(e
o.erall acti.it+ of t(e CPOE Dendor responsibilities for t(e project/ '(e CPOE Dendor Project Manager will
pro.ide direction to ot(er CPOE Dendor reso)rces t(at are needed to implement; operate; and s)pport COE and
ot(er related software and (ardware components/
Project Responsibilities:
Pro.ide CPOE Dendor prod)ct e9pertise to t(e project team
Cond)ct site assessment in order to establis( t(e project plan and recommendations
Coordinate deli.er+ and installation of all CPOE Dendor software and (ardware components
Fork wit( t(e client project manager and client coordinator to de.elop t(e project plan and sc(ed)le
Fork wit( t(e client project manager and client coordinator to establis( reso)rce roles and responsibilities
Coordinate and report )pon t(e progress of all acti.it+ assigned to CPOE Dendor reso)rces
Pro.ide demonstrations of t(e s+stem to clients
Coordinate ed)cation ser.ices for SAMPAE HOSP6'AA de.elopment staff 0ecommend tec(nical
en.ironment set)p for all necessar+ components
0e.iew client work flow processes
Coordinate s+stem interface de.elopment
Pro.ide testing g)idelinesG assist wit( testing preparation and iss)e resol)tion
Cond)ct a)dit to determine readiness of site for go>li.e
Assist in t(e de.elopment of t(e go>li.e plan
6dentif+ and coordinate end )ser training of ke+ personnel
Pro.ide s+stem doc)mentation
Assist in problem and iss)e resol)tion; pro.iding proper escalation as necessar+
Prepare c)stomer personnel to ass)me f)ll responsibilit+ for t(e s+stem after li.e
Client User 3ro)p
Suggested Resources:
All ancillar+ areas affected b+ COE to incl)de b)t not limited to2 P(armac+; 0adiolog+; Aab; 0e(ab Ser.ices;
Emergenc+ 4epartment; Admitting!0egistration; 0espirator+ '(erap+; Cardiolog+; 4ietar+; 7)alit+ ! 0isk
Management; Social Fork; Case Management; 4isc(arge Planning; <)rsing; =e(a.ioral Ser.ices
Project Involvement: '(e client )ser gro)ps are comprised of representati.es of t(e primar+ end )ser
processes t(at are affected b+ t(e COE project/ '(eir primar+ role is to assist in planning and design of workflow
and s+stem parameters related to t(eir areas re:)irements; operations; and processes/
Project Responsibilities:
Participation in inter.iews in order to s)pport config)ration of t(e s+stem and related processes
0e.iew of deli.erables to ens)re re:)irements and processes (a.e been acc)ratel+ defined
Participation in s+stem test planning and testing
Participation in planning; implementation; and s+stem e.al)ation
Assistance in de.elopment of acceptance criteria
Coordination of end>)ser training and s)pport for t(eir area
Assistance in t(e de.elopment and e9ec)tion of end>)ser process c(anges t(at res)lt from
implementation of COE
4e.elopment of s+stem downtime proced)res for t(eir area
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Sample Hospital
COE Project Management Plan
COE 'raining Coordinator
Project Involvement: '(e primar+ role of t(e COE 'raining Coordinator is to coordinate all aspects of end>)ser
ed)cation sessions in a .ariet+ of settings and met(ods/ 'raining will be dri.en b+ an o.erall COE training plan/
'(e C)stomer Core 'rainer keeps t(e core COE work team informed abo)t t(e progress of )ser ed)cation/
Project Responsibilities:
Aearn t(e COE application,s- ,CPOE S8S'EM; HE4- in preparation for training ot(ers b+ attending t(e
core trainer sessions
4e.elop initial and ongoing training plan
6dentif+ and de.elop gro)ps of staff to be trained
Coordinate set )p; comm)nication; and sc(ed)ling of training sessions
Prepare )ser training materials for end>)ser training sessions; incorporating departmental proced)res
Cond)ct end>)ser training sessions
E.al)ate t(e )sersH )nderstanding of proced)res and determine w(ic( )sers re:)ire additional training
Sc(ed)le follow>)p training as re:)ired
S)pport )ser departments and p(+sicians d)ring go>li.e and post>li.e
Establis( s)per>)ser training sessionsG transition first line s)pport to ke+ personnel
Coordinate s)pport and training wit( Help 4esk
Establis( new emplo+ee training plan and g)idelines
Ot(er 1e+ 0eso)rce Areas
6ntegration > 6nterface 4e.elopment 'eam
Suggested Resources: ,Care'ec(; Sample Hospital; CPOE Dendor; ot(ers-
Project Involvement: '(e integration team is comprised of reso)rces t(at s)pport e9isting Hospital 6nformation
S+stems and CPOE Dendor 6/'/ reso)rce t(at s)pport COE related interfaces/ '(is team is responsible for
designing; config)ring; testing; implementing; and s)pporting all interfaces per HA>C standards/ 6t is t(e
responsibilit+ of t(is gro)p to translate t(e b)siness re:)irements associated wit( data interfaces into a f)ll+
tested s+stem/
Client Help 4esk
Project Involvement: 0esponsible for )nderstanding operational concepts in order to e9pedite :)ick resol)tions
to problems/
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COE Project Management Plan
0eso)rce Assignment Matri9
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Project Initiation Deliverables
*
Statement o) +ork /
Contracts
A P , , , P ,
-
Project Mana$ement
Plan / C#arter
I A A I I P , , I I , ,
.
Scope C#an$e
Decisions
A , , , , , , , , , ,
/
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sc#ed'le
A A A I I P P I I I I ,
0
,eso'rce Assi$nment
Matri1
A , I I P I S I I S ,
2 Comm'nications plan I A P P P S S I ,
Project Managing Deliverables
3 Cost Mana$ement I A P S S S I S
4
Meetin$ a$endas and
min'tes
I A P P P I , I I , ,
5
Iss'es lo$ and
mana$ement
I , A P P P I , I I , ,
*6
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mana$ement
I , A P P P I , I I , ,
** Stat's reports , , A P P P I , I , , ,
System Design & Requirements Deliverables
*.
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7'siness / +ork)low
Policies and Processes
I , , A , S I , P
*/
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o) p#ysician )'nctions
I , , A , S I , P
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I , , A , S I , P
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Inter)ace
,e:'irements / Desi$n
A , , , S , P
Planning Deliverables
*3 Marketin$ Plan P A S S S , S S I
*4
7enc#mark
/meas'rement plan
P A S S S , , I
*5 System Testin$ Plan P A A A S I , I I S
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COE Project Management Plan
Activity
#
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Deliverable
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-6 Acceptance Test Plan P A A A S I , I I I
-*
Trainin$ / &ser S'pport
Plan
A S S S S I P , I S
-- Implementation plan P A A S S S I I I I I S
-.
%endor prod'ct s'pport
plan
, , A , , , P I , , ,
Development Deliverables
-/
Install !ardware ;
So)tware
, A S , S P ,
-0
Install and Con)i$'re
Application S+
, A P S , P ,
-2
stablis# <etwork
Connectivity
, A P ,
-3
Inter)ace Development
and Testin$
, A S S , P , , P
Go Live Deliverables
-4 System Testin$ S A A P P S P , S I S
-5
Acceptance Testin$
Approval
S A A P P S S , S S
.6
"n$oin$ s'pport o)
application components
A A P P S P , S S
P Primary preparer
A Approve
S S'pport
I Provide Inp't
, ,eview
$!%!01" page & of &%

Sample Hospital
COE Project Management Plan
Project Contact (i*t
3ame 0ole Email +ddre** O''ice p,one Cell p,one




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Sample Hospital
COE Project Management Plan
Project Sc,edule
Project 4eli.erables
Project deli.erables are doc)mented in t(e 0esponsibilit+ Assignment Matri9 ,0AM- section of t(is doc)ment
Fork =reakdown Str)ct)re
'(e work breakdown str)ct)re is doc)mented in t(e appendi9/
Milestones
'arget dates for project milestones will be de.eloped and doc)mented in t(e project work plan/
Project Planning Milestones
Contract ! SOF a)t(ori*ation
Project Management Plan appro.al
o 0oles B responsibilities
o Scope
o 4eli.erables
o P/M/ approac(
o =aseline Sc(ed)le ! Fork plan completion
Order and recei.e (ardware and software
Complete site a)dits
'ec(nical re.iew
?)nctional re.iew
Complete acceptance test plan
Project 6mplementation Milestones
Sign contract
Project kick off meeting
6nstallation of prere:)isite software ,define-
4e.elopment team ed)cation
Marketing plan
Establis( go.ernance
End )ser (ardware plan
6mplementation strateg+ > plan
6nterface re:)irements
C)rrent state process mapping
?)t)re state process mapping
=aseline metric identification
Forkflow proced)res and polic+ doc)mentation
Order set de.elopment ! )pdate
4owntime proced)res
E46S installation
E46S config)ration 5 b)ild dictionaries; orderables
CPOE S8S'EM installation
CPOE S8S'EM config)ration 5 b)ild dictionaries; orderables
'raining plan
=)ild add ons 5 order sets; fa.orites
=)ild interfaces
4eplo+ ancillar+ e:)ipment
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Sample Hospital
COE Project Management Plan
4eplo+ E4 e:)ipment
4eplo+ pilot e:)ipment
'esting plan
Perform s+stem test for E4
Perform s+stem test for pilot and ancillaries
'rain E4
'rain pilot and ancillaries
'rain (elp desk
E4 go li.e wit( COE
Pilot an ancillaries go>li.e wit( COE
Post pilot go>li.e
E9panded training
E9pand (ardware
Hospital Fide go>li.e
Post go>li.e re.iew
4etailed Project Sc(ed)le 5 Forkplan
'(e detailed project sc(ed)le will be de.eloped and maintained as a Microsoft Project doc)ment/
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Sample Hospital
COE Project Management Plan
Su"*idiary Management Plan
Project Management +pproac,
'(e approac( to project management for t(is project is based )pon t(e premise t(at a project management team
consisting of a client project manager from Care'ec( Sol)tions and a project manager from t(e primar+ .endor;
CPOE Dendor/ '(e Care'ec( project manager is responsible for coordinating t(e o.erall management of t(e
project/ '(e CPOE Dendor project managers will pro.ide planning and prod)ct e9pertise specific to t(e Dendor
prod)cts/ '(is will be accomplis(ed t(ro)g( t(e separate entities t(at will prod)ce and be responsible for t(e
deli.erables; assigned to t(em in t(e appro.ed work plan/ '(e project sponsor will pro.ide t(e necessar+ s)pport
to ens)re project s)ccess/
'(e project management approac( will )tili*e ind)str+ standard processes for defining; organi*ing; and managing
all elements of t(e project in order to ens)re t(at t(e project is implemented on time; wit(in b)dget; and wit( all of
t(e re:)ired f)nctionalit+/ '(e project manager will pro.ide clear and concise delegation of responsibilit+ and
acco)ntabilit+ to t(e s)pporting organi*ations for t(e prod)ction of specific work prod)cts and tasks/
Scope Management Plan
6mplementation tec(ni:)es ! Process steps for managing scope
1/ '(e initial project scope as defined in t(e Statement of Fork; is f)rt(er defined in t(e IscopeJ section of
t(is doc)ment/ '(e effort and timing for acti.ities needed to complete t(e scope of t(is project will be
detailed in t(e project work plan/ '(is will become t(e baseline project scope/
/ Upon completion and appro.al of t(e initial project work plan; all re:)ests for scope c(anges will be
processed t(ro)g( a formal c(ange re:)est process/
&/ '(e scope c(ange re:)est process will re:)ire s)bmission of a c(ange re:)est form to t(e Project
Steering Committee/ A cop+ of t(e c(ange re:)est form is incl)ded in t(e appendi9 of t(is doc)ment/
"/ '(e impact of t(e scope c(ange will be assessed b+ t(e core project team/ Scope c(ange re:)ests will
be e.al)ated b+ t(e project steering committee/ A scope c(ange re:)est can be appro.ed; deferred to a
later time; or rejected/ '(e disposition of all scope c(ange re:)ests will be doc)mented in t(e scope
c(ange log/
4eli.erables related to implementation
1/ Project Scope C(ange re:)est
/ Scope c(ange log
&/ Updated project work plan
"/ Scope section of project management plan
0isks of not implementing a Scope Management Plan
1/ '(e project ma+ e9perience scope creep res)lting in dela+s and cost o.err)ns
/ '(e scope c(anges ma+ not be doc)mented
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Sample Hospital
COE Project Management Plan
0i*- Management Plan

6mplementation tec(ni:)es ! Process steps for managing risks
1/ '(e initial known project risks will be doc)mented in t(e I0isksJ section of t(is doc)ment/
/ 0isks will be identified and doc)mented )sing t(e IProject 0isk Forks(eetJ/ A mitigation plan for eac(
risk will be de.eloped/ A template for t(is form is incl)ded in t(e appendi9/
&/ All risks will be re.iewed d)ring t(e reg)lar core team meetings '(e stat)s of a risk ma+ c(ange related
to probabilit+ and impact/
"/ '(e stat)s of project risks will be kept c)rrent and reported based )pon stat)s reporting re:)irements/
%/ <ew risks ma+ be added d)ring t(e core team meetings or at an+ time/
4eli.erables related to implementation
1/ Stat)s reports incl)ding risk warning signs
/ 0isks section of project management plan
&/ Project risk works(eet
0isks of not implementing a 0isk Management Plan
1/ ?ail)re to manage risks on a reg)lar basis will jeopardi*e t(e timing; b)dget; and re:)ired f)nctionalit+ of
t(e project/
1uman 0e*ource Management Plan

6mplementation tec(ni:)es ! Process steps for project ()man reso)rces
1/ '(e ke+ project deli.erables (a.e been defined in t(e Statement of Fork/ '(ese deli.erables will be
f)rt(er defined in t(e Ideli.erablesJ section of t(is doc)ment/
/ 1e+ deli.erables will be identified an assigned a responsible reso)rces as doc)mented in t(e
0esponsibilit+ Assignment Matri9 ,0AM-/
&/ '(e 0AM will be )pdated to reflect an+ c(anges in responsibilit+ assignments/
"/ 0eso)rce progress on assigned task will be tracked t(ro)g( reg)lar stat)s reports and )pdated in t(e
project work plan/
%/ 0oles and responsibilities of ke+ reso)rces will be defined in t(e IProject Organi*ationJ section of t(is
doc)ment/
$/ Project training re:)irements will be identified in t(e training plan/
4eli.erables related to implementation
1/ Project Organi*ation section of Project Management Plan
/ Updated project work plan
&/ 0esponsibilit+ Assignment Matri9 ,0AM-
"/ 'raining plan
0isks of not implementing a H)man 0eso)rce Management Plan
1/ Aack of clarit+ related to project task assignments; roles; and responsibilities
/ 6nefficient )se of reso)rces > ,O.erlap or missing reso)rce on project acti.it+-
I**ue* Management Plan
6mplementation tec(ni:)es ! Process steps for iss)es management
1/ Project iss)es t(at affect t(e project sc(ed)le; costs; or f)nctionalit+ will be doc)mented in t(e IProject
6ss)es ! Action 6tem Aog/ A central iss)es log will be maintained b+ t(e Care'ec( project manager/ A
template of t(is doc)ment is in t(e appendi9/
/ Eac( iss)e t(at is added will be assigned a reso)rce; priorit+; and e9pected resol)tion date/
&/ 6ss)es will be re.iewed at an iss)es re.iew!stat)s meeting on a reg)lar basis b+ t(e Core project team/
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Sample Hospital
COE Project Management Plan
"/ Updated to iss)es will be re:)ired b+ t(e assigned reso)rce prior to t(e e9pected resol)tion date/ 6ss)es
ma+ be comm)nicated .ia reg)lar stat)s reporting/
%/ O.erd)e iss)es ma+ become project risks/ At t(at point a mitigation plan to address t(e risk ma+ be
de.eloped/
4eli.erables related to implementation
1/ Project iss)es ! action item log
/ Project Stat)s reports 5 iss)es identification section
0isks of not implementing a 6ss)es Management Plan
1/ 6nabilit+ to foc)s on e.ents t(at re:)ire attention in order to progress according to t(e project sc(ed)le/
/ Unclear comm)nications related to assignment of and e9pected d)e dates for iss)es resol)tion/
Communication Management Plan
6mplementation tec(ni:)es ! Process steps for comm)nication management
1/ A distrib)tion list for t(e .ario)s t+pes of project comm)nications will be establis(ed d)ring project
initiation b+ t(e core project team/
/ 0eg)larl+ sc(ed)led stat)s meetings will be sc(ed)led ,timing and attendees to be establis(ed-/
&/ All meetings will (a.e an agenda/
"/ Meeting min)tes will be doc)mented as needed and distrib)ted to t(e identified stake(olders/
%/ 0eg)lar project stat)s reports will be created for eac( f)nctional area of t(e project/ A template of t(e
project stat)s report is incl)ded in t(e appendi9
$/ A COE Marketing plan will be de.eloped
4eli.erables related to implementation
1/ Project Stat)s reports
/ Meeting doc)ments ,agenda; min)tes; )pdated iss)es list-
&/ Ot(er s)pporting doc)ments ,project management plan; project sc(ed)le-
"/ Project team meetings
%/ 0AM doc)ments ke+ deli.erables
$/ SAMPAE HOSP6'AA COE Marketing Plan
0isks of not implementing a comm)nications management plan
1/ ?ail)re to comm)nicate effecti.el+ leads to mis)nderstandings w(ic( can be detrimental to t(e project/
Sc,edule / Time Management Plan
6mplementation tec(ni:)es ! Process steps for sc(ed)le management
1/ Updates of project tasks stat)s will be comm)nicated t(ro)g( reg)lar stat)s reports and indi.id)al project
work plans for eac( f)nctional area of t(e project/
/ '(e project sc(ed)le will be contin)all+ )pdated b+ t(e project manager to reflect progress of acti.it+/
&/ '(e project sc(ed)le will be re.iewed in t(e reg)lar core team meetings/ '(e core team will anal+*e and
identif+ .ariances in planned .s/ act)al dates for task start and completion/
4eli.erables related to implementation
1/ Project stat)s reports 5 accomplis(ments
/ Updated project sc(ed)le
0isks of not implementing a time!sc(ed)le management plan
1/ Project progress wo)ld be diffic)lt to meas)re/
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Sample Hospital
COE Project Management Plan
/ 6dentification and mitigation of sc(ed)le iss)es wo)ld be diffic)lt to address/
7uality Management Plan
6mplementation tec(ni:)es ! Process steps for :)alit+ management
1/ '(e project will be meas)red against itKs objecti.es/ Criteria related to t(ese objecti.es will be incl)ded in
t(e acceptance test plan/
/ '(e project will follow a test strateg+ and test plans/ 'esting will be incl)ded for (ardware; software; and
f)nctionalit+ of t(e s+stem/
&/ Signoffs will be obtained at major c(eckpoints as establis(ed in t(e project work plan/
4eli.erables related to implementation
1/ C(eckpoint signoffs
/ S+stem test plans
&/ Acceptance test plan
0isks of not implementing a 7)alit+ Management Plan
1/ ?ail)re to manage :)alit+ ma+ res)lt in t(e following2
a/ ?ail)re to meet c)stomer e9pectations
b/ Prod)ct defects
c/ Miscomm)nication
d/ 6ncreases costs
e/ Maintainabilit+ problems
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Sample Hospital
COE Project Management Plan
+ppro)al*
Client Spon*or ,<ame- Date5
Client I9T9 Coordinator ,<ame- Date5
S+MP(E 1OSPIT+( Client Coordinator ,<ame- Date5
Client Project Manager ,<ame- Date5
Client I9T9 Manager ,<ame- Date5
P,y*ician (ead ,<ame- Date5
2endor Project Manager ,<ame- Date5
Template* / +ppendi6
6ss)es Aog
Scope C(ange 0e:)est
Scope C(ange Aog
0isk Management Forks(eet
Project Stat)s 0eport
Project contacts and comm)nications s)mmar+
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COE Project Management Plan
+ppendi65 Meeting Minute* !ormat
+TTE3DEES
O:ECTI2ES/+.E3D+ 0ES8(TS
1/
/
&/
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TIT(E5 Strategic Planning meeting 'or Order Management D+TE5
P80POSE5 0e)ie; o' Project Plan P(+CE5
!+CI(IT+TO05
3E<T MEETI3.(S)5
0ECO0DE05
SC./012/0 )-%/ +CT8+( TIME
Start Stop Total 1our*
Start
Stop Total 1our*
Sample Hospital
COE Project Management Plan
+ppendi65 +ction Item*
+CTIO3 ITEMS
C800E3T ST+T8S /
COMME3TS
O=3E0
!ollo; up
completed "y
1/
/
&/
"/
%/
$/
C/
+ppendi65 I**ue* (og
ISS8ES/0IS4S
C800E3T ST+T8S /
COMME3TS
O=3E0
ESTIM+TED
0ESO(8TIO3
D+TE
1/
/
&/
C800E3T ST+T8S /
COMME3TS
O=3E0
ESTIM+TED
0ESO(8TIO3
D+TE
1/
/
&/
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Sample Hospital
COE Project Management Plan
+ppendi65 C,ange 0e>ue*t
Project 'itle2 Project title
0e:)ested =+2 LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL
4ate 0e:)ested ,mm!dd!++++-2 LLLLL!LLLLL!LLLLL
'+pe of C(ange (Check all that apply)
Scope 0eso)rce 0eg)lator+ 0e:)irements
4esign Priorit+ Process Ot(er ,describe-
Ot(er 4escription2 ?O0M'EM'
4escription of C(ange (attach aitional pages i! necessa"y)

6mpact Assessment
4ate of 0e.iew ,mm!dd!++++-2 LLLLL!LLLLL!LLLLL
0e.iewed =+2
6mpact of Change (Check all that apply)
4)e 4ates Staffing ?)nding
?)nctionalit+ 'raining
4escription of 6mpact on Project2

0ecommendation (attach aitional pages i! necessa"y)

Appro.als
Client Sponsor2 LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL 4ate2 LLLLL!LLLLL!LLLLL
6/S/ 4irector2 LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL 4ate2 LLLLL!LLLLL!LLLLL
6/S/ Project Manager2LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL 4ate2 LLLLL!LLLLL!LLLLL
Client Coordinator2 LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL 4ate2
LLLLL!LLLLL!LLLLL
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Sample Hospital
COE Project Management Plan
+ppendi65 C,ange (og
C,ange
?
C,ange 0e>ue*t
De*cription
Date
0e>ue*ted
Current
Statu*
Deci*ion
0/D/+
Impact Summary



















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