1. Introduction to Project Management Managing Project Scope Lecture b This material (Comp19_Unit5b) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000013.

2. Managing Project Scope Learning Objectives—Lecture b Analyze scope to develop the project scope statement. Elicit stakeholder requirements for the project. Create a Work Breakdown Structure (WBS). 2 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

3. Processing Requests for Changes in Scope Define a process for accepting formal, written requests for changes in scope (and describe the process in Project Management Plan): Review changes for impact on project time, cost, and deliverables. Decide to accept or reject proposed changes. Make all necessary adjustments to documents, budgets, schedules, and deliverables. Communicate the adjustments to all stakeholders. Consider use of an ongoing Project Steering Team, including stakeholders, to review any proposed changes to scope. 3 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

4. Requirements—Key Role in Defining Scope Requirements: Characteristics of the deliverables and the processes that created them that determine their acceptability to the customer, for example: What the health IT system will do for the organization Response time by the system to a user query Standards to be followed in developing the system Types of system requirements: Functional Nonfunctional Interface 4 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

5. Learning the Requirements of the Project To establish project scope, you need more information about the requirements than was in the project charter. Q: How much is known about the requirements? A: It varies greatly across health IT projects: –“A lot”—a project to implement EHRs in a large physician practice, similar to prior EHR implementations you have done –“Not much” —a new technology seems appropriate for use, so a project is launched to investigate its applicability 5 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

6. Requirements Affect Choice of Project Life Cycle What is known—and knowable—about requirements at the start is a major factor in choosing the best life-cycle model, for example: Linear model of phases when requirements are well known and not likely to change Iterative and adaptive models, that work well when requirements are partially known Agile model, that makes no attempt to document requirements at the start because it is so often an unrealistic exercise 6 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

7. Eliciting Requirements— Stakeholders and Workflow Engage stakeholders Conduct focus groups or requirements workshops — –Facilitated sessions designed to learn what prospective users and other stakeholders want from the system Conduct surveys –Ask stakeholders what they want the system to do, how they want to interact with the system Observe and analyze work processes See the ways that people interact with existing systems and with each other Record your observations using business process diagrams Graphical representations will facilitate discussion about workflow processes 7 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

8. Eliciting Requirements— Prototypes and Scenarios Develop prototypes Prototypes are especially helpful for requirements that are difficult to write down Key use of prototypes is for user interface design, so users can experience the screens and interactions before the real system is built Prepare use case scenarios Scenarios can illustrate how users will interact with the to-be-built system to show the sequences of actions for planned uses of the system 8 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

9. Examples of Requirements Documentation Requirements Specification Documenting the requirements Requirements Management Plan Your plan for managing requirements throughout the project Requirements Traceability Matrix A tool to keep track of requirements and link them to the rest of the project and the resulting system 9 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

10. Requirements Specification Structured document containing— Functional, nonfunctional, and interface requirements Assumptions and constraints Support requirements Training requirements Look for opportunities to reuse requirements Portions of existing requirements or specifications documents may be adaptable for use on a new project 10 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

11. Effectively Expressing Requirements Requirements can be made more precise by use of – Structured language, such as use of “shall” statements to indicate a “must-have” requirement Requirements software tools that facilitate refining and updating requirements, and linking requirements to design, code, and test cases Properties of well-written requirements: Each requirement given a unique identifier and priority (if applicable) Clear and concise Testable Traceable to business need Usable by its audience: designers, testers, project managers. 11 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

12. Class Exercise Assess the following statements as having desirable properties of requirements: The system will have a user-friendly look-and- feel interface for primary users Users can get all patient data except current medications from the system All usage of terminology shall comply with SNOMED Clinical Terms ® (SNOMED CT ® ) 12 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

13. Managing Project Scope Summary—Lecture b Continued defining scope and requirements Discussed requirements specification document Importance of PM in changes for scope and requirements Importance of PM in clear communication of requirements 13 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b

14. Managing Project Scope References—Lecture b References Fowler M. (2003) UML distilled: a brief guide to the standard object modeling language, 3rd ed. Boston: Addison- Wesley. Highsmith JA. (2009) Agile project management: creating innovative products. 2nd ed.; Boston: Addison-Wesley. HITECH Answers. 2010. Available from: http://hitechanswers.net/ Houston S, Bove LA. (2010) Project Management for Healthcare Informatics. New York: Springer Science + Business Media, LLC. Kerzner H. (2009) Project Management: a Systems Approach to Planning, Scheduling, and Controlling. 10 th ed. Hoboken, NJ.:Wiley. Stackpole C. (2009). A Project Manager’s Book of Forms: A Companion to the PMBOK Guide. Hoboken, N.J.:Wiley; Whitten N. Neal (2007).Whitten's Let's Talk! More No-nonsense Advice for Project Success. Vienna, VA.:Management Concepts Inc. 14 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Managing Project Scope Lecture b