Introduction to Project Management Project Planning Overview Lecture a This material (Comp19_Unit4a) 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 IU24OC

Project Planning Overview Learning Objectives—Lecture a Identify the importance and purpose of effective planning. Identify and describe each component of the project management plan. Define and prepare project planning documents. 2 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Introduction and Overview 3 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Why Are Projects Initiated? The reasons for selecting a project may include, but are not limited to: Customer requests Market demand Organizational need Legal requirement Technological advance Social needs 4 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Project Management 5 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Five Process Groups Initiating –Define a new project or new phase of an existing project Planning –Define the scope and objectives of the project –Develop plans to accomplish the objectives. Executing –Accomplish the work of the project and satisfy the project objectives. Monitoring & Controlling –Tracking, reviewing, and controlling progress and performance –Identify required changes –Preventive or corrective steps Closing –Finalize all activities –Formally close the project or phase. 6 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Planning a Project Activities during project planning include, but not limited to: Collecting requirements Defining project scope Developing a project management plan Defining activities Creating a work breakdown structure (WBS) Developing a schedule Identifying and assessing risks Developing risk response plans Developing a communications management plan 7 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Planning a Project Estimate costs Determine the budget Make procurement decisions Estimate resource requirements Define project roles & responsibilities Develop a communications management plan Determine how performance will be measured Plan quality Conduct a kickoff meeting 8 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Factors That Lead to Project Success or Project Failure 9 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Learning Activity: Project Success Reflect on a project you have worked on that you consider successful. List five contributing factors that led to that success. 10 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Project Success A project is successful: If it is completed on time If it is finished within its budget If it produces deliverables that meet customer’s expectations 11 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Attributes of a Successful Project Success factors include, but are not limited to: Proper project documentation Clearly defined and assigned roles & responsibilities Senior management or executive support Stakeholder buy-in Periodic team meetings held Periodic meetings with the customer Competent project manager & team 12 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Attributes of a Successful Project Risks are identified, assessed for severity and impact, and a risk response plan exists Project baselines (schedule, budget, scope) Project is monitored & controlled Change control system Well-defined scope Effective communication Acceptance criteria is documented & understood Team members understand the criteria for measuring project success 13 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Learning Activity: Project Failure Reflect on a project you have worked on that was not successful. List five contributing factors that led to the project’s failure. 14 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Factors Leading to Project Failure Factors leading to failure include, but are not limited to: Poor project communications Not managing stakeholder expectations Inadequate & insufficient project planning Lack of project documentation (charter, project management plan, etc), Lack of stakeholder buy-in Lack of management support Resource constraints (human resources are unavailable when needed & / or incompetent) Unrealistic schedule Poor risk management (risks not identified or assessed, and lack of, or poorly prepared risk response plans) 15 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Factors Leading to Project Failure Factors leading to failure include, but are not limited to (cont.): Unnecessary & / or unapproved scope changes Lack of a change control management Not using or improperly following change procedures Not following the project management plan Poor project monitoring & controlling Continuously gathering requirements Requirements that are poorly defined and are not understood Undefined or poorly defined scope Over-optimistic or unrealistic assumptions Unclear project roles & responsibilities 16 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Project Managers’ Roles & Responsibilities in Project Planning Project managers plan, lead, and control project activities. Their responsibilities include, but are not limited to: Identifying & documenting project requirements Identifying team members Establishing clear & obtainable project objectives Understanding stakeholders’ expectations Preventing unnecessary scope changes Monitoring & measuring project progress Communicating project performance & progress Ensuring team understands project objectives Working with team in developing project plans 17 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

PMBOK® Guide Knowledge Areas 18 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Project Planning Processes 19 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Planning for Project Integration Management During project planning the project team develops a project management plan. This comprehensive document is the “master plan” for the project and is used by the project team to guide them through project execution. Although it is finalized and approved in planning, the document is continuously updated when new information is acquired as the project is executed and controlled. Project Integration Planning Process: Develop Project Management Plan 20 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

What Is the Project Management Plan? A project management plan is a comprehensive and essential document that: Provides a justification for the project being undertaken Captures the project objectives Describes the approach for managing the project Summarizes what the project must accomplish, how the work will be performed, who will perform the work, and how the work will be measured, monitored, and controlled 21 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

How Is the Project Management Plan Developed? Collaborative effort between the project manager and project team members is important. Teams’ participation in the developing this plan is beneficial because it helps strengthen their commitment to the project. The overall effort is aimed at developing a plan that can be followed to successfully accomplish the project objectives. In addition to SME input, the project charter, outputs from planning processes, enterprise environmental factors, and organizational process assets are used to develop the project management plan. The plan evolves in incremental steps in an ongoing process known as progressive elaboration. 22 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

What Essential Information Is in a Project Management Plan? Cumulative document containing: Scope management plan Requirements management plan Schedule management plan Cost management plan Quality management plan Process improvement plan HR management plan Communication management plan Risk management plan Procurement management plan Change management plan Cost, schedule, performance, and scope baselines 23 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

How Is the Project Management Plan Used? Roadmap used by the project team members to guide them through project execution Serves as a communication document for stakeholders to inform them as to how the project will be performed and managed Integrates strategic & other planning processes into a consistent & coherent document 24 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Planning for Project Scope Management Scope Management Planning Processes: Collect requirements Create a project scope statement Create a Work Breakdown Structure (WBS) 25 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Project Scope Statement 26 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Project Planning Overview Summary—Lecture a We have reviewed the need for effective planning in health IT projects, and have detailed the components and purposes of the project management plan. 27 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture a

Project Planning Overview References—Lecture a References Health Information and Management System Society. Chicago, IL Available from: Highsmith JA. (2009). Agile Project Management: Creating Innovative Products. 2nd ed.; Boston: Addison-Wesley. HITECH Answers Available from: 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. mHealth Initiative. Boston, MA Available from: Project Management Institute, A Guide to the Project Management Body of Knowledge. 4 th ed (2008).Newtown Square, PA: PMI. Scwalbe K. (2009) Information Technology Project Management (with Microsoft Project 2007 CD-ROM). 6th ed.; Boston: Cenage Learning. 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. Wiefling K. (2007) Scrappy Project Management: The 12 Predictable and Avoidable Pitfalls Every Project Faces 1 st ed. Happy About; Wysocki, RK.(2009).Effective Project Management: traditional, agile, extreme. 5th Edition. New York: Wiley. 28 Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture b

Project Planning Overview References—Lecture a Tables, Charts, Figures Table 4.1. Knowledge Areas. Courtesy of Theron Feist. Table 4.2. Project Planning Process. Courtesy of Theron Feist. Table 4.3 Project Scope Statement. Courtesy of Theron Feist. Images Slide 3: An Overview of Project management detailing Projects, Operations and Programs. Courtesy of Theron Feist Slide 5: Project Planning. Courtesy of Theron Feist. Slide 9: The Hindenberg. Creative Commons: Wikipedia. Available from: Health IT Workforce Curriculum Version 3.0/Spring 2012 Introduction to Project Management Project Planning Overview Lecture b