AMCHP 2005 Conference 1 Establishing & Maintaining Partnerships Michael Webb IT Project Manager Utah Department of Health

AMCHP 2005 Conference 2 Presentation Approach Partnership Defined Examples From Utah’s Child Health Advanced Records Management (CHARM) Program Program/Project Management Perspective

AMCHP 2005 Conference 3 Partnership Defined Stakeholder = A person having an interest/share in a project. Partnership = A relationship between a stakeholder (individual or group) and project management characterized by mutual cooperation and responsibility. Project leaders manage stakeholder expectations and nurture partnerships for success.

AMCHP 2005 Conference 4 UDOH CHARM Program

AMCHP 2005 Conference 5 Project Management Phases Initiating Controlling Executing Planning Closing CHARM project Partnerships have been established and nurtured in all phases Project Management Phases

AMCHP 2005 Conference 6 Establishing Partnerships Internal Partners –Focus Groups –Program Charter –Interdepartmental Agreements –Approved Plans/Schedules External Partners –Funding Grants –Focus Groups –Contracts –Memorandums of Understanding

AMCHP 2005 Conference 7 CHARM Program Internal Partners Executive Management Team Participating Program Teams UDOH Grant Managers Work ‘Thread’ Chairmen Governing Board CHARM Core Council

AMCHP 2005 Conference 8 CHARM Program External Partners Utah ‘Birthing’ Hospitals –Data Quality ‘Pilot’ Project MTW Corporation –Needs Assessment Utah State University –Grant Assistance –Technical Consulting –Program Management Assistance –System Development

AMCHP 2005 Conference 9 CHARM Program External Partners Grantors –CDC > EHDI Cooperative Agreement –HRSA > GSDI Planning Grant –HRSA > SSDI Grant –HRSA > Block Grant –All Kids Count/Connections > Robert Wood Johnson Foundation Grant

AMCHP 2005 Conference 10 Nurturing Partnerships Nurturing partnerships requires the application of appropriate communications & marketing tools

AMCHP 2005 Conference 11 Initiating Phase Tool Identified stakeholders Employed focus groups Summarized key findings Described integrated environment options Specified integration requirements Provided ‘next step’ recommendations Needs Assessment

AMCHP 2005 Conference 12 Planning Phase Tool Defined vision & mission Established program organization & governance Defined ‘work threads’ & goals Identified risks, assumptions, & constraints Identified funding sources Data Integration Plan

AMCHP 2005 Conference 13 Executing Phase Tools Project Schedule

AMCHP 2005 Conference 14 Executing Phase Tools CompletedOn TargetPlanned IssuesSlippage (Summary Statement on the overall status of the ‘Work Thread’; e.g. Technical Development, Data Quality, etc.) Accomplishments Current Challenges ( Major accomplishments during the current reporting period) (Summary of those tasks which have ‘issues’ that need to be resolved or have completion dates that have slipped) Corrective Actions (Planned actions to resolve issues or address task slippage) Status Report

AMCHP 2005 Conference 15 Executing Phase Tools

AMCHP 2005 Conference 16 Executing Phase Tools System Demonstrations CHARM Communications Plan CHARM User Group (CHUG) Meetings Newsletter Governing Board Meetings & Minutes CHARM Core Council Meetings &Minutes Grant Progress Reports

AMCHP 2005 Conference 17 Controlling Phase Tools Describes control & implementation of changes to the CHARM baseline including: –Organizational roles –Issue capture & tracking –Software configuration management –Release control –Change process flow Change Management Plan

AMCHP 2005 Conference 18 Controlling Phase Tools

AMCHP 2005 Conference 19 Controlling Phase Tools CHARM Issue Log Budget Report

AMCHP 2005 Conference 20 Closing Phase Tools Provides a ‘road map’ to Determine if CHARM goals have been met Establishes CHARM outcome measurement work group Describes multi-step outcome evaluation model Outcome Measurement Plan

AMCHP 2005 Conference 21 Closing Phase Tools Lessons Learned Grant Progress Reports

AMCHP 2005 Conference 22 Presentation Take Away Partnerships are vital to the success of data integration projects Partnerships have a multiplier effect - together you can accomplish more Partnerships are not for the faint of heart - it takes commitment to make them work