pmo toolkit training presentation eva june2014 v2

8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2

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Project Management Office (PMO)Overview

DOM Administration Grand RoundJune 17, 2014

Lori Siracusa

Senior ITS Project Manager

Boston Medical Center

Project Management Office (PMO)


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Project Management Office: Purpose

The BMC PMO is a dedicated business unit, which defines and maintains standards forproject management within the organization

The primary goal of BMC PMO is to achieve benefits from developing and followingstandardized project management policies, processes and methods

Projects and project management are carried out in an environment broader than that ofthe project itself

The project management team must understand this broader context so it can select thelife cycle phases, processes, documents and tools that appropriately fit the project

Project management is the discipline of planning, organizing, motivating, and controllingresources to achieve specific goals, related to managing and implementing projectswithin the organization


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The BMC Project Management Office provides a standardized approach to identify,

prioritize, and successfully execute a project portfolio. Project management leadership

is responsible for establishing and implementing best practices to encourage

collaboration, standardization, and overall improvement to managing and prioritizingprojects. The primary focus is to manage and control projects to ensure they are

implemented on schedule, within scope, and budget.

Goal: Complete a successful project for our customers!

Project Management Office: Mission Statement


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Project Management Office: Organization


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| 5Boston Medical Center - Proprietary & Confidential

Project Management Office - Governance

ITS Prioritization Committee: Meet Bi-Monthly

Key strategic and policy decisionsapproach, direction, priorities, rules, governance

Implementation, oversight and conflict resolution

Strategic level coordination among BMC entities

Committee Members: BMC Vice Presidents

o Clinical Physician, Clinical Nursing, Financial, Strategic, Operations, Information

Technology Services

ITS Internal Governance Committee: Meet Weekly

Affinity groups formed to research key issues

Champions from functional area working groups to drive development of business cases

Implementation of decisions made by Operations Group

Liaison to end users

Approved VP Projects review of required resources/timelines

Project Phase Change Requests (e.g. Assessment to Planning)

Committee Members:

o IT Directors, IT Leadership, PMO Staff, other ITS staff as needed


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| 6Boston Medical Center - Proprietary & Confidential

Project Management Office - Governance

ITS InternalGovernance

Committee

End User

Workgroups

ITS DirectorMonthly Roadmap

Weekly Roadmap

ITS Prioritization

Committee

Chair and Facilitator


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Project Manager Assignment Criteria

Project Size: Small Project: 5 to 25 FTE days

Medium Project: 26 to 75 FTE days

Large Project: 76+ FTE days

Timeline: Project defined start and end date

Exception Criteria: Several of these should be met to drive the assignment of a PM (subjective decision)

Characteristic Analyst as PM or Project Lead PMO Project Manager

Predictability Highly Predictable Constantly changing or evolving

Vision of what lies ahead Clear Cloudy

Activities / Tasks Standard, documented Flexible, non-documentedActivity durations Known, low uncertainty Unknown or unclear

Confidence in deadlines High Moderate to low

Complexity Managed Evolving

Issues / Risks Known, seen before Unknown, evolving, not seen before

Resources Allocated/Available/Same group:team Resource conflicts probable;

Spans multiple group:teams or departments


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Example Where Project Manager NOT Assigned

Problem Statement:Portal 1.0 due to its use of SSO does not allow users at BMC public computers to access the portalsdashboards and reports. In addition, the loss of the consultants who wrote 1.0, has caused us to rebuildas to allow for the access above and ongoing support

Name Role Group: Team Level of Effort

Matthew Ellis Team Lead Enterprise Analytics, Reporting 120

Andy Hagel .NET Web Developer Web Team 416

Eva Koppera Reporting Administrator Enterprise Analytics, Reporting 40

Costs: NoneNo server costs, no consultant costs

Resources:

Challenges: Beta Sign-Off

Timeline:12-Oct 12-Dec 02/21/13 03/21/13

-


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Why Projects Fail?

The following is a list of primary project failure causes:

Poor Planning

Unclear Goals and Objectives

Objectives changing during the project

Unrealistic time or resource estimates

Lack of executive support and user involvement

Failure to communicate and act as a team Inappropriate skills


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Project Life Cycle: Overview

Traditional project management life cycle consists of a number of phases

Regardless of the methodology or terminology used, the same basic managementprocesses are utilized

Connects the beginning of the project to its end completion

PMO utilizes 6 basic phases to direct and control projects:

o Request

o Assessment

o Planning

o Implementation

o Go Live

o Closure


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Project Life Cycle: Generic Life Cycle Structure

Typical Cost and Staffing Levels Across a Generic Project Life Cycle Structure

Projects vary in size and complexity, but can be mapped to this generic life cycle structure

Referenced when communicating to upper management or others less familiar with project details

High level view provides common frame of reference for comparing projects

Does not apply to all projects


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Assessment

Project Document Lifecycle

Request

Planning

Implementation

Go Live

Project Closure


18/32| 18Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking

Project Request

Initiation

Roadmap AbbreviatedPresentation

(Request to Assessment)

Request

Project Request: The ServiceNow PPM module is the mechanism used to Request an ITS project Pertinent information is to be completed on the request form, for submittal to the ITS PMO

Initiation*: This tool initiates the process of data gathering and refining the core project information

such as the problem statement, goal, known constraints and dependencies along with anyidentified risks/concerns.

Roadmap Presentation (Based on Phase): This document is a means of requesting to move the project through the Project Lifecycle

Phases and request resources. Upon completion of the document, it is subsequently submitted to the PMO to be

reviewed and included in the next Roadmap Meeting.

*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agreewith the content of the document.

ProjectDocument Lifecycle


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Charter (start) - large projects only

Budget/Costs - Detail (Start)

Communication Plan (Start)

Scope (Start)

Assessment

Project Plan (Start)

Timeline (Start)

RAID or RACI (Start)

Functional Requirements (Start)

Technical Requirements (Start)

Roadmap Abbreviated

Presentation: (Assessment to

Planning)

Assessment

Charter*:Cornerstone of the project

Lays the groundwork for informed decisions and planning regarding projectdirection, outcomes, and delivery

Managing expectations of all project stakeholders Formal commitment between the Executive Sponsors, the Steering Committees, the Project

Manager and the Project Core team

Budget/Costs: Record and track the project related capital and/or operational expenses Forecast future operational costs

Communication Plan*: Methods and processes for communicating the needs and issues surrounding the project Composition and meeting structure for project related items are defined Storage and distribution of project related documentation


Scope:* Most critical document of any project Scope of the project is documented and Scope Change Management is defined Agreement between all the parties involved on what will and will not be addressed in the

solution of the Problem Statement

Assessment*: First stage of developing project requirements

Define scope Document assumptions Identify risks Document workflow

*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agreewith the content of the document.

Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking


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Charter (start) - large projects only

Budget/Costs - Detail (Start)


(Scope Start)

Assessment

Project Plan (Start)

Timeline (Start)

RAID or RACI (Start)

Functional Requirements (Start)

Technical Requirements (Start)

Roadmap Abbreviated

Presentation: (Assessment to

Planning)

Assessment

Project Plan/Timeline (software tool preference):MS Project: Detailed work breakdown structure Task tracking for to include, but not limited to:

Task Name, Duration, Start, Finish, Predecessors, Resource Names, % Complete.Excel:

High level or detailed timeline Tasks can be customized to include, but not limited to:

Task name, Resources, Planned Start, and Target Finish


RAID (Risks, Action, Issues, Decisions): Log to identify and track severity, mitigation plans, owner and disposition

RACI (Responsible, Accountable, Consulted, Informed): Inventory of project deliverables Disposition per deliverable monitored

Functional Requirements: Detailed listing of the operational characteristics:

Workflow Application

Technical Requirements: Non-functional requirements:

Technical designs Technical specifications

*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with thecontent of the document.



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Planning

Charter (finish) - large projects only

Budget/Costs - Detail (Complete)

Communication Plan (Refine)

Executive Summary (Start)

Scope (Complete)

Scope Change Management (Start)

Recommendation or Proposal

Project Plan (Refine)

Timeline (Refine)

RAID or RACI (Refine)

Testing Plan Strategy (Start)

Training Plan Strategy (Start)

Functional Requirements (Complete)

Technical Requirements (Complete)

Roadmap Presentation: Planning to

Implementation

KickOffPresentation

Executive Summary*:

Report for Sr. Leadership and Governance, summarizing the following: Overall Goal Objectives Proposed Solution Scope Risks/Concerns Timing Resources

Recommendation or Proposal*: Result of the assessment, not the final design High level proposal to highlight main areas of project

Scope Change Management*: Utilized once scope is finalized and there is a change in scope:

Primary scope control for a project Lists the changes and impacts upon the defined scope of the project Approval and Sign off required by project leadership


Testing Plan Strategy*: Outline of how testing will be performed, verified and documented

Training Plan Strategy*: Defines all the aspects of training required for the implementation of the project

Kick Off Presentation: Presentation of the proposed solution, strategy, process, and timeline

*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with thecontent of the document.



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Communication Plan (Complete)

Executive Summary (Complete)

Scope Edits (Change Mgmt

Required)

Project Plan (Refine)

Timeline (Refine)

RAID or RACI (Refine)

Testing Plan Strategy (Complete)

Training Plan Strategy (Complete)

Go Live Readiness (Start)

Go Live Checklist (Start)

Implementation

Go Live Readiness*: Highlights all items for Go-Live: Staff to support Go Live Environment for go-live

Note: Check off items and sections can be customized based on project deliverables.

Go Live Checklist*:Itemized plan for the Go-Live event consisting of:

Pre Go-Live Go-Live Post Go-Live

Detailed tasks: Responsible party Dates, times, and duration Task status

Note: The checklist can be customized based on project deliverables.


*Gathering the desired signatures when these documents are complete ensures key project members are all aware andagree with the content of the document



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Request Assessment Planning Implementation Go Live

Project Request

Initiation

Charter (start) - large

projects only

Charter (finish) - large

projects only

Budget/Costs - Detail

(Start)

Budget/Costs - Detail

(Complete)


Communication Plan

(Refine)

Communication Plan

(Complete)

Executive Summary (Start)

Executive Summary

(Complete)

Scope (Start) Scope (Complete)

Scope Edits (Change Mgmt

Required)

Assessment

Recommendation or

Proposal

Project Plan (Start) Project Plan (Refine) Project Plan (Refine) Project Plan (Refine)

Timeline (Start) Timeline (Refine) Timeline (Refine) Timeline (Refine)

RAID or RACI (Start) RAID or RACI (Refine) RAID or RACI (Refine) RAID or RACI (Refine)

Testing Plan Strategy

(Start)

Testing Plan Strategy

(Complete)

Training Plan Strategy

(Start)

Training Plan Strategy

(Complete)

Functional Requirements(Start)

Functional Requirements(Complete)

Technical Requirements

(Start)

Technical Requirements

(Complete)

Go Live Readiness (Start) Go Live Readiness (Complete)

Go Live Checklist (Start) Go Live Checklist (Complete)

Roadmap Abbreviated

Presentation:

Request to Assessment

Roadmap Abbreviated

Presentation:

Assessment to Planning

Roadmap Abbreviated

Presentation:

Planning to

Implementation

Kick Off Presentation

No Additionaldocumentsintroduced




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Project Closure

Project Plan (Complete)

Timeline (Complete)

RAID or RACI (Complete)

Lessons Learned

Project Closure and Acceptance

Lessons Learned*:Review of the successes and short-comings in the project

Learn from and improve the project management process

Project Closure and Acceptance*: Agreed upon project deliverables and requirements have been satisfied Exceptions they are noted along with their planned disposition Project summary for historical purposes Summarizes the ongoing operations and support of the solution moving forward


*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with the

content of the document.



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PMO Toolkit and Document Lifecycle Summary

The ITS PMO Toolkit and Project Document Lifecycle were developed to assist themanagement of ITS projects

The templates are guides to standardize project activities

Project managers and leads should become familiar with the toolkit and incorporate

these templates into their project management activities

The templates use the < and > symbols to note whenever a project specific entryshould be added

Not all projects require all templates, however, all projects should minimally include:o Scope

o Timeline


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PMO Toolkit Project ExampleObservation Unit Development: Scope

Proposed SolutionHardware (PCs/Printers):

Upgrade existing hardware residing in Menino 2; designate additional downtime machine

Communications/Phones:

Utilize existing phones in Menino 2; non bay areas

Utilize interpreter phone for interpreter and regular phone needs in bay areas

Implement separate paging system; provide paging quote; implement upon approval

Install new wall phones

Lab: Location/unit/bed/printer label printing

Interface(s): Build translate table

Data Warehouse: Add the obs unit to the Emergency Department section of the Nursing Dashboard and

for reporting

Clinical Nursing Documentation:

SCM Assessment - leverage existing SCM documents; modifications will be required (functional spec)

SCM Flowsheet - leverage existing standard document; no edits required

Clinical Physician Documentation:

SCMLeverage existing SCM documents; no edits required

Order SetsLeverage existing; no edits required

Bedboard: Add to the Menino Campus; Menino 5WICU column; no overflow requirements

IBEX: Edits to admission request screen to include a new status and service


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PMO Toolkit Project Example

Name Role Group: Team Level of Effort

Silvia MacMurdo Lab App/Dev:Ancillaries 6

Lisa Selig Downstream Systems App/Dev:Business 3

Bill Scott Web Design App/Dev:Development 10

Kate Jones Web Design App/Dev:Development 50

Lucas Nyman Application Analyst - EHR App/Dev:EHR 80

Thomas Lau Application Analyst - EHR App/Dev:EHR 10Geoff Fallon Functional Mngr - EHR App/Dev:EHR 20

Ethan Lew Technical Design App/Dev:EHR 40

Tim Donovan DBA App/Dev:Integration 5

Donna Whitmore Interface Engineer App/Dev:Integration 5

Bridget Wagner Data Warehouse CI:Data Warehouse Dev 1

Eva Koppera Data Warehouse CI:Reporting&Analytics 32

Chris Hussey Hardware Field Services: 20

Tom Maher Communications Infrastructure: 25

Lori Siracusa Project Manager PMO:PMO 60

Resources

Timeline

11/26/12 1/8/13 2/27/13

Assessment/Planning Implementation

Observation Unit Development: Timeline and Resources


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PMO Toolkit Project Example

Year 1 Year 2 Year 3 Total

1. Hardware 34,418$ -$ -$

a) Hardware -$ -$ -$ -$

b) Infrastructure -$ -$ -$ -$

c) Implementation 34,418$ -$ -$ 34,418$

2. Software -$ -$ -$

a) Software -$ -$ -$ -$

b) Implementation -$ -$ -$ -$

3. Other 47,500$ -$ -$

a) Consultants 5,625$ -$ -$ 5,625$

b) IT Resources 41,875$ -$ -$ 41,875$

Totals 81,918$ -$ -$ 81,918$81,918$ 81,918$


1. Hardware -$ -$ -$

a) Hardware -$ -$ -$ -$

b) Infrastructure -$ -$ -$ -$

c) Consultants -$ -$ -$ -$

2. Software -$ -$ -$

a) Software -$ -$ -$ -$

b) Consultants -$ -$ -$ -$

3. Other -$ -$ -$

a) Maintenace/Support -$ -$ -$ -$

b) Training -$ -$ -$ -$

c) Implementation -$ -$ -$ -$

Totals -$ -$ -$ -$

-$ -$


1. Hardware 34,418$ -$ -$ 34,418$

2. Software -$ -$ -$ -$

3. Other 47,500$ -$ -$ 47,500$

Totals 81,918$ -$ -$ 81,918$

81,918$ 81,918$

PROJECT COSTS PROJECT COSTS PER YEAR

Cumulative Total

OPERATING COSTS OPERATING COSTS PER YEAR

Cumulative Total

Cumulative Total

CAPITAL COSTS CAPITAL COSTS PER YEAR

Observation Unit

Non-IT: $34,417 (WOWs, paging system; move&secure doors; airphone-unit access) Funding: NursingIT: $ 4,500 (Consultant hours45 @ $100; included above) Funding: IT Operations

Observation Unit Development: Budget/Costs Detail


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PMO Overview - Review

1. Where can you find the purpose/role of the Project Management Office Team?

2. How many phases in the Project Lifecycle?

3. Does the Assessment Phase come after the Implementation phase?

4.Name the phases in the Project Lifecycle?

5. Benefits of engaging the Project Management Office

6. Purpose of PMO Toolkit documentation?

7. Are all the documents in the PMO Document Lifecycle required for each phase?

8. How many ITS Governance Committees are established at BMC?

9. What is the first Step to request a project?

10. What is the most important project document in the PMO Document Lifecycle?

Request Assessment Planning Implementation Go Live Project Closure

Six

In the Mission statement!

Coaching Services; Standardized Toolkit; Proven track record

No!

Standardization across project lifecycle

No!

Two: VP Governance and ITS Internal Governance!

Complete and submit the Request form in ServiceNow!

Scope!


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