project management in health and human services

SVEN AND OLEDO PROJECT MANAGEMENTIN HEALTH AND HUMAN SERVICESMSSA, March, 2014

David Swenson, PhD LPBrandon Olson, PhD http://faculty.css.edu/bolson1/presentations/MSSAPM.pdf

Objectives

Reimagine Work in Health and Human Services

Define Project Management and Project Management Processes

Appreciate Balancing the Variables in Project Management

Understand Common Causes of Project Failure

Identify Solutions to Improve Project Success Rates

Apply Project Management Practice to Health and Human Services

Objectives

Reimagine Work in Health and Humans Services

Define Project Management and Project Management Processes

Appreciate Balancing the Variables in Project Management

Understand Common Causes of Project Failure

Identify Solutions to Improve Project Success Rates

Apply Project Management Practice to Health and Human Services

Common Activities in HHS

Promotional campaign for new mental health services

Developing an interactive website for services

Constructing a social media crisis monitoring system

Revising a hiring protocol for new staff

Designing an assessmentprocedure for determining amenability to treatment

Surveying a rural community for mental health needs

Developing a day treatment handbook for delivery in schools

Determining feasibility of expanding MH services to in-home

Implementing health information technology

Training staff in using the DSM-5

Other

.

Project Characteristics

Kerzner, 2009

PROJECT

Specific Objective withDefined Specifications

Defined Startand End Dates

Funding Limitations

Consume Human andNonhuman Resources

Multiple Disciplines

Objectives

Reimagine Work in Health and Humans Services

Define Project Management and Project Management Processes

Appreciate Balancing the Variables in Project Management

Understand Common Causes of Project Failure

Identify Solutions to Improve Project Success Rates

Apply Project Management Practice to Health and Human Services

Definitions of Project

"...a complex, non-routine, one-time effort limited by

time, budget, resources, and performance

specifications designed to meet customer needs

(Gray & Larson, 2008)

"...a temporary endeavor undertaken to create a unique

product, service, or result.“ (PMI, 2008) Unique

Temporary

One-Time

Operations vs. Projects

Operations Projects

Taking notes in class Writing a research paper

Recording sales into ledger Setting up sales kiosk for

convention

Practicing a musical

instrument

Writing a new piece of music

Manufacturing the iPhone Designing the new OS

Recording case notes on

clients

Implementing DSM-5 Dx codes

Adapted from Gray & Larson, 2008

Project Team and Stakeholders

ProjectChampion

ProjectOwner/Sponsor

(client)

ProjectManager

Project Team(Multidisciplinary

Specialists)

Customers(Recipients of

Outcomes)

Project Management Process

Initiate

Plan

Execute

Monitor & Control

Close

TimePMI

(2008)

Benefits

Drive Change

Goal-Oriented

Scalable

Simplifies Complexity

Proven Best Practices

Cross-Functional

Flexible

Temporary and Informal Structures

Objectives

Reimagine Work in Health and Humans Services

Define Project Management and Project Management Processes

Appreciate Balancing the Variables in Project Management

Understand Common Causes of Project Failure

Identify Solutions to Improve Project Success Rates

Apply Project Management Practice to Health and Human Services

Project Management Variables

Scope

TimeCost

ProjectManager

25%100%

Project Variables in HHS Work

Types of projects

Experience of what happens when these variables are not managed effectively

No organization identifiers please

.

Objectives

Reimagine Work in Health and Humans Services

Define Project Management and Project Management Processes

Appreciate Balancing the Variables in Project Management

Understand Common Causes of Project Failure

Identify Solutions to Improve Project Success Rates

Apply Project Management Practice to Health and Human Services

Project Maturity – Chaos Report

Successful Challenged Failed0%

10%

20%

30%

40%

50%

60%

199419961998200420092011

Gale (2011)

Sources of Project Failures

1. No project champion

2. Process shortcuts

3. Unable to manage expectations

4. Variable lock-in

5. Poor estimating techniques

6. Over optimism

7. Resource assumptions

8. Inadequate people management skills

9. Unable to adapt to change

10.Insufficient resources

Adapted from Whitten & Bentley, 2007

Objectives

Reimagine Work in Health and Humans Services

Define Project Management and Project Management Processes

Appreciate Balancing the Variables in Project Management

Understand Common Causes of Project Failure

Identify Solutions to Improve Project Success Rates

Apply Project Management Practice to Health and Human Services

Best Practices to Limit Project Failures

Engage Project Champion

Develop and Follow Methodology

Task and Activity Ownership

Manage Project Variables

Stakeholder Expectations Management

Project Team Communications

External Stakeholders Internal Project Team

Objectives

Reimagine Work in Health and Humans Services

Define Project Management and Project Management Processes

Appreciate Balancing the Variables in Project Management

Understand Common Causes of Project Failure

Identify Solutions to Improve Project Success Rates

Apply Project Management Practice to Health and Human Services

Reactions to DSM-5 Training

• There’s such a controversy don’t worry, it will be overturned , you won’t have to use it

(there is controversy, but it will still be used)

• Just cite the ICD-10, that’s for billing anyway

(true for billing but you will need to communicate with others on the DSM-5)

• Go to a half-day or day long training

(that will develop awareness but not facility in using it)

• Read the book!

(sure…like reading the Yellow Pages for pleasure)

• Awareness, navigation, translation, fluency

(these are needed for professional competency)

Case Study

Problem: Most mental health providers will be required to use DSM-5 diagnostic codes by October 1, 2014; staff must be skilled in using them by that date

Project: Develop a training program for 18 mental health providers to competency level in using the DSM-5

Considerations: Use in-house trainer for ongoing training support for staff (requires trainer

to be proficient in DSM-5) All staff need DSM-5 manuals Library needs supplementary DSM-5 training materials Schedule training and supplementary practice times Develop metrics to determine competency and monitor use

Project Initiation

Project Charter Goals Deliverables Stakeholders Champion Scope Budget Schedule

Initiate

Plan

Execute

Monitor & Control

Close

Stakeholder Considerations

External• Clients & families• Referral sources• Other Providers• Insurance• US Dept. of HHS• Other recipients (e.g.,

Courts)

Internal• Executive Director &

Board• Director of Clinical

Services• Finance Director• Supervisors• Treatment Staff• Clerical Staff

Project Planning

Work Breakdown Structure (WBS)Initiate

Plan

Execute

Monitor & Control

Close

WBS for DSM-5 Training

DSM-5 Project

Materials

APA Manuals

Library

Online links

Training Measure

• order 24 manuals• assign manuals• order 20 Dx

handbooks• assign handbooks• send receipts to

finance• milestone celebration

Project Planning

Project Plan – Gantt Chart Initiate

Plan

Execute

Monitor & Control

Close

Project Execution

Project Progress Report Accomplishments Scheduled Work Current Issues Approved Changes

Initiate

Plan

Execute

Monitor & Control

Close

Project Progress Report – DSM-5 Project

Accomplishments: Internal trainer available, DSM-5 manuals & materials purchased, online links established

Scheduled Work: On schedule– first ½ day training to learn DSM-5 manual navigation completed (date)

Current Issues: Heavy case loads and crises sometimes interfere with staff time for reviewing criteria & codes

Approved Changes: 1 hour protected time each Friday for DSM-5 discussion & case reviews

Project Monitoring and Controlling

Issues Log ID Name Issue/Resolution Description Assigned To Priority Status

Initiate

Plan

Execute

Monitor & Control

Close

Issue Log – DSM-5 Project

ID: A1-T1 Name: DSM-5 Manual purchase for staff Issue/Resolution Description: First printing of DSM-5

had errors in code for some Dx. Publisher agreed to replace with second printing. Sent immediately.

Assigned To: Sven – Project Manager Priority: High Status: Resolved

Project Monitoring and Controlling

Risk Register

ID

Uncertainty Description

Consequence Description

Percent Potential

Percent Schedule Impact

Percent Budget Impact

Percent Scope Impact

Risk Level (Red, Yellow, Green) (1, 2, 3), (A, B, C)

Initiate

Plan

Execute

Monitor & Control

Close

Project Closing

Stakeholder Project Survey

Satisfaction with communications

Quality of project deliverables

Effectiveness of project processes

Satisfaction with adoption of deliverables

Overall satisfaction of project experience

Describe project successes

Describe project challenges

Describe recommended improvements

Initiate

Plan

Execute

Monitor & Control

Close

Questions