gate three deliverables

0

Chronic Disease Prevention and Health Promotion for Michigan Children Project Book

Ferris State University Shelby Albright Shalena Campagna Annamaria Herrera Kevin Reimer-Ranke Stephanie Sikorski

Project Charter

1

Contents Overview ....................................................................................................................................................... 1

Purpose ......................................................................................................................................................... 1

High-Level Requirements .............................................................................................................................. 2

High-Level Risks ............................................................................................................................................. 2

Project Objectives and Success Criteria ........................................................................................................ 3

Boundaries and Exclusions ............................................................................................................................ 4

Assumptions .................................................................................................................................................. 4

Constraints .................................................................................................................................................... 4

Summary Milestones .................................................................................................................................... 5

Budget Summary ........................................................................................................................................... 5

Stakeholders ................................................................................................................................................. 6

Authority and Responsibilities ...................................................................................................................... 6

Project Approval ........................................................................................................................................... 7

Product Scope Description ............................................................................................................................ 8

Product Requirements .................................................................................................................................. 9

Project Deliverables .................................................................................................................................... 10

Product Acceptance Criteria ....................................................................................................................... 10

Project Exclusions ....................................................................................................................................... 10

Project Constraints ...................................................................................................................................... 11

Project Assumptions ................................................................................................................................... 11

Timeline and Milestones ............................................................................................................................. 11

Stakeholder Register ................................................................................................................................... 12

Work Breakdown Structure ........................................................................................................................ 16

Roles and Responsibilities Matrix ............................................................................................................... 21

Communications Management Plan ........................................................................................................... 32

High-Level Budget ....................................................................................................................................... 38

Detailed Timeline with Dependencies & Costing ........................................................................................ 40

Executive Score Card ................................................................................................................................... 55

Change Log .................................................................................................................................................. 56

Project Charter

1

Project Title: Chronic Disease Prevention and Health Promotion for Michigan Children

Project Sponsor: Spectrum Health Date Prepared: 1/30/2016

Project Manager: Annamaria Herrera Project Customer: Michigan communities

Overview Asthma, Obesity and Type 2 Diabetes among youth have been on the rise for several years1. Chronic diseases and injuries are the biggest contributors to rising health care costs in Michigan, killing more individual, causing more disability, and robbing more people of quality of life than any other group of diseases or health conditions. The economic costs of chronic diseases are significant in terms of future wages lost from disability, premature death, and direct healthcare costs2. Changing this trend could be one of the foundations for Michigan’s economic transformation as well as improvement of overall quality of life. This project designs, implements, and promotes the MI Healthy Child program to incentivize a healthy life style in children and offer high quality medical care to children whom otherwise could not access it. Benefits of this project include decreasing the significant economic costs of chronic diseases in young people in terms of future wages lost from disability and premature death and direct healthcare costs.

Purpose The purpose of the Chronic Disease Prevention and Health Promotion for Michigan Children project is to reduce school absenteeism, increase physical activity, and keep kids out of the Emergency Room (ER). The project will improve the overall health of youth ages five to eighteen in Michigan through the development and pilot of the MI Healthy Child program in Mecosta County aimed at promoting overall health awareness and preventing and controlling major chronic diseases and their risk factors.

1 Cleave, J., Gortmaker, S., and Perrin, J. (2010). Dynamics of obesity and chronic health conditions among children and youth. Journal of the American Medical Association, 303, 623-630. 2 Michigan Department of Health & Human Services. (2014). Preventing Chronic Disease and Promoting Health in Michigan: Why We Target Chronic Diseases and Injuries. Retrieved from http://www.michigan.gov/mdhhs/

Project Charter

2

High-Level Requirements This project will provide: � A method of accurately monitoring key metrics, including the prevalence of chronic

diseases in youth in the community, school absenteeism, and ER visits of young patients, and the effectiveness of corresponding efforts to reduce these numbers

� An assessment of existing community efforts and shortfalls in addressing chronic illness in children

� A simple and sustainable operational program that promotes overall health awareness and the prevention and control of major chronic diseases and their risk factors by focusing on proactively managing and instituting incentives for the management of a healthy life style in the maintenance of chronic diseases

High-Level Risks The project management team has identified the following risks to the scope, schedule, cost, quality, and stakeholder support of the project. These risks will be added to the Risk Register, and the register will be updated as the project progresses. Should any of these occur, the team will refer to the risk management plans to manage the issue, and the project manager will be responsible for communicating any impact to the stakeholders and project sponsor.

Scop

e

Unclear definition or management of scope may result in an unintentionally and continuous expansion of the scope Inaccurate estimates of ER visits and absenteeism used as a foundation of scope may result in an ineffective scope Inaccurate correlations between absenteeism, ER visits, and rick factors for chronic illnesses may result in an ineffective scope

Sche

dule

Failure to complete any phase of the project by the accepted deadline

Cost

Unavailability or reallocation of adequate project funding

Inaccurate cost forecasts

Qua

lity

Unavailability of qualified or competent internal or external resources to assess community health needs and identify and implement adequate solutions

Stak

ehol

der

Supp

ort

Resistance to changes to existing monitoring processes and health and wellness programs by health care, education, or other community service providers

Development of inaccurate expectations for program outcomes by stakeholders

Disruption of project by stakeholder turnover

Project Charter

3

Project Objectives and Success Criteria The project success criteria defined here are the key factors that will determine whether the customer accepts the complete project.

Project Objectives Success Criteria Measurable Acceptance Criteria

Scop

e

Identify, design, implement, and promote a program to incentivize a healthy life style in children and offer high quality medical care to children whom otherwise could not access it

Established a method of accurately monitoring the key metrics

All key metrics have been sufficiently monitored

Establish and conduct an assessment of existing community efforts and shortfalls in addressing chronic illness in children

The assessment is complete for all schools in Mecosta County

Established the framework for a program that focuses on proactively managing and instituting incentives for the management of healthy life style

An executable project plan is completed for each improvement effort identified by the assessment

Tim

e Complete project within approved time frame

Program is operational by September 1, 2016

Monitoring is underway and assessment is complete by June 1, 2016 Improvement projects are underway by September 1, 2016

Cost

Stay within the approved budget of the project

Stayed within the $300,000 budget

Zero cost variance at project completion

Qua

lity

Ensure the highest quality project outcomes

Maintained consistent communication with key stakeholders

Complete stakeholder satisfaction surveys by December 1, 2016 with an average response rating of “Satisfied” or better

Reso

urce

s Ensure the most productive application of human, technological, and informational resources

The project was executed in accordance with the approved resource plan

The project is completed on time

The project is completed within the allocated budget

Risk

Develop mitigation plans for all identified risks to the project

All risks are monitored and successfully mitigated

A risk management plan exists for each risk identified as significant

Project Charter

4

Boundaries and Exclusions � The scope of the pilot project will include Big Rapids Public Schools only, accepted as the

school serving the largest student population in Mecosta County3 � The pilot project will partner with Spectrum Health Big Rapids Hospital only, accepted as

the largest local hospital and primary source of healthcare services in the community

Assumptions � Mecosta County Medical Center/Spectrum Health Big Rapids Hospital will continue to

conduct Community Health Needs Assessments as required by the Patient Protection and Affordable Care Act (PPACA)4, providing the necessary metrics to track project performance in terms of impact on ER visits of youth and community perception of health and wellness

� Big Rapids Public Schools will continue to maintain metrics for school absenteeism as required by law5

� Project funding will be provided in full upon approval of the project, or in increments prior to the beginning of each phase, so as to fully cover the costs of each phase

Constraints � The assessment shall be complete by May 1, 2016 � The project shall not exceed the approved budget � The project shall focus on children in Mecosta County only � The project sponsor must approve any changes to the scope, budget, or schedule, and

key stakeholders must be made aware � Any protected health information of children will be handles according to the HIPAA

privacy rules � Project team members will not be able to measure success criteria beyond the project

closeout date of December 1, 2016

3 Michigan Department of Education. (2016). MI school data: Student count snapshot [Data file]. Retrieved from https://www.mischooldata.org/ 4 Hill, M. (2015). Research results from the 2014-15 community-wide health needs assessment: A research project for Spectrum Health Big Rapids Hospital. VIP Research and Evaluation. Retrieved from http://www.spectrumhealth.org/ 5 Michigan Department of Education. (2016). MI school data: Student count snapshot [Data file]. Retrieved from https://www.mischooldata.org/

Project Charter

5

Summary Milestones Summary Milestones Completion Date

Gate One Deliverables February 6, 2016 Gate Two Deliverables March 14, 2016 Complete Project Date March 30, 2016 Project Presentation April 7, 2016 Customer Acceptance of Project April 11, 2016 Discovery Phase: Complete Health Needs Assessment May 1, 2016 Design Phase: Complete Implementation Plan June 1, 2016 Outreach Phase: Complete Outreach Plan and Materials July 1, 2016 Implementation Phase: Complete Initial Program Evaluation November 1, 2016 Project Closeout: Complete Project Book December 1, 2016

Budget Summary The high-level budget includes the major expenses that the project team has identified and estimated for the project.

� Project Team Personnel Expenses are based on industry standard wages for a project manager, consultants, and additional support personnel enlisted to assist the consultants6.

� Discovery Phase Expenses are estimated based on the wages of hospital, school, and community personnel involved in information collection and planning and the cost of materials to support those activities7.

� Design Phase Expenses are based on estimates of wages for a data collections and analyst position and resources required to support the position.

� Outreach Phase Expenses are based on the wages of hospital, school, and community personnel involved in information collection, aggregation, analysis, planning, design, development, and distribution and the cost of materials to support those activities.

� Implementation Phase Expenses are based on estimates of project implementation and evaluation, including but not limited to the cost a nutritionist and establishing regular community courses and informational materials.

High-level Budget Project Team Expenses $150,000 Discovery Phase Expenses $5,000 Design Phase Expenses $40,000 Outreach Phase Expenses $10,000 Implementation Phase Expenses $20,000

Project Total $225,000

6 Project Management Institute. (2015). Earning power; Project management salary survey (9th ed). Project Management Institute. Retrieved from https://www.pmi.org 7 Bureau of Labor Statistics. (2015). Occupational outlook handbook 2014-2015. Retrieved from http://www.bls.gov/ooh/ooh-site-map.htm

Project Charter

6

Stakeholders Identified below are the key stakeholders of this project. The full list of project stakeholders can be found in the stakeholder register. � Spectrum Health Big Rapids Hospital � Mecosta-Osceola Intermediate School

District (MOISD) � Big Rapids Public Schools � Ferris State University � Children and parents in Mecosta County

schools

Authority and Responsibilities The project manager shall have final authority over all decisions faced within the approved constraints of the project, and shall be the main point of contact for the project sponsor and stakeholders. Additional responsibilities of the project manager include: � Staffing Decisions: The project manager will be responsible for all decisions regarding the

adjustments of project team composition, including any external consultants that may be required

� Budget Management and Variance: Management and distribution of the budget will be the responsibility of the project manager. Any variance in the budget must be communicated to the project sponsor

� Technical Decisions: The project manager will work with Subject Matter Experts to make informed decisions regarding the technical needs of the project

� Conflict Resolutions: The project manager is responsible for dealing with and resolving any conflicts occurring within the project management team, or with any of the key stakeholders associated with the project

Escalation Plan for Authority Limitations and Conflict Resolution

Project participants are expected to exercise sound judgment and escalate critical issues rapidly. � Project Team will resolve disputes within twenty-four hours; failure to resolve will

escalate to the project team leader � Project Team Leader will resolve disputes within one business day; failure to resolve will

escalate to the project manager � Project Manager will resolve disputes within three business days; failure to resolve will

escalate to the project sponsor

Project Team24 hours

Project Team Leaders1 business day

Project Manager3 business days

Project Sponsor

Project Charter

7

Project Approval

Project Manager Signature Project Sponsor Signature

Annamaria Herrera Catherine Rybicki

Project Manager Project Sponsor

Project Manager Chief Operating Officer, Big Rapids Hospitals

Title Title

3/26/2016

Date Date

Project Scope

8

Product Scope Description This project designs, implements, and promotes the MI Healthy Child program to incentivize a healthy life style in children and offer high quality medical care to children whom otherwise could not access it. Benefits of this project include decreasing the significant economic costs of chronic diseases in young people in terms of future wages lost from disability and premature death and direct healthcare costs. The program, in partnership with the community and local schools, will monitor key metrics related to chronic diseases in youth, help maintain a school environment that promotes and incentivizes a healthy lifestyle, and provide children with or at risk of chronic disease with resources to proactively manage a healthy life style in the maintenance of these chronic diseases. Emergency room visits by youth and key community health metrics, specifically risk factors of chronic illnesses, will be monitored by local hospitals through existing processes. The Community Health Needs Assessment (CHNA) and Behavioral Risk Factor Survey (BRFS) required by the Patient Protection and Affordable Care Act (PPACA)8 offers a mechanism for consistently and reliably collecting this information. Local schools will monitor school absenteeism related to health issues and help assess the effectiveness of the MI Healthy Child program, which is developed to help maintain a school environment that promotes and incentivizes a healthy lifestyle and provide children with or at risk of chronic disease with resources to proactively manage a healthy life style. The MI Healthy Child program is a framework in which communities can assess the health and wellness needs of children and implement strategies to address shortfalls. With data from existing CHNA and BHFS as well as the foundation of a successful school health program, Spectrum Health is uniquely qualified to pilot such a program in Central Michigan. Mecosta County, Michigan is an ideal location for such a pilot given the community presence of Spectrum Health and the potential for partnership with Ferris State University in the design, implementation, and assessment of the program.

8 Hill, M. (2015). Research results from the 2014-15 community-wide health needs assessment: A research project for Spectrum Health Big Rapids Hospital. VIP Research and Evaluation. Retrieved from http://www.spectrumhealth.org/

Project Scope

9

Product Requirements The MI Healthy Child pilot program will include the following efforts: � School Nurse Program - School participation in the Spectrum Health School Health

Advocacy program through which a professional registered nurse (RN) will educate and support trained school personnel who provide daily direct services to students9 sustained by the support of Ferris State University healthcare students

� Health Education Program - School participation in the Spectrum Health School Health Advocacy program to provide improved health education to children and parents/guardians in an accessible, convenient location10

� Nutrition Education Program - School participation in the Spectrum Health School Health Advocacy program to provide nutrition education delivered in person at easily-accessible community sites11

� Fitness Incentive Program - Increased access to affordable, conveniently located, easy to use gyms, recreation areas, and community exercise programs and activities, especially in the winter months12, incentivized by special events featuring university athletes and other motivations

9 Spectrum Health. (2014). School health advocacy program. Retrieved from http://www.spectrumhealth.org/schoolhealth 10 Recommendation of the 2014-2015 CHNA: Hill, M. (2015). Research results from the 2014-15 community-wide health needs assessment: A research project for Spectrum Health Big Rapids Hospital. VIP Research and Evaluation. Retrieved from http://www.spectrumhealth.org/ 11 Recommendation of the 2014-2015 CHNA: Hill, M. (2015). Research results from the 2014-15 community-wide health needs assessment: A research project for Spectrum Health Big Rapids Hospital. VIP Research and Evaluation. Retrieved from http://www.spectrumhealth.org/ 12 Recommendation of the 2014-2015 CHNA: Hill, M. (2015). Research results from the 2014-15 community-wide health needs assessment: A research project for Spectrum Health Big Rapids Hospital. VIP Research and Evaluation. Retrieved from http://www.spectrumhealth.org/

Project Scope

10

Project Deliverables This project will provide: � A complete Project Book documenting the initiation, planning, and mechanisms for

execution and closeout of the project � A complete Youth Health Needs Assessment Report based on the compilation of existing

assessment, reports, and metrics, interviews with project stakeholders, and a gap analysis, which identifies recommended solutions and assesses the likely impact on the community

� Complete Program Implementation Plans for overall program administration and for each solution recommended in the Youth Health Needs Assessment Report

� An Outreach and Promotion Plan and materials specific to the needs of the community and the recommended programs, including the materials required for an initial promotional event to increase awareness and involvement

� A complete Initial Program Evaluation Report documenting the impact of the programs on the target audience

Product Acceptance Criteria The acceptance criteria allow for accurate monitoring of the project to ensure compliance with customer acceptance criteria. The following are the minimum conditions to be met in order for project deliverables to be accepted: � A mechanism for gathering metrics on the prevalence of chronic diseases in youth in the

community, school absenteeism, and ER visits of young patients, and the effectiveness of corresponding efforts to reduce these numbers is established by May 1, 2016

� An assessment of existing community efforts and shortfalls in addressing chronic illness in children is conducted for Big Rapids Public School by June 1 ,2016

� A project plan is completed for each improvement effort identified by the community needs assessment July 1, 2016

� Improvement projects are underway by September 1, 2016 Project Exclusions � The pilot project will include only Big Rapids Public Schools � The project will only collect information from the School Health Index and the Spectrum

Community Study from the last five years

Project Scope

11

Project Constraints The project is to be planned and implemented under the following constraints: � The assessment must be complete by June 1 ,2016 � The project shall not exceed the approved budget � The project sponsor must approve any changes to the scope, budget, or schedule, and

key stakeholders must be made aware � Any protected health information of children will be handles according to the HIPAA

privacy rules � All individual involved in the program will need to have a background check � The project team members will not be able to measure success criteria beyond the project

closeout date of December 1, 2016 Community Restrictions Community restrictions will be put in place by the specified school districts. The project must comply with those restrictions as well as the restrictions set by the state and federal governments. Community restrictions may include but are not limited to the regulation of curriculum, privacy regulations, and school health and safety policies.

Project Assumptions � Local hospitals maintain accurate metrics for ER visits of youth � Local schools maintain accurate metrics for school absenteeism to the best of their ability � Project funding will be provided in full upon approval of the project, or in increments prior

to the beginning of each phase, so as to fully cover the costs of each phase

Timeline and Milestones Summary Milestones Completion Date

Gate One Deliverables: Project Charter and Scope February 6, 2016 Gate Two Deliverables: WBS, Stakeholder Register, Responsibility Assignment Matrix, Detailed Timeline, and Communications Management Plan, and High-Level Budget

March 14, 2016

Complete Project Date March 30, 2016 Project Presentation April 7, 2016 Customer Acceptance of Project April 11, 2016 Discovery Phase: Complete Health Needs Assessment May 1, 2016 Design Phase: Complete Implementation Plan June 1, 2016 Outreach Phase: Complete Outreach Plan and Materials July 1, 2016 Implementation Phase: Complete Initial Program Evaluation November 1, 2016 Project Closeout: Complete Project Book December 1, 2016

Stakeholder Register

12

Stakeholder Register Name Position Role Contact Requirements Influence

Tim Haist Big Rapids Schools Superintendent

Approval authority; Influences decisions (231) 796-2627

Approve major project decisions regarding schools

High

Sandy Enszer Executive Secretary Provides information; Liaison to teachers, students, and parents

(231) 796-2627

Provide information to project team upon request; Distribute information to teachers, students, and parents as needed

Medium

Pete Kent Big Rapids School Board representative

Approval authority; Liaison to School Board (231) 250-1677

Approve major project decisions regarding schools

Medium

Kenneth Fawcett Spectrum Health VP Healthier Communities

Provide information; Assist with implementation

(616) 486-2260 Approve major project decisions regarding hospital involvement

High

Catherine Rybicki Chief Operating Officer Big Rapids and Reed City Hospitals

Approval authority; Project sponsor; Liaison to school nurse(s) and dietician

(231) 592-4353

Approve major project decisions regarding hospital involvement; Approve School Nurse Program and Health Education Program objectives

High

Caren Dobreff Spectrum Health Big Rapids Registered Dietician

Assists with implementation (616) 391-9128

Establish and implement Nutrition Education Program objectives, develop and deliver training and educational sessions

Low


13

Name Position Role Contact Requirements Influence

Matthew Adeyanju Dean of the College of Health Professions

Provides information; Influences decisions; Liaison to University Healthcare Program Students

(231) 591-2269

Approve major project decisions regarding university involvement; Approve School Nurse Program and Health Education Program objectives

Medium

Jon Coles Assistant University Athletics Director

Provides information; Influences decisions; Liaison to University Athletes

(231) 591-2864

Approve major project decisions regarding university athletics program involvement; Approve Fitness Program objectives

Medium

Various Media Partners Provides information and resources Various

Provide information for outreach plan; Approve outreach implementation schedule

Low

Lisa Buckingham Homeless Student Liaison/Counselor

Assists with implementation (231)796-2627

Distribute information to teachers, students, and parents as needed

Low

Ron Pincumbe Big Rapids High School Principal

Project customer; Liaison to high school student government, teachers, staff, and parents

(231) 796-7651

Approve project decisions regarding school; Distribute information to teachers, students, and parents as needed

Medium

Lenore Weaver Big Rapids Middle School Principal

Project customer; Liaison to middle school student government, teachers, staff and parents

(231) 796-9965

Approve project decisions regarding schools; Distribute information to teachers, students, and parents as needed

Medium


14


Kara Schafer Brookside Elementary School Principal

Project customer; Liaison to elementary school students, staff, and parents

(231) 796-8323


Medium

Kent Renee Riverview Elementary School Principal

Project customer; Liaison to elementary school students, staff, and parents

(231) 796-2550


Medium

Various Parent Teacher Organization (PTO)

Project customer; Liaison to elementary school students

(231)796-2627 Main office

number

Distribute information to teachers, students, and parents as needed

Low

Annamaria Herrera Project Manager

Ensure that the project stays within scope and budget; Facilitate project communication

(231) 349-8009

Project is delivered within the time frame according to the defined scope, and within the approved budget

High

Kevin Reimer-Ranke Project Management Specialist, Finance and Operations

Research, develop, and manage project budget; Plan and coordinate operations

(989) 240-4021


Medium

Stephanie Sikorski Project Management Specialist, Public relations

Plan and coordinate all public outreach efforts; Develop public outreach materials

(248) 978-3321


Medium


15


Shelby Albright Project Management Specialist, Community Liaison

Maintain contact and coordinate with stakeholders; Assist in public outreach efforts

(231) 250-9136


Medium

Shalena Campagna Project Management Specialist, Data Analyst

Coordinate information collection and compilation; Develop Youth Health Needs Assessment Report

(231) 250-3909


Medium

Work Breakdown Structure

16

Work Breakdown Structure 1 Project Management 1.1 Initiating

1.1.1 Project charter

1.1.2 Project scope

1.2 Planning

1.2.1 Work breakdown structure

1.2.2 Roles and responsibilities matrix

1.2.3 High-level timeline with dependencies

1.2.4 High-level budget

1.2.5 Stakeholder register

1.2.6 Communications plan

1.2.7 Executive scorecard

1.3 Executing, Monitoring, and Controlling

1.3.1 Quality control and monitoring

1.3.2 Schedule control and monitoring

1.3.3 Cost control and monitoring

1.3.4 Scope control and monitoring

1.4 Closeout

1.4.1 Final change log

1.4.2 Project book

2 Discovery Phase: Completed Youth Health Needs Assessment Report 2.1 Research

2.1.1 Review existing Community Health Needs Assessment

2.1.2 Collect and review school absenteeism metrics

2.1.3 Collect and review local hospital emergency room metrics for youth

2.2 Stakeholder Interactions

2.2.1 Identify and document stakeholders

2.2.2 Interview stakeholders to determine level of support

2.3 Gap Analysis

2.3.1 Identify and document existing youth health programs and resources

2.3.2 Identify gaps between youth health needs and existing resources

2.4 Impact Analysis

2.4.1 Identify impact of youth health needs on local schools and youth


17

2.4.2 Identify impact of youth health needs on local healthcare provider

2.5 Youth Health Needs Assessment Report

2.5.1 Brainstorm solutions

2.5.2 Document and revise Youth Health Needs Assessment Report

2.5.3 Complete Youth Health Needs Assessment Report

3 Design Phase: Program Implementation Plan 3.1Program Administration

3.1.1 Identify mechanism for program administration

3.1.2 Get authorization for program administration

3.1.3 Approve appointments for program administration

3.1.4 Identify program funding sources

3.1.5 Get authorization for program funding

3.1.6 Apply for program funding (as required)

3.2 School Nurse Program

3.2.1 Establish program objectives

3.2.2 Assess resource requirements

3.2.3 Establish agreements between local schools, local hospital, and university healthcare

programs (nursing, optometry, pharmacy)

3.2.4 Develop student orientation and training materials

3.2.5 Conduct nurse and student background checks

3.2.6 Conduct student orientation and training

3.2.7 Arrange program logistics

3.2.7.1 Arrange with schools for a secure room with locking cabinets

3.2.7.2 Arrange with local hospital for allocation of necessary medical supplies

3.2.7.3 Arrange with university healthcare programs for student scheduling and

transportation

3.3 Health Education Program



3.3.3 Establish agreements between local schools, local hospital, and university healthcare

programs (nursing, optometry, pharmacy)

3.3.4 Develop student orientation and train-the-trainer materials

3.3.5 Conduct nurse and student background checks


18

3.3.6 Conduct student orientation and training


3.3.7.1 Arrange with schools for a scheduled time and room for educational sessions

3.3.7.2 Arrange with university healthcare programs for student scheduling and

transportation

3.3.8 Develop program curriculum and materials based on program objectives

3.4 Nutrition Education Program



3.4.3 Establish agreements between local schools and local hospital (nutritionist)


3.4.4.1 Arrange with schools for a scheduled time and room for nutrition education

sessions

3.4.4.2 Arrange with local hospital nutritionist for acquisition of necessary supplies and

equipment

3.4.5 Develop program curriculum based on program objectives

3.5 Physical Fitness Incentive Program



3.5.3 Arrange with schools for a scheduled time and facility for fitness activities

3.5.4 Arrange with University Athletics Director for scheduling involvement of athletes in

physical fitness programs

4 Outreach and Promotion Phase: Outreach and Promotion Plan and Materials 4.1 Target Audience Research

4.1.1 Identify effective communication channels

4.1.2 Develop effective general messages

4.2 Media Partner Selection and Resource Development

4.2.1 Research and select media partners

4.2.2 Align message and schedule with that of media partners

4.2.3 Development media resources

4.2.3.1 Print media outreach and promotion

4.2.3.1.1 Print Flyers, pamphlets, booklets, school newsletter inserts

4.2.3.1.2 Get design approved


19

4.2.3.1.3 Print and distribute

4.2.3.2 Social media and website outreach and promotion

4.2.3.2.1 Design content

4.2.3.2.2 Get content approved

4.2.3.2.3 Implement social media and website outreach

4.3 Initial Promotional Event

4.3.1 Arrange with schools for a scheduled time and facility

4.3.2 Arrange with University Athletics Director for scheduling involvement of athletes

in promotional event (informational booths and activities)

4.3.3 Arrange with university healthcare programs for healthcare student participation

in promotional event (informational booths and sessions)

5 Implementation Phase: Complete Initial Program Evaluation Report 5.1 School Nurse Program Evaluation

5.1.1 Track number of students served by school nurse program

5.1.2 Conduct student survey on effectiveness of school nurse program

5.1.2.1 Develop student survey

5.1.2.2 Distribute student survey with school newsletter

5.1.2.3 Provide survey respondents with incentive

5.1.3 Compare number of health related absences after program implementation to previous

years

5.2 Health Education Program Evaluation

5.2.1 Track number of students served by health education program

5.2.2 Conduct student survey on effectiveness of health education program





years

5.3 Nutrition Education Program Evaluation

5.3.1 Track number of students served by nutrition education program

5.3.2 Conduct student survey on effectiveness of nutrition education program




20



years

5.4 Physical Fitness Incentive Program Evaluation

5.4.1 Track number of students served by physical fitness program

5.4.2 Conduct student survey on effectiveness of physical fitness program





years

5.5 Initial Program Evaluation Report

5.5.1 Document and revise Initial Program Evaluation Report

5.5.2 Complete Initial Program Evaluation Report

Roles and Responsibilities Matrix (RACI Chart)

21

Roles and Responsibilities Matrix R Responsible: The person performing the work A Accountable: The person who is answerable to the project manager that the work is done on time, meets requirements, and is acceptable C Consult: The person who has information necessary to complete the work I Inform: This person should be notified when the work is complete

WBS ID WBS Task

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Stud

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Pare

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Proj

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Proj

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Ope

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Publ

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elat

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Com

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Data

Ana

lyst

1.1 Initiating 1.1.1 Project charter I I I A R C C C 1.1.2 Project scope I I I A R C C C 1.2 Planning 1.2.1 Work breakdown structure I I I A R C C C 1.2.2 Roles and responsibilities matrix I I I A R C C C 1.2.3 High-level timeline I I I A R C C C 1.2.4 High-level budget I I I A R C C C 1.2.5 Stakeholder register I I I A R C C C 1.2.6 Communications plan I I I A R C C C 1.2.7 Executive scorecard I I I A R C C C


22

WBS ID WBS Task

Supe

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tics

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ctor

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ia P

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1.3 Executing, Monitoring, and Controlling 1.3.1 Quality control and monitoring I I I A R C C C 1.3.2 Schedule control and monitoring I I I A R C C C 1.3.3 Cost control and monitoring I I I A R C C C 1.3.4 Scope control and monitoring I I I A R C C C 1.4 Closeout 1.4.1 Final change log I I I A R C C C 1.4.2 Project book I I I A R C C C 2.1 Research 2.1.1 Review existing Community Health Needs

Assessment C C C I A R

2.1.2 Collect and review school absenteeism metrics C C C I A R

2.1.3 Collect and review local hospital emergency room metrics for youth C C I A R

2.2 Stakeholder Interactions 2.2.1 Identify and document stakeholders C C C C C C C C C C C C I A C R C 2.2.2 Interview stakeholders to determine level

of support C C C C C C C C C C C C I A C R C


23

WBS ID WBS Task

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2.3 Gap Analysis

2.3.1 Identify and document existing youth health programs and resources C C C C I R A

2.3.2 Identify gaps between youth health needs and existing resources C C C C I R A

2.4 Impact Analysis

2.4.1 Identify impact of youth health needs on local schools and youth C C C C C C C C I R A

2.4.2 Identify impact of youth health needs on local healthcare provider C C I R A

2.5 Youth Health Needs Assessment Report 2.5.1 Brainstorm solutions C C C C C I A C C R

2.5.2 Document and revise Youth Health Needs Assessment Report C C C C C I A C C R

2.5.3 Complete Youth Health Needs Assessment Report I I I I I I I A C C R


24

WBS ID WBS Task

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3.1 Program Administration 3.1.1 Identify mechanism for program

administration C C C C C C C I A R

3.1.2 Get authorization for program administration C C C C C C C I A R

3.1.3 Approve appointments for program administration C I C C C C C I C I A R

3.1.4 Identify program funding sources C C C C C C C I A R 3.1.5 Get authorization for program funding C I C C C C C I C I A R 3.1.6 Apply for program funding (as required) C C C C C C C I A R 3.2 School Nurse Program 3.2.1 Establish program objectives C C R A C C C I I I I I 3.2.2 Assess resource requirements C C R A C C C I I I I I 3.2.3 Establish agreements between local

schools, local hospital, and university healthcare programs (nursing, optometry, pharmacy)

C C C R C I I A

3.2.4 Develop student orientation and training materials R A C I

3.2.5 Conduct nurse and student background checks C C C I A R

3.2.6 Conduct student orientation and training R C C I A


25

WBS ID WBS Task

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3.2 School Nurse Program (continued)

3.2.7.1 Arrange with schools for a secure room with locking cabinets C R I C C I I A

3.2.7.2 Arrange with local hospital for allocation of necessary medical supplies C R I I I A

3.2.7.3 Arrange with university healthcare programs for student scheduling and transportation

C C R C I I A

3.3 Health Education Program 3.3.1 Establish program objectives C C R A C C C I I I I I 3.3.2 Assess resource requirements C C R A C C C I I I I I

3.3.3

Establish agreements between local schools, local hospital, and university healthcare programs (nursing, optometry, pharmacy)

C C C R C I I A

3.3.4 Develop student orientation and train-the-trainer materials R A C I

3.3.5 Conduct nurse and student background checks C C C I A R

3.3.6 Conduct student orientation and training R C C I A

3.3.7.1 Arrange with schools for a scheduled time and room for educational sessions C R I C C I I A


26

WBS ID WBS Task

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3.3 Health Education Program (continued)

3.3.7.2 Arrange with university healthcare programs for student scheduling and transportation

C C R C I I A

3.3.8 Develop program curriculum and materials based on program objectives C R C C I A

3.4 Nutrition Education Program 3.4.1 Establish program objectives C C A R C C C I I I I I 3.4.2 Assess resource requirements C C A R C C C I I I I I

3.4.3 Establish agreements between local schools and local hospital (nutritionist) C C C R C I I I A

3.4.4.1 Arrange with schools for a scheduled time and room for nutrition education sessions

C R I C C I I I A

3.4.4.2 Arrange with local hospital nutritionist for acquisition of necessary supplies and equipment

C C R I I I A

3.4.5 Develop program curriculum based on program objectives C C R C I A


27

WBS ID WBS Task

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3.5 Physical Fitness Incentive Program 3.5.1 Establish program objectives C C A C C C I I I R I 3.5.2 Assess resource requirements A C C C I I R

3.5.3 Arrange with schools for a scheduled time and facility for fitness activities C R I C C I I I A

3.5.4 Arrange with University Athletics Director for scheduling involvement of athletes in physical fitness programs

C C R C I I A

4.1 Target Audience Research

4.1.1 Identify effective communication channels C C C C C I A R

4.1.2 Develop effective general messages C I A R 4.2 Media Partner Selection and Resource Development 4.2.1 Research and select media partners C I I A R C

4.2.2 Align message and schedule with that of media partners C I A R

4.2.3.1.1 Print Flyers, pamphlets, booklets, school newsletter inserts I I C A R

4.2.3.1.2 Get design approved C C C I I A R 4.2.3.1.3 Print and distribute C C C C I C C I A R 4.2.3.2.1 Design content for social media C C C I I A R


28

WBS ID WBS Task

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4.2 Media Partner Selection and Resource Development (continued) 4.2.3.2.2 Get content approved C C C I I A R

4.2.3.2.3 Implement social media and website outreach C C C C I C C I A R

4.3 Initial Promotional Event

4.3.1 Arrange with schools for a scheduled time and facility C R C C I I A

4.3.2

Arrange with University Athletics Director for scheduling involvement of athletes in promotional event (informational booths and activities)

R I I C A

4.3.3

Arrange with university healthcare programs for healthcare student participation in promotional event (informational booths and sessions)

C C R I I A

5.1 School Nurse Program Evaluation

5.1.1 Track number of students served by school nurse program R C C I A

5.1.2 Conduct student survey on effectiveness of school nurse program C R C C C I I A

5.1.2.1 Develop student survey C R C C C I I A


29

WBS ID WBS Task

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5.1 School Nurse Program Evaluation (continued)

5.1.2.2 Distribute student survey with school newsletter C C C I I R A

5.1.2.3 Provide survey respondents with incentive C C C I I R A

5.1.3 Compare number of health related absences after program implementation to previous years

C C C C I A R

5.2 Health Education Program Evaluation

5.2.1 Track number of students served by health education program R C C I A

5.2.2 Conduct student survey on effectiveness of health education program C R C C C I I A





C C C C I A R


30

WBS ID WBS Task

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5.3 Nutrition Education Program Evaluation

5.3.1 Track number of students served by nutrition education program R C C I A

5.3.2 Conduct student survey on effectiveness of nutrition education program C R C C C I I A





C C C C I A R

5.4 Physical Fitness Incentive Program Evaluation

5.4.1 Track number of students served by physical fitness program C C I R A

5.4.2 Conduct student survey on effectiveness of physical fitness program C R C C C I I A

5.4.2.1 Develop student survey C C C C I I A



31

WBS ID WBS Task

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5.4 Physical Fitness Incentive Program Evaluation (continued)

5.4.2.3 Provide survey respondents with incentive C C C I I A


C C C C I A R

5.5 Initial Program Evaluation Report

5.5.1 Document and revise Initial Program Evaluation Report C C C I A C C R

5.5.2 Complete Initial Program Evaluation Report I I I I I I I I I I I A C C R

Assumptions � Individuals are designated as responsible for tasks for planning purposes and may delegate the tasks to peers or subordinates,

but are still responsible for timely and sufficient completion of the task o For example, it is assumed that the Dean of the College of Health Professions will delegate most tasks to faculty, staff,

and/or students; the University Athletics Assistant Director will delegate most tasks to staff and/or athletes; the Spectrum Health Representative will delegate most tasks to the appointed school nurse(s)

Communications Management Plan

32

Communications Management Plan Name Position Information/Message Method Timing/Frequency Sender

Tim Haist Big Rapids Schools Superintendent

Major project initiatives and performance metrics

Face-to-face Phone Email

As needed to gather information; Updates provided monthly

Project Manager

Sandy Enszer Executive Secretary

Major project initiatives and performance metrics; Information to be distributed to teachers, students, and parents



Community Liaison

Pete Kent Big Rapids School Board representative

Major project initiatives and performance metrics



Community Liaison

Kenneth Fawcett Spectrum Health VP Healthier Communities

Performance information

Phone Email


Community Liaison

Catherine Rybicki Chief Operating Officer Big Rapids and Reed City Hospitals

Major project initiatives and performance metrics; Information to be distributed to school nurse(s)

Phone Email


Community Liaison

Caren Dobreff Spectrum Health Big Rapids Registered Dietician

Nutrition Education Program initiatives and evaluation



Community Liaison


33

Name Position Information/Message Method Timing/Frequency Sender

Matthew Adeyanju Dean of the College of Health Professions

School Nurse Program and Health Education Program initiatives and evaluation; Information to be distributed to healthcare program students



Community Liaison

Jon Coles Assistant University Athletics Director

Fitness Incentive Program initiatives and evaluation; Information to be distributed to university athletes



Community Liaison

Various Media Partners Outreach initiatives Various As needed to gather information

Public Relations

Lisa Buckingham Homeless Student Liaison/Counselor




Community Liaison

Ron Pincumbe Big Rapids High School Principal




Community Liaison


34


Lenore Weaver Big Rapids Middle School Principal




Community Liaison

Kara Schafer Brookside Elementary School Principal




Community Liaison

Kent Renee Riverview Elementary School Principal




Community Liaison

Various Parent Teacher Organization (PTO)

Major project initiatives; Information to be distributed to students

Newsletter Surveys

Monthly during implementation Principals

Annamaria Herrera Project Manager Major project updates, change requests, and risks

Team meetings As needed to share information; Weekly team meetings

Project Team

Kevin Reimer-Ranke Project Management Specialist, Finance and Operations

Major project updates, change requests, and risks


Project Manager

Stephanie Sikorski Project Management Specialist, Public relations



Project Manager


35


Shelby Albright Project Management Specialist, Community Liaison



Project Manager

Shalena Campagna Project Management Specialist, Data Analyst



Project Manager


36

Assumptions x Elementary age students do not have significant control over their own health and wellness

choices, therefore, communications will be directed towards parents x Some individuals are designated as information recipients for planning purposes and may

pass the information on when they delegate a tasks to peers or subordinates, but are still responsible for timely and sufficient completion of the task

Constraints x All information will be communicated to students and parents through the school

principal and/or student liaison (counselor or student government), depending on the nature of the message

x All communications must comply with the restrictions set by state and federal regulations


37

Glossary BRFS: Behavioral Risk Factor Survey CDC: Centers for Disease Control and Prevention CHINA: Community Health Needs Assessment Chronic Disease: an illness lasting three months or more (U.S. National Center for Health Statistics), which generally cannot be prevented by vaccines, cured by medication, nor be expected to improve without remediation HIPAA: Health Insurance Portability and Accountability Act Media Partner: Individual, group, or organization with whom there exists a mutually beneficial relationship providing both entities with visibility and brand or cause advantages in addition to a range of other benefits defined by each partner MOISD: Mecosta-Osceola Intermediate School District PPACA: Patient Protection and Affordable Care Act Stakeholder: individual, group, or organization influenced by or with an influence on the project outcomes

High-Level Budget

38

High-Level Budget The high-level budget for the project is calculated on the basis of costs associated to each WBS ID number. This cost estimate for each WBS ID includes assumptions on resource or material and the labor cost considering the amount of effort and number of workers required to perform the activity. Further cost is calculated on the basis of internal cost and the external outsourced or contract-based work.

The initial budget estimate was $1,000,000, later reduced to $225,000. Adjusted for cost estimates based on specific work packages and more detailed information, the estimated budget is a fraction of the initial estimate, coming to under $225,000.

Considering probable risks and other potential variations that may arise during the course of project implementation, a 15% contingency amount to the estimated project cost is recommended, bring the total estimated project cost including contingency to just over $260,000.

The following assumptions were made in the process of estimating this budget:

� The Project Team is comprised of the Project Manager and four Project Management Specialists. The project manager will be engaged throughout the entire duration of the project.

� Some members of the Project Team will be completely engaged during their respective phase of the project, but all will play a consulting and supporting role in some phases. Project Team expenses are based on industry standard wages for a project manager, consultants, and additional support personnel enlisted to assist the consultants.

� The project is a community collaboration effort and will be eligible to apply for community foundation and local business grants as available

High-level Budget Project Team Expenses $150,000 Discovery Phase Expenses $5,000 Design Phase Expenses $40,000 Outreach Phase Expenses $10,000 Implementation Phase Expenses $20,000 Project Total $225,000

The Detailed Timeline with Dependencies and Costing details each of these expense categories by WBS tasks, labor, material or resource, and anticipated funding source.

High-Level Budget

39

High-Level Budget and Detailed Timeline with Dependencies and Costing The Detailed Timeline with Dependencies and Costing includes the timeline of each work breakdown structure item with scheduling and dependencies. Each item has costs associated with it, as shown in the chart. Below is a reference for all of the header items on the detailed timeline. Items without durations are milestones.

Term Definition Dependency ID Number assigned to each task for identifying predecessors WBS Number assigned to each task according to its hierarchical position in the WBS Task Name Name of the task from the WBS Duration Length of time the task requires to be completed, in days Start The calendar date that the task will be started on (Format: Day, MMM DD YY) Finish The calendar date that the task will be completed on (Format: Day, MMM DD YY) Predecessor ID Dependency ID of task(s) must be completed before a particular task may start Resources List of resource(s) used in a task (Items in italics are materials; underlined items are

resources; all others are labor) Costs Total estimated cost of the resource Funding Source Potential or anticipated source of resource funding

Detailed Timeline with Dependencies & Costing

40


Depe

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ID

WBS

Task

Nam

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Dura

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(Day

s)

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Fini

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ID

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ater

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Cost

Fund

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ce

1 1 Project Management 185 Mon Jan 25, '16 Fri Oct 7, '16 2 1.1 Initiating 1 Mon Jan 25, '16 Mon Jan 25, '16 3 1.1.1 Project charter 5 Mon Jan 25, '16 Fri Jan 29, '16 Project Manager * Sponsor 4 1.1.2 Project scope 5 Mon Jan 25, '16 Fri Jan 29, '16 Project Manager * Sponsor 5 1.2 Planning 8 Tue Jan 26, '16 Thu Feb 4, '16 2 6 1.2.1 WBS 3 Tue Jan 26, '16 Thu Jan 28, '16 Project Manager * Sponsor

7 1.2.2 RACI chart 3 Tue Feb 2, '16 Thu Feb 4, '16 6 10 Project Manager * Sponsor

8 1.2.3 High-level timeline 2 Fri Jan 29, '16 Mon Feb 1, '16 6 Project Manager * Sponsor 9 1.2.4 High-level budget 3 Fri Jan 29, '16 Tue Feb 2, '16 6 Project Manager * Sponsor 10 1.2.5 Stakeholder register 5 Tue Jan 26, '16 Mon Feb 1, '16 Project Manager * Sponsor 11 1.2.6 Communications plan 3 Tue Feb 2, '16 Thu Feb 4, '16 10 Project Manager * Sponsor 12 1.2.7 Executive scorecard 2 Tue Jan 26, '16 Wed Jan 27, '16 Project Manager * Sponsor

13 1.3 Executing, Monitoring, and Controlling 129 Tue Apr 12, '16 Fri Oct 7, '16

14 1.3.1 Quality control 129 Tue Apr 12, '16 Fri Oct 7, '16 Project Manager * Sponsor 15 1.3.2 Schedule control 129 Tue Apr 12, '16 Fri Oct 7, '16 Project Manager * Sponsor 16 1.3.3 Cost control 129 Tue Apr 12, '16 Fri Oct 7, '16 Project Manager * Sponsor 17 1.3.4 Scope control 129 Tue Apr 12, '16 Fri Oct 7, '16 18 1.4 Closeout 155 Mon Mar 7, '16 Fri Oct 7, '16 13 19 1.4.1 Final change log 155 Mon Mar 7, '16 Fri Oct 7, '16 Project Manager * Sponsor 20 1.4.2 Project book 155 Mon Mar 7, '16 Fri Oct 7, '16 Project Manager * Sponsor


41

Depe

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WBS

Task

Nam

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s)

Star

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D

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21 2 Discovery Phase: Completed Youth Health Needs Assessment Report

15 Tue Apr 12, '16 Mon May 2, '16

22 2.1 Research 4 Tue Apr 12, '16 Fri Apr 15, '16 23 2.1.1 Review existing

Community Health Needs Assessment

1 Tue Apr 12, '16 Tue Apr 12, '16 Data Analyst $296.00 Sponsor

24 2.1.2 Collect and review school absenteeism metrics

1 Wed Apr 13, '16 Wed Apr 13, '16 Data Analyst $296.00 Sponsor

25 2.1.3 Collect and review local hospital emergency room metrics for youth

2 Thu Apr 14, '16 Fri Apr 15, '16 Data Analyst $592.00 Sponsor

26 2.2 Stakeholder Interactions 5 Tue Apr 12, '16 Mon Apr 18, '16 27 2.2.1 Identify and document

stakeholders 3 Tue Apr 12, '16 Thu Apr 14, '16 Community Liaison $720.00 Sponsor

28 2.2.2 Interview stakeholders to determine level of support

2 Fri Apr 15, '16 Mon Apr 18, '16 Community Liaison $480.00 Sponsor

29 2.3 Gap Analysis 4 Tue Apr 19, '16 Fri Apr 22, '16 21 30 2.3.1 Identify and document

existing youth health programs and resources

3 Tue Apr 19, '16 Thu Apr 21, '16 Community Liaison $720.00 Sponsor


42

Depe

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WBS

Task

Nam

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31 2.3.2 Identify gaps between youth health needs and existing resources

1 Fri Apr 22, '16 Fri Apr 22, '16 Community Liaison $240.00 Sponsor

32 2.4 Impact Analysis 4 Mon Apr 25, '16 Thu Apr 28, '16 33 2.4.1 Identify impact of youth

health needs on local schools and youth

2 Mon Apr 25, '16 Tue Apr 26, '16 Community Liaison $480.00 Sponsor

34 2.4.2 Identify impact of youth health needs on local healthcare provider

2 Wed Apr 27, '16 Thu Apr 28, '16 Community Liaison $480.00 Sponsor

35 2.5 Youth Health Needs Assessment Report

2 Fri Apr 29, '16 Mon May 2, '16 21 25 28 31

36 2.5.1 Brainstorm solutions 1 Fri Apr 29, '16 Fri Apr 29, '16 Data Analyst $296.00 Sponsor 37 2.5.2 Document and revise

Youth Health Needs Assessment Report

1 Mon May 2, '16 Mon May 2, '16 Data Analyst $296.00 Sponsor

38 2.5.3 Complete Youth Health Needs Assessment Report

Mon May 2, '16 Mon May 2, '16 Sponsor

39 3 Design Phase: Program Implementation Plan

24 Tue May 3, '16 Fri Jun 3, '16 37

40 3.1 Program Administration 16 Tue May 3, '16 Tue May 24, '16


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41 3.1.1 Identify mechanism for program administration

5 Tue May 3, '16 Mon May 9, '16 Community Liaison $1,200.00 Sponsor

42 3.1.2 Get authorization for program administration

Mon May 9, '16 Mon May 9, '16 40

43 3.1.3 Approve appointments for program administration

1 Tue May 10, '16 Tue May 10, '16 41 Community Liaison $240.00 Sponsor

44 3.1.4 Identify program funding sources

5 Wed May 11, '16 Tue May 17, '16 Community Liaison $1,200.00 Sponsor

45 3.1.5 Get authorization for program funding

Tue May 17, '16 Tue May 17, '16 43

46 3.1.6 Apply for program funding (as required)

5 Wed May 18, '16 Tue May 24, '16 44 Community Liaison $1,200.00 Sponsor

47 3.2 School Nurse Program 5 Tue May 10, '16 Mon May 16, '16 42

48 3.2.1 Establish program objectives

1 Tue May 10, '16 Tue May 10, '16 Hospital Representative $400.00 Sponsor

49 3.2.2 Assess resource requirements

3 Tue May 10, '16 Thu May 12, '16 Hospital Representative $1,200.00 Sponsor

50 3.2.3 Establish agreements between local schools, local hospital, and university healthcare programs (nursing, optometry, pharmacy)

2 Tue May 10, '16 Wed May 11, '16 Healthier Communities Rep $640.00 Sponsor


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51 3.2.4 Develop student orientation and training materials

3 Tue May 10, '16 Thu May 12, '16 Hospital Representative $1,200.00 Sponsor

52 3.2.5 Conduct nurse and student background checks

5 Tue May 10, '16 Mon May 16, '16 Community Liaison $1,200.00 Sponsor

53 3.2.6 Conduct student orientation and training

5 Tue May 10, '16 Mon May 16, '16 Hospital Representative Training Materials

$2,000.00 $200.00

Sponsor Grant

54 3.2.7 Arrange program logistics 5 Tue May 10, '16 Mon May 16, '16

55 3.2.7.1 Arrange with schools for a secure room with locking cabinets

1 Tue May 10, '16 Tue May 10, '16 School Administrator $320.00 School Budget

56 3.2.7.2 Arrange with local hospital for allocation of necessary medical supplies

5 Tue May 10, '16 Mon May 16, '16 Healthier Communities Rep Medical Supplies

$1,600.00 $2,500.00

Sponsor

57 3.2.7.3 Arrange with university healthcare programs for student scheduling and transportation

3 Tue May 10, '16 Thu May 12, '16 University Healthcare Programs Rep

$960.00 University Budget

58 3.3 Health Education Program

5 Wed May 11, '16 Tue May 17, '16 32


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2 Wed May 11, '16 Thu May 12, '16 Hospital Representative $800.00 Sponsor


3 Wed May 11, '16 Fri May 13, '16 Hospital Representative $1,200.00 Sponsor

61 3.3.3 Establish agreements between local schools, local hospital, and university healthcare programs (nursing, optometry, pharmacy)

2 Wed May 11, '16 Thu May 12, '16 Healthier Communities Rep $640.00 Sponsor

62 3.3.4 Develop student orientation and train-the-trainer materials

3 Wed May 11, '16 Fri May 13, '16 Hospital Representative Training Materials

$1,200.00 $200.00

Sponsor Grant

63 3.3.5 Conduct nurse and student background checks

5 Wed May 11, '16 Tue May 17, '16 Hospital Representative $2,000.00

64 3.3.6 Conduct student orientation and training

5 Wed May 11, '16 Tue May 17, '16 Hospital Representative Training Materials

$2,000.00 $200.00

Sponsor Grant

65 3.3.7 Arrange program logistics 1 Wed May 11, '16 Wed May 11, '16 32

66 3.3.7.1 Arrange with schools for a scheduled time and room for educational sessions

1 Wed May 11, '16 Wed May 11, '16 School Administrator $320.00 School Budget


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67 3.3.7.2 Arrange with university healthcare programs for student scheduling and transportation

1 Wed May 11, '16 Wed May 11, '16 University Healthcare Programs Rep Transportation

$320.00 $600.00

Sponsor Grant

68 3.3.8 Develop program curriculum and materials based on program objectives

3 Wed May 11, '16 Fri May 13, '16 Healthier Communities Rep $960.00 Sponsor

69 3.4 Nutrition Education Program

3 Wed May 11, '16 Fri May 13, '16 32


2 Wed May 11, '16 Thu May 12, '16 Dietician $448.00 Sponsor


2 Wed May 11, '16 Thu May 12, '16 Dietician $448.00 Sponsor

72 3.4.3 Establish agreements between local schools and local hospital (nutritionist)

2 Wed May 11, '16 Thu May 12, '16 Healthier Communities Rep $640.00 Sponsor

73 3.4.4 Arrange program logistics 2 Wed May 11, '16 Thu May 12, '16 74 3.4.4.1 Arrange with schools for

a scheduled time and room for nutrition education sessions

2 Wed May 11, '16 Thu May 12, '16 School Administrator $640.00 School Budget


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75 3.4.4.2 Arrange with local hospital nutritionist for acquisition of necessary supplies and equipment

2 Wed May 11, '16 Thu May 12, '16 Dietician Nutrition Education Program Supplies

$448.00 $5,000.00

Sponsor Grant

76 3.4.5 Develop program curriculum based on program objectives

3 Wed May 11, '16 Fri May 13, '16 Dietician $672.00 Sponsor

77 3.5 Physical Fitness Incentive Program

2 Wed May 11, '16 Thu May 12, '16 32


2 Wed May 11, '16 Thu May 12, '16 Community Liaison $480.00 Sponsor


2 Wed May 11, '16 Thu May 12, '16 Community Liaison $480.00 Sponsor

80 3.5.3 Arrange with schools for a scheduled time and facility for fitness activities

2 Wed May 11, '16 Thu May 12, '16 School Administrator $640.00 School Budget

81 3.5.4 Arrange with University Athletics Director for scheduling involvement of athletes in physical fitness programs

2 Wed May 11, '16 Thu May 12, '16 University Healthcare Programs Rep



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82 4 Outreach and Promotion Phase: Outreach and Promotion Plan and Materials

20 Mon Jun 6, '16 Fri Jul 1, '16

83 4.1 Target Audience Research

3 Mon Jun 6, '16 Wed Jun 8, '16

84 4.1.1 Identify effective communication channels

3 Mon Jun 6, '16 Wed Jun 8, '16 Community Liaison $720.00 Sponsor

85 4.1.2 Develop effective general messages

2 Mon Jun 6, '16 Tue Jun 7, '16 Community Liaison $480.00 Sponsor

86 4.2 Media Partner Selection and Resource Development

13 Wed Jun 8, '16 Fri Jun 24, '16 84

87 4.2.1 Research and select media partners

3 Wed Jun 8, '16 Fri Jun 10, '16 Community Liaison $720.00 Sponsor

88 4.2.2 Align message and schedule with that of media partners

2 Mon Jun 13, '16 Tue Jun 14, '16 86 Community Liaison $480.00 Sponsor

89 4.2.3 Development media resources

10 Mon Jun 13, '16 Fri Jun 24, '16

90 4.2.3.1 Print media outreach and promotion

8 Wed Jun 15, '16 Fri Jun 24, '16

91 4.2.3.1.1 Print Flyers, pamphlets, booklets, school newsletter inserts

2 Wed Jun 15, '16 Thu Jun 16, '16 87 Community Liaison Print Materials

$480.00 $1,000.00

Sponsor Grant


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92 4.2.3.1.2 Get design approved 1 Fri Jun 17, '16 Fri Jun 17, '16 90 Community Liaison $240.00 Sponsor 93 4.2.3.1.3 Print and distribute 5 Mon Jun 20, '16 Fri Jun 24, '16 91 Community Liaison $1,200.00 Sponsor 94 4.2.3.2 Social media and website

outreach and promotion 9 Mon Jun 13, '16 Thu Jun 23, '16

95 4.2.3.2.1 Design content 3 Mon Jun 13, '16 Wed Jun 15, '16 86 Community Liaison $720.00 Sponsor 96 4.2.3.2.2 Get content approved 1 Thu Jun 16, '16 Thu Jun 16, '16 94 Community Liaison $240.00 Sponsor 97 4.2.3.2.3 Implement social media

and website outreach 5 Fri Jun 17, '16 Thu Jun 23, '16 95 Community Liaison $1,200.00 Sponsor

98 4.3 Initial Promotional Event 2 Mon Jun 6, '16 Tue Jun 7, '16 99 4.3.1 Arrange with schools for

a scheduled time and facility

1 Mon Jun 6, '16 Mon Jun 6, '16 School Administrator $320.00 School Budget

100 4.3.2 Arrange with University Athletics Director for scheduling involvement of athletes in promotional event (informational booths and activities)

2 Mon Jun 6, '16 Tue Jun 7, '16 University Athletics Rep. $800.00 University Budget


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101 4.3.3 Arrange with university healthcare programs for healthcare student participation in promotional event (informational booths and sessions)

2 Mon Jun 6, '16 Tue Jun 7, '16 University Healthcare Programs Rep


102 5 Implementation Phase: Complete Initial Program Evaluation Report

45 Mon Sep 5, '16 Fri Nov 4, '16

103 5.1 School Nurse Program Evaluation

22 Mon Sep 5, '16 Tue Oct 4, '16

104 5.1.1 Track number of students served by school nurse program

1 Mon Sep 5, '16 Mon Sep 5, '16 Hospital Representative $400.00 Sponsor

105 5.1.2 Conduct student survey on effectiveness of school nurse program

19 Mon Sep 5, '16 Thu Sep 29, '16

106 5.1.2.1 Develop student survey 3 Mon Sep 5, '16 Wed Sep 7, '16 University Healthcare Programs Rep


107 5.1.2.2 Distribute student survey with school newsletter

15 Thu Sep 8, '16 Wed Sep 28, '16 105 Community Liaison $3,600.00 Sponsor

108 5.1.2.3 Provide survey respondents with incentive

1 Thu Sep 29, '16 Thu Sep 29, '16 106 Community Liaison $240.00 Sponsor


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109 5.1.3 Compare number of health related absences after program implementation to previous years

3 Fri Sep 30, '16 Tue Oct 4, '16 107 Data Analyst $888.00 Sponsor

110 5.2 Health Education Program Evaluation

45 Mon Sep 5, '16 Fri Nov 4, '16

111 5.2.1 Track number of students served by health education program

2 Mon Sep 5, '16 Tue Sep 6, '16 Hospital Representative $800.00 Sponsor

112 5.2.2 Conduct student survey on effectiveness of health education program

19 Mon Sep 5, '16 Thu Sep 29, '16

113 5.2.2.1 Develop student survey 3 Mon Sep 5, '16 Wed Sep 7, '16 University Healthcare Programs Rep


114 5.2.2.2 Distribute student survey with school newsletter

2 Thu Sep 8, '16 Fri Sep 9, '16 105 Community Liaison $480.00 Sponsor




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2 Fri Sep 30, '16 Mon Oct 3, '16 107 Data Analyst $592.00 Sponsor

117 5.3 Nutrition Education Program Evaluation

45 Mon Sep 5, '16 Fri Nov 4, '16

118 5.3.1 Track number of students served by nutrition education program

2 Hospital Representative $800.00 Sponsor

119 5.3.2 Conduct student survey on effectiveness of nutrition education program

19 Mon Sep 5, '16 Thu Sep 29, '16

120 5.3.2.1 Develop student survey 3 Mon Sep 5, '16 Wed Sep 7, '16 Dietician $672.00 Sponsor 121 5.3.2.2 Distribute student survey

with school newsletter 2 Thu Sep 8, '16 Fri Sep 9, '16 105 Community Liaison $480.00 Sponsor






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124 5.4 Physical Fitness Incentive Program Evaluation

45 Mon Sep 5, '16 Fri Nov 4, '16

125 5.4.1 Track number of students served by physical fitness program

2 Mon Sep 5, '16 Tue Sep 6, '16 Community Liaison $480.00 Sponsor

126 5.4.2 Conduct student survey on effectiveness of physical fitness program

18 Thu Sep 8, '16 Mon Oct 3, '16

127 5.4.2.1 Develop student survey 16 Thu Sep 8, '16 Thu Sep 29, '16 128 4.4.2.1.1 Distribute student survey

with school newsletter 2 Thu Sep 8, '16 Fri Sep 9, '16 105 Community Liaison $480.00 Sponsor

129 4.4.2.1.2 Provide survey respondents with incentive


130 4.4.2.2 Compare number of health related absences after program implementation to previous years


131 4.4.3 Initial Program Evaluation Report

10 Mon Oct 3, '16 Mon Oct 17, '16 129


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132 4.4.3.1 Document and revise Initial Program Evaluation Report

10 Mon Oct 3, '16 Mon Oct 17, '16 Data Analyst $2,960.00 Sponsor

133 4.4.3.2 Complete Initial Program Evaluation Report

Mon Oct 17, '16 Mon Oct 17, '16

Executive Score Card

55

Executive Score Card The purpose of the executive scorecard is to communicate the overall progress of the project to the project sponsor, project stakeholders, and the project team members. The executive scorecard will be updated weekly by the project manager at project team meetings, and will be used as an input for both project status meetings and the project status reports.

Executive Scorecard Project Start Date 1/25/2016 Project End Date 12/1/2016 Project Scope Project Budget Current Project Phase Planning Current Date 3/26/2016 Project Timeline Actual Budget To Date $0 Overall Project Status On Track Total Project Budget $225,000 Project Quality Budget Variance To Date $0 Project Overview Detailed Progress by milestone Project Sponsor: Spectrum Health Big Rapids Hospital Project Manager: Annamaria Herrera Project Team: Shelby Albright Shalena Campagna Kevin Reimer-Ranke Stephanie Sikorski Project Description: The Chronic Disease Prevention and Health Promotion for Michigan Children project designs, implements, and promotes the MI Healthy Child program to incentivize a healthy life style in children and offer high quality medical care to children whom otherwise could not access it

Deliverable/Action Actual Start Date

Actual End Date Current Status

Project charter 2/5/2016 Project scope 2/5/2016 WBS 2/15/2016 3/5/2016 Stakeholder register 2/15/2016 3/5/2016 RACI chart 2/15/2016 3/5/2016 Detailed timeline 2/15/2016 3/5/2016 Detailed budget 2/15/2016 3/5/2016 Communication plan 2/15/2016 3/5/2016 Executive scorecard 3/14/2016 3/26/2016 Project book 3/14/2016 3/26/2016 Executive presentation 3/14/2016

Status Legend Executive approval Complete Needs Assessment Report In Progress: On Track Implementation Plan In Progress: Needs Attention Outreach Plan In Progress: Late Program Evaluation Report Not Started Project closeout

Change Log

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Change Log Change

ID Category Document Changed Description of Change Submitted

By Submission

Date Status Disposition Date Approved

001 Summary Milestones Project Charter

Adjusted Summary Milestone dates based on development of Detailed Timeline with Dependencies

A. Herrera 2/24/2016 Resolved Accepted 3/19/2016

002 Summary Milestones Project Scope

Adjusted Summary Milestone dates based on development of Detailed Timeline with Dependencies


003 High-Level Budget Project Scope

Adjusted High-Level Budget based on development of WBS and budget research


004 WBS WBS Added project management tasks A. Herrera 3/19/2016 Resolved Accepted 3/19/2016

005 Communications Management Plan


Added project team meetings and communications


006 Roles & Responsibilities RACI Chart

Adjusted RACI chart to include project management tasks added to WBS


007 Budget and Timeline


Adjusted timeline and budget to include project management tasks added to WBS


008 Budget and Timeline


Adjusted to clarify labor, material, and resource, expenses


gate three deliverables

Documents