Stake Holder Analysis Week 5

Stake Holder Analysis Week 5

Waverly Health Services Project
Susan Gray
University of San Diego
Document Control
Document Information
© Information
Document Id Waverly Family Health Services Practice Fusion Integration
Document Owner Susan Gray
Issue Date September 20, 2019
Last Saved Date September 27, 2019
File Name USD Waverly Family Health EHR
Document History
Version Issue Date Changes
[1.0] 9-20-2019 [1.1 Scope Section, Page(s) and Text Revised]
Document Approvals
Role Name Signature© Date
Project Sponsor
Susan Gray Susan Gray 9-20-2019
Project Manager
Susan Gray Susan Gray 9-20-2019

Table of Contents
TEMPLATE GUIDE 1
1 PLANNING BASIS 2
1.1 SCOPE 2
1.2 MILESTONES 6
1.3 PHASES 7
1.4 ACTIVITIES 8
1.5 TASKS 8
1.6 EFFORT 10
1.7 RESOURCES 12
2 PROJECT PLAN 13
2.1 SCHEDULE 13
2.2 DEPENDENCIES 14
2.3 ASSUMPTIONS 14
2.4 CONSTRAINTS 15
3 APPENDIX 15
1.1.1 (Practice Fusion Electronic Health Record System Implementation)
1.1.2 Project Charter Template
A. General Information
Project Sponsor: Michael Kurliand
Project Manager: Susan Gray
Prepared by: Susan Gray
Date: September 22, 2019
B. Purpose
The project involves implementation of an electronic health record system knows as Practice Fusion in the Waverly Family Health services. Practice fusion is a web-based design runs of an internet. templates. The Practice Fusion Electronic Health Record system implementation project will provide efficiency and quality of health care services at Waverly Family Health services. Besides, the Practice Fusion EHR is aimed at managing the care for patients. The goals of the project are to:
1. Improve care coordination and scheduling:
Practice Fusion EHR will document all patient interactions, enabling the physicians and healthcare practitioners to view medical histories of all patients. Similarly, Practice Fusion EHR will create a systematic channel for making referrals and ordering of test done at the laboratory. Further, the Practice Fusion module will enable the patients to complete intake forms and book for appointments online.
2. Create a more reliable prescribing method:
The Practice Fusion EHR will provide an electronic prescription module where the physicians could make follow up on the patient’s drug prescriptions and upcoming appointments for efficient and effective health care service.
3. Create a quick and effective payment of medical services:
The Waverly Family Health services will be able to check for insurance eligibility for their patients and come up with a piece of detail information about the patient based on the services rendered and insurance information. The medical billing feature in the practice fusion EHR will provide all these capabilities.
C. Constraints and Assumptions
1. The staff members may either respond slowly or be unwilling to accept change of the new electronic systems
2. The process of migration of existing paperwork data to the new system, a lot of work is required, thus consuming a lot of time. Further, the Waverly Family Health services will need to add new information from fax or mail to the Practice Fusion EHR system since they are dealing with sensitive and private data from the patients.
3. The Waverly Family Health services contain only the minimum requirements for the implementation of the practice fusion EHR system thus not accommodative for new expansions, upgrades and updates that may come up with the system.
D. Project Scope Statement
The scope of the project will be a gradual transition into a web-based electronic health records system which will be HIPAA compliant. The implementation process of the projected is expected to be completed in six months, and the estimated cost is $20,000.00. The following criteria will apply:
1. Attainment of a user-friendly environment that is visually and aesthetically agreeable
2. Migration of existing data over to the new system
3. Acquiring a software license
4. Perform complete testing to ensure system functionality
E. Resource Requirements
For the successful implementation of practice fusion EHR system, we need to include several essential resources that will support the establishment and its maintenance. These include;
1. Financial requirements
$20000.00 is allocated for the entire project, which consists of the startup cost, the materials cost, training offer and others
2. Management Staff
There is a capable selected team with stakeholders
3. Training personnel
There is an experienced team to provide a training program to equip the employees with the required skills and knowledge.
4. Hardware requirements
There is ample hardware throughout the clinic
5. Internet provisions
There is high-speed T-line which will provide Wi-Fi access throughout the clinic.
F. Risks
1. Cost
The amount required for implementing the project may be more expensive than the anticipated initial budget depending on resources utilization. It should also be noted that the knowledge and skills regarding the Practice Fusion EHR system are a paramount factor since some of the employees may require more time to capture the outlined techniques than the planned schedule. Therefore, due to this extra time, the training department may request an additional offer to compensate for the extra time.
2. Security and privacy violations
Though most EHR systems are secure and safe. There are concerns of data a data breach resulting from cyber security hacks such as ransomware. Employees lack awareness on security training and PHI and HIPAA polices.
3. Usability
Before gaining the required experience, it may take a little time for Providers and staff get used to the new application. Problems may be aligned with the system itself, not the user error. Modules in the application, such as the ordering module, may be missing or users receive errors when trying to access different modules.
4. Time and Data Migration
During planning, the time for installing Practice Fusion system is just estimated. However, there will be patient’s records that are on paper and will need to be scanned into the new system. Therefore, scanning the paper charts to the system may take longer than expected, hence interrupting the planned schedule.
5. Interoperability
It is a useful ideology for the IT department to verify that the Practice Fusion software system will be compatible with other systems, such as practice management software. However, lack of interoperability is a significant risk that the stakeholders of the project need to account for before purchasing your EHR Practice Fusion software application. Besides, without this capability, the medical team won’t be able to share the information from patients.
G. Success Metrics: Criteria for Evaluating Project Success and Milestones
Performance Outline
The vendor of Practice Fusion EHR will deliver the completed system
The system should be fully functional, allowing for training and testing
The system should be aesthetically appealing
It should be compatible with all devices
The licensing software and requirements should be included
Reports should be available to run for various functions as requested by the physicians and staff
Schedule Outline
95% of the scheduled deadline should be met
The project should be completed within the six months
F. Key Stake Holders
Dr. Waverly, clinic owner and medical director
Dr. Jones, physician and clinic partner
Mrs. Jones, clinic director
F. Executive Summary
Project Title: Practice Fusion Electronic Health Record System Implementation Project
Description: The project involves the implementation of the electronic health record system known as Practice Fusion in Waverly Family Health services. Practice Fusion electronic health record system implementation project is set to improve efficiency and quality of health care services at Waverly Family Health services.
Benefits: Enhanced patient access to care, valid billing of patients and proper scheduling of the health care services.
Scope: Implement a user-friendly electronic health record employing an application service provider.
Estimated duration: 6 months
Budget: $20,000.00
High-Level Risks: security and privacy of the patient’s data and information, inflation of costs due to changing technical requirements
Project Leadership:
Role Name
Project owner Susan Gray
Project sponsor Michael Kuriland
Key stakeholders • Dr. Waverly, clinic owner and medical director
• Dr. Jones, physician and clinic partner
Mrs. Jones, clinic director
Work Break Down Structure
Module #3
1.2 Milestones
Milestone Description Delivery Date
Charter approved The Business Case has been documented and was approved by the Project Sponsor. 09-23-2019
Work Break Down Structure (WBS)
Project Team recruitment
Demonstrations and evaluation
Creation of change management plan
Project Quality & Testing Plan Approved WBS approved
The management team will be selected in accordance to the outlined qualifications and suitability.
The vendor will be requested to demonstrate or illustrate the project and the experts will do the evaluation
The project team will form a well-structured plan on how to carry various activities within the project
Project Team will evaluate the outlined plan and do any amendments required in case the plan appears ineffective. 09-30-2019
10-7-2019
10-11-2019
10-29-2019
11-5-2019
Data audit and migration
Software testing
Training and preparation
Performance evaluation Before transferring the patient data to the practice fusion system, the auditing will be done on the paper records to ensure that it up to date hence the data will be transferred to new system.
The practice fusion software system will be tested to ensure that its workability is perfect. This process will help to deploy an automated testing solution for practice fusion system
Before the implementation of the Practice Fusion software the workers will be trained through seminars to ensure that they are familiar with the new system. For the workers who are expert and familiar with the Practice Fusion they will be team leaders.
Further, a detailed timetable will be created to act as a roadmap for the implementation of go-live activities. For instance, the activities will be modification of appointments and scheduling.
A set of metrics will be set to measure the success of the EHR system. The various modules of the software will be evaluated differently to ensure little time is spent.
11-30-2019
2-3 months
3-6 weeks
6 months
1.3 Phases
Phase Description© Sequence
Project Initiation
During this phase, the Project Charter will be drafted and filled alongside documentation of all team members in the project. Phase1
Project Planning
In this phase, the nature of the project scope will be restated together with the milestones, tasks, activities and efforts. Also, during this phase all the assumptions, constrains will be addressed together with the developmental and execution plan of the project schedule. Phase 2
Project Execution
This section will be concerned will drafting the project deliverable, monitoring and guiding the deliverables to ensure that project is within the set timelines. Phase 3
Project Charter This phase is concerned with ending the project and reviewing the entire completed project. Phase 4
1.4 Activities
Phase Activity Description© Sequence
Project Initiation Completing the Project Charter Designing and implementing the Project Charter This phase will happen before project planning to ensure that the project is within scope and follows the set Timelines of the Project.
Project Initiation Choosing the Project Main Stakeholders Determining the main stakeholders and individuals who will be involved in the implementation of the project plan in ensuring that the project is within set timelines and on budget. This phase will be rolled out prior project planning and once the project chatter has been successful.
Project Planning Developing the Quality Assurance, Control and Assessment and Risk Testing documents. Formulating the Quality Assurance & Control together with conducting Project Evaluation and Risk Testing documents and processes through the evaluation of all tasks and activities in ensuring their efficacy. The phase will be rolled out after the project plan but before suppliers and contractors are formulated.
Project Planning Conducting the Training and Testing to affirm that there is comprehension of the EHR system. This phase will ensure that all main players of the project are well informed about the new EHR through intensive training. This phase will be implemented after the Quality and Risk Testing and Evaluating Plans have been Verified.
Project Execution
Re-evaluating the training and testing devices. Re-evaluating the projects timelines and deliverables using the testing and training devices. This phase will take place after the planning phase is completed.
Project Execution Timely communication of project timelines between all project team players. Regular communication between the project team players to evaluate the progress of deliverables and whether they are within the timelines and their success. This phase will happen after the project planning phase and prior to the closure of the project.
Project Execution Drafting the Status Reports for the project status done by the project team on accomplished milestones and timelines. Developing the status reports for the all the project key players including the stakeholders. This phase will be conducted before the project closure is done.
Project Closure Audit of the project This will include an overview of the entire project comprising of project management plan, deliverables, charter, problems requiring mitigation and failure of meeting timelines. This evaluation will be done after the execution phase is concluded.
Project Closure
Lessons Learned Carrying out an impact assessment to review the impact of the training, implementation, integration and opportunities created to all project players on the EHR training done. This evaluation will be done after project execution has been completed.
Project Closure Financial Closure Re-evaluating and assessing the total investments, expenses incurred, costs associating with medical downtime, to evaluate if the project was within the budget limits and if not the reasons for this deviation and the places where modifications can be done in the future. This will mark the phases final during project closure.
1.5 Tasks
Phase Activity Task Sequence
Project Initiation
Completing the Project Charter Defining the Purpose
Illustrating the Constraints & Assumptions
Defining the scope of the project statement
Identifying the Resource Requirements
Identifying the Risks involved
Defining the Success Metrics for the project
Identifying the Key Stakeholders of the project
Executive Summary 1st
2nd
3rd
4th
5th
6th
7th
8th
Project Initiation Developing the project team members for the current project Identifying the main Stakeholders for the project
Identifying other team members who will be involved in the success of the project.
Identifying the project team managers to roll out the project, 1st
2nd
3rd
Project Planning
Developing the Quality Assurance, Control, Evaluation & Risk Testing Documents & Plan
Identifying the Quality of the Benchmarks.
Identifying Quality Assurance & Control strategies to be used in the project.
Documenting the Quality of the project and evaluating the risk plan.
Creating the Documents for monitoring quality, controlling and managing risks during the project. 1st
2nd
3rd
4th
Project Planning Implementing Training & Testing protocol Identifying the various stakeholders and team members that will be engaged in formal training.
Identifying the timelines for the training sessions.
Assessing the acquired knowledge during the training sessions. 1st
2nd
3rd
Project Execution Redeploying both training and testing devices again Identifying project players needing extra training based on the evaluations and assessment done during the planning phase.
Identifying the various shortcomings of the project and the potential modifications that can be done.
Re-evaluating and assessing how the modifications and training will enhance the project success. 1st
2nd
3rd
Project Execution Regular Communications with Timelines of Project Team Members Drafting the Communication document for all project members to comply with.
Creating action plans on how all the shortcomings in communication will be handled and conveyed.
Creating a Communication Flow diagram on how the information will be shared among all the project players. 1st
2nd
3rd
Project Execution Drafting of status reports for the project team concerning tasks and activities within the project. Creating a daily stakeholders’ report on the project status
Creating a Communication Status Report for monitoring the tasks and activities during the project and checking if they are within the timelines.
Creating a regular schedule of meetings for updating the project managers in ensuring their success. 1st
2nd
3rd
Project Closure Current Audit Drafting the Project Re-assessment and re-evaluation templates to examine the timelines, scopes and success of metrics
Confirming the effectiveness of the training and devices
Confirming the project scope and its completeness.
Confirming the completion of project development. 1st
2nd
3rd
4th
Project Closure Lessons learned Reviewing and assessing the competed projects, lesson learnt and potential opportunities for project improvement.
Creating and completion documents and forms for every project player to assess and score the entire project for future references. 1st
2nd
Project Closure Financial Closure Documenting and assessing the unforeseen risks, wrong assumptions and budget requirements
Analysing the total expenses and costs while comparing with the budget. 1st
2nd
1.6 Effort
Task© Effort
Define Purpose
Illustrate Constraints & Assumptions
Define Project Scope Statement
Identify Resource Requirements
Identify Risks
Define Success Metrics
Identify Key Stakeholders
Executive Summary 1 day
1 day
1 day
1 day
1 day
1 day
1 day
Identify Key Stakeholders
Identify other staff members for project team participation
Identify Project Team Manager 1 day
1 day
2 days
Identify Quality Benchmarks
Identify Quality Assurance & Control Techniques
Document Quality, Evaluation and Risk Plan
Create Documents for Quality Monitoring and Control, Evaluation and Risk Management 1 day
1 day
1 day
1 day
1 day
Identify which stakeholders and team members will participate in the formal training
Identify timeframes for the training
Conduct evaluation and assessment of knowledge attained through training 1 day
1 day
1 day
Identify those team members requiring additional training based on evaluation & assessments completed during planning phase
Identify gaps and opportunities within the system (device) that require modifications
Re-evaluate and assess the modifications and additional training to ensure success 1 day
1 day
Create Communication document for project team members to adhere to.
Create process (action plan) for gaps, challenges and issues to be addressed and communicated
Create Communication Flow Chart for how to share communications, general information amongst team members regarding project timelines and planning 1 day
2 days
2 days
Create daily Stakeholder Reporting on Project Status Updates
Create Communication Status Report to monitor tasks and activities and their timelines
Create a regularly scheduled meeting to update project management plan to ensure success 1 day
1 day
1 days
Create a Project Re-assessment and re-evaluation template to review timelines, scope and success metrics
Confirm testing of training and devices
Confirm Scope of project completed
Confirm project development completion 2 days
2 days
3 days
3 days
Review and assessment of the completed project, lessons learn and opportunities for improvement
Create document completion form for each team member to evaluate and score the project for future reference and evaluate 3 days
3 days
Documentation and assessment of unforeseen risks, inaccurate assumptions and budgetary requirements
Analysis of total expenses and costs in comparison to budget with explanation 3 days
3 days
3.1 Resources
Task© Resource
Define Purpose
Illustrate Constraints & Assumptions
Define Project Scope Statement
Identify Resource Requirements
Identify Risks
Define Success Metrics
Identify Key Stakeholders
Executive Summary Susan Gray
Susan Gray
Susan Gray
Susan Gray
Susan Gray
Susan Gray
Susan Gray
Susan Gray
Identify Key Stakeholders
Identify other staff members for project team participation
Identify Project Team Manager Susan Gray
Susan Gray
Susan Gray
Identify Quality Benchmarks
Identify Quality Assurance & Control Techniques
Document Quality, Evaluation and Risk Plan
Create Documents for Quality Monitoring and Control, Evaluation and Risk Management Susan Gray
Project Team
Project Team
Project Team
Project Team
Identify which stakeholders and team members will participate in the formal training
Identify timeframes for the training
Conduct evaluation and assessment of knowledge attained through training
Identify those team members requiring additional training based on evaluation & assessments completed during planning phase
Identify gaps and opportunities within the system (device) that require modifications
Re-evaluate and assess the modifications and additional training to ensure success
Create Communication document for project team members to adhere to.
Create process (action plan) for gaps, challenges and issues to be addressed and communicated
Create Communication Flow Chart for how to share communications, general information amongst team members regarding project timelines and planning
Create daily Stakeholder Reporting on Project Status Updates
Create Communication Status Report to monitor tasks and activities and their timelines
Create a regularly scheduled meeting to update project management plan to ensure success
Create a Project Re-assessment and re-evaluation template to review timelines, scope and success metrics
Confirm testing of training and devices
Confirm Scope of project completed
Confirm project development completion
Review and assessment of the completed project, lessons learn and opportunities for improvement
Create document completion form for each team member to evaluate and score the project for future reference and evaluate
Documentation and assessment of unforeseen risks, inaccurate assumptions and budgetary requirements
Analysis of total expenses and costs in comparison to budget with explanation
4 Project Plan
4.1 Schedule (Gantt chart)
Note: Refer to the Appendix for a detailed project schedule.

4.2 Dependencies
Activity Depends on© Dependency Type
Establish Scope of Project and Project Charter Clinical Needs Assessment
Finish-to-start
Identify Project Team Members
Project Scope and Project Charter Finish to start
Identification of EHR system for practice
Clinical needs assessment
Finish to start
EHR implementation EHR selection Finish to start
EHR training EHR implementation Start to start
Quality Assurance, Control, Evaluation and Risk Management EHR implementation Start to start
Testing and Redeployment of devices and training Quality Assurance, Control and Risk Management Activities Finish to start
Go Live Implementation, Training, Re-evaluation and testing Finish to start
.
4.3 Assumptions
It is assumed that:
• All the resources need for the implementation of the Practice Fusion software will be available at the time when they are needed.
• All the stakeholders and the members in the project will be available in all meetings to steer the project implementation at the set time.
• The implementation process will comply with the workers ethics and professional standards.
4.4 Constraints
• The schedule of the project is fixed which can be interfered because of external factors. All stakeholders must implement the system within the stated period without failure
• Each activity that will be involved in the project has been identified and a budget plan limiting the members and stakeholders from infusing anything which can be essential to the project progress.
• The scope of the project is only limited to the main activities that apply in implementation of EHR systems. Also, the scope is general.
5 Quality and Test Plan
Module# 4, 5 and 6
Utilizing the supplied template create a quality plan for the project and a brief testing plan for the implementation of your Electronic Health Record. Testing software, hardware and the two integrated is critical prior to any “Go live”. Think carefully about how you want to test your systems. The supplied Document titled: Electronic Health Record (EHR) system Testing Plan. Using the supplied template titled components to Test; identify specific areas of testing as the plan provides a general description. For example, indicate you will be testing specific EHR functions such as 3 or more of the following:
a. Ability to document a patient encounter
b. Ability to retrieve prior clinical records created by the system
c. Ability to ordered and retrieve diagnostic testing through the HER system
d. Ability to order scheduled medications through the HER system
Quality Test Plan
Under this heading you will provide a brief summary of your test plan. You can reference the test plan document in your appendix section where you can place the template document,
Quality Plan
Under this heading provide a brief summary of your quality plan. Include what metrics you will utilize. You can reference your quality plan (created from your template) in the appendix section)
6 Project Closure Report
Module #7
A project closure report is a document which formalizes the closure of the project. It provides confirmation that the criteria for the end user or customer has been met. This also provides “What’s next” for handing of the project. Utilizing the supplied project closure report template, provide a summary of the project closure report and place under this heading. Please the complete document under the appendix section
7 Appendix
The appendix section is for attaching full documents that you reference in the project plan. For example:
• Project Charter document from your template
• Project Work Break Down structure created from your template
• Project Test plan created for your template
• Project Quality plan created from your template
• Project closure document
• Any additional information you will need to reference during your project implementation
PROJECT STAKEHOLDER ANALYSIS
PURPOSE
The purpose of stakeholder analysis is to inform the Project team who the steak holders are, how those steak holders should contribute to the project, where barriers might be to project success (from the stakeholder’s perspective and their potential impact) and the actions that need to be taken to ensure steak holders needs are met. Depending on your project the steak holder analysis could be performed informally but more complex projects that involve: multiple departments, agencies, or disciplines may require an extensive analysis. Keep in mind that stakeholders are not always obvious and requires interviewing and discovery. Taking time to understand the steak holders and how they can contribute to the success of the project warrants a formal analysis.
The identification of stakeholders will also assist in determining if an advisory board for the project is necessary (this is not always the case) and what the concerns of the steak holders is.
CONTENTS
Purpose 1
Stakeholder Analysis 2
Stakeholder Interview 2
Influence / Interest Grid 3
Guidance notes 4
STAKEHOLDER ANALYSIS
Identify the key stakeholders (both internal and external) in your project and determine their interests or requirements from the project; what the project needs from them, any perceived attitudes and/or risks the stakeholders may have and the actions to be taken to achieve this.
This may require a series of meetings or workshops in order to complete the Interview Sheet below.
From your list of stakeholders you may determine more easily how they fit into your Project Organisation. The majority of whom will fit into the Advisory Board or Business Community.
Stakeholder Interview
Category Name Objectives/Questions
Topics to Cover (adjust as necessary):
• Special Interests
• Influence
• Dependencies
• Critical Timelines / Risks
• Actions required
Non clinical Staff (could be listed by department or agency)
Clinical staff (could be listed by department or agency)
Admin staff(this might include your practice manager and medical director)
Outside personal or agencies
Vendors
Patients
Misc.
External to Clinic (this could be outside organizations like practices that have a contract for referring patients)
Finance
INFLUENCE / INTEREST GRID
Once the key stakeholders are identified, plot their position on the grid below. Please refer to the ‘Guidance Notes’ below for reference.
KEEP SATISFIED
MANAGE CLOSELY
MONITOR
(MINIMUM EFFORT)
KEEP INFORMED
GUIDANCE NOTES
Brainstorm to identify stakeholders, the intention is to use the most powerful stakeholders to shape your project in the early stages. Not only does this make it more likely that they will support you in the future but their input can aid the quality of your project. Using these powerful stakeholders can assist with gaining the correct level of resources for your project. Using your influence/interest grid to drive your communications strategy ensures that stakeholders receive the correct level of information at the right time, the earlier you start communicating with your stakeholders the better their understanding of the project and its benefits.
Plot stakeholder’s position on the grid above using the following guidelines:
 High influence, interested people: these are the people you must fully engage and make the greatest efforts with e.g. A head of department, who represents the users/customers
 High influence, less interested people: provide sufficient information to these people to ensure that they are up to date but not overwhelmed with data e.g. the Accountable Body (Management Board or Operations Committee)
 Low influence, interested people: keep these people adequately informed, talk to them to ensure that no major issues arise. These people can help with the detail of the project e.g. End Users, other Project Managers, Business Community
 Low influence, less interested people: provide these people with minimal communication to prevent boredom e.g. other departmental members, teams unaffected by the change.
When plotting stakeholders position on your grid it is worthwhile establishing who will be advocates/supporters of your project and who will be blockers/critics of your project. Use colour coding to identify which of these two groups the stakeholder belongs – e.g. green for advocates/supporters and red for dis-interested/unsupportive. The following questions help you to understand their needs/drivers and grouping and assist in establishing the best way to engage them in your project:
 What financial or emotional interest do they have in the outcome of your work – is it positive or negative?
 What motivates them most of all?
 What support do you want from them?
 What information do they want from you?
 How do they want to receive information from you – what is the best way of communicating your message to them? (This will input into your communications plan)
 What is their current opinion of your work and is it based on good information?
 Who influences their opinions generally and who influences their opinion of you?
 Do some of these influencers therefore become important stakeholders in their own right?
 If they are not likely to be positive what will win them round to give their support?
 If you are unlikely to win around, then how will you manage their opposition?
 Who else might be influenced by their opinions and decide if they need to become stakeholders in their own right?
Remember that projects become more important the nearer they get to implementation and will therefore affect more people. Keep abreast of your stakeholder analysis and change your communications techniques as necessary to ensure that your stakeholders are kept informed to the right level.

Order Paper Now