Sven and OlE Do Project Management in Health and Human Services

1. Sven and OlEDo Project Managementin Health and Human Services MSSA, March, 2014 David Swenson, PhD LP Brandon Olson, PhD http://faculty.css.edu/bolson1/presentations/MSSAPM.pdf

2. Objectives • Reimagine Work in Health and Human Services • Define Project Management and Project Management Processes • Appreciate Balancing the Variables in Project Management • Understand Common Causes of Project Failure • Identify Solutions to Improve Project Success Rates • Apply Project Management Practice to Health and Human Services

3. Objectives • Reimagine Work in Health and Humans Services • Define Project Management and Project Management Processes • Appreciate Balancing the Variables in Project Management • Understand Common Causes of Project Failure • Identify Solutions to Improve Project Success Rates • Apply Project Management Practice to Health and Human Services

4. Common Activities in HHS . • Promotional campaign for new mental health services • Developing an interactive website for services • Constructing a social media crisis monitoring system • Revising a hiring protocol for new staff • Designing an assessmentprocedure for determining amenability to treatment • Surveying a rural community for mental health needs • Developing a day treatment handbook for delivery in schools • Determining feasibility of expanding MH services to in-home • Implementing health information technology • Training staff in using the DSM-5 • Other

5. Project Characteristics Multiple Disciplines PROJECT Funding Limitations Defined Startand End Dates Consume Human andNonhuman Resources Specific Objective withDefined Specifications Kerzner, 2009

6. Objectives • Reimagine Work in Health and Humans Services • Define Project Management and Project Management Processes • Appreciate Balancing the Variables in Project Management • Understand Common Causes of Project Failure • Identify Solutions to Improve Project Success Rates • Apply Project Management Practice to Health and Human Services

7. Definitions of Project • "...a complex, non-routine, one-time effort limited by time, budget, resources, and performance specifications designed to meet customer needs(Gray & Larson, 2008) • "...a temporary endeavor undertaken to create a unique product, service, or result.“ (PMI, 2008) Unique Temporary One-Time

8. Operations vs. Projects Adapted from Gray & Larson, 2008

9. Project Team and Stakeholders Project Champion Project Manager Project Owner/Sponsor (client) Customers (Recipients of Outcomes) Project Team (Multidisciplinary Specialists)

10. Project Management Process Initiate Plan Execute Monitor & Control Close Time PMI (2008)

11. Benefits

12. Objectives • Reimagine Work in Health and Humans Services • Define Project Management and Project Management Processes • Appreciate Balancing the Variables in Project Management • Understand Common Causes of Project Failure • Identify Solutions to Improve Project Success Rates • Apply Project Management Practice to Health and Human Services

13. Project Management Variables Scope Project Manager Cost Time 100% 25%

14. Project Variables in HHS Work . • Types of projects • Experience of what happens when these variables are not managed effectively • No organization identifiers please

15. Objectives • Reimagine Work in Health and Humans Services • Define Project Management and Project Management Processes • Appreciate Balancing the Variables in Project Management • Understand Common Causes of Project Failure • Identify Solutions to Improve Project Success Rates • Apply Project Management Practice to Health and Human Services

16. Project Maturity – Chaos Report Gale (2011)

17. Sources of Project Failures • No project champion • Process shortcuts • Unable to manage expectations • Variable lock-in • Poor estimating techniques • Over optimism • Resource assumptions • Inadequate people management skills • Unable to adapt to change • Insufficient resources Adapted from Whitten & Bentley, 2007

18. Objectives • Reimagine Work in Health and Humans Services • Define Project Management and Project Management Processes • Appreciate Balancing the Variables in Project Management • Understand Common Causes of Project Failure • Identify Solutions to Improve Project Success Rates • Apply Project Management Practice to Health and Human Services

19. Best Practices to Limit Project Failures • Engage Project Champion • Develop and Follow Methodology • Task and Activity Ownership • Manage Project Variables • Stakeholder Expectations Management • Project Team Communications • External Stakeholders • Internal Project Team

20. Objectives • Reimagine Work in Health and Humans Services • Define Project Management and Project Management Processes • Appreciate Balancing the Variables in Project Management • Understand Common Causes of Project Failure • Identify Solutions to Improve Project Success Rates • Apply Project Management Practice to Health and Human Services

21. Reactions to DSM-5 Training • There’s such a controversy don’t worry, it will be overturned , you won’t have to use it • (there is controversy, but it will still be used) • Just cite the ICD-10, that’s for billing anyway • (true for billing but you will need to communicate with others on the DSM-5) • Go to a half-day or day long training • (that will develop awareness but not facility in using it) • Read the book! • (sure…like reading the Yellow Pages for pleasure) • Awareness, navigation, translation, fluency • (these are needed for professional competency)

22. Case Study • Problem: Most mental health providers will be required to use DSM-5 diagnostic codes by October 1, 2014; staff must be skilled in using them by that date • Project: Develop a training program for 18 mental health providers to competency level in using the DSM-5 • Considerations: • Use in-house trainer for ongoing training support for staff (requires trainer to be proficient in DSM-5) • All staff need DSM-5 manuals • Library needs supplementary DSM-5 training materials • Schedule training and supplementary practice times • Develop metrics to determine competency and monitor use

23. Project Initiation • Project Charter • Goals • Deliverables • Stakeholders • Champion • Scope • Budget • Schedule

24. Stakeholder Considerations • External • Clients & families • Referral sources • Other Providers • Insurance • US Dept. of HHS • Other recipients (e.g., Courts) • Internal • Executive Director & Board • Director of Clinical Services • Finance Director • Supervisors • Treatment Staff • Clerical Staff

25. Project Planning • Work Breakdown Structure (WBS)

26. WBS for DSM-5 Training • order 24 manuals • assign manuals • order 20 Dx handbooks • assign handbooks • send receipts to finance • milestone celebration

27. Project Planning • Project Plan – Gantt Chart

28. Project Execution • Project Progress Report • Accomplishments • Scheduled Work • Current Issues • Approved Changes

29. Project Progress Report – DSM-5 Project • Accomplishments: Internal trainer available, DSM-5 manuals & materials purchased, online links established • Scheduled Work: On schedule– first ½ day training to learn DSM-5 manual navigation completed (date) • Current Issues: Heavy case loads and crises sometimes interfere with staff time for reviewing criteria & codes • Approved Changes: 1 hour protected time each Friday for DSM-5 discussion & case reviews

30. Project Monitoring and Controlling • Issues Log • ID • Name • Issue/Resolution Description • Assigned To • Priority • Status

31. Issue Log – DSM-5 Project • ID: A1-T1 • Name: DSM-5 Manual purchase for staff • Issue/Resolution Description: First printing of DSM-5 had errors in code for some Dx. Publisher agreed to replace with second printing. Sent immediately. • Assigned To: Sven – Project Manager • Priority: High • Status: Resolved

32. Project Monitoring and Controlling • Risk Register • ID • Uncertainty Description • Consequence Description • Percent Potential • Percent Schedule Impact • Percent Budget Impact • Percent Scope Impact • Risk Level (Red, Yellow, Green) (1, 2, 3), (A, B, C)

33. Project Closing • Stakeholder Project Survey • Satisfaction with communications • Quality of project deliverables • Effectiveness of project processes • Satisfaction with adoption of deliverables • Overall satisfaction of project experience • Describe project successes • Describe project challenges • Describe recommended improvements

34. Questions