D157 Healthcare Improvement Project Phase 2 Revision Document

Student Name

Western Governors University

D157 Managing Resources in an Era of Disruption

Prof. Name

Date

D157 Healthcare Improvement Project Phase 2 Revision Document

How Are Project Team Members Selected and What Are Their Roles?

Selecting the team members for the Healthcare Improvement Project (HIP) is a carefully planned process that ensures inclusion of professionals with the necessary expertise, skills, and alignment with the project’s ethical and professional standards. This selection is crucial during both the planning and implementation phases. As the project manager, I assessed the staffing requirements in alignment with the organization’s overall human resources strategy to guarantee the team’s size and skillset support successful project outcomes.

A key requirement for the team is strong leadership in project management, essential for overseeing project phases and ensuring objectives are met on time and within scope. BK, the Subject Matter Expert (SME), provides critical clinical insight to ensure all procedures comply with the best healthcare practices. The Quality Improvement (QI) Specialist designs strategies to monitor and elevate quality standards, measuring outcomes and refining approaches as needed.

The IT technician (PP) supports the technical infrastructure during the rollout, ensuring software and digital systems run smoothly. The nurse educator (GJ) leads staff training initiatives, fostering adoption of new workflows and procedures. Operational management, including logistics and resource allocation, is managed by the hospice administrator (HG). Human resources manager (CB) is responsible for managing workforce needs, compliance issues, and personnel engagement such as morale, recruitment, and onboarding, especially concerning Electronic Health Record (EHR) training.

Responsibilities of Each Team Member

Team Member	Responsibilities
Project Manager (KU)	Plans and schedules activities, oversees project progress, communicates with stakeholders, and ensures alignment with HIP goals.
Subject Matter Expert (BK)	Offers clinical expertise, reviews protocols, recommends best practices, and guarantees compliance with healthcare standards.
Quality Improvement Specialist (QA)	Develops quality improvement plans, sets performance indicators, assesses results, and proposes adjustments.
IT Support Specialist (PP)	Maintains and troubleshoots technological infrastructure and software systems during the project.
Nurse Educator (GJ)	Designs and implements training programs, supports knowledge transfer, and facilitates the integration of new workflows.
Hospice Administrator (HG)	Manages resource allocation, logistical coordination, and addresses operational challenges throughout the project.
Human Resources Manager (CB)	Oversees staffing levels, ensures regulatory compliance, supports employee morale, recruitment, and onboarding processes.

How Is Team Engagement and Management Handled?

Effective team engagement and management are fundamental to the project’s success. Initiatives such as regular team meetings and the use of digital collaboration platforms promote active participation and accountability among members. Encouraging open dialogue and sharing of ideas enhances collaboration, which positively affects morale and performance (Elsheikh et al., 2023).

Trust-building is a priority to strengthen team unity and productivity. This trust is fostered through transparent communication, frequent progress updates, and prompt attention to concerns. Mentorship and coaching initiatives help develop team members’ skills and provide constructive feedback, contributing to higher team effectiveness (Deng et al., 2022). Given the significant impact of EHR system changes on clinical workflows, clear communication and trust are especially vital.

To maintain alignment, communication protocols are strictly observed, and roles are clearly defined, fostering accountability and motivation. Celebrating project milestones and recognizing individual efforts help sustain enthusiasm and engagement. Conflict resolution follows structured approaches emphasizing dialogue and mediation to minimize disruptions and maintain team harmony (Strudwick et al., 2022). Decision-making incorporates team input but allows leaders to make final calls, balancing collaboration with efficiency.

What Support Is Provided to Team Members?

Supporting team members’ well-being is a priority achieved by fostering a positive and inclusive work environment (William, 2024). Professional development is supported through access to relevant training and necessary tools for skill enhancement. An open-door policy encourages members to voice concerns and seek assistance freely.

Frequent feedback and coaching sessions enable continuous improvement in skills and confidence. The project promotes work-life balance by offering flexible work arrangements, including remote work options and adjustable schedules, which have been shown to improve employees’ ability to manage responsibilities effectively (Parajuli et al., 2023).

Additionally, wellness initiatives like stress management workshops and mindfulness sessions are integrated to support mental health. Guidance on boundary-setting promotes healthy time management and encourages digital detoxification, helping maintain a sustainable balance between work and personal life (Rashmi & Kataria, 2021).

How Are Financial Resources Managed?

Financial oversight is critical to the project’s success and involves the creation of a detailed Pro Forma Operating Budget specific to the EHR improvement efforts. Accurate financial forecasting is utilized to estimate costs and identify potential savings.

Budget estimations are based on historical data from previous EHR upgrades and training programs, considering software licensing, training delivery, hardware purchases, and IT support costs. The budget also includes provisions for temporary staffing or consultants. Expected benefits such as increased operational efficiency, reduced documentation time, and improved patient data management are factored in using benchmarks from similar projects.

To maintain fiscal discipline, monthly budget reviews compare actual expenditures against forecasts. Any deviations are analyzed promptly, allowing resource reallocations or schedule adjustments to keep spending within approved limits.

What Does the Project Charter Include?

Justification

This project aims to enhance the existing Electronic Health Record (EHR) system’s efficiency. By reducing administrative burdens and improving usability, it aligns with organizational goals to decrease staff burnout and elevate patient care quality.

Project Purpose

The main objective is to optimize EHR workflows through clinician training, streamlining documentation processes, removing redundancies, and improving system navigation. This optimization allows healthcare professionals to dedicate more time to patient care, improving both outcomes and operational productivity.

Key Risks

Resistance to Change: Staff reluctance to adapt to new workflows could delay progress.
Financial Resources: Securing adequate funding and managing costs are essential; coordination with budget administrators ensures alignment with organizational priorities.

What Is the Project Budget Overview?

Budget Item	Amount ($)	Notes
Personnel Costs	2,609.38	Includes salaries for project team members and stakeholders
Stationery and Supplies	5,000	Covers office materials and supplies
IT/Software Costs	3,000	Software licenses and project management tools
Training and Development	3,000	Costs related to staff training sessions
Transportation/Food	500	Travel and meal expenses
Total	14,109.38	Comprehensive budget covering all expenses

Regular budget assessments will ensure financial control and project stability throughout its duration.

What Is the Project Schedule?

Project Start Date: September 22, 2024
Training Development Start: October 28, 2024
Project Evaluation Date: March 30, 2025
Project End Date: April 30, 2025

What Are the SMART Goals for the Project?

SMART Criteria	Question	Response
Specific	What is the project?	Optimize the EHR system by delivering continuous user training, collecting feedback, and monitoring progress.
Measurable	How will success be measured?	Achieve a 20% reduction in average documentation time as reflected in EHR logs.
Achievable	What resources support this?	Strong IT infrastructure, effective leadership, and comprehensive training to overcome resistance.
Relevant	Why is this important?	Supports organizational goals of improving care quality and reducing clinician burnout.
Time-Bound	What are the key dates?	Start: 09/22/2024; End: 04/30/2025; Evaluation: 03/30/2025; Project graduation: 05/31/2025

The primary SMART objective is to reduce documentation time by 25% through workflow improvements, training, and collaboration with IT and EHR vendors.

What Are the Key Performance Indicators (KPIs)?

KPI Number	Description	Measurement Method
KPI #1	Training Completion Rate	Percentage of clinicians completing the training
KPI #2	EHR User Satisfaction	Weekly pre- and post-training surveys measuring usability and satisfaction

Healthcare Improvement Project RACI Chart

HIP Tasks/Deliverables	Project Manager (KU)	Subject Matter Expert (BK)	Nurse Educator/QA Coordinator (MK)	Hospice Administrator (HG)	Hospice Nurse Manager (GJ)	IT Technician (PP)
Establish project scope, timeline, objectives	R, A	C	I	C	I	I
Research review	R, A	C	A	C	I	C
Produce training and educational resources	R, A	C	A	C	I	I
Host education/training sessions	R, A	C	I	I	A	I
Conduct preimplementation survey	R	C	I	I	R	R
Inform nursing staff about training	R	R	R	R	R	R
Request staff feedback	R	I	C	I	I	I
Monitor staff compliance	R	A	I	C	I	I
Review project data	R	I	R	I	R	R

References

Deng, C., Gulseren, D., Isola, C., Grocutt, K., & Turner, N. (2022). Transformational leadership effectiveness: an evidence-based primer. Human Resource Development International, 26(5), 627–641. https://doi.org/10.1080/13678868.2022.2135938

Elsheikh, R., Quang, L. L., Nguyen, N. Q. T., Van, P. T., Hung, D., Makram, A. M., & Huy, N. T. (2023). The role of nursing leadership in promoting evidence-based nursing practice. Journal of Professional Nursing, 48, 93–98. https://doi.org/10.1016/j.profnurs.2023.06.007

Parajuli, D., Kc, D., Khattri, K. B., Adhikari, D. R., Gaib, R. A., & Shah, D. K. (2023). Numerical assessment of optoelectrical properties of ZnSe–CdSe solar cell-based with ZnO antireflection coating layer. Scientific Reports, 13(1). https://doi.org/10.1038/s41598-023-38906-z

Rashmi, K., & Kataria, A. (2021). Work–life balance: a systematic literature review and bibliometric analysis. International Journal of Sociology and Social Policy, 42(11/12), 1028–1065. https://doi.org/10.1108/ijssp-06-2021-0145

Strudwick, G., Jeffs, L., Kemp, J., Sequeira, L., Lo, B., Shen, N., et al. (2022). Identifying and adapting interventions to reduce documentation burden and improve nurses’ efficiency in using electronic health record systems (The IDEA Study): protocol for a mixed methods study. BMC Nursing, 21(1), 213. https://doi.org/10.1186/s12912-022-00989-w

William, S. (2024, October 7). Resource Allocation Strategies in Project Planning. Project Management Society. https://projectmanagementsociety.com/resource-allocation-strategies-in-project-planning/