UMUC hospital has decided to implement a new EHR and appointed you as the EHR Project Manager. The EHR needs to be implemented in one year. Which Project Management tool (hint: Gantt Chart, Microsoft Office Project) would you use to keep track of the schedule and how? How would you avoid the Scope Creep that usually results in project implementation delays?
EHR project managers can effectively use a Gantt chart as an effective project management tool. It is also known as an activity chart, milestones chart or project bar chart.
In order to outline the plan for and show the progress of a project, the Gantt chart can be used. It also possesses the format of a bar chart. It can depict the various subdivided phases or tasks that must be completed for a project to be finished in accordance with the project timeline and the phases or tasks need to occur. It can be useful in showing the progress on which tasks have been completed by the help of shades. It can also demonstrate the teams or individuals responsible for completing every task. Gantt chart allows the project team to make realistic timelines and goals for the project. It can direct the attention to the most crucial aspects of the project. The chart is extremely useful for monitoring the progress of a project due to the ability to demonstrate tasks on the project timeline.
The advantages:
Gantt chart helps in understanding how tasks or phases of a project overlap and sequence in which they need to occur.
Aids to identify critical tasks or phases of a project.
Helps to monitor the project's progress and deadlines if the project is lagging behind its schedule.
Useful in project scheduling.
Gives a visual representation of start times, durations, and overlap of tasks within a project for easy understanding.
Easy to create, interpret, or monitor.
Supports resource allocation for the project.
Allows setting realistic expectations and attainable timetables.
Disadvantages:
The main disadvantage of the Gantt chart is the little room for uncertainty.
Steps to use the Gantt chart in an EHR
1. IDENTIFICATION OF THE TASKS THAT COMPRISE THE PROJECT AND IDENTIFY PRIMARY GOALS.
Methods like brainstorming, constructing a flowchart or storyboard, or creating an arrow diagram helps in accomplishing this.
Determine the time required to complete each task followed by the sequence to follow. This will also contain information about which tasks must be completed before the next can start or which tasks can be overlapped or occurred simultaneously. Before reaching each milestone in the project, identify the task that needs to be finished.
2. CREAT OR DRAW A HORIZONTAL TIME AXIS AT THE TOP OR BOTTOM OF A PAGE.
The time axis can be marked with an appropriate timescale for the length of the project and its tasks like days or weeks.
3. EACH TASK AND MILESTONE OF THE PROJECT MUST BE WRITTEN IN ORDER, VERTICALLY ALONG THE LEFT SIDE OF THE PAGE.
A diamond can be drawn (solely its outline) further down the time of the event.
An unfilled bar can be used under the corresponding times on the timeline to denote, if there is an event that needs to happen at a specific date and time or if an activity occurs over a period of time. The beginning of the activity starts at the leftmost point of the bar and ends at the rightmost point.
4. INCLUDE EVERY TASK OF THE PROJECT ON THE CHART.
5. DENOTE THE COMPLETION OF EVENTS AND ACTIVITIES BY FILLING IN THE DIAMONDS AND BARS ON THE CHART.
Ongoing tasks can be marked as per their progress by estimating their percentage of completion and filling that much of the bar.
6. THE CURRENT TIME ON THE TIMELINE CAN BE MARKED BY PLACING A VERTICAL MARKER.
This can be achieved by simple techniques like string and/ or two thumbtacks.
SCOPE CREEP
Scope creep occurs when changes are made to the scope of a project without any control, beyond the normally expected changes. It usually arises when new requirements added to the project are uncontrollable and without proper review. The resources of the project team and the time is not expending. The project may not end in such a situation.
The scope creep can be minimized or managed by the following measure:
1. Proper documentation of the requirements
The best and most important thing to avoid scope creeps the project is to document the requirements. Manage conflicts and use arbitrate to compromise between the stakeholders. Finish the requirements based on their priority. Make sure to communicate the documents with the stakeholders.
2. Set guidelines for the Change Control Processes
A change control process can be used to review the suggested changes and only the approved changes are incorporated in the project.
3. Develop a Clear Project Schedule
Schedule all the tasks and activities of the project and stick on to it to the possible extend.
4. Verify the Scope of the project with the Stakeholders
Share the requirements documentation with the stakeholders to ensure all the elements they expected to see are represented in the task list.
Discussions with the sponsor and stakeholders about the change control process are also useful.
5. Project Team engagement
Inform and engage the project team in the change control process.
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