D157 Healthcare Improvement Project Phase 2 Revision Document

D157 Healthcare Improvement Project Phase 2 Revision Document

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 Western Governors University

D157 Managing Resources in an Era of Disruption

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Date

D157 Healthcare Improvement Project Phase 2 Revision Document

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

The composition of the Healthcare Improvement Project (HIP) team is the result of a structured and intentional selection process designed to ensure that all required competencies are represented. Team members were chosen based on their professional expertise, role relevance, and ability to contribute effectively to both the planning and implementation phases of the initiative. As the project manager, staffing decisions were aligned with organizational workforce planning strategies to ensure appropriate resource utilization and role clarity.

A core requirement of the project is effective project governance. Strong project management leadership is essential to coordinate timelines, manage risks, and ensure alignment with HIP objectives. The Subject Matter Expert (SME), identified as BK, provides specialized clinical insight to ensure that proposed changes adhere to evidence-based practice and regulatory standards. The Quality Improvement (QI) Specialist leads performance improvement initiatives by developing metrics, monitoring outcomes, and guiding corrective actions.

Technical infrastructure and system functionality are supported by the IT technician (PP), who ensures the reliability and performance of the digital systems used for data collection and EHR optimization. The nurse educator (GJ) plays a pivotal role in workforce readiness by designing and delivering training programs that promote adoption of revised workflows. Operational oversight, logistics coordination, and resource allocation are managed by the hospice administrator (HG). Human capital considerations—including staffing adequacy, compliance, recruitment, onboarding, and employee morale—are overseen by the human resources manager (CB), ensuring continuity throughout the EHR training and optimization initiative.

Responsibilities of Each Team Member

Team Member	Primary Responsibilities
Project Manager (KU)	Develops project timelines, coordinates activities, monitors progress, communicates with stakeholders, and ensures alignment with HIP goals.
Subject Matter Expert (BK)	Provides clinical expertise, evaluates protocols, recommends best practices, and ensures adherence to healthcare regulations.
Quality Improvement Specialist (QA)	Designs quality improvement strategies, establishes KPIs, evaluates outcomes, and recommends process refinements.
IT Support Specialist (PP)	Maintains technical infrastructure, supports EHR systems, and resolves technical issues during implementation.
Nurse Educator (GJ)	Develops and delivers staff education, supports competency development, and promotes workflow adoption.
Hospice Administrator (HG)	Manages operational logistics, oversees resource allocation, and resolves administrative challenges.
Human Resources Manager (CB)	Ensures staffing adequacy, regulatory compliance, employee engagement, recruitment, retention, and onboarding.

How Is Team Engagement and Management Handled?

Effective team engagement is fundamental to the successful execution of the HIP. Structured communication strategies, including recurring meetings and shared collaboration platforms, are used to promote transparency, accountability, and collective ownership of project outcomes. Open dialogue and idea-sharing foster a collaborative culture that positively influences team morale and performance (Elsheikh et al., 2023).

Trust-building is emphasized as a key leadership responsibility. Transparent communication, timely dissemination of information, and proactive resolution of concerns contribute to psychological safety and team cohesion. Coaching and mentoring initiatives further support professional development and enhance performance by providing constructive feedback and guidance (Deng et al., 2022). Given the significant impact of EHR optimization on daily clinical operations, consistent communication and trust are particularly critical.

Role clarity and adherence to established communication protocols ensure alignment and accountability. Recognition of milestones and individual contributions reinforces motivation and engagement. Conflict resolution is approached through structured mediation and open dialogue to minimize disruption and preserve team harmony (Strudwick et al., 2022). While collaborative input is encouraged, final decision-making authority remains with designated leaders to maintain efficiency and momentum.

What Support Is Provided to Team Members?

Supporting team members’ well-being is a central component of the project’s management strategy. A positive and inclusive work environment is fostered to enhance job satisfaction and performance (William, 2024). Team members are provided access to professional development resources, training opportunities, and the tools necessary to perform their roles effectively.

An open-door policy enables staff to communicate concerns, seek clarification, and request support without hesitation. Regular feedback and coaching sessions help build confidence and promote continuous improvement. Flexible work arrangements, including adjusted schedules and remote work options where feasible, are implemented to promote work–life balance, which has been shown to improve productivity and employee retention (Parajuli et al., 2023).

Wellness initiatives, such as stress management workshops and mindfulness training, are incorporated to address mental health and resilience. Education on boundary management and time prioritization further supports sustainable work practices and reduces burnout risk (Rashmi & Kataria, 2021).

How Are Financial Resources Managed?

Sound financial management underpins the success of the HIP. A comprehensive Pro Forma Operating Budget was developed to guide the EHR improvement initiative, incorporating financial forecasting methods to anticipate costs and projected benefits accurately.

Budget development was informed by historical data from previous EHR enhancements and training initiatives. Key cost categories include software licensing, staff training, hardware upgrades, IT support, and potential use of temporary personnel or external consultants. Expected benefits—such as reduced documentation time, improved workflow efficiency, and enhanced data accuracy—were estimated using benchmarks from comparable healthcare organizations.

Ongoing fiscal oversight is maintained through monthly budget reviews that compare actual expenditures to projected costs. Any variances are analyzed promptly, enabling corrective actions such as resource reallocation or timeline adjustments to ensure financial sustainability throughout the project lifecycle.

What Does the Project Charter Include?

Justification

The project is initiated to enhance the efficiency and usability of the existing Electronic Health Record (EHR) system. By reducing administrative burden and streamlining documentation processes, the initiative aligns with organizational priorities to mitigate clinician burnout and improve patient care quality.

Project Purpose

The primary purpose of the project is to optimize EHR workflows through targeted clinician training and system enhancements. These efforts aim to accelerate documentation processes, eliminate redundancies, and improve system navigation, allowing clinicians to dedicate more time to direct patient care and improving overall operational effectiveness.

Key Risks

Resistance to Change
Staff reluctance to adopt new workflows may delay implementation and reduce effectiveness. Mitigation strategies include early engagement, training, and ongoing communication.

Financial Resources
Adequate funding and cost control are critical. Close collaboration with financial administrators ensures alignment with organizational priorities and budgetary constraints.

What Is the Project Budget Overview?

Budget Item	Amount ($)	Comments
Personnel Costs	2,609.38	Project manager, stakeholders, and team member involvement
Stationery and Supplies	5,000	Office materials and documentation resources
IT/Software Costs	3,000	Software licenses and project management tools
Training and Development	3,000	Staff education and training sessions
Transportation/Food	500	Travel expenses and meals
Total	14,109.38	Total projected project expenditure

Periodic budget assessments will be conducted to ensure financial stability and alignment with project objectives.

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 Criterion	Question	Response
Specific	What is the project?	Optimize the EHR system through ongoing training, user feedback, and performance monitoring.
Measurable	How will success be measured?	Achieve a 20% reduction in average documentation time using EHR system logs.
Achievable	What resources support it?	Strong leadership, IT infrastructure, and comprehensive training programs.
Relevant	Why is it important?	Supports organizational goals of improving care quality and reducing clinician burnout.
Time-Bound	What are the key dates?	Start: 9/22/2024; End: 4/30/2025; Evaluation: 3/30/2025; Graduation: 5/31/2025

The overarching SMART objective is to reduce clinician documentation time by 25% through workflow redesign, targeted 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 required training
KPI #2	EHR User Satisfaction	Weekly pre- and post-training usability surveys

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 resources	R, A	C	A	C	I	I
Host education sessions	R, A	C	I	I	A	I
Conduct preimplementation survey	R	C	I	I	R	R
Inform nursing staff	R	R	R	R	R	R
Request staff feedback	R	I	C	I	I	I
Monitor staff compliance	R, A	I	C	I	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

D157 Healthcare Improvement Project Phase 2 Revision Document

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). 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/

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