The amount of Project Management support is often based upon the complexity of the project being implemented.  The following are descriptions of various types of projects and their complexity to help you decide the amount of project management you might need.  Every project has its own unique challenges and deliverables which determines the amount of Project Management support that is needed.  These tools are merely here to provide guidelines to project management success.  Please reach out to the Project Management Office if you have any questions or would like additional support for your project.

Low Complexity Projects –

A ‘Low Complexity Project’ is typically very simple to execute, needs few resources and only takes a brief amount of time to implement. The goal of Project Management for these projects is to communicate and document the essence of the project, primarily for informational purposes, both within the UVA Hospital System and to the outside world.

Project Setup

    The Detailed Intake Form - Provides a template for collecting basic project information. A low-complexity project will typically be described by a sentence or two of text in each of the sections of the worksheet. The level of detail in this documentation should be agreed upon mutually by the Project Manager and the Project Sponsor. (Word)

    Example: Installing a new medical device in a single area (no network needs).  

    Medium Complexity Projects –

    A ‘Medium Complexity Project’ is more complex than a low complexity project and will need more rigor around its project management.  Typically it will take a few months to execute, involve resources from multiple departments and have some complexity around implementing successfully.  Documentation for medium-complexity projects should be more detailed/formalized than for low-complexity projects. It may be advisable to consider the use of project planning software, e.g., Microsoft Project, in assembling the project plan and schedule. The overall project plan should include the following documents:

    Project Setup

    • Detailed Intake Form – Project Management – Template (Word)

    Project Initiation

    • Project Charter – Template (Word)

    Project Planning

    • Project Scope – Template (Word)
    • Work Breakdown Structure (WBS) – Job Aid  (Word)
      • Medical Device Implementation – Template (Visio, PDF)
      • Software Implementation – Template (Visio, PDF)
      • Facility Move – Template (Visio, PDF)
      • New Project – Template (In Development)
      • Procurement – Template (Visio, PDF)
    • External Communication Plan – Template (Excel)
    • Team Communication Plan – Template (Excel)
    • Team Matrix – Template (Excel)

    Project Implementation

    • Go Live Checklist – Template (Word)

    Project Monitoring & Control

    • IRAD (Issues, Risks, Action Items, Deliverables) Tracker – Template (Excel)

    Project Close Out

    • Hand Off Plan – Template (In Development)

    Example: Software installation with network implications located in 2 different areas.

    High Complexity Projects –

    A ‘High Complexity Project’ is reserved for the most complicated of projects and will need the full set of tools required to initiate, plan, execute, monitor, and complete the project in a timely and cost-effective manner.  The documentation should follow the guidelines of the Project Management Body of Knowledge (PMBOK) of the Project Management Institute. Appropriate project planning software, e.g., Microsoft Project, should be used in assembling the project plan and schedule. It is highly recommended to garner PMO support at the start of a project of this magnitude and complexity. The full scope of project planning documents should be used, including, but not limited to:

    Project Setup

    • Detailed Intake Form – Project Management – Template (Word)

    Project Initiation

    • Project Charter – Template (Word)

    Project Planning

    • Project Scope – Template (Word)
    • Work Breakdown Structure (WBS) – Job Aid  (Word)
      • Medical Device Implementation – Template (Visio, PDF)
      • Software Implementation – Template (Visio, PDF)
      • Facility Move – Template (Visio, PDF)
      • New Project – Template (In Development)
      • Procurement – Template (Visio, PDF)
    • External Communication Plan – Template (Excel)
    • Team Communication Plan – Template (Excel)
    • Team Matrix – Template (Excel)

    Project Implementation

    • Status Reports – Template (Word)
    • Agenda – Template (Word)
    • Meeting Minutes – Template (Word)
    • Go Live Checklist – Template (Word)

    Project Monitoring & Control

    • IRAD (Issues, Risks, Action Items, Deliverables) Tracker – Template (Excel)
    • Data Collection Plan - Template (Excel)

    Project Close Out

    • Hand Off Plan – Template (In Development)
    • Lessons Learned - Template (Word)

     

    Example:  Physiological Monitor Replacement Project