Project Management Toolkit
Stage 1 - Prepare
Stage 2 - Plan
Stage 3 - Design and Develop
Stage 4 - Test & Implement
Stage 5 - Operationalize
Stage 6 - Closeout
Project Management Toolkit: Stage 1
Stage 1 - Prepare
This section is intended to guide project managers through the likely topical areas to include in planning the HIS project. If used, the included planning document template will need to be updated over time. The implementing team should expect this template to have many versions and to grow over time.
This template helps outline the high-level project scope and begin getting preliminary governance, schedule, and compliance requirements outlined. It is intended to support the transition from a funded project proposal towards a Project Charter.
‣
Project Preparation Checklist
- Download this list as a PDF.
The executive summary demonstrates a clear alignment between the project and overall organisational strategy in plain language (no jargon).
The project scope is clearly stated: the reader can easily understand what product, service, or result will be delivered by the project and what high-level activities will be performed.
Consider conducting Site Preparedness Checklist to inform the project plan (PM Tool Pack)
If project is a well-known solution (e.g. OpenMRS, OpenELIS, with good documentation that’s available publicly, labeled as a “global good”, has strong community of practice), ensure the project is appropriately scoped to your context that includes a phased rollout plan per available use cases, evidence, and/or publications
If project is a proof-of-concept or a new innovation, describe how this project may be innovative in solving the problem and integrates into existing Health Information Systems landscape
Provide summary cost estimates and source of funding to produce internal and external deliverables, including the project management and administrative effort as well as any equipment required (hardware, software, floor space, etc.).
Ensure the project aligns with overall enterprise architecture
Ensure local and international legislation, standards or guidelines are identified and begin mapping out compliance strategies
Identify the stakeholders of this technology, considering both direct (those who will routinely and directly interact with the technology) and indirect (those who are affected by the technology, e.g. may receive data from the system)
Define a governance process to approve this initial project scope and plan, to support solving issues when required, to approve changes to the project (scope, artifacts, budget, schedule), and to review deliverables.
Create and get project approval: who internally to your organization needs to sign off on this plan? Who externally needs to sign off? Ensure the correct persons are identified in Appendix A. This process may also be articulated in the project Governance section.
Consider presenting analysis of Alternative solutions using Appendix B to support selection of product or infrastructure for this project, and ensure this justifies product, service or result selected
Training Materials:
Useful Links
What | Purpose | Location of template |
‘Prepare’ Template | This template helps outline the high-level project scope and begin getting preliminary governance, schedule, and compliance requirements outlined. It is intended to support the transition from a funded project proposal towards a Project Charter. | |
Project Preparation Checklist | Move the toggle list to this section as a PDF | PDF link |
Budget Template | Part 1 of budget template can help estimate cost | |
Gantt Chart | Outline of project steps and timeline | |
Site Preparedness Checklist | Facility-based assessment to determine features and readiness for health informatics project |
Additional Tools
What | Purpose | Location of template |
Info Savvy Self Assessment | This assessment can help your team where your organization falls on informatics savviness continuum. It will help you systematically review vision and strategy, workforce, and design of information systems. | |
Information Governance for Public Health | This document outlines some principles for good governance structures for information management | |
PHII Requirements for Public Health Preparedness Information Systems | Defining requirements is a critical step in developing or acquiring an information system. The Common Ground Project was designed to assist chronic disease and preparedness US-based departments in public health agencies to document and define business processes common to each of them, and to identify the requirements for information systems to effectively support these processes. This document summarizes the work of and presents the requirements developed by the Common Ground Preparedness Workgroup. |
Phase 1: Project Development
Stage 2 - Plan
This section is intended to guide project managers through planning a HIS project. If used, the included ‘Plan’ document template will need to be updated over time. The implementing team should expect this document to have many versions and to grow over time.
