National Council for Behavioral Health
Project Charter (short description)
The Project Charter is essential to formally document your organization’s EHR implementation’s vision, scope, objectives, approach and other key components. The Charter will serve as a foundation for the future of the program and should be monitored and updated as needed to ensure the program is not deviating from the approved scope, schedule, and resources.
A Project Charter Usually includes the following components:
Table of Contents
➢ Background
➢ Program Description
➢ Vision
➢ Scope
➢ Critical Success Factors
➢ Constraints
➢ Approach
➢ Performance Measures
➢ Milestones, Timeline, and Deliverables
➢ Program Structure
➢ Program Committees, Teams, and Work Groups Responsibilities
➢ Roles and Responsibilities
➢ Program’s Support Methodology
➢ Appendix A: Supporting Organization Chart — Supporting Charts
➢ Appendix B: Competing Initiatives
➢ Appendix C: Implementation Planning
Project Charter (long description and template)
What is a Project Charter?
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A project charter documents what you plan to accomplish:
• Your organization’s vision and goals
• Scope of project
o A good scope details not only what is included in the project, but also what is specifically excluded from the project
• Benefits
o Return On Investment (ROI) as well as Return On Effort (ROE)
o Tangible and measurable, as well as ‘soft’ benefits
A well-defined vision should give you confidence that you have selected an EHR that meets your expectations and goals.
• Can you explain why you selected it?
• Do you know what you expect the EHR system to do?
If these are not easy questions for you to answer, you may want to review your vision and ensure that the EHR system you have selected matches your goals and expectations.
What is a Project Charter? (continued)
What are the parts of a project charter?
Background
Strategic Vision
Project Overview
Goals and Objectives
Budget
Project Team
Stakeholders
Communication Plan
Background
Include a detailed description of your practice and why you want to implement an EHR system.
Example:
Your practice is comprised of approximately:
• List the number of full time equivalent (FTE) providers:
o Number of doctors
o Number of nurse practitioners and physician assistants
o Number of administrative staff
Most clinicians practice in multiple settings across the full continuum of care, and therefore each has a smaller patient panel, as well as a higher number of visits per patient, than most other group practices.
In fiscal year 2006, the practice received:
• List number of patient office visits
• List number of visits across all care settings
Your practice intends for an EHR/practice management system (PMS) implementation to support the following goals:
• Providing consistent, high quality care to our diverse patient mix, including the frail elderly and chronically ill.
• Provision of care at all the locations at which we provide primary care: office, nursing homes, and at our patients' homes.
• Improving the reliability and efficiency of practice operations and communication among clinicians and staff.
• Becoming nationally recognized as a model for primary care to disadvantaged and chronically ill patients, based on measurable outcomes and replicable processes.
• Building a financially sustainable practice.
Strategic Vision
A well-defined vision should give you confidence that the EHR you select meets your expectations and goals.
• Can you explain why you selected it?
• Do you know what you expect the EHR system to do?
If these are not easy questions for you to answer, you may want to review your vision and ensure that the EHR system you select matches your goals and expectations.
Example:
The project vision is to invest in people, business process improvements, technology infrastructure and an electronic health record (EHR). This investment is expected to provide operational stability and to support growth and relevant operational objectives for the next 7 to 10 years. A special emphasis is put on the improved measurement and delivery of quality healthcare.
Project Overview
Include a description of your practice's overall goals and the requirements needed to meet these goals.
Example:
Your [Practice Name] is now engaged in a procurement process for an integrated electronic health record (EHR) and practice management system (PMS). The new system will assist us to move to a paperless office environment that will help us keep better track of our patient information, improve our reimbursement, and streamline our office processes. We have also identified a need to develop the internal IS/IT resources required to manage and operate the new systems.
The goals set for this project are to have a signed contract for an EHR/PMS on a tightly controlled time line, and to have begun the process of building the internal capacity to successfully implement, manage, and operate the system into the future within the next five to seven months. The full implementation will take us anywhere from 12-18 months. To accomplish these goals, the project will require:
• Commitment from project stakeholders including organizational management, clinic management, project team, and technology staff
• The availability of resources (including significant staff time) to assure the completion of high quality deliverables by the consultants
• A project management structure to handle the day-to-day communications and logistics
• Rapid response and decision-making by stakeholders, executives, managers, and other project participants within their defined scopes of authority
Goals and Objectives
Include a detailed description of your practices goals and objectives for adopting an EHR system.
Example:
Several high-level goals and objectives were identified during a 'Goal and Vision' meeting. These can also be considered guiding principles as the team moves though the system selection and implementation process.
Quality/Clinical Operational Efficiencies Financial Workflow Environmen
Budget
Include a breakdown of the budget for adopting an EHR system.
Example:
|EHR Budget Summary |
|Software (EHR & PMS) | |$ |
|Hardware | |$ |
|First Year's Service/Maintenance | | |
|Implementation & Training | |$ |
|Allocated Clinical Time | |$ |
|Lost Revenue | |$ |
|Contingency |5% |$ |
|Total | |$ |
Project Team
Select the staff members for your project team and any committees related to the EHR adoption:
• Executive Steering Committee
• Project Team
• Vendor Selection Committee
[Can insert the The Creating a Team for Successful EHR Implementation document here]
Stakeholders
Project stakeholders are individuals or entities that are either directly involved in a project, who may be impacted by a project or who can influence a project. In order to avoid issues such as incomplete requirements and implementation problems, the project team must pay close attention to stakeholder project awareness and buy in. The project stakeholders can be but are not limited to:
• Patients
• Staff
• Community practices and nursing homes
• Board of Directors
Communication Plan
Include an overview of your communication plan. A critical factor of implementation success is communication with the practice. Your communication plan should explain the process by which stakeholders at the practice are kept informed about the project's progress.
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