HCIS Project Management Office

Because of the temporary nature of Projects and the need for shared resources, cross functional project teams are created. There are three core project roles that are identified and assigned when projects are initially approved to move forward into the planning phase; Project Sponsor, Project Manager, and the Project Technical Lead/Application Coordinator.  These roles are keys to the successful planning, execution, control, and completion of projects. Together, these roles cover all aspects of project management, technical management, expectation management, issues management, and change/communication management associated with implementing UI Health Care Projects.

Project Sponsor

The Sponsor/Director/s primary responsibility and accountability is to provide the project team with the tools, resources, and overall guidance to ensure the satisfactory completion of Projects.  The Sponsor/DIrector is responsible for assisting with ‘project communications’ and providing ‘overall guidance and direction’.  The Facilitating Manager also acts as the focal point, regarding the management of working relationships, between the Project Manager, Project Team, Executive/Management, and vendors.

The Sponsor/Director is responsible for the following;

  • Removing politics and bureaucracy

  • Overseeing the allocation and utilization of resources

  •  Assisting the Project Manager and Technical Lead with accomplishing project objectives

  •  Acting as the first-line of defense for the resolution of escalated problems and issues

  • Managing relationships between the hospital community and the project team

  • Maintaining an awareness of the project scope and objectives, and the overall  project requirements

  • Developing and maintaining an understanding of approved Project Management principles and supporting standards and guidelines

Project Manager 

The Project Manager’s primary responsibility and accountability is the application of sound project management practices; to ensure requirements are satisfied, deliverables are constructed according to the signed contract, predefined design specifications, assignments and tasks are completed on-time, and project costs are being managed within the project budgeted estimation.

The Project Manager is responsible for the following:

  • Adhering to approved Project Management principles and supporting standards and guidelines

  • Developing and maintaining high-level project work plans & visual plans

  • Developing core Project Management deliverables (Project Roles & responsibilities, Status Reports, Budget Review, and Executive Board/Committee Project  Reviews)

  • Identification of required skill sets and negotiation of actual resource assignments

  • Ensuring resource utilization is being managed and coordinated with other activities

  • Ensuring resources are being utilized within approved allocations

  • Execution, control, and maintenance of the project work plans & visual plan

  • Successful completion and delivery of specific project products/deliverables, on time, within budget, and to the specified quality standards

  • Ensuring that project status and progress is being recorded/reported on a regular basis

  • Facilitating weekly Project Team meetings and regular Project Executive Board/Committee meetings

  • Tracking, managing, and ensuring timely resolution of all project related issues

  • Regularly analyzing the impact of unforeseen events and circumstances in context to the current project baseline (scope, schedule, costs)

  • Keeping the Project Executive Board/Committee informed of all situations that have a potentially negative impact on the current project baseline & timeline

  • Ensuring timely escalation of problems/issues which require input, direction, or decisions from management and/or the Project Executive Board/Committee

  • Ensuring that the project scope, schedule, and cost baselines are managed and maintained through the application of formal Project Change Control processes

Project Technical Lead/Application Coordinator

The Technical Lead’s primary responsibility and accountability is the application of a broad technical background; to ensure all technical aspects are being considered and coordinated.  The Technical Lead is responsible for managing the ‘technical hands-on activities’ and acts as the focal point, regarding the management of technical issues, between the Project Manager, Project Team, Key Resources, and vendor contacts.

 The Technical Lead/Application is responsible for the following;

  •  Possessing and applying a broad understanding of information technology disciplines

  •  Knowledgeable of technical methodologies and existing standards        

  • Overseeing the overall technical related project activities and issues

  • Ensuring all technical aspects and/or components are considered and identified, relative to the defined project scope.

  • Pertinent technical information is gathered and/or documented in order to formulate and present appropriate technical solutions/alternatives   

  •  Translating configuration processes and procedures into manageable workplan activities

  •  Working with the Project Manager to define and layout the overall project workplan approach, for the development and implementation of required technologies

  •  Sustaining good working relationships with key contacts from within the hospital and external vendors

  •  Maintaining an awareness of the project scope and objectives, and the overall project requirements

Questions/Comments? Email us: hcis-pmo@uiowa.edu