Project Management Office
The South West LHIN uses a Project Management Office (PMO) to oversee and standardize the management of all projects involving the South West LHIN. The goal is to standardize and simplify project documentation while increasing project status awareness and accountability through frequent reporting.
What does the PMO mean for you as a Health Service Provider (HSP)?
The LHIN’s project charter format is referred to as the Integrated Project Management (IPM) document and can be found in PDF Format under Key Resources below. Before completing an IPM, contact the appropriate South West LHIN staff member (listed below). If your project receives approval by the South West LHIN Board of Directors, regular project reporting will be required.
Projects have varying levels of rigour when it comes to reporting. There are two possible reporting schedules. Either a project team reports quarterly and provides a close-out report OR a project team is only required to provide a close-out report. Each reporting period, a project team will have to report on the progress of milestones, the current project finances, and any risks or issues that arise. LHIN staff will communicate to the HSP what reporting is required as part of the project. The designated Project Reporting Template will be attached to the funding letter.
Initiation of a project will occur in one of two ways:
- The LHIN contacts an HSP with a project/service idea and then guides them through the completion of the IPM Document.
- An HSP contacts the LHIN (please see list of contacts on following page) with an idea for a project and a staff member guides the HSP through the completion of the IPM Document. The IPM Document and instructions are found under Key Resources below. The project will either be approved and funded by the South West LHIN or placed into a repository of potential future projects.
What are the benefits of the PMO?
- Quarterly reports are available to show the progress of all active projects within the South West LHIN
- Unnecessary work is avoided through the design of the IPM Document. The document is split into three sections and the number of sections required will depend on how complex the project is. A South West LHIN contact will classify each project using a matrix and inform the HSP of what sections of the IPM Document must be completed. For simple projects only section one will be required. For the most complex projects all three sections will be required
- The information that the Project Reporting Template asks for has been alligned to the IPM document to simplify the reporting process
- Integrated Project Management (IPM) document - Before contacting a LHIN employee, review this PDF to gain an understanding of what information is required when preparing to submit a proposal. Once a LHIN employee is contacted, he/she will provide you with a Word version of the IPM Document for completion.
- Project Change Request Form
- Project Issues Reporting Template
- Patient Engagement Tools and Resources
- Driver Diagram - A tool to help you translate a high level improvement goal into a logical set of related goals and sub-projects.
- Logic Models - A planning tool that provides a diagrammatic description of a program (group of projects) by depicting its goals and objectives, the component activities needed to accomplish the goals, their outputs, short and long term outcomes and impacts. Helpful for identifying all of the tasks required for program implementation.
- Measurement Plan - A tool for keeping track of data generated from Process, Outcome and Balancing indicators which provides a snapshot of where the data is coming from, frequency of reporting and who is responsible. It also provides an action plan if anticipated performance is not met.
- South West LHIN Quality Improvement Enabling Framework - A framework to help design Quality Improvement projects for success and sustainability. This framework was developed by the Quality Advisory Committee and is used as the evaluation platform for the South West LHIN Quality Awards.
- Health Equity Impact Tool - HEIA is a flexible and practical assessment tool that can be used to identify and address potential unintended health impacts (positive or negative) of a policy, program or initiative on specific population groups.
- NHS Sustainability Guide - The sustainability model is a diagnostic tool developed by the National Health Service (NHS) that is used to predict the likelihood of sustainability for your improvement initiative. Practically, it produces a report that includes a sustainability score and a breakdown of where there are opportunities to improve the project's sustainability.
- Patient Experience/Experience Based Design - This is a very useful approach to design better experiences for patients, caregivers and staff. EBD captures these experiences by looking closely at the care journey as well as the emotional journey. Once understanding is established, the patients, caregivers and staff are invited to improve or co-design the patient journey.
- Spread Primer - Health Quality Ontario product that helps teams understand what successful spread looks like and the steps you can take to ensure effective spread of your project of change area.
- Spread Planner - A tool that produces a document that summarizes all of a project's change ideas, transition steps, spread locations, who is in charge as well as a Gaant Chart on spread roll out.
- HQO QI Framework - This framework brings together the strengths of several QI science models and methodologies, such as the Model for Improvement from the Institute for Healthcare Improvement (IHI) and traditional manufacturing quality improvement methods like LEAN and Six Sigma.
- Communications Snapshot
South West LHIN Lead Contacts:
System Design & Integration Lead – Chronic Disease Prevention and Management and Primary Care
System Design & Integration Lead – Mental Health and Addictions
System Design & Integration Lead - Seniors and Adults with Complex Needs
System Design & Integration Lead - Acute
Team Lead, System Design and Integration South West Local Health Integration Network