Project Plan Template for Crisis Management in Healthcare Sector

This project aims to improve clinical handover practices by implementing a standardized process for handover. The project will result in a crisis management reference document, strategies to test for preparedness, and suitable approaches in crisis management. The success criteria include compliance with international standards in regard to response time and preparedness. The project team will need to mitigate risks related to change in government policies and regulations, time required to execute the project, and limited resources. The project team will communicate with stakeholders such as clinical staff, organizational management, funders, and consumers through workshops, seminars, and online via websites.

Project Plan Template
PROJECT BACKGROUND
This page to be completed by the Project management team on behalf of the teams
Project Title:
Provide a succinct title
for the project
Project crisis management in healthcare sector
Project Aim:
Overall aim of the
project
Key message – to improve clinical handover practices by implementing a
standardised process for handover.
Project Background:
Brief outline of the
project, consider
including the problem
or practice gap
Project Benefits:
Outline the benefits of
standardised clinical
handover to the
organisation in terms
of time, money,
resources
This Project will result in the following outcomes:
 Minimize time required by clinical officers to evaluate the content of the
documents
 Reduce number of clinical officers required for documentation in clinics
 Standardized clinical handover lowers cost of operations resulting to
increase in profit margin
Project Objectives:
NOTE: use SMART
objectives
 Specific
 Measurable
 Achievable
 Relevant
 Timely
The overarching project objectives are:
 Increase efficiency in crisis handling
 Articulate required skills
 Ascertain crisis team response preparedness
 Increase crisis response time
PROJECT SCOPE
Insert organisation name here
The following section of the project planning document is specific to each team.
Organisational Context
Why is the project
important for your
organisation or health
service? The objective
may mirror the overall
aim of the project from
page 1- the intention is
to localise the objective
to be relevant for
Short brief statements with outcomes that creates the common goal
This project will articulate on need for crisis management, resources required,
skills required to handle crisis and suitable approaches in cases of disaster

Project Plan Template
participants and project
team.
This project will include: This project will not include:
e.g. which wards, clinical units or
departments ill be included in
implementation or will it be an all of
organisation approach? Think about
piloting the improved handover process in
one ward or unit before spreading to
other areas
Piloting of the project would start with
minor departments such as customer
care, pharmacy, maternity and records.
What is out of scope – consider activities that may be
peripheral to the project, possibly nice to do but not core to
the project aims
This would not cover management of employees in the
organization and payment of medical services.
Project Deliverables:
What you will deliver at
the end of the project.
NOTE: these are the products you will have at the end of the project, e.g. a
policy, education program, risk assessment & management pathway, improved
awareness levels etc.
Crisis management reference document, Strategies to test for preparedness
and suitable approaches in crisis management
Success Criteria:
How you will measure
the success of the
project?
NOTE: the success criteria must be specific and measurable. e.g. audit data,
education session attendance, policy uptake.
Compliance with international standards in regard to response time, and
preparedness.
Resources:
What are the resources
required to undertake
the project?
NOTE: important to be fair and reasonable.
Consider: people, space to meet and access to a computer & internet, etc.
Project managers, personal computer, Internet access and finance to fund
some processes
Linkages:
Are there opportunities
for this project to gain
leverage from or provide
support to other safety
and quality project
already underway in
your organisation?
NOTE: What the potential opportunities for this project to link with existing
organisational activity? e.g. QI, KPIs, accreditation, education, research.
Some of the opportunities involves adoption of technology in crisis
management.
RISK PLAN
Consider the risks early?
Assumptions Constraints
Project assumptions are circumstances
and events that need to occur for the
project to be successful but are outside
the total control of the project team. They
are listed as assumptions if there is a
HIGH probability that they will in fact
Project Constraints are aspects about the project that cannot
be changed and are limiting in nature. Constraints generally
surround four major areas:
Scope: Change legislation relevant to the project
Cost: Project time dependent on limited resources

Project Plan Template
happen.
What are the actions required to mitigate
the risk based on assumptions
Change in state government policies and
regulations.
To mitigate this, project team need ot be
proactive in changes on government
regulations
Schedule: Evaluation beyond 2 year commitment
Quality: Dependent on availability of resources and skills
What are the actions required to mitigate the risk based on
assumptions?
Time required to execute project, Amount of resourcs are
quite minimal as well as required rugulations that givern
change crisis managment
Work Breakdown:
The work breakdown will be developed
from the implementation action plan
Time Frame & Milestones:
Insert key dates and milestones from
action plan.
You should allow at least 8 weeks to implement a handover
improvement project.
Milestone Target Date
Planning 2 weeks
Requirement analysis 2 weeks
Implementation 3 weeks
COMMUNICATION PLAN
Who is important to make this project successful?
Stakeholders Who What are their information
needs
How & when will we
provide them
information about the
pain management
initiative
e.g. Clinical staff,
Organisational
management, funders,
consumers, etc
Organizational
executive
Funders,
Clinical staff
e.g. Dr’s,
nurses, allied
health
Nurses,
president
e.g. data related to current
practice, the best available
evidence, resources
Organizational policies on best
crisis management approach,
Current issues that should be
addressed in crisis management
practices and Costs involved in
crisis management.
e.g. newsletter, staff
meeting, executive
briefings
Information can be
provided through
workshops, seminars, and
online via websites
OTHER PLANS (if required)
 Where appropriate, include other plans that are relevant to your project e.g. quality management,
stakeholder management plans.
PROJECT TEAM ROLES
Are the team members clear about their roles?
Executive Sponsor:  Nominate the Executive Sponsor
 Role of the Executive Sponsor

Project Plan Template
Project Key Contacts:
List the contact details
for key people working
on or involved with this
project
Site Project Lead.
Name
Email
Phone
Review Process:
Insert details of meeting
schedules and review
processes
Start Date: Completion Date:
Executive Sponsor
I have read and
reviewed this project
plan and agree to
support the
implementation
project.
Name: Signature & Date:
HIGH LEVEL TIMELINE
Provide a high-level overview of the project timeline. A high-level Gantt Chart should be used
wherever possible. See Appendix 1 as an example.
APPENDIX 1: GANTT CHART TEMPLATE
Project Name: Project Manager: Date Prepared:
Phase, activity,
task
Person
Respon
se.
Work effort
Description 1 2 3 4 5 6 7 8 9 10 11
Planning
analysis
Data Collection
Evaluation
implementation
Presentation