VA/DD Health Executive Cmmittee Jint Incentive Fund (JIF) New Prgram Manager Training March 2015
Agenda Purpse Backgrund Annual Prject Plans, Spend Plans, and Prgram Evaluatin Assessments Quarterly In Prgress Review (IPRs) Change Management: Reprting Changes in Funding/Csts, Scpe, and/r Schedules Onging Prject Management Activities Cmmn Pitfalls Cnclusin 2
Purpse T discuss the new Jint Incentive Fund (JIF) prgram manager respnsibilities that will facilitate the effective implementatin, evaluatin, and financial management f JIF initiatives. Plan Initiate Execute Clse Cntrl Annual Prject Plans, Spend Plans, and Prgram Evaluatin Quarterly In Prgress Reviews (IPRs) Reprting Changes in Funding/Csts, Scpe, and/r Schedules Onging Prject Management Activities: - Prgram/Resurce Management - Scpe/Change Management - Funds/Cst Management - Risk/Issue/Quality Management - Metrics/Knwledge Management 3
Backgrund The JIF was established when the 2003 Natinal Defense Authrizatin Act (NDAA), Sectin 721, amended Title 38 United States Cde 8111. JIF prvides seed mney fr creative jint sharing initiatives t recapture purchased care, imprve quality, and drive cst savings. The minimum annual cntributins t the fund by DD/VA are $15 millin each, fr a ttal f $30 millin per year. JIF is nly designated fr use by the Veterans Health Administratin (VHA) and Defense Health Agency (DHA) entities fr direct medical sharing initiatives r fr services r systems that facilitate DD/VA interperability. JIF shuld nt be used t hire military persnnel, fr majr cnstructin, and/r majr IT systems. Funds shuld als nt be used fr sustainment purpses. JIF initiatives shuld be executed t cmpletin (and funding shuld be spent) within 2 years. Ptential Jint Incentive Fund Uses Majr and Minr Capital Equipment Salary & Benefits- Civilian Persnnel Minr Cnstructin Prjects Jint VA/DD Majr Cnstructin Planning Capital and Operating Leases One-time Investment Csts (ther than abve) Recurring Operating Csts Salary & Benefits- Military Persnnel Majr Cnstructin Prjects r Majr IT Systems Authrized Nt Authrized 4
Backgrund JIF prjects are managed by the Health Executive Cuncil (HEC) Financial Management Wrk Grup (FMWG). The HEC FMWG s c-chairs are Mr. Rychalski and Ms.Turc. HEC c-chairs, Dr. Wdsn and Dr. Clancy may als request reviews f JIF initiatives. HEC reprts t the Jint Executive Cuncil (JEC), c-chaired by DepSec VA Mr. Gibsn & USD (PR) Mrs. Wright. 5
JIF Prject, Financial Plans & Annual Prgram Evaluatin Assessments Ppulate and submit the JIF prject plan and financial plan templates fllwing JIF initiative selectin. Update and submit plans quarterly fr In Prgress Reviews and annually during the prgram evaluatin assessment. Templates must be cmpleted and updated jintly by DD and VA cunterparts. Templates will help teams: 1. Define specific wrk streams, 2. Develp and cmmit t a schedule, 3. Reprt plans and prgress t external stakehlders. 6
JIF Prject Plans Template Cmpletin Instructins The JIF prject plan template shuld be ppulated nce yur JIF initiative has been selected. It must be updated/submitted at the quarterly IPR t the HEC FMWG. Fill in each f yur main task wrk streams in the far left clumn and any subtask within a wrk stream in the next clumn t the right. Wrk streams are the discrete pieces f wrk necessary t bring yur prject t cmpletin. Subtasks prvide mre detail f hw yu will cmplete that particular wrk stream. Enter the wners fr each wrk stream and subtask. Fill in the prpsed start dates and due dates fr each f yur initiative s subtasks. Fill in the weeks in which each subtask/wrk stream will be active, fllwing the example in the template fr Wrk Stream 1 and its subtasks. Be sure t keep this Initiative Plan updated as yur prject cntinues. Updates include indicating the status f each wrk stream and subtask using the drp dwn menus, marking any changes in start r due dates, indicating Upcming/Adjusted Deadlines using the highlight clrs indicated. 7
JIF Financial Plans Template Cmpletin Instructins JIF Financial Management fcuses n ensuring the prject is n time, n budget and within the scpe apprved in the JIF prpsal. Financial plans must be updated/submitted at the quarterly IPR t the HEC FMWG. Fill in each f the main types f spending and ttals fr Year 1 and Year 2. Be sure t keep this Financial Plan updated as yur prject cntinues, with changes in funding, cmmitments, bligatins, and expenditures (disbursements). If there are any changes in funding if the prject is either under budget r ver budget, please nte this change. Any excess funds (if under budget r the prgram is terminated) must be returned t the JIF prgram. A plan fr funding beynd tw years shuld be in the respective VA r DD budgets fr prgram sustainment beynd 2 years; excess JIF funds shuld NOT be used fr sustainment. Wrk with yur Cmpnent r VA financial manager t pull yur updated financial data (funds, cmmitments, bligatins, disbursements) by yur designated prject cde frm the financial system f recrd (e.g. GFEBS, DEAMS, STARS-FL, FMS, DAI) 8
JIF Quarterly IPR Reprts Template Cmpletin Instructins This status reprt shuld be updated quarterly. It serves as the primary means fr teams t reprt back t the HEC FMWG. Cmplete the verall status reprt sectin, including the last update, funding infrmatin, and verall implementatin stage, including clr flagging yur initiative green, yellw, r red accrding t the key. Prvide the backgrund and bjectives frm yur rignal JIF prpsal. This is the "authrized" scpe as apprved by the Health Executive Cuncil (HEC) c-chairs and what will be mnitred by the HEC Financial Management Wrk Grup (FMWG) at the quarterly In Prgress Reviews (IPRs). Any deviatins in scpe, schedule, r funds shuld be reprted t the HEC FMWG thrugh the JIF change management prcess. Prvide the current implementatin stage. This shuld be a shrt paragraph f the main achievements and risks, including the time t cmpletin. Keep track f any JIF leadership assigned actin items at a given quarterly IPR. These must be addressed befre the next quarterly IPR. Cmplete all ther relevant sectins, including milestnes cmpleted, success metrics, risks, and detailed funding, savings, and cst infrmatin (actuals NOT planned). 9
JIF Annual Prgram Evaluatins Template Cmpletin Instructins The purpse f this dcument is t prvide designated annual evaluatins f JIF initiatives t assess dimensins and criteria essential t the JIF prgram s success. These dimensins include an initiative s structure, prcess, utcmes, sustainability, and cst-effectiveness. This must be submitted yearly t the HEC FMWG. This tl will ultimately aid in the identificatin f a JIF initiative's strengths, pprtunities, lessns learned, and risks as defined belw. Strengths: Ntewrthy and differentiating prgram accmplishments, critical success factrs, unique and successful design attributes, supprt and engagement frm stakehlders Opprtunities: Suggested recmmendatins fr prgram grwth and develpment, actinable next steps and available resurces, highlighted resurces and relatinship-building activities Lessns Learned: Changes t prgram apprach, design, plicies, and prcedures with dcumented impact and transferability t similar prgrams Risks: Risk management is an verarching prject management activity that spans acrss financial, schedule, safety, and quality management. Prject success is dependent finding ptential risks early 10
Quarterly IPR Reprts Template Cmpletin Instructins (Cntinued) Slicit updates n each wrk stream and subtask frm its wner. Infrmatin t request: Overall Status (Clr cde), Implementatin Stage Funding, Obligatin, Savings, ROI Current State, Time t Cmpletin Milestnes and Accmplishments (with dates), Upcming Tasks Success Metrics Issues/Barriers Encuntered Email yur cmpleted Status Reprt Template t HEC FMWG Flag Green/yellw/red status fr yur initiative and discuss key risks Green: JIF is at r abve anticipated perfrmance threshlds Yellw: JIF is cautinary, and is behind in ne, but nt mre than ne f the fllwing: Schedule, Budget, ROI, Metrics Red: JIF is behind in mre than ne f the fllwing: Schedule, Budget, ROI, Metrics 11
Change Management Reprting Changes in Funding, Scpe, and/r Schedules The JIF Change Management Frm and assciated dcumentatin package must be submitted fr any funding, scpe change, r schedule change t a previusly apprved JIF prject. Any deviatins frm a prject s riginally apprved functinality, deliverables, and/r timelines are significant changes requiring an impact assessment with the JIF change management frm. Effective scpe, schedule, and funds cntrl is imprtant t reducing prject risk, it is als crucial t delivering an exceptinal end result. The ability t pr-actively manage scpe, schedule, and funding is directly related t the ability t be respnsive t risks, and t reprt risks and issues early t the HEC FMWG. 12
Change Management Reprting Changes in Funding, Scpe, and/r Schedules Fill ut the JIF change management frm cmpletely and accurately. Any errrs r missins can result in delays in receiving funding r authrizatin t prceed. This frm must be submitted whenever there is a scpe, funding, r schedule change frm the riginal prpsal apprved by the HEC c-chairs. Prvide qualitative analysis with backgrund and cntext fr the JIF initiative, and the reasn fr the change in scpe, timelines, and any funding changes (Impact assessment frm). Prvide quantitative analysis and revised business case (Update prject plan and spend plan). Prvide a justificatin dcument fr apprval (Decisin Memrandum). Prvide summary slides fr HEC FMWG (with ROI impact, justificatin, timeline impacts, funding request, scpe changes etc.) 13
Onging Prject Management Activities The JIF website has been created t prvide JIF prgram managers with templates, training materials, electrnic submissin, guidance, resurces, etc. Quick reference guides fr prgram management are available. Prgram/Resurce Management Scpe/Change Management Funds/Cst Management Risk/Issue/Quality Management Metrics/Knwledge Management These web prtals will serve as the surces f JIF infrmatin at DD and VA: DD https://www.milsuite.mil/bk/grups/jint-incentive-fund-jif VA http://vaww.ddcrdinatin.va.gv/ Plan Annual Prject Plans, Spend Plans, and Prgram Evaluatin Quarterly In Prgress Reviews (IPRs) Reprting Changes in Funding/Csts, Scpe, and/r Schedules Initiate Execute Cntrl Clse Onging Prject Management Activities: - Prgram/Resurce Management - Scpe/Change Management - Funds/Cst Management - Risk/Issue/Quality Management - Metrics/Knwledge Management 14
Cmmn Pitfalls Cntracting and persnnel hiring issues Draft Statement f Wrk (SOW) as sn as yu are ntified that yur JIF prject has been selected. Make cntracting an early pririty in prject activities, as hiring and cntracting prcesses are slw. Recruit ptential key persnnel early. If running int hiring delays, take steps t use existing staff, whse expertise and duties align with the prject. Frm integrated wrking grups/teams, and develp prject materials, MOUs, befre cntracted staff is n bard. Deplyment delays, including site cnstructin and IT functinality Have clear deliverables and timeline in the SOW and/r prject plan. Increase accuntability. Metrics assessments cnducted after prject cmpletin r nt at all Always baseline perfrmance metrics. Devise access, quality, safety, and cst-savings measures frm the beginning and cntinuusly track and reprt prgress ver the curse f prject implementatin. De-scping, timeline extensins frm the riginal prpsal withut HEC FMWG apprval Always reprt scpe changes, additinal funds requests, timeline extensins, and/r any ptential risks t the HEC FMWG, abiding by the JIF change management prcess. Prper prject planning (JIF spend plans, prject plans, and IPRs) will als facilitate success. Sustainment challenges Carefully dcument and track key perfrmance indicatrs, and develp a business case and sharing agreement early n in rder t submit justificatin fr DD r VA budgets. General prgram management issues and risks Wrk clsely with the HEC FMWG if yu believe yur prject is running int truble and practively reprt risks. We will wrk with the JEC/HEC and its 6 cmmittees, 34 wrking grups, 4 centers f excellence and 2 task frces that meet rutinely t address health, benefits, technical, facility, and infrmatinal issues. We will be able t assist yur prject staff if yu have any questins r need leadership supprt. 15
Cnclusin Cntinued funding fr yur JIF initiative is tied t perfrmance. While there have been success stries resulting frm JIF funding, the prgram has als faced challenges. In 2014, OMB increased its versight f the JIF prgram, resulting in cnsiderable pressure n DHA and VHA leaders t demnstrate that JIF initiatives are executed effectively and that the funds are spent efficiently and in a timely fashin. Our apprval f yur initiative is recgnitin that yur idea shws merit and is an pprtunity that effectively and efficiently can imprve access, quality, and reduce csts fr bth departments. All JIF quarterly prject plans, financial plans, IPRs, annual prgram evaluatins, and change management must be submitted cnsistently. Yur cntinued cmmitment and diligence is essential in achieving success t imprve healthcare fr DD and VA beneficiaries. 16