A worldwide operating order optimizes its project planning and controlling in more than 10 healthcare institutions in Austria.
Greater transparency due to easy access to up-to-date information across central and local projects in over 10 different healthcare institutions and locations
Reduced project risk due to improved and more efficient project controlling
Less overhead due to increased use of synergy effects and greater exchange of experience
More efficient usage of resources due to clear visualization of planned and actual values
Barmherzige Brüder Österreich are part of the worldwide operating order of the Brothers of Saint John of God. The order is deeply rooted in healthcare and the first hospital in Austria was established over 400 years ago. At present, the Austrian order province includes more than 30 healthcare institutions in Austria, Slovakia, Hungary and the Czech Republic. In 2015 more than 6,800 people were employed in Austria.
Even though Barmherzige Brüder Österreich are settled in healthcare business, a large variety of projects has been carried out in the individual institutions for a long time. Such projects are for example improvements of medication processes or bed occupancy.
But the overall project management situation is even more complex. Apart from the projects in every single institution, there are also province-wide projects, like creating guidelines for the implementation of ELGA (short for the Austrian electronic health record standard). These projects involve several institutions and are coordinated by the central administrative department in Vienna.
This department also develops and manages projects on its own, and every single institution has to execute these projects in line with certain general guidelines. At present, approximately 180 people are regularly involved in project management in Austria. These projects are mostly organizational, development and IT projects.
Due to the lack of an overall project overview and consistent standards, non-transparency increased and project controlling became nearly impossible. In fall 2012 the need of a consistent project management became obvious. In 2013 the central administration started a project to develop PMI and IMPA based in-house standards and principles for the management of future projects. Within this project the organization also decided to use one consistent software solution for portfolio management, program management and future projects to simplify the operative planning and controlling in Austria. Institutions in Slovakia, Hungary and the Czech Republic have not been part of the project management rollout in the first step.
After an extensive Internet research the central administration evaluated over 20 different software products. Beside “real” PM functionality, outstanding usability was one of the key criteria, because most of the users are principally engaged in healthcare only and not in project management. Furthermore, the possibility to provide reports for the top management at any time was also of great importance.
ONEPOINT Projects was chosen because it is intuitive and easy to use as well as IPMA and PMI compliant. Additionally, ONEPOINT’s clear visualization of planned and actual values was also crucial for the choice. Barmherzige Brüder Österreich decided to use the server enterprise solution combined with the Program Management, Planning & Controlling, and Risk Management options. Since fall 2015 they have also been evaluating their project portfolio using ONEPOINT’s Portfolio Analysis Option.
The implementation of ONEPOINT Projects was conducted by the IT department of Barmherzige Brüder Österreich and ONEPOINT. Afterwards Mr. Aquila, the CEO of ONEPOINT, held a one day workshop with future key users of the healthcare organization. Due to ONEPOINT’s customizability, simple configuration and easy handling, the rollout and adaption of ONEPOINT Projects could be carried out without any difficulties.
Considering the fact that most of the everyday ONEPOINT users are doctors and nurses, it is remarkable the application has been adopted that easily.
Following the introduction of ONEPOINT Projects more than three years ago, it is now deployed in the central administration and all relevant healthcare institutions. Currently the focus is clearly on project planning, resource planning on team level, project overview, and reporting when using ONEPOINT.
The solution’s biggest benefit definitely is greater transparency enabled by the project overview providing more up-to-date information and thus facilitating overall project controlling. The risk of things being done twice has been eliminated, the use of synergy effects and the exchange of experiences have been increased.
In addition, top management is delighted with having the possibility to monitor ongoing projects on their own anytime and anywhere.
Due to these positive effects the Barmherzige Brüder Österreich are constantly making efforts to roll out ONEPOINT to even more users within their different institutions to be optimally prepared for future tasks.
Head of Qualitiy Management Hospital St. John of God Vienna
ONEPOINT gets to the heart of complex project management: Who is working on projects? Which projects are important for us? Where do we stand so far?