Project Planning Template – Jiselle Castillo

To help you structure and organize your project, use this project planning
template as a guide. You may want to sit down and meet with your project
team and fill this out together so everyone is on the same page and knows
what is expected of them for the project as well as the due dates for their
tasks so they can put those dates in their calendar and set up reminders for
themselves to stay on track.

Project Title: What is the title of your project?

Occupational Health Resources (OHR) New Hire Training Program.

Project Description: Provide a description of your project.

The OHR training program will provide newly hired nurses with a comprehensive training plan
to review all health center programs and program requirements.

Project goal: What outcome will this project provide? What are your
specific goals?

The primary goal of the OHR new hire training program is to improve organizational staff nurse
turnover rates by increasing the confidence in newly hired nurses and providing new hires with
the necessary skills and knowledge required in the role.

Project rationale: Why is this project important to you, to your

organization, or to the community?

This project is important to the organization because we have recently had three nurses resign
within the past three months. Severe staffing shortages have led to decrease in nurse focus on
important issues such as workplace safety research, medical surveillance, and employee case
management. Our OHR team is at the center of organizational operations. Building a strong
foundation and nursing team will improve operations, workplace safety, and employee
satisfaction.

Project scope: What parameters will you be working with to achieve your
goal?

The OHR New Hire Training Program will be finalized/completed by 10/17/2022. The program
will include at least 3 main concepts under each health center program to be reviewed with the
new hire. The program will be designed to be completed within 2 months of the new hire’s start
date.

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Project process: Identify the process for implementing your project (the
what, who, how, when, and where)

• What: Occupational health nurses (OHNs) working for sites in Austin will work together
to develop an organizational OHR New Hire Training Program
• Who: Austin OHNs
• How: OHR program owners will work together on a weekly basis to determine which 3
concepts new hires need to be trained on within their specific programs.
• When: Program owners will meet on a weekly basis to finalize their 3 program training
points. Final training concepts/points will need to be presented no later than
10/07/2022 so that they can be discussed, finalized, and added to the final training
outline document.
• Where: Program owners will meet remotely via Teams.

Project deliverable: Define what’s going to be delivered (event, product,

proposal, etc.)

The project deliverable will be two documents, the first will be similar to an outline/check-off
list. The first document will have each OHR program listed within a table, as well as each
program’s 3 key training points/concepts for newly hired nurses to be trained on.

The front of the document will have spaces to identify the new hire’s name, employee ID, start
date, target end of training date, actual end of training date, mentor(s) name, and sign off for each
program/concept for both the new hire and the mentor working with them. The new hire’s
manager will have a space to sign-off at the bottom of the document for review.

The second document will be a survey card for the new hire to evaluate the effectiveness of
training. The card will be a series of questions, with scale of 1-5 to evaluate the training program
overall. There will be one short-answer question for the new hire to provide comments,
suggestions for improvement, etc.

Project resources: Identify all the necessary resources that will be

needed to create and deliver the project

• Labor: OHNs will be asked to work to determine which concepts from each of their
programs should be included in the training program; project leader will compile all
concepts and develop training outline document and feedback card.
• Materials: final document to be printed out using office supplies; hard copies kept in
health center office.
• Equipment: computers used for meeting virtually to develop/discuss project; printer
utilized to print final documents.
• Time: Depending on availability/schedules/current staffing of OHNs, the time spent on
this project can either be increased or decreased.

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Project limitations: What factors will limit your ability to complete the
project, and how will you mitigate those factors?

• Staffing changes: high nurse turnover rates can negatively impact the completion of this
project. Priorities may shift if the department loses another nurse before the project is
completed.
• How to mitigate? Ensure the team is on-track with project milestones by
having weekly check-ins; ensure proper support is provided to the team
and provide extra support when requested.
• Lack in understanding of project goals/expectations: staff being unclear of what project
goals, deliverables, etc. are
• How to mitigate? Ensure effective and consistent communication by
holding initial project meeting to clearly define project scope, goals, and
deliverables and continuing weekly check-ins to answer questions and
ensure the team is on track.

Project timeframe and deadlines: What date will your project be

completed? Determine all deadlines for the project. You will want to have
your project completed by Week 5 or 6 of the course. Week 7 is when your
project showcase will be due.

Project Completion Date: 10/17/2022

Major Project Deadlines:
• 09/16/2022 – Training Plan Project Kick-Off Meeting (1 hr.)
• 09/20/2022 – Health center ops, blood-borne pathogens, MERT program owners
planning meeting (1-2 hr.)
• 09/27/2022 – Meeting with project leader + program owners to finalize and
submit training topics for health center ops, blood-borne pathogens, and
MERT programs
(1 hr.)
• 09/22/2022 – Absence management, OSHA/injury-illness reporting, restriction-
accommodation program owners planning meeting (1-2 hr.)
• 09/28/2022 – Meeting with project leader + program owners to finalize and
submit training topics for absence management, OSHA/injury-illness
reporting, and restriction-accommodation programs (1 hr.)
• 09/26/2022 – Medical Records, Medical Surveillance, Ergonomics, COVID Program
Owners Meeting (1-2 hr.)
• 10/04/2022 – Meeting with project leader + program owners to finalize and
submit training topics for medical records, medical surveillance, ergonomics,
and COVID programs (1 hr.)
• 10/07/2022 – Project leader to develop training document and feedback card
• 10/11/2022 – Project leader to present final training document and feedback card to
upper management for final approval
• 10/17/2022 – Project leader to publish official training document and feedback card in
SharePoint and print for office use

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Project tasks: Identify all tasks and sub-tasks to be completed by whom

• Coordinate and execute project kick-off meeting – Project Leader

• Identify key training concepts/topics for all health center programs – Program Owners
• Meet to finalize and submit key training concepts/topics for all health center programs –
Project Lead + Program Owners
• Develop training plan document + feedback card – Project Leader
• Present training plan document + feedback card to upper management for final approval
– Project Leader
• Publish official training plan document + feedback card in SharePoint and print out
copies for health center use – Project Leader

Project scheduling: Schedule all phases, tasks, and sub-tasks using

start-by and complete-by dates. Include dates you will check-in with your
team members via meetings, etc.

Phase 1: Intro
Task Start By Date Complete By Date
Coordinate and hold project 09/13/2022 09/16/2022
kick-off meeting for the (begin planning) (meeting date)
project team
Phase 2: Working
Task Start By Date Complete By Date
Health center ops, blood-borne 09/19/2022 09/26/2022
pathogen, MERT program
owners meeting to identify
training topics/concepts for
each program
Absence management, 09/19/2022 09/27/2022
OSHA/illness-injury reporting,
and restriction-accommodation
program owners meeting to
identify key training
topics/concepts for each
program
Medical records, medical 09/19/2022 10/03/2022
surveillance, ergonomics, and
COVID program owners
meeting to identify key
training topics/concepts for
each program
1st Project Team Touchbase 09/23/2022 09/23/2022
Meeting
Health center ops, blood-borne 09/26/2022 09/27/2022
pathogens, MERT program
owners meeting with project
leader to submit program
training topics

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 Absence management, 09/27/2022 09/28/2022
OSHA/injury-illness reporting,
and restriction-accommodation
program owners meeting with
project leader to submit
program training topics
2nd Project Team 09/30/2022 09/30/2022
Touchbase Meeting
Medical surveillance, medical 10/03/2022 10/04/2022
records, ergonomics, COVID
program owner meeting with
project leader to submit
program training topics
Project leader to develop 10/07/2022 10/10/2022
training document and
feedback card
Phase 3: Finalization
Task Start By Date Complete By Date
Project leader to publish 10/11/2022 10/17/2022
training document and
feedback card in SharePoint
and print out copies for future
use
Debrief Meeting with 10/17/2022 10/17/2022
Project Team
Project team members: Who are the team members involved in the
project? (Coworkers, community members, etc.)

• Jiselle Castillo – Project Leader & Program Owner

• Medical Surveillance
• Medical Records
• Ergonomics
• Health Center Operations
• MERT
• Ruth Cong – Program Owner
• Absence Management
• Blood-Borne Pathogens
• COVID
• OSHA/Injury-Illness Reporting
• Restriction-Accommodation
• Francesca Bruno – Program Owner
• Medical Surveillance
• Medical Records
• Ergonomics
• Karlie Cummings – Program Owner
• Absence Management
• OSHA/Injury-Illness Reporting
• COVID
• Restriction-Accommodation

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 • Rylie Jernejcic – Program Owner
• MERT
• Blood-Borne Pathogens
• Health Center Operations

Project roles and responsibilities: What role and responsibility does

each person on the team have?

Jiselle Castillo – Project Leader & Program Owner

• Responsible for introducing the team to the project and facilitating project
completion by coordinating weekly team meetings to ensure progress, answer
questions from team members, and presenting final deliverable to management
for approval.
• Responsible for meeting with program owner at sister site to narrow down
training concepts related to medical surveillance/records, ergonomics, health
center operations, MERT programs.
Ruth Cong – Project Team Member & Program Owner
• Responsible for meeting with program owner at sister site to narrow down
training concepts related to absence management, blood-borne pathogen, COVID,
OSHA/injury-illness reporting, restriction accommodation programs.
Francesca Bruno – Project Team Member & Program Owner
• Responsible for meeting with program owner at sister site to narrow down
training concepts related to medical surveillance/records and ergonomic
programs.
Karlie Cummings – Project Team Member & Program Owner
• Responsible for meeting with program owner at sister site to narrow down
training topics related to absence management, OSHA/injury-illness reporting,
COVID, restriction-accommodation programs.
Riley Jernejcic – Project Team Member & Program Owner
• Responsible for meeting with program owner at sister site to narrow down
training concepts related to MERT, blood-borne pathogen, and health center
operation programs.

Criteria for Success of Project: What constitutes a successful project?

How will you measure success?

Short term success of project implementation will be measured by meeting established

deadlines, covering all health center program training, and gaining management approval of the
training program.

In the long run, success of the OHR New Hire Training Program will be measured by
improvements in organizational nurse turnover rates, as well as positive feedback received from
new hires who undergo the training program.

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Project implementation strategy: How will you ensure the members of
your team accomplish their tasks and responsibilities? What worst-case
scenario will you plan for? How will you ensure the project gets completed?

To ensure the team is meeting established tasks and responsibilities, weekly team touch-base
meetings have been set to regroup, answer questions/concerns, and evaluate overall team
progress to make adjustments where needed. The project leader will also be available via teams
or email to answer any questions offline.

The project lead will be strictly adhering to project deadlines in case of any last-minute staffing
changes to ensure the project is still completed by the established deadline.

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