Relocation Of Health Information Service Department

Stakeholders

Discuss about the Application of System Dynamics.

The health department system works with various doctors, nurses and staffs working for providing healthcare services and advices to the customer. The increase in the number of patients and frequency of services has made the services more complex and critical to accommodate in the existing location. Due to the smaller size of the exiting location, the healthcare services were not able to provide efficiently treatments to the increased patient base. The waiting time of the patients has increased significantly. Therefore, moving to a new location with greater space would allow the healthcare services department to hire and accommodate more employees for treating more patients within less time. The project revolves around the relocation of the staffs and health information service department to a new location. Therefore, the relocation of the health information services relocated the services, information system, personnel to a new location for enhancing the effectiveness of the health information services.

Stakeholders are identified as the group of persons that are directly or indirectly involved with the relocation of the healthcare information service department to a new location. In this project, the major stakeholders includes the authorities of healthcare department, the patients, doctors, nurses, project manager, architect, interior designer, staffs, and electricians.

WBS	Activity Name Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	authorities of healthcare department	project manager	architect	interior designer	staffs	electricians
1	start project
2	project initiation phase
2.1	meeting with the client	A	R
2.2	identify the relocation requirement	A	R
2.3	project charter
2.3.1	develop project charter		R
2.3.2	obtain approval of the client	A	R
3	project planning phase
3.1	develop planning for relocating the department	I	R	C
3.2	develop the project budget	I	R
3.3	develop plan for completing the relocation	I	R	C	I
3.4	procure the project	A	R
3.5	new location plan
3.5.1	determine the patient base	A	R
3.5.2	identify the physical structure of the new site		C	R
3.5.3	select new office location
3.5.4	lease the new location	A	R
3.5.5	obtain agreement	A	R
3.5.6	develop architectural design		C	R
4	project execution phase
4.1	develop the architectural module
4.1.1	develop space for office		C	R
4.1.2	cubicles		C	R
4.1.3	receptions		C	R
4.1.4	medical rooms		C	R
4.2	complete interior design		C		R
4.3	include medical equipment		C		I	R
4.4	implement cabling		C		C	I	R
4.5	electrical services		C		C	I	R
4.6	telephone services		C		C	I	R
4.7	packing from the existing location	I	C			R
4.8	unpacking to the new location	I	C			R
4.9	finalize the relocation date	C	R	I	I	I	I
5	project closure phase
5.1	inform the employees		R
5.2	inform the customers		R
5.3	open the new location of the health department	A	R
5.4	sign off of the team members	C	R
6	stop project		R

In the above table, R = Responsible, A = Accountable, C = Consulted, I = Informed

For the relocation of the healthcare information service department, the cost, quality, scope and time has been considered as the major constraints. The relocation of the department needs to ensure all the scope has been completed within the allocated time and budget while ensuring the quality and standard of the project.

The following are the assumptions developed for the relocation of the health information service department are illustrated in the section below:

The relocation of the department needs to completed within the allocated time of 2.5 months;
The data from the existing location of the department has already been backed up by the employees;
The healthcare authorities have provided with the financial amount required for the relocation of the department to the new location;

Who	What	Why	When	How
Authorities Of Healthcare Department	Approving and reviewing the project plan and relocation.	Modification in the plan regarding the budget and schedule	Once a week	Formal meeting
Project Manager	Developing the project budget, schedule, cost and managing the progress.	Issues faced during the relocation of the department	Whenever required	Verbal communication, meetings emails and telephone
Architect	Developing the renovation plan and architecture of the new location.	Changes or modification of the architectural design of the new location.	Whenever required	Verbal communication, meetings emails and telephone
Interior Designer	Developing the design for the rooms, cubicles and interior design of the new location.	Changes or issue faced regarding the developer of the interior design.	During the implementation phase	Verbal communication, meetings emails and telephone
Staffs	Carrying out the relocation staffs and completing the relocation.	For informing about any changes required during the project.	Once a day	Verbal communication, and meetings
Electricians	Providing the electrical connection and telephonic line in the new building location.	Informing about any modification and changes made in the plan.	Whenever required	Verbal communication, meetings and telephone

For measuring the success of the relocation of the health information service department, the following criteria need to be measured and obtained:

The opening of the new location has been done on the scheduled data;
The project has successfully relocated the medical equipments from the existing location to the new one;
The relocation of the project has been completed within the allocated time and budget provided;

WBS	Task Name	Start Date	End Date	Resource	Duration	Dependencies
1	start project	08/21/17	08/21/17		0
2	project initiation phase	08/21/17	08/28/17		6d
2.1	meeting with the client	08/21/17	08/21/17	Project Manager	1d	1
2.2	identify the relocation requirement	08/22/17	08/23/17	Project Manager	2d	3
2.3	project charter	08/24/17	08/28/17		3d
2.3.1	develop project charter	08/24/17	08/25/17	Project Manager	2d	4
2.3.2	obtain approval of the client	08/28/17	08/28/17	Project Manager	1d	6
3	project planning phase	08/29/17	09/14/17		13d
3.1	develop planning for relocating the department	08/29/17	08/31/17	Project Manager	3d	7
3.2	develop the project budget	08/29/17	08/29/17	Project Manager	1d	7
3.3	develop plan for completing the relocation	08/29/17	09/01/17	Project Manager	4d	7
3.4	procure the project	09/04/17	09/04/17	Project Manager	1d	9, 10, 11
3.5	new location plan	09/05/17	09/14/17		8d
3.5.1	determine the patient base	09/05/17	09/05/17	Project Manager	1d	12
3.5.2	identify the physical structure of the new site	09/05/17	09/06/17	architect	2d	12
3.5.3	select new office location	09/07/17	09/11/17		3d
3.5.4	lease the new location	09/07/17	09/08/17	Project Manager	2d	14, 15
3.5.5	obtain agreement	09/11/17	09/11/17	Project Manager	1d	17
3.5.6	develop architectural design	09/12/17	09/14/17	architect	3d	18
4	project execution phase	09/15/17	10/23/17		27d
4.1	develop the architectural module	09/15/17	09/27/17		9d
4.1.1	develop space for office	09/15/17	09/25/17	architect	7d	19
4.1.2	cubicles	09/15/17	09/20/17	architect	4d	19
4.1.3	receptions	09/15/17	09/21/17	architect	5d	19
4.1.4	medical rooms	09/15/17	09/27/17	architect	9d	19
4.2	complete interior design	09/28/17	10/05/17	interior designer	6d	22, 23, 24, 25
4.3	include medical equipment	10/06/17	10/10/17	staffs	3d	26
4.4	implement cabling	10/11/17	10/12/17	Electricians	2d	27
4.5	electrical services	10/11/17	10/13/17	Electricians	3d	27
4.6	telephone services	10/11/17	10/11/17	Electricians	1d	27
4.7	packing from the existing location	10/16/17	10/17/17	staffs	2d	28, 29, 30
4.8	unpacking to the new location	10/18/17	10/20/17	staffs	3d	31
4.9	finalize the relocation date	10/23/17	10/23/17	Project Manager	1d	32
5	project closure phase	10/24/17	10/26/17		3d
5.1	inform the employees	10/24/17	10/24/17	Project Manager	1d	33
5.2	inform the customers	10/24/17	10/24/17	Project Manager	1d	33
5.3	open the new location of the health department	10/25/17	10/25/17	Project Manager	1d	35, 36
5.4	sign off of the team members	10/26/17	10/26/17	Project Manager	1d	37
6	stop project	10/26/17	10/26/17	Project Manager	0	38

The objectives of the relocation project are:

To select an appropriate location for relocating the existing health information service department;
To efficiently relocate the department to a new location;

To select an appropriate location for relocating the health information services department;
To select an appropriate date for opening the new date for reopening the health information system;
To provide complete interior design of the new location;
To inform the employees and customer about the new location of health information service department;
To ensure packing and unpacking of the devices, equipments and other hardware from the existing location to the new location;

The out-scope of the project includes:

The transportation of the employees from the existing location to the new location is not included within the project;
To clean up the existing departmental location is also out of scope of the project;

The critical deliverables of the relocation of the health information service department includes the following:

WBS	Task Name
2	project initiation phase
2.1	meeting with the client
2.3	project charter
2.3.1	develop project charter
3.2	develop the project budget
3.4	procure the project
3.5.2	identify the physical structure of the new site
3.5.4	lease the new location
3.5.5	obtain agreement
3.5.6	develop architectural design
4.1.4	medical rooms
4.2	complete interior design
4.3	include medical equipment
4.5	electrical services
4.7	packing from the existing location
4.8	unpacking to the new location
4.9	finalize the relocation date
5.1	inform the employees
5.2	inform the customers
5.3	open the new location of the health department
5.4	sign off of the team members

Risk Profile: In this section the potential risks that could occur during the project are identified and illustrated in the section below:

Deadline Risk: The relocation of the department has been delayed due to unavailability of appropriate location for shifting.

Budget Risk: The relocation activities and the selection of the appropriate new location for the department have exceeded the budget allocated by the authorities.

WBS

Quality Risk: The relocation activities failed to relocate the hardware and medical element from the existing location to the new locations. In addition to that, the new location fails to provide detailed space required for health information service department.

Personnel Risk: The staffs or electricians fail to work in the project due to significant health issues. This has delayed the recollection project.

Security Issues: During the relocation of the all the files, documents and computers from the existing location to the new locations, the files and patients information were lost and misplaced.

Risk Id	Risk	Risk Impact	Likelihood of Risk	Reference cell
R1	Deadline Risk	Lost Time	Likely	C3
R2	Budget Risk	Major	Moderate	B4
R3	Quality Risk	Major	Unlikely	A4
R4	Personnel Risk	Trivial	Moderate	B1
R5	Security Issues	Major	Moderate	B4

The contingency plan developed for each of the identified risk for the relocation of the healthcare information service department is illustrated in the section below:

Deadline Risk: The project manager and the authorities of thee healthcare information service department needs to conduct a preliminary study about the location that would be most suitable for relocation. Budget Risk: The project manager needs to review the plan and concern with the healthcare authorizes before approving the location and leasing the selected new location with high budget.

Quality Risk: The project manager needs to review the existing department and evaluate the operation followed by the healthcare information service department. In addition to that, the project plan should be reviewed and approved the authorities of the department for ensuring the quality.

Personnel Risk: Before hiring the personnel for the relocation to the new location, the project manager needs to ensure the availability of the personnel during the required work for the project.

Security Issue: The project manager needs to recover all the files and reenter all the medial information of the patients for the database and computers installed in the new location.

The control strategy for the identified risks has been illustrated in the section below:

Deadline Risk: The remaining activities need to be rescheduled within the remaining time for completing the relocation within allocated time.

Budget Risk: The remaining activities for the relocation need to be developed within the remaining budget for the project.

Quality Risk: The project manager needs to change and modify the plan, interior design and architecture of the new location based on the requirement of the department.

Personnel Risk: The project manager needs to hire new personnel for ensuring the progress of the relocation project and to complete the project within deadline.

Security Risks: The project manager and the authorities of the healthcare organization need to inform the employees to back up their personal data from the computers. Further before packing up the data from the existing location, high caution needs to be taken while backing up the database.

Assumptions

Risk Id	Risk	Risk Impact	Likelihood of Risk	Severity of Consequences	Level of Risk	Mitigation	Contingency Plan	Risk Owner	Date Logged	Date of review
R1	Deadline Risk: The relocation of the department has been delayed due to unavailability of appropriate location for shifting.	Lost Time	Likely	High	Medium	The remaining activities need to be rescheduled within the remaining time for completing the relocation within allocated time.	The project manager and the authorities of thee healthcare information service department needs to conduct a preliminary study about the location that would be most suitable for relocation.	Project Manager	9/7/2017	9/08/2017
R2	Budget Risk: The relocation activities and the selection of the appropriate new location for the department have exceeded the budget allocated by the authorities.	Major	Moderate	High	Medium	The remaining activities for the relocation need to be developed within the remaining budget for the project.	The project manager needs to review the plan and concern with the healthcare authorizes before approving the location and leasing the selected new location with high budget.	Project Manager	9/12/2017	9/13/2017
R3	Quality Risk: The relocation activities failed to relocate the hardware and medical element from the existing location to the new locations. In addition to that, the new location fails to provide detailed space required for health information service department.	Major	Unlikely	Low	Low	The project manager needs to change and modify the plan, interior design and architecture of the new location based on the requirement of the department.	The project manager needs to review the existing department and evaluate the operation followed by the healthcare information service department. In addition to that, the project plan should be reviewed and approved the authorities of the department for ensuring the quality.	Project Manager	9/15/2017	9/15/2017
R4	Personnel Risk: The staffs or electricians fail to work in the project due to significant health issues. This has delayed the recollection project.	Trivial	Moderate	Low	Low	The project manager needs to hire new personnel for ensuring the progress of the relocation project and to complete the project within deadline.	Before hiring the personnel for the relocation to the new location, the project manager needs to ensure the availability of the personnel during the required work for the project.	Project Manager	9/25/2017	9/26/2017
R5	Security Issues: During the relocation of the all the files, documents and computers from the existing location to the new locations, the files and patients information were lost and misplaced.	Major	Moderate	High	High	The project manager needs to recover all the files and reenter all the medial information of the patients for the database and computers installed in the new location.	The project manager and the authorities of the healthcare organization need to inform the employees to back up their personal data from the computers. Further before packing up the data from the existing location, high caution needs to be taken while backing up the database.	Project Manager	10/12/2017	10/12/2017

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