Background
The information system of each of the County Health Department (CHD)’s community health services program lacks features such as future expansions and inclusion of revised public health data plan as all the databases of the system are standalone. As a result, the system cannot able to track infectious diseases as well as well-timed report of all inquiries. This issue can be resolved by integrating the databases [1.]. For ensuring the success of the above implementation, the project manager must regularly provide relevant information to the stakeholders. This report assesses the viability of the communication plan for the project in the above scenario of CHD along with proper recommendations and justifications.
CHD has enunciated that the database integration of its health information system must be incorporated in such a way so that in a timely manner it can provide report about the infectious diseases and probable disruptions based on which the decision maker can take suitable decision. The project team of CHD has initiated the following communication plan for implementation of the project. Through collaborative process, the project team has involved both internal and external stakeholders to make them understand about the support role of the information system and working of the system [2.]. The following methods for the collaborative process make the communication plan reasonably effective.
1)Analysis of the business process, which is done by clarifying objectives and goals, modelling the work context, identifying the rules of business, describing tasks and workflow along with identification of sets of common tasks.
2) Redesign the business process, which involves inspection and restructuring of tasks and workflow, identification of inefficiencies and efficiencies with quotable processes, clarification of the process and rules of business, remodelling the work context.
3) Defining requirements, which include particular tasks description for enhancing business processes, description of implementation of business rules, diagrammatic description about structure of information system and identifying the extent of activities of the next phase [3.].
From the communication point of view of all stakeholders of project it can be said that the adopted communication plan is completely feasible due to the following reasons.
- The project manager continuously updates about project status to the required stakeholders that include client, senior management, sponsor, employees, government agencies, project team member, news media and community [4.].
- The primary message that is communicated to the stakeholders is key milestones and other relevant issues that are associated with project.
- The communication mode that is followed is one-to-one.
- The used methods of communication most of the concerned stakeholders are formal as well as greatly detailed and they include telephoning, teleconferencing, email, and meeting. However, in case of for community the communication methods are conferences and town hall meetings.
The main objective of preparing the communication plan is to expedite the communication with the stakeholders. The plan has been designed in such a manner so that messages can be conveyed to all the employees of CHD [5.]. The project is expected to be complete with a minimum duration of 6 months to maximum duration 12 months. When the stakeholders come up with any queries or request for any solution then project team provides monthly updates to the stakeholders. In addition, the project manager has asked its information technology (IT) engineers for their support and plans for proper running of the project [6.]. The current communication plan in the given case study will enable the project team to implement and deliver a successful project in time.
Whereas the project management practices consists of certain steps or activities that makes a project successful. The activities include defining the project scope, project objective, the possible outcomes of the project, the projects findings, the details of project plan, criteria of communication plan among the people that are involved in the project, keeping track and maintaining the project’s progress report, changing the management in order to increase the productivity and finally the risk management [7.]. In addition, there must be a risk management plan for a project in order to overcome any risk that is generated during project development [8.].
Communication Plan for the Project
It is notable that every developed project is different from others in some way and also development and implementation of a public project is remarkably different from that of a private project. However, it is recommended that the communication plan can be devised in a different way to improve the functionalities of the stakeholders in the project. In order to smoothly run the public project of CHD without any disruption, the communication among the concerned government agencies rare required to be done with officially and legal documents. In addition, it is also recommended that prior to settle on any deals, the project team should properly address, discuss and communicate with the employees and authorities of CHD. This will enable all member of the project team to understand the project’s working and manage it in time.
The proposed communication plan will help to develop an integrated database that will maintain all the information and help the senior manager to get through all details quickly at their fingertips to make appropriate decision. This inclusion of integrated database will improve the informatics capacity of the heath information system and the health related data and information will be maintained as well as collected easily. Thus, besides achieving the project goal of improving the county public health information system the recommended communication plan will help in improving better communication among concerned stakeholders of CHD.
Conclusion:
From the above report, it draws conclusion that a better and appropriate communication plan will help the CHD to implement a successful project regarding improving the informatics capacity of the health information system as has been proposed in the given case study. By implementing the appropriate communication plan among the concerned stakeholders of CHD, the health information system will have the option of future development and further inclusion of revised health data within its databases. In the report, the project manager has asked IT engineers to provide their valuable input regarding the development of communication plan for the proposal of the improved health information system. After the development of the plan it has been comparatively assessed in view of the project management practices. Finally, the project manager has proposed appropriate recommendation and justification for the implementation of the current communication plan.
References:
[1.] Plough, A., Fielding, J.E., Chandra, A., Williams, M., Eisenman, D., Wells, K.B., Law, G.Y., Fogleman, S. and Magaña, A., “Building community disaster resilience: perspectives from a large urban county department of public health”. American Journal of Public Health, 103(7), pp.1190-1197, 2013.
[2.] Recker, J., Mendling, J. and Hahn, C., “How collaborative technology supports cognitive processes in collaborative process modeling: A capabilities-gains-outcome model.” Information systems, 38(8),pp.1031-1045, 2013.
[3.] Dick, J., Hull, E. and Jackson, K., Requirements engineering. Springer, 2017.
[4.] Muhammad, F., Rizwan, B., Sijun, B. and Libiao, B., “Project management knowledge transferupshots: Success story of Chinese project management firm.” International Journal of Multimedia and Ubiquitous Engineering, 8(3), pp.225-238, 2013.
[5.] Heagney, J., Fundamentals of project management. Amacom, 2016.
[6.] Cascetta, E., Carteni, A., Pagliara, F. and Montanino, M., “A new look at planning and designing transportation systems: A decision-making model based on cognitive rationality, stakeholder engagement and quantitative methods.” Transport policy, 38, pp.27-39, 2015.
[7.] Kerzner, H., Project management best practices: Achieving global excellence. John Wiley & Sons, 2018.
[8.] Cleden, D., Managing project uncertainty. Routledge, 2017.
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