Project Overview
The project is proposed to develop a single database for the information and data related to family clinics. It helps in providing facilities to the family members for taking prescription from the doctors of their own choice. The project helps in integrating the working of the different clinics in the single database. The focus should be given on managing the confidentiality and sensitivity of the patient records. The access right of accessing the information is provided to the authorised users only. The purpose of this paper is to develop a project for managing the central control over the flow of information related to the patient records.
|
Project Name |
Online Database for Family clinics |
|
Project Owner |
J.M. Williams |
|
Project sponsors |
Dr. S.D. Burman |
|
Project Manager |
K. C. Carthy |
|
Project start Date |
05 Oct, 2018 |
|
Project Finish Date |
19 Mar, 2019 |
|
Project Aim |
To develop a project for managing the central control over the flow of information related to the patient records |
|
Project Objectives |
· Collecting patient records · Systematic arrangement of the patient records · Managing connection between different family clinics · Managing centralised control over the information flow · Managing Single database for the patients records, clinic information, and information regarding doctors · Authorised control for the accounts · Managing the confidentiality and sensitivity of the patient records |
|
Project Scope |
The scope of the project is to deliver the following: Stakeholder engagement plan Buy analysis and Decision Procurement management plan Communication management plan Scope management plan Quality Management plan Risk assessment plan with strategy Budget Management plan Work Breakdown structure Objectives, Strategy, Tactics Swot Analysis report PESTEL Analysis report |
|
Project Risks Management plan |
Identification of risks Analysis of risks severity Analysis of risks likelihood Analysis of risks Ranking Analysis of risks Probability Analysis of risks Impact Evaluation of risks mitigation plan |
|
Project quality Management |
Analysis of project requirement specification Development of the project quality checklist Development of quality assurance plan Analysis of the key performance indicators Development of Quality standards Development Quality controls |
|
Project Resources |
Project Owner Project Manager System designer System analyst Technician Quality Manager Procurement manager Risk Manager Financial Manager Programmer and coder |
|
Project Procurement plan |
Hardware Requirement Software requirement Network connectivity requirement Broadband connectivity |
|
Project Communication plan |
The communication plan helps in analysing the flow of information between internal and external stakeholders to complete the work within the given time limit. |
|
Project Budget |
$ 95000 |
|
Sign Off |
Approval from the project stakeholders |
|
Role |
Name and Contact Details |
Category |
Communication tool Required |
|
Project owner |
S. William Mob. 7665342123 |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
Project Manager |
K. Brown Mob: 7211212345 |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
Project sponsor |
L. Buhalis Mob: 7000123432 |
External |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
System Designer |
Mr. KC. Dutta Mob: 7002314567 |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
System analyst |
David Thomson Mob: 7896543211 |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
Risk Manager |
Daisy Rose Mob: 8965434321 |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
Technician |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
|
Programmer and Coder |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
|
Quality Manager |
External |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
|
Financial Manager |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
|
Procurement Manager |
Internal |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
The stakeholder
|
Stakeholders |
Role and Responsibilities |
Stakeholder contribution |
Stakeholder legitimacy |
Stakeholder willingness |
Influence |
Stakeholder Involvement requirement |
|
Project owner |
Project Proposal Requirement Specification plan Good and Healthy Relationship with the project partners and sponsors (PM4Dev, 2007) Setting of quality standards |
High |
Low |
Medium |
High |
Low |
|
Project Manager |
Project Schedule Setting of time duration and cost (Passenheim, 2015) Allocation of Resources Development of communication plan Stakeholder engagement plan Distribution of role and responsibilities |
High |
Medium |
High |
High |
High |
|
Project sponsor |
Analysis of the cost estimation plan Evaluation of Market price Approval of the project funding |
Low |
High |
Medium |
Low |
Medium |
|
System Designer |
Development of the single database Collecting information and data of the patients and doctors (Kaziliunas, 2012) Managing centralised control over the information |
Medium |
Low |
High |
Medium |
Low |
|
System analyst |
Analyse the efficiency of the project to meet the requirement plan Analyse the variation in input and expected output of the project |
Low |
Medium |
High |
Medium |
Medium |
|
Technician |
Analyse the requirement of the network, Hardware, and software Deployment of hardware and software according to the network design and topology used |
High |
Low |
Medium |
High |
Low |
|
Programmer and Coder |
Development of the programming code to make the system design functional |
Medium |
Medium |
High |
High |
Medium |
|
Quality Manager |
Quality checklist Quality Register Quality assurance plan Quality Control |
Low |
Medium |
High |
High |
Medium |
|
Financial Manager |
Development of th cost estimation plan Development of the cost variation report Analyse the financial stability of the organization |
High |
Low |
High |
Medium |
High |
|
Procurement Manager |
Analysing the demand of Hardware, software, and Network connection Managing contacts with the contractors and vendors Signing agreement with the contractors and vendors |
High |
Medium |
Low |
High |
Medium |
|
Risk Manager |
Identification of risks Risk Register Risks Mitigation strategies Risks Impact Risks Probability Risks Severity and Risks Likelihood |
Low |
High |
Medium |
Low |
High |
The decision making capability of the project manager plays a vital role taking effective choice for buying the required resources which can be used efficiently within the working criteria of the project. The outsourcing of the project activities to the third party helps in completing the project within the given time boundaries. The strategic and operational plan should be developed for incorporating the third party in the working curriculum of the organization for outsourcing the project activities. The factors which are responsible for managing the effective decision of the procurement manager are as follows:
- Cost Estimation: The procurement manager focuses on analysing the cost difference between the estimated and actual market price of the resource (Rauber, 2014)
- Capacity of the storage unit: He should have a deep knowledge about the capacity of the warehouse for managing the resources
- Inventory management system: The in-flow and out-flow of the inventory should be effectively maintained (Seppala, 2013
- Quality of Resources: The quality of the end product can be received by using good quality input material (Wilson, 2012)
- Strategic Approach: The strategic planning should be done by the procurement manager for buying the required resources from the selected vendor (Sotnikova, 2016)
The procurement management plan is the systematic approach of identifying request for proposals, review and analyse the proposal, managing selection criteria for the contractor and vendor, agreement with the selected contractor, administration and monitoring of the procurement process, and closure of the procurement.
|
Required Input |
Required Tools and Techniques |
Procurement process |
Outputs Received |
|
Documentation of the procurement process Project Management plan Project schedule Contract Agreement Quality Standards Approval of the resources required Risks Register Cost estimation schedule Project Budget Organization Inventory and Asset report |
Reviews of the contractor Communication with the contractor Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter Insurance Agreement Documentation record system Make-up of buy analysis report Expert Decision Market analysis and research |
identifying request for proposals Review and analyse the proposal Managing selection criteria for the contractor and vendor Agreement with the selected contractor Administration and monitoring of the procurement process Closure of the procurement |
Reports of procurement process Supply management of resources Purchasing of the required resources Procurement management plan Procurement statement of work Selection criteria of the vendor |
|
Who (Stakeholder) |
What (Messages) |
When (Time) |
How (Communication Medium and tools) |
Whom (Stakeholder) |
|
Project owner |
Project Proposal Requirement Specification plan Good and Healthy Relationship with the project partners and sponsors Setting of quality standards |
In the project Initialization period |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
|
|
Project Manager |
Project Schedule Setting of time duration and cost Allocation of Resources Development of communication plan Stakeholder engagement plan Distribution of role and responsibilities |
Daily |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
Project Owner Project sponsors System Designer |
|
Project sponsor |
Analysis of the cost estimation plan Evaluation of Market price Approval of the project funding |
Monthly |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
Project Manager |
|
System Designer |
Development of the single database Collecting information and data of the patients and doctors Managing centralised control over the information |
Daily |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
System Analyst Project Manager |
|
System analyst |
Analyse the efficiency of the project to meet the requirement plan Analyse the variation in input and expected output of the project |
Weekly and Monthly |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
System Designer Procurement manager |
|
Technician |
Analyse the requirement of the network, Hardware, and software Deployment of hardware and software according to the network design and topology used |
Weekly and Monthly |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
System Designer and Procurement manager |
|
Programmer and Coder |
Development of the programming code to make the system design functional |
After the designing phase |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
System Designer System Analyst |
|
Quality Manager |
Quality checklist Quality Register Quality Standards Quality assurance plan Quality Control |
During the project Execution and Testing phase |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
Project Manager |
|
Financial Manager |
Development of th cost estimation plan Development of the cost variation report Analyse the financial stability of the organization |
Monthly |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
Project Manager Procurement Manager |
|
Procurement Manager |
Analysing the demand of Hardware, software, and Network connection Managing contacts with the contractors and vendors Signing agreement with the contractors and vendors |
Monthly |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
Project Manager Financial Manager |
|
Risk Manager |
Identification of risks Risk Register Risks Mitigation strategies Risks Impact Risks Probability Risks Severity and Risks Likelihood |
Throughout the project |
Face To face Interview Round table discussion Video Conferencing Audio Conferencing Newsletter |
Project Manager |
|
In-Scope Activities |
|
Data collection from different sources Data analysis and Systematic synchronization of records Development of the project requirement specification plan Development of the project charter Development of the Work Breakdown structure Development of the project activities schedule Estimation of the cost required for completing the project Estimation of time required for completing the project Development of the risks register for the project Development of Quality management plan for the project Development of the communication platform, tools, technologies, and plan Development of the procurement management plan Development of the stakeholder management plan of the project Identifying the benefits of the proposed project Identifying the outsourcing project activities Setting of selection criteria for the contractor |
|
Out-of-scope Activities |
|
Monitoring and evaluation plan Testing plan Continuous improvement plan Training and development program arranged for the employees Change Request program |
|
Quality System Planning |
Quality Controls |
Quality Assurance |
|
Evaluation of the resource management plan Development of the quality checklist Development of Quality Audits Identifying the quality of Input Measuring the quality of Output Evaluating the procedures used for data collection |
Development of Quality Standards for input Development of the quality standards for output Checklist Level of Patients and doctors satisfaction Analysing the feedback and reviews of the patients and doctor |
Measuring the variation in the quality standard of input and the data collected for developing the database Evaluation of the Output according to the checklist prepared Identifying the satisfaction level is up-to-the-mark or not |
|
Risks Identification |
Risks Severity |
Risks Likelihood |
Risks Ranking |
Risks Probability |
Risks Impact |
Risks Mitigation strategy |
|
Data collection Risks (Relevant data required for the database is not collected) |
2 |
1 |
3 |
Low |
High |
The data should be collected in the written documentation and format |
|
Social Risks (Patients and Doctors show restriction to provide their confidential information) |
2 |
4 |
6 |
High |
High |
Counselling of doctors and patients to guide them towards the benefits of the proposed system |
|
Employees Risks (Employees are not able to work on the proposed database system for handling the flow of information) |
3 |
1 |
4 |
Medium |
Low |
Organization of Training and development program for the employees |
|
Technical Risks (Hardware and Software failure) |
4 |
4 |
8 |
Very High |
Medium |
Backup support should be managed for the information and data |
|
Cost Risks (Variation in the cost estimation plan and actual cost of the project) |
2 |
1 |
3 |
Low |
Very High |
The budget ad cost estimation plan should be prepared after analysing the cost on the market rates of the resources used |
|
Operational Risks (Failure of the proposed process) |
2 |
4 |
6 |
High |
Very High |
The working of the processes undertaken should be tested before the final implementation |
|
Confidentiality risks associated with the patients and doctors records |
2 |
3 |
5 |
Medium |
High |
Firewall security and cryptographic procedures should be used for preserving the confidentiality and sensitivity of the information |
|
Accuracy risks associated with the modification and manipulation in the records |
1 |
2 |
3 |
Low |
Low |
The authorised access control of the patients and doctors accounts should be given with the help of login ID and password generation |
|
Reliability risks associated with the patients and doctors records |
4 |
2 |
6 |
High |
Medium |
The focus should be given on preserving the confidentiality to increase reliability with the help of cryptographic procedures (Bendekovic, Simonic, Naletina, 2014) |
|
Particulars |
Costs ($) |
|
Room Availability |
1500 |
|
Data collection procedures |
1500 |
|
Hardware Requirement |
10000 |
|
Software Requirement |
10000 |
|
Network Management |
7000 |
|
Communication tools and technologies |
8000 |
|
Consultancy Fees |
5000 |
|
Human Resource salary and wages |
40000 |
|
Database Design |
7000 |
|
Training and Development program |
5000 |
|
Total Cost |
95000 |
|
Objectives of the project |
Strategy for the proposed project |
Tactics used for project |
|
The objectives of the project are: Collecting patient records Systematic arrangement of the patient records Managing connection between different family clinics Managing centralised control over the information flow Managing Single database for the patients records, clinic information, and information regarding doctors Authorised control for the accounts Managing the confidentiality and sensitivity of the patient records |
Development of the project charter Signoff and approval from the top executives of the project Development of the team Division of role and responsibilities Collecting required data for developing the database for the family clinics and patients records Development of risk register Development of the security system for preserving the confidentiality and reliability of the patients and doctors information Designing of the database with its required attributes and data tables (Patanakul, 2010) Development of the programing code Testing the working of the project Evaluation of the test results Setting for operations |
Effective communication between the internal and external team members of the project Managing instant resources Analysis of the marketing innovation Analysis of the customer requirement Development of the easy GUI interface |
|
Strength |
Weaknesses |
Opportunities |
Threats |
|
Provides high level of services and facilities to the doctors and patients Increased automation in the prescription methods Getting easy appointments with the doctors without wasting time in the long queues Online payment Easy graphical user interface Easy to handle No User Manual Required Cooperation and coordination among the working units (Otieno, 2014) Getting effective medical treatment in emergency situation Getting guidance from several doctors |
Overrunning of the cost Internet failure can result in the failure of communication between the doctor and patients No face to face interaction can result in the dissatisfaction among the patients (Owens, 2010) Ineffective decision taken by the doctors |
The big data of the patients and doctors can be effectively handled (Dragusha, 2011) Employees can effectively increase their skills and expertise Global connection between the doctors and the patients Getting effective medical facilities Long queues can be omitted in emergency situation No carrying of the documentation (Monnappa, 2017) |
Failure of technology can result in the failure of medical services provided to the patients in emergency situation (Firesmith, 2013) Manipulation in the data stored in the database by the hackers Loss of confidentiality Loss of Reliability Loss of accuracy |
|
Factors |
Description |
|
Political Factors |
Change in the environmental factors Change in the government legislation laws and rules Instability with the current legislation framework of the government Management of the rules and regulations Analysis of terms and conditions of the government laws (Belout, 2014) |
|
Economic Factors |
Analysing the financial stability Analysing the funds collected from various sponsors Identifying the tax regulation on the funds Variation in the estimated cost of the project with the market price of the resources used in the development of the projects (Mansfield community, 2013) International money exchange policies |
|
Social Factors |
Conflicts and chaos between the employees Instability in the management of resources No proper mechanism for grievance handling Dis-satisfaction with the working job profile No authorised control for completing the tasks (Amanze, 2008) |
|
Technical Factor |
Resistance from employees to change existing technology Instability in managing the technological change for the management of database Inefficiency of the employees in using the new technology (Lindh, 2012) Failure of technology |
|
Environmental Factors |
Employees resistance to manage changes in the working curriculum of handling data of patients and doctors (McDonald, Sundaram, Bravata, Lewis, and Lin, 2013) Patients and doctors are not ready to provide their confidential data Patients not able to use the new technology for getting prescription from the doctors of their own choice |
|
Legal Factors |
Change in the local legislation laws Change in the Global legislation laws |
Conclusion
The development of the project schedule helps in minimizing the risks and uncertainty associated with the project by managing the flow of information and resources among the different working units and team members of the project. The grievances and conflicts of the stakeholders can be reduced by developing the stakeholder engagement plan. The project of database design can be successfully completed by achieving the quality standards for the output and finishing the project within the cost and time boundaries.
References:
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Belout, A. (2014). Effects of human resource management system on project effectiveness and success (1st ed.). Retrieved from https://www.sciencedirect.com/science/article/abs/pii/S0263786397000112
Bendekovic, J., Simonic, T., Naletina, D. (2014). Importance of marketing strategy for achievement of competitive advantage. Retrieved from https://bib.irb.hr/datoteka/741847.dpn26780_Naletina_SC_Book_2.pdf
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