Mission Statement
Mount Pleasant Hospital’s management wanted to release software for electronic health records in order to manage the health records of the patience in an easier manner. Hence, the project plan for the implementation of the software of electronic health records is required to be developed within the time duration of 3 weeks. It is important to develop a project plan considering all the areas that are required to be managed during the project cycle of implementing the software in the hospital.
The mission statement of the project is to develop a project plan for the implementation of the software for electronic health records so that the records of the patients can be maintained in an effective manner. The implementation of the software through the planning in the hospital will help in implementing the software in an effective and efficient manner and will also help in providing the ease to the management of the hospital to track the health records of the patients.
- The goal of the project is to develop the project plan for implementing software for maintaining electronic health records of the patients of Mount Pleasant Hospital.
- Development of the effective project plan within 3 weeks so that all the major areas that are required to be planned for the implementation of the software can be planned effectively.
The objective of the project is to develop a project plan within the time period of 3 weeks in order to meet the expectation of the management of the Mount Pleasant Hospital as well as to develop a plan for the effective implementation of the software for maintaining electronic health records. The project plan will provide support in implementation of the software.
- Selection of the right team and right system for the project
- Setting the expectations clearly
- Finalizing the details of the project in a clearer manner
- Defining the milestones of the project(Popa, Tanasescu, & Dinc, 2010)
- Developing the risk management plan
- Evaluation of the project after the completion
- Establish clear communication in order to develop an effective plan
- Avoid scope creep(Hussung, 2016)
The deliverables in the project is the project plan for the implementation of the software for maintaining electronic health records.
Work breakdown structure to detail tasks
The work break down structure demonstrates the hierarchical presentation of the activities of the project. The WBS helps in breaking down the project into manageable sections (Work Breakdown Structure, 2018). Below is the work break down structure for the project.
The schedule for the project is developed with the help of MS project using Gantt chart. The Gantt chart helps in developing the schedule, establishing the time frame for the each of the activity of the project and developing the sequence of the activities of the project in an easier and understandable manner (Gantt.com, 2018). Below, the schedule, timeframe and sequencing of the activities of the project are presented
Risk analysis is considered as a sequential process of risk management in which the planning, analysis and identification of the risks and controlling of the risks are included.
Risk identification: the identification of the risks includes using the potential risks checklists and assessing the likelihood of the risk events that can happen during the project (Culp, 2002). The risks can be identified on the basis of the risks experienced in the past or in the previous projects (Andresen, 2007). In this project the risks that can arise during the project is budget risk, technical risk, people risk and schedule risk.
Objectives
Budget risk: the budget risk can occur during the project when the activities of the project consume more financial resources in comparison to the estimated budget for each of the activity (Ramakrishna, 2010). The budget risk can also occur when there are no surplus financial resources available to the hospital. Apart from this, the estimate and allocation of financial resources for the each of the activity of the project are not sufficient.
Technical risk: The technical risk during the project can occur due to the some of the mistakes in the implementation of the software in the hospital in an ineffective manner. The risk can occur when the monitoring of the process of the development of the software and the installation of the software are not performed time to time.
People risk: The people risk can occur during the project due to the improper execution of the activities of the project by the team members, the resistance of the people and the incompetence of the team member to perform the activities of the project (Lehmann, 2016). This can result in delay in the completion of the project on time and extra consumption of the financial resources.
Schedule risk: The schedule risks can occur due to the inability to accomplish the activities of the project on the specified time or date which can result in the changes in the schedule and delay in completion of the overall activities of the project.
Risk Evaluation: After the identification of the, it is important to assess the impact of the risk upon the project and the likelihood of the risks during the project. Evaluating the probability of the occurrence of the risks and the severity of the risks is the next step in the process of risk management (Parker & Mobey, 2004). The identified risk can be analysed to conclude the impact of the risk and the treatment of the risk.
|
ID |
Risks |
Probability / Likelihood |
Impact (1-5) |
|
1. |
Budget Risk |
Medium |
4 |
|
2. |
Technical Risk |
High |
5 |
|
3. |
People Risk |
Low |
3 |
|
4. |
Schedule Risk |
Low |
3 |
(Entrepreneur Media, Inc., 2018)
Risk Mitigation: The development of the risks mitigation plan is necessary in order to reduce the impact of the risks (Educba, 2018). The identified risks can be mitigated through adopting the different ways like: risk avoidance, sharing of risk, reduction of risk and risk transfer.
|
Risks |
Mitigation plan |
Mitigation response |
|
Budget Risk |
Avoid the risk |
In order to avoid the budget risk, the estimation and the allocation of the budget should be done after the evaluation of the each of the activities and the need for the budget for each activity so that the risk can be avoided. |
|
Technical Risk |
Reduce the risk |
For reducing the risk, finding the right solution in order to eliminate the technical risk is important. |
|
People Risk |
Share the risk |
Taking the helps of the external parties can help in mitigating the people risk. Trainer can provide with the training to the project team so that they can perform and accomplish the activities as per the need of the project. |
|
Schedule Risk |
Avoid the risk |
For avoiding the risk of schedule, developing the schedule of the project after the evaluation the time needed to accomplish the each of the activities of the project can help in ensuring the development of the perfect schedule for the project. |
(Aubry & Lievre, 2016)
The high risk identified in the project is the technical risk. In order to reduce the technical risk, the monitoring of the development of the software on the continuous basis and the identification of the errors in the software is important. It will help in assessing the mistakes or the errors in the software. The monitoring of the software can be performed through testing and the errors can be identified in the initial stage of the development of the software. Tracking the progress of the software on regular basis is important so that the compatibility of the software can be ensured in an effective manner (Heimann, 2000). After the completion of the software, it is important to test the software for few days in order to identify the bugs in the software and find the solution to eliminate the error in the software. This contingency plan can help in reducing the technical problems in the software and will also help in the effective implementation of the software in the hospital for the maintenance of the electronic health records.
Deliverables
The resources that is required for the project includes:
- Software licenses
- Hardware like technical infrastructure such as cabling or switches for IT equipment
- Equipment or machinery
- Project staff
- Technical staff
- Financial resources
|
Stakeholders |
Titles |
|
Project sponsor |
Responsible for providing the funding for the project to be accomplished on time in an effective manner. |
|
Project manager |
Responsible for managing all the tasks and the activities of the project so that all the activities can be accomplished effectively within the deadline. |
|
Project team |
Project team will be responsible for accomplishing all the activities that are assigned to them within the specific period of time. |
|
Risk manager |
Responsible for the identification of the risks in the project and developing the action plan to reduce the impact of the risks on the project completion. |
|
Finance manager |
Responsible for managing the finance and to make sure that all the activities of the project can be accomplished |
|
Technical staff |
Responsible to find out the technical error in the installation of the software in the hospital. |
|
Software developer |
Responsible for developing the software and to install the software in the system of the hospital in an effective manner. |
|
Testers |
Responsible for testing the software implemented and to identify the errors in the software. |
|
Trainers |
Responsible for providing the training to the staff of the hospital related to using the software for the purpose to maintain the health records of the patients. |
The budget for the project is prepared considering all the activities or the tasks of the project. The estimation of the budget should be developed in an effective manner so that it can match with the actual consumption of the financial resources (Smulders & Collins, 2002). . Below is the budget for the project plan for implementation of the software for electronic health records. The estimated budget includes the estimated consumption of the financial resources for the people associated with the project and the other equipment and material required for accomplishment of the project.
|
S. No. |
Particulars |
Cost |
|
1. |
Software, hardware and other related machines, server |
$ 145500 |
|
2. |
Project team |
$ 1000 |
|
3. |
Project manager |
$ 5000 |
|
4. |
Software developer |
$ 2000 |
|
5. |
Trainers |
$ 1200 |
|
6. |
Documentation |
$ 100 |
|
7. |
Financial manger |
$ 2000 |
|
8. |
Risk manager |
$ 1500 |
|
9. |
Testing team |
$ 1500 |
|
10. |
Technical team |
$ 2000 |
|
11. |
Total cost |
$161800 |
The communication plan is one of the needs in the management of the project in an efficient manner. It helps in delivering the information to the key members of the organization and the people associated with the project (Project Management-training, 2018). The communication plan helps in identifying the format of the delivery of the information to the concerned people. It is the responsibility of the project manager to communicate all the important information at the right time (Bpayne & Watt, 2018). The updates or the modification in the plan of the project and the major responsibilities of the people are communicated through developing the communication plan. Below is the communication plan for the project along with the frequency of the communication and the medium through which the information will be communicated.
|
Key Reports / meetings |
Who to receive |
Frequency |
Medium |
|
Initiation and planning meeting |
Project manager |
Once in the initiation phase of the project |
Discussion session and meeting |
|
Weekly progress report meeting |
CFO for concerned authority |
At the End of every week |
Meeting |
|
Discussion sessions for major deliverables |
Project Team |
At the End of every week |
Discussion session |
|
Weekly update regarding risks and issues |
Stakeholders and project manager |
At the End of every week |
Meeting |
|
Reporting and modification sessions |
Project stakeholders |
At the End of every month |
One-on-one session |
|
Change management meetings |
CFO of concerned authority |
At the End of every week |
Meeting |
|
Post Implementation Review meeting |
Project Team |
After project completion |
Meeting |
References
Andresen, M. A. (2007). The Process of risk management for projects. GRIN Verlag.
Aubry, M., & Lievre, P. (2016). Project management in extreme situations: Lessons from polar expeditions, military and rescue operations, and wilderness exploration. CRC Press.
Bpayne, & Watt, A. (2018). Communication Planning. Retrieved from https://opentextbc.ca/projectmanagement/chapter/chapter-15-communication-planning-project-management/
Culp, C. L. (2002). The risk management process: Business strategy and tactics. John Wiley & Sons.
Educba. (2018). 6 basic steps to develop a project risk management plan. Retrieved from https://www.educba.com/project-risk-management-plan/
Entrepreneur Media, Inc. (2018). When launching your startup, consider these 5 risks. Retrieved from https://www.entrepreneur.com/article/234094
Gantt.com. (2018). What is a Gantt Chart? Retrieved from https://www.gantt.com/
Heimann, J. F. (2000). Contingency planning as a necessity. Project Management Institute. Houston.
Hussung, T. (2016). 8 strategies for successful project management. Retrieved from online.king.edu: https://online.king.edu/business/successful-project-management/
Lehmann, O. F. (2016). Situational Project Management: The Dynamics of Success and Failure. CRC Press.
Parker, D., & Mobey, A. (2004). Action research to explore perceptions of risk in project management. International Journal of Productivity and Performance Management, 53(1), 18–32.
Popa, P. V., Tanasescu, P. D., & Dinc, C. (2010). Project management on new product development and launch in the automotive Industry. Proceedings of the 2nd International Conference on Manufacturing Engineering, Quality and Production Systems. WSEAS.
Project Management-training. (2018). Project reporting. Retrieved from Projectmanagement-training.net: https://www.projectmanagement-training.net/category/project-reporting/
Ramakrishna, K. (2010). Essentials of project management. PHI Learning Pvt. Ltd.
Smulders, F. J., & Collins, J. D. (2002). Risk Management Strategies: Monitoring and Surveillance. Wageningen Academic Pub.
Work Breakdown Structure. (2018). Work Breakdown Structure (WBS). Retrieved from https://www.workbreakdownstructure.com/
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