Project Management

Executive Summary

The project developed in this study involves the development of an order processing and management system, which is expected to incorporate an outpatient appointment and reminders. That offers a high-level description of the project you have developed. This study is divided into two parts, project description and the main project (portfolio project).The major components covered include the allocation of responsibilities and resources, time management, cost management, labor or human resources, project change management, project risks and quality management. Each of the functional areas has a unique method of execution and deliverables. The project is broken down into several tasks and subtasks all displayed in the work breakdown structure.

PART 1: PROJECT DESCRIPRION

Official Project Name Description

This project is about the development and implementation of an automated computer based order management entry for Star Horizon Hospital, located in New York City, US. This is to assist in the effective management of the project as it begins, all the way to its implementation. The assessment and endorsement of this paper is suggestive that the activities agree with the scope and method applied by the major stakeholders.

The main deliverables in this project include:

• Goals and Objectives of the project
• Scope Description
• Key Constraints and Related Assumptions
• Related Risks
• Project Responsibilities
• Project Schedule
• Project Management Plan

Project Goal and Objective

The main goal and objective of this project is develop and implement a successful computer based Order management applications at the Star Horizon Hospital in facilitating the complete application of an automated computer based order management and processing system in the entire hospital.

Business Case

Implementation of the order processing and management system will set a standard and foundation for facilitating supplementary clinical functions in implementing more modules in the system including appointment alerts and reminders. Many clinical enterprises have to be completed in for an achievement of a comprehensive order processing and management functions such as including Care Plans and Process Planning.

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Expected Project Outcome

The expectation of this project is that the Star Horizon Hospital will comprehend the benefits of enhanced clinical examinations competences and workflow procedures due to the implementation of the order management system. The system implementation through this project addresses many major requirements for the realization of the desired Record quality and reduction of time wastage in clinical record processing.

It is vital to appreciate that the application of this system is a continuous performance enhancement initiative which requires constant developments and modifications to manage the ever varying information system. This is inclusive of the workflow modifications, added order sets, physical configuration, and new guidelines for decision support.

Basic Timeline

The project is expected to take a period of 8 months as shown below.

Resources Required for the Project

The resources required are classified as hardware, software and Human workforce.

Table 1: Resources

Approximate Budget

The approximated budget for the project is estimated to be US$2600. This is broken down as shown below:

Table 2: Project Budget

Communications or Reporting Structure

The communication structure for the clinical order processing system begins from the users (doctors or nurses and patients). The users report to system administrators who then report to the super users.  

The reporting structure is a pyramid with many users, few administrators and fewer super users. Users include the patients and doctors or clinical officers who form the largest number group.

PART 2: PORTFOLIO PROJECT

Introduction

The project explores steps of project management including planning, execution, monitoring and control, and closing. This requires a preparation of a portfolio of documents the main constituents and proficiencies of Project Management in Information Technology.

Project Preparation and Project Charter

The directing committee, the central project team, prepares the project. The committee is made up of major representatives from the many functional as well as technical sectors involved in the project implementation (David & Roland, 2006). The central team delivers daily project management activities. The project chatter provides the team’s roles and responsibilities as reporting of project status review and reporting, monitoring and identification of issues, project tracking, cross-functional project communication, risk monitoring, resource control, and project schedule evaluation and maintenance. The central project team sets complete project strategy and gives direction to improve the work schedule and project plan. The project team meets monthly to observe the project progress, resolve issues, and address the project status. The summary of activities involved in the project plan is shown in table 3 below.

Table 3: Summary of Project Activities

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Project Scope Management Plan

The scope of this project incorporates all the activities and components required to apply the computerized order management and processing system for outpatients and emergency response department at the Star Horizon Hospital. It covers the whole project cycle from the feasibility study to development and implementation of the system as suggested by David & Roland (2006).

Implementation Methodology to manage the Project Scope

• The first project scope as defined in the project scope describes the effort and the timing for the activities required to finish the scope as detailed in the plan. This is the starting point for the project scope.
• On the completion of the first work plan of the project, all the requests for the scope changes are processed in a formal change need process.
• The central project team assesses the control of the changes of scope. The request for scope change is evaluated by the project organizing committee. Changes in the scope are approved, deferred future period or rejected. The disposition the scope change demands are documented in a log recording the scope changes.

Deliverables for Implementation

The deliverables include:

• Need for change in the project scope 
• Log File containing scope change
• Updated work plan
• Scope section of the plan

Work Breakdown Structure

The work Breakdown Structure is shown in table 4 below.

Table 4: Work Breakdown Structure

Quality Management

Implementation methodology or Process phases for quality management involves:

• The project quality will be judged on the criteria of its objectives. The criteria associated with the objectives are covered within the project acceptance and test document.
• The project will be executed in a test strategy and plans, where the testing includes hardware, software, and the system functionality
• Signoffs and acceptance will be found at significant checkpoints as stated in the project execution plan

Deliverables associated with the implementation

• Checkpoint signing off of the project plan
• System testing plans
• Acceptance and approval test plan

Communication management plan

The implementation methodology and process phases involved in communication management include:

• A dissemination list for all the several types of project communications will be stated in the project commencement by the central project team.
• Regular schedules of status meetings will be set with timing and attendances to be accomplished.
• Meeting minutes will be written and accepted as required and sent to the project stakeholders.
• Reports of regular project status will be established for each of the functional area in the project.

Deliverables associated with the implementation

• Documented report of Project Status 
• Meeting document with statement of agenda, minutes and issues list
• Related supporting documents entailing project management plan and time management schedule
• Resource allocation Schedule documenting major deliverables

Project Risk Management Plan

Implementation methodology and Process phases involved in managing risks involve:

• The preliminary identified project risks will be listed in the Risks of the document.
• Risks in the project will be listed and recorded with the Project Risk Schedule. A correction plan for each of the risk will be established.
• All the project risks will be revised in the regular main team meetings. The risk status for most of the risk may change in their associated probabilities and impact measurements.
• The project status for the project risks will have to be maintained in the present documented issues and reported issues based on the status reporting needs
• New risks are added whenever they are identified

Deliverables associated with the implementation

• Report on the status of the risks including risk red flag signs
• Risks profile of the project plan
• Project risk assessment matrix

Identified Risks of the Project

Risk of failing to implement a Risk Management Plan

Failing to mitigate the risks regularly endangers the timeliness, cost efficiency and necessary functionality of this project.

Risk of failing to implement a Scope Management Plan

Failing to implement the scope management leads the project to scope creep, leading to delays in the project and cost inefficiency (Hamilton, 2004.). The changes in the scope may fail to be documented.

Risk of failing to implement a Quality Management Plan

The project may fail to deliver quality, leading to defects in the system, poor communication, growth in the cost and failure to satisfy customer needs

Risk of failing to implement a communications management plan

Failing to communicate efficiently causes misunderstandings threatens the success of the project.

Risk of failing to implement schedule management plan

If the schedule is not well managed, it becomes very difficult to assess the project development status. In that regard, it becomes difficult to identify and mitigate and address the schedule.

Constraints

There is a mandatory requirement of contract signature in the procurement of software and hardware from the vendors. Secondly, there is resource availability both for IT and non IT resources.

Change Management Plans

Implementation methodology and Process phases involved in change management involves:

• Documentation of the project status and in order to keep track of changes in the project timing, costs, and functions.
• Each of the changes added is assigned a resource, order of priority, and the projected date of execution.
• The issues are reviewed at the change review meeting on a regular basis by the main project team.    
• Update of changes will be essential by the allocated resource before anticipated dates of resolution. Changes may be addressed through the monthly status monitoring and reporting.
• Outstanding changes are able to develop into project risks. At this point a modification plan ought to be in place to mitigate the risks.

Deliverables associated with the implementation

• Issue log with Project changes and actions
• Project Status report with the issues identified

Time and project schedule Management Plan

Implementation techniques and Process phases involved in schedule management include:

Updated of project tasks progress will be addressed in the monthly status reports as well as individual work plans for every project functional area.

According to Mesly (2017), the project schedule requires continuous update by the project management to show the progress of all actions. The project schedule has to be studied in a regular project team meetings. The central team will conduct analysis for identification of variances in the planned dates against the actual dates for the beginning and the completion of the projects.

Deliverables associated with the implementation

• Report addressing the Project status – accomplishments
• Up to date project time table

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Project Closure Plan

Implementation methodology and Process phases of the project labor force

• List of tasks and resources allocated to them
• The Responsibility and responsibility Allocation Matrix communicating the necessary changes within the responsibility allocation.
• Resource tracking list for the status of the allocated tasks with a consistent progress status report and updated according to the project plan.
• The responsibility of major resources as designated within the Project plan.
• List of all project training requirements as stipulated in the project training plan.

Deliverables associated with the implementation

• Project organization and project work breakdown structure
• Up to date project work plan
• Responsibility and Resource Allocation Matrix
• User Training Plan

Conclusion

From the assessment of this project, the project management was successful in not only completing the project in time, but also addressing the main components of project management of the IT based project. These include Planning, Execution, Control and Closeout. The key issues addressed in the project were the project changes, project risks and the deliverables (Wysocki, 2013). Inclusion of the time management skills enabled the completion of the project within the required time frame. The project management methodology and processes utilized the industry recommended processes for defining, establishing, and managing all components of the project plan in order to complete the project in time and within the budget, and to have all the required functionality operating according to the needs of Star Horizon and other stakeholders. The project management provide clear and succinct communication plan for all the resources, responsibilities, and accountability to the supportive administrations for the structure of specific system tasks.