PROJECT MANAGEMENT PLAN: Health Sciences North Hardware upgrade project

PROJECT MANAGEMENT PLAN: Health Sciences North Hardware upgrade project

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Executive summary

Health Science North (HSN) carries out its record-keeping practices through an electronic practice where the patient’s medical data is updated into an internet browser via a direct handheld device or a computer. At the same time, they use manual methods of record-keeping where patient information is recorded manually on a patient chart. Later on, it is scanned into the Electronic Medical Record, and the folder is manually stored. These processes are associated with several inefficiencies such as time wastage, tedious and low quality of the materials, as well as the insecurity of the data recorded. This calls for the need to develop a better method of solving the problem in the facility. As a result, HSN can hire a project manager to come up with installing the electronic hardware into the facility to help solve the problem posed. This will be effective in improving the employees to save time, save energy, and minimize the number of resources required in the process of service delivery. This project is, therefore, aimed at installing and upgrading the hardware in HSN. The success of the project will be through the achievement of full automated record keeping processes in the facility.

Integration management

This project will be deemed complete after undergoing three phases of initiation, planning, and execution. However, other minor phases of controlling and closing will be included in the project completion process. In the first stage of this project, several activities will be done, including feasibility assessment, assessing the environmental impact of the project, and reviewing the project’s costs and the design process of the project. The planning phase of the project includes several meetings scheduled for all the stakeholders who ensure that proper planning of the project is done and the communication channels are established for the overall project. Continuous monitoring and control will be carried out in the control stage. The stakeholders will ensure that all tasks and activities are completed within the scope, adherence to the budget, and timely finishing of the events. The last phase of the project will be the closing phase. It will consist of concluding the operations of the project and transferring the available responsibilities to all the relevant stakeholders.

Project Governance

For the project integration management, several activities and processes will be done to ensure the successful completion of the project. For instance, the proposed project manager will start by requesting the required resources and materials for the project. Calls and emails will be sent to the computer hardware providers to quote the fees and deliver the necessary computers. Next, the project management plan will be developed, which will be essential in documenting and scheduling the project processes as well as the allocation of various resources. Communication between the various stakeholders will mainly be through the use of emails and direct calls. The management of the direct work process will be managed according to the plan and in cooperation with various stakeholders. Communication amongst the will be of great importance in the project, where the stakeholders will be required to deliver information regularly as needed for the plan. Also, every leader at each level will be required to provide their continuous feedback and provide their level of progress on the project to ensure that there is a maximum achievement of the objectives.

Stakeholders

Management of issues

A noted communication of various issues will be communicated by the level of authority in the project. The site managers will be responsible for transferring information on various matters available on the project crew to the project manager. The manager will then have to ask the project crew to make decisions on the presented issues and therefore come up with a solution. However, problems that can be solved at the lower levels will are delegated to the junior officials without passing them to the project manager.

Closeout Phase

The project closes out process involves the process of finalizing the project activities. In this section, all the managers and leaders at different levels will be required to provide reports of their performances, financial uses, and return the excess materials. Finally, the project manager will be required with the project crew and the project sponsor to sign the relevant documents regarding the completion of the project. Also, the reports will be compiled and stored for review or future references. In this section, the plan will be reviewed on a performance that is whether it is on time and whether it was under or over budget.

Project deliverables

Project Activity Schedule

Project Constraints and assumptions

This project is based on assuming that the available contractors will be fully equipped with skills and experiences for efficient completion of the project in the required time. At the same time, the project is assumed to be completed within the stipulated time and under the required budget. Further, the stakeholders believe that the resources will be readily available in the time of need.

Project Milestones

Budget

Quality Control, communication, and human resource management

Before the commencement of the project, various quality control and planning activities will be carried out to ensure quality management. The essential human resources will be recruited through interviews, and invitations for the meetings will be done through emails. Communication, as noted earlier, will be done through email and direct calls whenever deemed necessary. The reports will be provided either through emails or face to face meetings.

Risk Management

This project is prone to several risk factors and issues that might influence its success. For instance, the project is highly likely to be not completed by the due date. This might affect its success in terms of time and costs that are allocated for the completion of the project. However, several strategies have been employed to omit the risks and challenges of eminent in this project. These strategies include scope evaluation, scheduling, budgeting effectively, and hiring the most competent people for the project’s completion.

Procurement Management Plan

The required delivery and transportation will be done adequately and efficiently through the coordination of the suppliers and the project managers. Communication between the project managers and the suppliers will be mainly through direct calls for efficiency.  However, orders and receipts will be mailed through the use of emails or transported directly to the supply stores via road transport. Most of the deliveries will be done using vehicles.

The project manager for the HSN hardware upgrade project will be required to provide the management and oversight for the procurement activities. He has the authority of approving and authorizing all the procurement actions up to a specific cost. However, the project manager has the supreme authority and is required to pass those procurement requirements at high prices.

This project requires several procurement activities and deliveries, which will call for the role or the project manager. The project team is working to identify all the processes and activities required for the successful completion of the project. Contracts and other documentation will be reviewed by the project manager, who will then present the project sponsor’s agreement for further review. However, various stakeholders in the project will be required to review whether it is appropriate to make individual purchases and procurement processes. The quality and the type of vendors used in the procurement processes will be managed and evaluated by the project manager, who will then communicate effectively to all other stakeholders.

Management of information

This is an essential section of this project. In this project, the main types of information that will be available to various stakeholders include regular reports, project delivery schedules, and data related to the costs and budgeting. This information will be supplied on a daily, weekly, or monthly basis though there are cases when the project requires information about the project status. At the end of the project, however, a full report on the overall project completion will be provided to the stakeholders for review.

Schedule Baseline and Work Breakdown Structure

For the HSN hardware upgrade project, several processes and activities will be done to have different time frames. With each team member’s use, the stakeholders will be able to come up with a management plan where they can ensure proper provision of the project plan. The work break down dictionary will also be useful in defining the activities and the processes involved in the project. The definitions will be in terms of tasks, resources needed, as well as the deliverables that will be done in the project processes. Interpretation of these activities is critical in ensuring that effective planning of resources is done and the tasks are completed effectively, ensuring that all the project deliverables are met according to the requirements stipulated in the project. With the collaboration and contribution of all the project team members, the project schedule will be derived as well as the project charter. The project managers and the sponsors will be involved in the review and approval of the project schedule, which will then be maintained in a Gantt chart.

Further, any changes in the project schedule will be by the control process of the HSN project. In cases where the project boundaries will need to be exceeded, the project manager will be required to approve the change. In the case where the evaluation of the changes necessary poses various risks in terms of high cost, use of resources, modification of the project scope as well as causing other significant risks the project sponsor will be required to approve the change. After approval, the project changes will be implemented by the project team and the project site managers. At the same time, the project manager will be required to update the project schedule and provide other documentation facilitating the communication of the changes to all other stakeholders in the project.

Resource Calendar

The HSN hardware upgrade project will need the project stakeholders and the team members to be available on a timely basis and depending on certain communications. The project will take three months, and the team members will be engaged for five days a week.

Project Scope

The HSN hardware upgrade project scope involves planning, designing, installing, and testing the new record-keeping hardware. The installed hardware is required to meet the standards set by the organization in ensuring that it facilitates efficient delivery storage of records. At the same time, the project scope will involve the completion and provision of all the documents that are involved in the overall project process. The completion of the project will be successful when the hardware has been installed in the facility. The employees are successfully utilizing them for the keeping of records in the facility. It is important to note that the project activities will be internal, and there will be no outsourcing of the project portions. At the same time, the project scope provides no changes to the project’s standard operational processes.

References

Gareis, R., Huemann, M., Martinuzzi, A., Weninger, C., & Sedlacko, M. (2013, April). Project management and sustainable development principles. Project Management Institute.