Bachelor’s in Applied Management
PROJECT MANAGEMENT PROJECT
Assignment 2
LO.2: Successfully Negotiate the proposed project.
LO.3: Develop a detailed plan of a project.
LO.5: Communicate with colleagues regarding the conduct of all aspects of the project and adjust the project accordingly.
LO.6: Document all aspects of the project to industry standards.
MGT-214_____________________________________________________________________
Assignment: 2
Date Submitted: _______________________________________________________
I declare that the work contained in this assignment is my own, except where acknowledgement of source is made. I understand that my work may be used for moderation purposes. __________
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Table of Contents
Introduction 4
Business and project background 4
Objectives addressed by the project 5
Project scopes 6
Project Schedule 7
Project costing 9
Risks involved in the project 10
Management approach covering personnel and stakeholders 12
Negotiation with stakeholders 12
Conclusion 13
References 15
Project title
Electronic Health Record systems (EHR)
Executive summary
The project is based on the implementation of the Electronic Health Record systems (EHR) in the hospitals in Rhode Island. In this project, it has also been mentioned some objectives of doing this project. In order to make this project plan, project scopes and a detailed project schedule have been prepared. In addition, it has also been stated various risks that might occur during the completion of the project in this project plan. Moreover, it has been discussed some management approaches with covering personnel and stakeholders of the health cares in Rhode Island regarding the implementation of the Electronic Health Record system.
Introduction
The project plan is based on the implementation of the Electronic Health Record systems (EHR) in the hospitals in Rhode Island. In this project plan, it has been addressed the objectives of the project report. Moreover, it has been discussed in this project plan about the scopes of the project. Project schedule of the activities has also been prepared in this project plan. The cost of making the project has been mentioned in this project plan, including the project risks that might raise while doing the project. Management approach covering personnel and stakeholders has been discussed in this plan.
Business and project background
The project reflects on the implementation of the Electronic Health Record systems in Rhode Island’s hospitals. These electronic health record systems are the advanced and upgraded digital format for recordkeeping patient’s health reports. With the help of this system health records can be assessed very easily and shared in many health cares. It helps the health care organizations to store a massive amount of patient’s health related data (Masoe et al., 2017). The business works for implementing EHR software in the health care. The business offers EHR software, cloud computing services and post-breach consultancy services. It is noticed that many health professionals face some issues to manage patient’s health records in the health care. These EHR systems will help the health cares to concentrate more on their responsibilities in order to keep records effectively. This software will help the health care organizations to reduce the time-consumption in their activities. For these factors, the project has been prepared for installing these EHR features into the hospital’s settings in order to enhance their efficiency of keeping more record with very less complexity. The health cares will be able to handle and store all patient’s data and information.
Objectives addressed by the project
| To quicken the treatment procedure | To reduce the data loss in patient’s record keeping | To ensure the security of patients health information | To reduce the expense of recordkeeping | |
| Specific | With the use of electronic recordkeeping, the healthcare professionals would be able to access and track the data more easily and rapidly. | The digitalized recordkeeping system would be able to keep backup for each patient’s health related information. | The cloud-based record keeping system would be able to reduce the chance of data breach. | The administrative cost regarding traditional recordkeeping will be reduced in a significant manner |
| Measurable | The system can measure the time for tracking any specific data. | The number of data loss can be easily identified through system | The number data breach can be measured through system itself. | The cost of traditional record keeping and EHR can be tallied. |
| Attainable | The efficient data tracking system would be able to increase the speed of treatment process. | The data backup can restore any lost data turning the data loss nil. | The cloud based security features can reduce the chance of data breach | The staff required for digital recordkeeping is minimal and thus can reduce the cost effectively |
| Relevant | The rapid treatment process will enhance the healthcare performance | The reduced data loss will ensure greater care service. | The enhanced data security will boost the patient confidence. | The reduced cost can enhance the overall operational efficiency of the healthcare |
| Time bound | The average care provision time can be quickened within 1 year | The data loss can be reduced instantly | The data security can be enhanced within 3 months | The expense can be reduced within 6 months |
The above table has been crucial to discuss the objectives that will be addressed by the project. The main goal that will be addressed through the report is to improve the efficiency, quality and safety of patient’s health. It has been aimed in the project in order to ensure the security and privacy of the information of patient’s health. It can be predicted that this goal can be achieved in the long-term after implementing EHR technologies. Another objective that will be addressed by this project is to increase financial aspects. This objective will be addressed, that isto reduce the administrative staff after implementing EHR systems. The inclusion of EHR will reduce the administrative staffs that are required to handle the traditional approach of storing the patient’s record (Bruland et al., 2018). The next objective that will be addressed through this reportis environmental protection goal (Lawanyashri, Balusamy & Subha, 2017). When hospitals implement these EHR systems, then paper-based processes will also be reduced. Therefore, the level of paper consumption will be decreased. This objective also helps to take the protection of the environment. All the objectives that will be addressed through the report will be achieved in a range of 1 or 2 years after implementing EHR systems in the health cares.
Project scopes
The main motive of the project is to provide better health care facilities and treatments to the patients. The EHR systems will be included with some effective features such as cloud computing, software for data storing and other management procedures. The project will analyse the need of health cares. When the problems are assessed, then the project will assess which EHR system will be appropriate for the particular health care. There are many EHR systems help to reduce many problems in health care. If any health care is facing with storing a massive amount of data, then the company need to provide data storing software to health care. It will improve the data storing capabilities of health care. There is another scope to reduce consumption of financial resources. The project can also provide the health cares a less amount to pay in the initial stage of implementing EHR systems in health care. This will help the health cares to invest a bit low amount for implementing EHR systems in health care. These are some of the scopes that the project can include in future enhancement in terms of implementation of EHR systems.
Project Schedule
In this section the entire project schedule will be mentioned in details. It will include the dates and time schedules of every task to give a proper understanding of the tasks that need to be finished to make this project a success.
| Task | Objective | Time Period |
| Develop the proposal | During this time period, the entire project will be analysed and proposed | 1/4/2020-3/4/2020 |
| Negotiating with Hospitals | During this time period, several hospitals will be shortlisted and studied in order to convince them, so that they are ready to help in the introduction of the EHR system at their centres. | 3/4/2020-5/4/2020 |
| Start the project | The proposal is accepted and the project is initiated | 5/4/2020 |
| Prepare a budget | Once the project is initiated, a budget is decided and is proposed to the concerned authority | 7/4/2020 |
| Contacting the software company | Once the budget has been prepared, the concerned company is contacted to develop the software for the health care units. A total of 10 machines are being proposed at first. | 10/4/2020 |
| Delivery of the software disks | Once the software has been saved in disks, they are being delivered to the location by the company. | 20/4/2020-25/4/2020 |
| Delivery to the health care centres | Once the disks have been collected, they are being delivered to all the health care centres who agreed to respond to this project. | 26/4/2020-30/4/2020 |
| Employee training | Once the machines have been delivered, employees will be trained, on how to use those machines. A trainer will be appointed to every health care centre. | 1/5/2020-14/5/2020 |
| First Operational phase | Once the employees have been trained, they will start using the machines and see if they are able to use it properly. | 15/5/2020/22/5/2020 |
| Second training phase | If any employee is having problems using the machine, then they will again be trained, so that they can learn to use it properly | 23/5/2020-30/5/2020 |
| Final Operational phase | After the second training, another assessment will be done, on whether the employees are able to use the products properly | 31/5/2020-30/6/2020 |
| Assessment phase | Once the operational phase of one month is over, an assessment will done on whether the employees are happy with the EHR machines | 1/7/2020-3/7/2020 |
| Project completion | A final report will be developed and the project will be officially complete | 3/7/2020-7/7/2020 |
It is assumed, that every health care centre will have computers, which will be capable of running this software. However, if some hospital does not have it, then Dell has been contacted to develop machines which will be capable of running this software, and will be delivered to the health care centres by 26/4/2020, before the software are being developed.
Project costing
In this section the financial help that is needed for completing this project have been listed in details. It does not only involve the production cost, but it also involves several other factors. All of those have been listed in the table below.
| Factor | Expected cost of execution |
| Contract with the hospitals | £5000 |
| Contract with the company | £7000 |
| Raw material cost | £10000 |
| Production cost | £10000 |
| Delivery cost to location | £1000 |
| Transportation cost | £2000 |
| Trainer recruitment cost | £2000 |
| First phase training cost | £4000 |
| Operational activity cost | £2000 |
| Second phase training cost | £3000 |
| Machine maintenance cost | £2000 |
| Buying accessories for project completion | £600 |
| Book binding and completion | £300 |
| Additional cost of computers, if not available | £1000 |
Therefore, it can be seen from the above table, that this project will be quite costly and will require a lot of different aspects to be successfully completed. The costliest aspects in this project will involve the cost of raw materials and production cost per piece. The trainer recruitment cost and training cost will also be on the high end. Finally, the costliest aspect will be getting the contracts done with both the company and the hospitals, so that they are prepared to develop the software and ultimately use the software.
Risks involved in the project
There are quite a number of risks that are involved in the development and completion of this project. It involves risk related to the machine, as well as risks related to conducting this project. In this section the risks involved in this project and all the aspects have been discussed in details.
| Risks | Likelihood | Impact |
| The project might get cancelled due to the costly nature of the project | Very High | Severe |
| It might be difficult to get proper financial help for the project as project has several costly aspects | Very High | Severe |
| It might be difficult to get a contract with a company, to develop the software | Medium | Severe |
| It might be difficult to get the computers which will be capable of running this software | Low | Severe |
| Several hospitals might not have the necessary facilities that can possibly run the software | Low | Severe |
| Several hospitals might not be ready to cooperate, as they might feel it will hamper their systems | Medium | Low |
| The software might have issues related to data privacy, as the software might get hacked | Low | Severe |
| The software might malfunction, and that could lead to loss of data | Low | Severe |
| The EHR system could become unavailable due to technical issues | Low | Severe |
Therefore, these are some of the risks involved that can hamper both the project, as well as the activities that will be performed in the project. There are certain risk factors whose severity is low; however, there are some of them, which could have severe impact upon the project. There are also certain factors which are likely to happen, and some of risks are very likely to be encountered while conducting this project. Therefore, it is important that all of these factors are handled judiciously, as that is the only way, this project can be a success. It is important to ensure that these factors do not hamper the progress of the project, as that can lead to other issues which might not be recoverable. Not only that, but if the project is a success then with the help of technology, several health care centres will be put at ease.
Management approach covering personnel and stakeholders
Change management has been implemented in the health cares for all the personnel and stakeholders in health care. Health care management, doctors, nurses; caregivers of the health care will be provided specialised training. A change management approach needs to be implemented by providing training and development and educational workshops (Robinson & Kersey, 2018). The management of health care should introduce some training programs where stakeholders can operate all the EHR systems in health care. The training process is the essential thing that the stakeholders can learn the use of EHR systems practically. The management of health care also provides their stakeholders, especially staffs and nurses some educational workshops. In this workshop, the management of health care can educate their stakeholders about the functions and features of the EHR systems to use. It will help the stakeholders in order to know the importance of EHR systems in health care. These are the educational and training and development approach would be taken by the management of health care for increase efficiency after implementing EHR systems. EHR systems are very effective and beneficial for the
Negotiation with stakeholders
The proposed project has been successfully negotiated with stakeholders of health care. All the stakeholders such as doctors, nurse, staffs and the management of the health care were very excited for the proposed project. It has been found that the stakeholders were suffering from some problems in health care. The issues were such as record information, cost problem and management problem. When they have listened about the proposed project, then they were very interested in the project; however, the initial stage has not gone with ease. Stakeholders were adjusted and practised with the old processed data management. Therefore, they disagreed with the proposed project in order to implement EHR systems in their health care. This situation has been handled by presenting the benefits of the EHR systems in health care. In this stage, the interaction has been going with ease, and the stakeholders also started to listen carefully about the benefits of the proposed project that they will get after implementing EHR systems in the health care.
The thing has been started by showing the main advantages of the EEHR system in health care. It has been shown to them that after implementing EHR systems, they will be more efficient in storing massive data with a very easy and accurate process. When they have listened about this benefit, they have shown more interest in the proposed project. After this, it has been shown to them about cloud computing and accounting software. This software will help the health care and their staffs to maintain all the entries of the patient’s data in less time than they are consuming with the old process (Milstein, Everson & Lee, 2015). This procedure of accounting is more reliable for health care to handle, and the staffs can do this with less complexity. After that, ithas been shown to them how these factors are beneficial in terms of cost consumption. This is the main point that attracted stakeholders to negotiate successfully. If the health care implemented EHR system, then the health care can reduce the use of paper-based systems. This process reducesthe cost consumption of thee health care. These are the valid points that the stakeholders of health care were negotiated successfully. Before knowing the benefits of the proposed project stakeholders were not ready to listen to anything about the project. When they have listened about the project and its benefits and effectiveness, they have negotiated successfully.
Conclusion
The project plan reflects on the implementation of the EHR systems in the health cares of Rhode Island. It is the most effective system for the healthcare. It has been found from the project plan about the project costs that will be required for the completion of the project. It has also been found that about the project schedule for the activities that will be conducted for the project. For completion of the project, several risks have been analysed through this project plan. It has also been found about the management approach covering personnel and stakeholders in health cares.
References
Adler‐Milstein, J., Everson, J., & Lee, S. Y. D. (2015). EHR adoption and hospital performance: time‐related effects. Health services research, 50(6), 1751-1771.
Bruland, P., Doods, J., Brix, T., Dugas, M., &Storck, M. (2018). Connecting healthcare and clinical research: Workflow optimizations through seamless integration of EHR, pseudonymization services and EDC systems. International journal of medical informatics, 119, 103-108.
Lawanyashri, M., Balusamy, B., &Subha, S. (2017). Energy-aware hybrid fruitfly optimization for load balancing in cloud environments for EHR applications. Informatics in Medicine Unlocked, 8, 42-50.
Masoe, A. V., Blinkhorn, A. S., Colyvas, K., Taylor, J., &Blinkhorn, F. A. (2015). Reliability study of clinical electronic records with paper records in the NSW Public Oral Health Service. Public Health Res Pract, 25(2), e2521519.
Robinson, K. E., & Kersey, J. A. (2018). Novel electronic health record (EHR) education intervention in large healthcare organization improves quality, efficiency, time, and impact on burnout. Medicine, 97(38).
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