STRATEGIC PROJECT MANAGEMENT
Table of Contents
1. Introduction and Objectives 4
1.1 Overview of the organization 4
1.2 Current situation and problem/opportunity 4
2. Project Charter 6
2.1 Project information 6
2.2 Project objective 6
2.3 Project Approach 6
2.4 Roles and responsibilities 7
2.5 Project Constraints 8
2.6 Project assumption 9
2.7 Preliminary Schedule and Budget Estimates 9
2.8 Plan Modification Rules 9
2.9 Approval Signatures 10
3. Project Scope Management plan 10
3.1 Product description 10
3.2 Project Deliverables 10
3.3 Scope Statement 11
3.4 Work Breakdown Structure Development 11
3.5 Scope Change Management Process 13
3.6 Plan Modification Rules 13
4. Schedule management plan 14
5. Cost management plan 15
5.1 Project Budget 15
5.2 Budget Constraints 16
6. Quality management plan 16
6.1 Quality Standards 16
6.2 Quality Metrics 17
6.3 Quality Management Approach 17
6.4 Quality Assurance 18
6.5 Quality Control 18
7. Risk management plan 18
7.1 Risk Management Strategies 18
7.2 Risk Management Tools 19
7.3 Data Sources 19
7.4 Risk Categories 20
7.5 Risk Probability and Impact 20
8. HR management plan 21
8.1 Project Organization 21
8.1.1 Project Team 21
8.1.2 Key Stakeholders 22
8.2 Resource Requirements 23
8.3 Resource Assignment 23
9. Communication Plan 24
9.1 Stakeholders Analysis 24
9.2 Project Report 25
9.3 Project Meetings 26
9.4 Project Information Accessibility 27
9.5 Communications Summary 27
Reference 28
1. Introduction and Objectives
1.1 Overview of the organization
- Overview: In this report, current situations and new opportunities are offered in case a hospital management database system is created for Epworth Richmond Healthcare which provides healthcare services covering all care of health services like doctor’s clinic, laboratory, and hospital facilities for patients, nursing, and a medical consultancy. Epworth healthcare was founded in March 1920 in Australia[ CITATION Epw20 l 1033 ].
- Epworth Richmond’s goals: The hospital is motivated to provide the best possible care to the patients who visit the hospital. The primary goal of this health care institution is to ensure that the patients are getting sufficient medial help from the staff and to ensure higher profitability and growth[ CITATION Epw20 l 1033 ]. Epworth healthcare is looking for some new management system to provide the best services and maintain suitable guidance for the patients. Hospitality management systems would be helpful for their goal.
1.2 Current situation and problem/opportunity
Current Situations: At present Epworth Richmond Healthcare Services is maintaining the patient’s history in an unorganized way by hand in hand experiences. This is very difficult to handle the huge amount of patient’s history for such a developing country like Australia. Though this hospital has been providing the best healthcare services for 100 years, this hospital is facing some issues related to the patients who are taking guidance from this hospital[ CITATION Epw20 l 1033 ]. They are willing to create a database system for those people for future references if needed with a suitable patient id. In case a database system has been made for all departments provided by this hospital there will be no difficulties to view the patient history and all the patients came to a single database. In this current situation, time and man work are needed in a wide range. In case there is a need to find the old history of the same patient they are facing lots of difficulties to find this[ CITATION Nat19 l 1033 ].
Environmental condition:
| Factors | Aspects |
| Political | Safe and stable political surroundings |
| Economic | 13th largest economy in the whole world |
| Social | Diversified culture |
| Technological | One of the best technologically advanced countries |
| Environmental | Adverse environmental challenge |
| Legal | Fair work act 2009 |
Table 1: PESTLE analysis of Australia
(Source: Created by author)
From the above analysis, it can be stated that the environmental conditions of the health care institutions in Australia is positive in some cases and negative in others[ CITATION Per17 l 1033 ]. For example, due to technological advancement, the different health care sectors of this country have been able to develop new ways to serve patients better. Due to which, this firm faces higher competition and needs to provide better services to patients so that it can meet its objectives. The company wants to be able to provide as much better services as possible to patients and this can only be done with the help of this new database system. Here, data related to patients, medical staff, doctors and medicines will be stored which will be easier to manage and errors or time consumption will be reduced.
2. Project Charter
2.1 Project information
Project Start date: 6th April 2019
Project End Date: 12th June 2019
Project Manager: Frank White
Project Sponsor: TBA
2.2 Project objective
- To create a management system that included the details of patients’ medical staff, medicines, and doctors
- To provide effectiveness and efficiencies in the workplace for providing better services to patients with lower time and errors[ CITATION Dem17 l 1033 ].
- To complete this project within 3 months of time to have a quicker implementation of the benefits in the organization
2.3 Project Approach
- In order to deliver the project outcome within the time period, there will an effective project plan created
- According to the needs of the plan, various team members for the project will be selected
- Creating various recommendation for the possible database management system and ways of implementing in the system of this hospital
- Effective handling ways of creating for the management system[ CITATION LiX17 l 1033 ]
2.4 Roles and responsibilities
| Name | Role | Position | Contact Information |
| Frank White | Project manager | Project manager | white@organziatuon.org |
| XXXX XXXX | Project planar | Project planner and project monitor | XXXX@organziation.org |
| YYY YYY | Project Sponsor | Project sponsoring and Scope estimating | YYY@irganiation.org |
| SSSS SSSS | Software development manager | Management system planning and monitoring of management system development | SSSS@organziation.org |
| RRRRR RRR | Employee | Following the orders for completion of task within the time period | RRRR@oranziation.org |
2.5 Project Constraints
- Complex process for delivering and development process of the management system. It requires a great number of technical skills for which employees from outside of the organization need to be invited which can add more cost to the project.
- Lack of effective communication within the team to understand the roles and responsibilities in a more effective and efficient way[ CITATION Alm17 l 1033 ]. Without effective communication workplace, effectiveness and efficiencies can be disrupted which can cause a time delay and more resources expenses for the organization
- Motivation among the employees is very essential for gaining effective project deliverables within the time period, for this reward system needs to be established and can add more costs in this project.
2.6 Project assumption
In the time of project planning, it was assumed that management system developers are easily available as technological advancements are a popular phenomenon in the market[ CITATION Hen16 l 1033 ]. Moreover, it was also assumed that 3 months of time and estimated $5000 budget for implementing this project will be more than effective and enough.
2.7 Preliminary Schedule and Budget Estimates
According to the secondary research done on the internet and reports, it was estimated that $5000 will be enough for implementing the management system in this organization. In order to complete this project, it was estimated that a maximum of 3 months also will be effective for delivering this project.
2.8 Plan Modification Rules
As there were a lot of things estimated during the planning process of this project there is a lot of modification that will be needed at the time of implementation. For modification various rules are provided below:
- Project manager only can approve any changes in the project charter[ CITATION Bha18 l 1033 ]
- At the time of changing the plan, all the team member of the project team needs to be instructed for the upcoming changes
- At the time of modification of any plan discussion with all the team members is essential to understand their viewpoint and suggestions.
- Modification in any plan only can be implemented after understanding the scopes and its importance for the project deliverables.
2.9 Approval Signatures
| Name | Position | Signature | Date |
| Frank White | Project manager | Frank White | 13th May 2020 |
| XXXX XXXX | Project planar | XXXX XXXX | 13th May 2020 |
| YYY YYY | Project Sponsor | YYY YYY | 13th May 2020 |
| SSSS SSSS | Software development manager | SSSS SSSS | 14th May 2020 |
| RRRRR RRR | Employee | RRRR RRR | 13th May 2020 |
3. Project Scope Management plan
3.1 Product description
In order to have more effective services for the patients of Epworth Richmond Healthcare, a management system is proposed which will improve the time management and service deliverables of the organization. It will also ensure lower numbers of errors in the system as well[ CITATION Ker17 l 1033 ].
3.2 Project Deliverables
- Creating an effective and efficient team
- Providing an effective plan for the management system
- Development of the management system
- Implementation of the system in the organization
3.3 Scope Statement
- Providing the project within the estimates timeline and resources which are 3 months and $5000 respectively
- Developing the management system which is really effective and provides better services for the customers and stakeholders
- Moreover proposed management system will provide a greater understanding of the services of the organization which comes within the scope
- However, it only suggests the creation of a management system but the implementation of the management system within a website is out of scope for this project.
3.4 Work Breakdown Structure Development
In order to develop an effective work breakdown structure for this project, a top-down approach will be selected. That is because at the time of planning for the project reverse engineering will be used for creating the subsystem into the project. Moreover, this system will be developed by the project planar of this project[ CITATION Men17 l 1033 ]. In order to create the work breakdown system project plan will propose all the needed tasks which need to be completed for the completion of the project as well as he also needs to provide a specific deadline for those tasks as well. Moreover, work breakdown structure also needs to have an effective guideline for the urgent and important tasks which needs to be done with extra care.
Figure 1: WBS diagram form
(Source:https://d3n817fwly711g.cloudfront.net/blog/wp-content/uploads/2012/03/WBS-Example-with-different-colors-for-levels-1024×370.png)
3.5 Scope Change Management Process
In the change management team, there will be a project manager, project planner, and project sponsor involved. In order to change an identified scope in a project, the planner needs to provide effective planning for implementing that change in the existing plan and introduce that to the project manager. If the project manager approves that plan, it will be presented to the project sponsor for getting the needed resources for the change management process. If Project sponsor apps that resource them the plan will be implemented according to the suggestion of the project planner.
To communicate the whole process, stakeholder meetings, as well as individual meetings with other stakeholders, will be the best approach. However, if there is certain urgency there its communication with the help of the e-mail system also can be a very efficient way[ CITATION Rad17 l 1033 ]. All the documents need to be beloved in a specific folder cleared for the project in the system of Project manager with time and reports of detailing which needs to be created by the project manager.
3.6 Plan Modification Rules
- Changes in the project scope only can be approved by the project manager
- Changes need to be implemented, needs to have a solid base and a perfect implementation process in the existing project plan.
- Changes or modification which is suggested only can be communicated through an official business meeting or e-mail system (At the time of urgency)
4. Schedule management plan
| Milestone | Completion Date |
| Approve of introduction and objective of project | 8th April 2019 |
| Project charter approve | 12th April 2019 |
| Project Scope Management plan approve | 26th April 2019 |
| Schedule management plan approve | 4th May 2019 |
| Cost management plan approve | 16th May 2019 |
| Quality management plan approve | 28th May 2019 |
| Risk management plan approve | 2nd June 2019 |
| HR management plan approve | 6th June 2019 |
| Communication plan approve | 8th June 2019 |
5. Cost management plan
5.1 Project Budget
The total cost of the budget is calculated at $5000 that includes cost incurred for all processes and components along with the human resources component in the project activities. It is also ideal to state that all the costs are calculated and assessed at going market rates for better analysis of the project.
| Component | Cost |
| System architecture | $500 |
| Database components | $500 |
| Backend developer | $800 |
| Front end designer | $1000 |
| Database server | $700 |
| Planning cost | $300 |
| Execution cost | $1200 |
| Total | $5000 |
5.2 Budget Constraints
The calculations made in relation to the budget of the project are based on a budget estimation model where previous knowledge and market assumptions are considered for the project budget assessment. Hence, it leaves a scope for constraint in terms of budget under allocation or over allocation[ CITATION Ker17 l 1033 ]. Hence, it is assessed that around 10% of upper and lower ceiling is provided for the project as and when the activities are executed.
6. Quality management plan
6.1 Quality Standards
| Project Area | Quality standards |
| Project planning and task making | The project manager will assess each task and layout defined areas for analyzing its quality in the project |
| Project execution and monitoring | The project supervisor will evaluate the scope of each task and create task report to oversee the project supervision task |
| Project risk assessment and mitigation | The risk manager would identify possible areas of risk and ideate with project manager to solve them |
| Project demonstration and improvement | The technical officer will meet with developer and designer to improve the functions and interface of the database |
6.2 Quality Metrics
| Project deliverable | Quality metrics |
| Data storage and retrieval efficiency | Upon logging out of system, users are asked for a line in feedback for improving the system |
| Data security and user privacy maintenance | 3rd party data security assessment is installed that generates efficiency score in terms of data security |
| Ease of access and simple interface | Users are asked for star rating as pop-up notification that will help developers to improve the interface |
6.3 Quality Management Approach
Total Quality Management is used in the project that will help in the better assessment of activities and tasks in the project. It is integrated with the project planning structure that will allow the TQM mechanism to take stock of the quality situation starting from budget and timeline to project demonstration and documentation[ CITATION Bha18 l 1033 ]. Weekly quality reports are generated that will allow the team to assess the areas where the project has faltered in the past week. This would help the team to work on the issues and develop for a better final performance of the database system.
6.4 Quality Assurance
The project activities are assessed on a daily basis so that the assurance framework can be used for identifying the issues that are related to the activities[ CITATION Per17 l 1033 ]. In this case, the total quality management cycle is developed and checked for continuous efficiency. In this regard, there is a high chance that irregularities related to database coding and functional integration can be found and corrected. It is done on a daily basis to ensure the better quality functions in critical tasks like developing and designing of the database.
6.5 Quality Control
The quality control functions of this project are integrated at the levels of the database functions and scope management. This is why stakeholders are included in this scenario so that doctors and medical professionals can provide advice the way they would like to use the tool. This is also integrated at the areas where data is collected and processed by quality analysts to assess what stakeholders need in terms of quality and what is being delivered in the database.
7. Risk management plan
7.1 Risk Management Strategies
| Risk stage | Process |
| Project risk identification | Brainstorming session at the beginning of each phase to identify risks in the activities and project tasks. |
| Identifying mitigation strategies | Discussion with the project manager to develop strategies to mitigate the risks identified. |
| Aligning strategies with risks | Members are asked to integrate the solutions and strategies to ensure the activities are carried out easily. |
7.2 Risk Management Tools
| Risk tools | Description |
| Risk assessment reports | This report highlights the areas that are prone to risks and also provides details of the risks with its gravity and specifications. |
| Mitigation Strategy report | This report is the minutes of meetings that are conducted to mitigate the strategies and helps to provide frameworks to mitigate risks. |
| Alignment handbook by project manager | This report is the handbook by the project manager that aligns the risks with strategies helping members with a risk free directive. |
7.3 Data Sources
| Data sources | Description |
| Database learning materials | The materials provided a detailed overview in the case of database management and development. It also highlights the areas where the database is useful and user friendly for better functional querying. |
| Project management materials | These materials are the most useful as it helped to provide an analysis of the various steps involved in the project management. It helped to collect data and ensure better project management activities. |
7.4 Risk Categories
| Category | Description |
| Budget | Under allocation of project budget |
| Planning | Lack of proper time and resources |
| Deliverables | Incomplete deliverables assessment |
| Planning | Objective and flow is not defined |
| Execution | Database coding and structuring is wrong |
| Execution | Error in design interface in demonstration |
| Quality | Irregular application of quality analysis |
| Communication | Failure to communicate to stakeholders |
| Communication | Customers and target market not engaged |
| Scope | Inclusion of out of scope relevance |
7.5 Risk Probability and Impact
| Items | Probability (P) | Impact (I) | Risk score (P X I) |
| Under allocation of project budget | 0.8 | 9 | 7.2 |
| Lack of proper time and resources | 0.5 | 7 | 3.5 |
| Incomplete deliverables assessment | 0.3 | 9 | 2.7 |
| Objective and flow is not defined | 0.1 | 10 | 1.0 |
| Database coding and structuring is wrong | 0.3 | 8 | 2.4 |
| Error in design interface in demonstration | 0.4 | 8 | 3.2 |
| Irregular application of quality analysis | 0.6 | 6 | 3.6 |
| Failure to communicate to stakeholders | 0.2 | 8 | 1.6 |
| Customers and target market not engaged | 0.4 | 3 | 1.2 |
| Inclusion of out of scope relevance | 0.6 | 6 | 3.6 |
The risks are mitigated using risk mitigation strategies at the beginning of every project phase where processes are discussed and possible risks are identified. This is also a major analysis that these risks are to be carried out using risk strategies and alignment planning as mediated by the project manager in the project process.
8. HR management plan
8.1 Project Organization
8.1.1 Project Team
| Name | Role | Ph Number | |
| Frank White | Project Manager | 956-451-6598 | fwhite@abc.com |
| Dana Strong | Stakeholder manager | 561-848-8475 | dstrong@abc.com |
| Jim Carrey | IT Supervisor | 621-635-7410 | jcarrey@abc.com |
| Dave Cox | Database developer | 958-854-745 | dcox@abc.com |
| Jayne Keys | Front end designer | 369-874-5461 | jkeys@abc.com |
| Tim Rock | Finance advisor | 652-849-7845 | trock@abc.com |
| Tina Fey | Quality analyst | 548-652-9988 | tfey@abc.com |
8.1.2 Key Stakeholders
| Role | Project sponsor | Customers | IT Regulators |
| Organization | TBA | Hospital Industry | Australian Privacy Principles |
| Phone Number(s) | 985-894-8795 | Multiple | 564-879-8454 |
| Email Address | spon@abc.com | Multiple | apps@app.com |
| Unique Facts | Prefers to be updated with project details in a weekly basis | Prefers databases that are designed as per their needs in use | Prefers declaration of data privacy in all the project phases |
| Suggestions for communications | Keep informed with the phase results only | Keep informed about product specifications | Keep informed about accessing data |
8.2 Resource Requirements
The project would need multiple resources to work in operational capacity under the control of developer, designer and quality analysis of the project. Dave Cox will have access to 2 developers who will work with him to develop the database. Jayne Keys will also get two resources who will work under her in the interface designs of the database management system. Tina Fey will get 1 assistant to take care of the quality analysis job and assist her in the total process of quality. Apart from them, 2 other workers will also work under independent capacity with control of the Project Manager as on the fly resource to be used for urgent requirements in the project.
8.3 Resource Assignment
| Task ID | Task | Resources |
| 1 | Project planning | Project manager |
| 2 | Team allocation | Project manager, Stakeholder manager |
| 3 | Task allocation | IT Supervisor, Project Manager |
| 4 | Project scope | Project manager, Stakeholder manager |
| 5 | Task execution | Developer, Designer |
| 6 | Risk assessment | IT Supervisor, Quality Analyst |
| 7 | Quality analysis | Quality Analyst, IT Supervisor |
| 8 | Final deployment | Project Manager, Financial advisor |
9. Communication Plan
9.1 Stakeholders Analysis
| Purpose | Stakeholders Name | ||
| Role on Project | Project Sponsor | IT Regulators | Customer |
| Organization | TBA | Australian privacy Principles (Privacy Act 1988) | Hospital industry |
| Contact Information | 45876 54625 | itregulators12@ap.co.in | sk34@yahoo.com |
| Unique Facts | Prefers use of cellphone to enquire the project details | Prefers use of email to get the project activities | Prefers use email and cell phones to stay updated |
| Level of Interest | High | High | High |
| Level of Influence | High | High | Medium |
| Suggestions for managing relationship | Keep informed of all project details | Keep informed of all project activities | Keep updated regarding the new technologies invented |
In this above table we can get the details of the stakeholders for the company who are managing the project where the project sponsor plays the main role by investing in the project and customers can get the project as per their requirements. And the IT regulators manage the project internally to give the best productivity.
9.2 Project Report
| Topic | Data needed | Frequency of Collection | Responsible party for Data Collection & Analysis | Report Media & Format | Responsible Party for Distributing report |
| Project Budget | Overview of tentative finance required in all sections | Once | Project Investor | Status Form | Project Manager |
| Project Quality | Detailed information regarding the project | Weekly | Quality Analyst | Project report | Quality Analyst |
| Activity | Analysis of the project daily | Daily | Team Leader | Project report | Quality Manager |
9.3 Project Meetings
| Meetings | Purpose | Frequency | Attendance | Reporting Requirements |
| Project Planning | To showcasing the project needs in regards to the market situations | Once | All stakeholders | Meeting minutes |
| Scrum | To understand the project activity | Weekly | Project Managers and quality Analysts | Meeting minutes and project report |
| Final Demonstration | To demonstrate the project’s effectiveness and functionality | Once | All stakeholders | Meeting minutes |
From this above table, we can get the purpose and aspect of all kind of meetings relating to the project needs.
9.4 Project Information Accessibility
Our company has created a database server to maintain proper access to retrieve the data by the sponsors, project managers, and quality analysts. They can store the daily reports, templates, project documents, requirements, quality reports on this server. In case one party wants to see the project activity and the project report, this party can easily retrieve the data as per the requirements.
9.5 Communications Summary
| Stakeholder | Type | Communication Medium | Frequency | Responsible Party |
| Project Sponsor | Status form | Every Monday | Project Manager | |
| IT regulator | Project report | Email and phone calls | Everyday | Quality Analyst |
| Customer | Project Report | Once | Project Manager |
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