STRATEGIC PROJECT MANAGEMENT

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	Email
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	email	Every Monday	Project Manager
IT regulator	Project report	Email and phone calls	Everyday	Quality Analyst
Customer	Project Report	Email	Once	Project Manager