ALP 5559 Applied Project Term

ALP 5559 Applied Project Term

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ALP 5559 Applied Project Term

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ALP 5559 Applied Project Term

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Course Code: ALP5559
University: Lambton College

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Country: Canada

Question:
Manage project goals, constraints, deliverables, performance criteria, quality control needs, and resource requirements as defined by the project stakeholders. 

Answer:
Project Background:
The project is proposed to develop a single database for the information and data related to family clinics. It helps in providing facilities to the family members for taking prescription from the doctors of their own choice. The project helps in integrating the working of the different clinics in the single database. The focus should be given on managing the confidentiality and sensitivity of the patient records. The access right of accessing the information is provided to the authorised users only. The purpose of this paper is to develop a project for managing the central control over the flow of information related to the patient records.
Project Charter

Project Name

Online Database for Family clinics

Project Owner

J.M. Williams

Project sponsors

Dr. S.D. Burman

Project Manager

K. C. Carthy

Project start Date

05 Oct, 2018

Project Finish Date

19 Mar, 2019

Project Aim

To develop a project for managing the central control over the flow of information related to the patient records

Project Objectives

· Collecting patient records
· Systematic arrangement of the patient records
· Managing connection between different family clinics
· Managing centralised control over the information flow
· Managing Single database for the patients records, clinic information, and information regarding doctors
· Authorised control for the accounts
· Managing the confidentiality and sensitivity of the patient records

Project Scope

The scope of the project is to deliver the following:
Stakeholder engagement plan
Buy analysis and Decision
Procurement management plan
Communication management plan
Scope management plan
Quality Management plan
Risk assessment plan with strategy
Budget Management plan
Work Breakdown structure
Objectives, Strategy, Tactics
Swot Analysis report
PESTEL Analysis report

Project Risks Management plan

Identification of risks
Analysis of risks severity
Analysis of risks likelihood
Analysis of risks Ranking
Analysis of risks Probability
Analysis of risks Impact
Evaluation of risks mitigation plan

Project quality Management

Analysis of project requirement specification
Development of the project quality checklist
Development of quality assurance plan
Analysis of the key performance indicators
Development of Quality standards
Development Quality controls

Project Resources

Project Owner
Project Manager
System designer
System analyst
Technician
Quality Manager
Procurement manager
Risk Manager
Financial Manager
Programmer and coder

Project Procurement plan

Hardware Requirement
Software requirement
Network connectivity requirement
Broadband connectivity

Project Communication plan

The communication plan helps in analysing the flow of information between internal and external stakeholders to complete the work within the given time limit.

Project Budget

$ 95000

Sign Off

Approval from the project stakeholders

Stakeholder Register

Role

Name and Contact Details

Category

Communication tool Required

Project owner

S. William
 
Mob. 7665342123

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Project Manager

K. Brown
 
Mob: 7211212345

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Project sponsor

L. Buhalis
 
Mob: 7000123432

External

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

System Designer

Mr. KC. Dutta
 
Mob: 7002314567

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

System analyst

David Thomson
 
Mob: 7896543211

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Risk Manager

Daisy Rose
 
Mob: 8965434321

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Technician

 

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Programmer and Coder

 

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Quality Manager

 

External

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Financial Manager

 

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Procurement Manager

 

Internal

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter

Stakeholder engagement plan
The stakeholder

Stakeholders

Role and Responsibilities

Stakeholder contribution

Stakeholder legitimacy

Stakeholder willingness

Influence

Stakeholder Involvement requirement

Project owner

Project Proposal
 
Requirement Specification plan
 
Good and Healthy Relationship with the project partners and sponsors (PM4Dev, 2007)
 
Setting of quality standards

High

Low

Medium

High

Low

Project Manager

Project Schedule
 
Setting of time duration and cost (Passenheim, 2015)
 
Allocation of Resources
 
Development of communication plan
 
Stakeholder engagement plan
 
Distribution of role and responsibilities

High

Medium

High

High

High

Project sponsor

Analysis of the cost estimation plan
 
Evaluation of Market price
 
Approval of the project funding

Low

High

Medium

Low

Medium

System Designer

Development of the single database
 
Collecting information and data of the patients and doctors (Kaziliunas, 2012)
 
Managing centralised control over the information

Medium

Low

High

Medium

Low

System analyst

Analyse the efficiency of the project to meet the requirement plan
 
Analyse the variation in input and expected output of the project

Low

Medium

High

Medium

Medium

Technician

Analyse the requirement of the network, Hardware, and software
 
Deployment of hardware and software according to the network design and topology used

High

Low

Medium

High

Low

Programmer and Coder

Development of the programming code to make the system design functional

Medium

Medium

High

High

Medium

Quality Manager

Quality checklist
 
Quality Register
 
Quality Standards
 
Quality assurance plan
 
Quality Control

Low

Medium

High

High

Medium

Financial Manager

Development of th cost estimation plan
 
Development of the cost variation report
 
Analyse the financial stability of the organization

High

Low

High

Medium

High

Procurement Manager

Analysing the demand of Hardware, software, and Network connection
 
Managing contacts with the contractors and vendors
 
Signing agreement with the contractors and vendors

High

Medium

Low

High

Medium

Risk Manager

Identification of risks
 
Risk Register
 
Risks Mitigation strategies
 
Risks Impact
Risks Probability
 
Risks Severity and Risks Likelihood

Low

High

Medium

Low

High

Buy analysis and Decision
The decision making capability of the project manager plays a vital role taking effective choice for buying the required resources which can be used efficiently within the working criteria of the project. The outsourcing of the project activities to the third party helps in completing the project within the given time boundaries. The strategic and operational plan should be developed for incorporating the third party in the working curriculum of the organization for outsourcing the project activities. The factors which are responsible for managing the effective decision of the procurement manager are as follows:

Cost Estimation: The procurement manager focuses on analysing the cost difference between the estimated and actual market price of the resource (Rauber, 2014)
Capacity of the storage unit: He should have a deep knowledge about the capacity of the warehouse for managing the resources
Inventory management system: The in-flow and out-flow of the inventory should be effectively maintained (Seppala, 2013
Quality of Resources: The quality of the end product can be received by using good quality input material (Wilson, 2012)
Strategic Approach: The strategic planning should be done by the procurement manager for buying the required resources from the selected vendor (Sotnikova, 2016)

Procurement management plan
The procurement management plan is the systematic approach of identifying request for proposals, review and analyse the proposal, managing selection criteria for the contractor and vendor, agreement with the selected contractor, administration and monitoring of the procurement process, and closure of the procurement.

Required Input

Required Tools and Techniques

Procurement process

Outputs Received

Documentation of the procurement process
 
Project Management plan
 
Project schedule
 
Contract Agreement
 
Quality Standards
 
Approval of the resources required
 
Risks Register
 
Cost estimation schedule
 
Project Budget
 
Organization Inventory and Asset report
 

Reviews of the contractor
 
Communication with the contractor
 
Face To face
 
Interview
 
Round table discussion
 
Video Conferencing
 
Audio Conferencing
 
Email
 
Newsletter
 
Insurance Agreement
 
Documentation record system
 
Make-up of buy analysis report
 
Expert Decision
 
Market analysis and research

identifying request for proposals
 
Review and analyse the proposal
 
Managing selection criteria for the contractor and vendor
 
Agreement with the selected contractor
 
Administration and monitoring of the procurement process
 
Closure of the procurement

Reports of procurement process
 
Supply management of resources
 
Purchasing of the required resources
 
Procurement management plan
 
 
Procurement statement of work
 
Selection criteria of the vendor
 
 

Communication management plan

Who (Stakeholder)

What (Messages)

When (Time)

How (Communication Medium and tools)

Whom (Stakeholder)

Project owner

Project Proposal
 
Requirement Specification plan
 
Good and Healthy Relationship with the project partners and sponsors
 
Setting of quality standards

In the project Initialization period

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

 

Project Manager

Project Schedule
 
Setting of time duration and cost
 
Allocation of Resources
 
Development of communication plan
 
Stakeholder engagement plan
 
Distribution of role and responsibilities

Daily

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

Project Owner
Project sponsors
System Designer

Project sponsor

Analysis of the cost estimation plan
 
Evaluation of Market price
 
Approval of the project funding

Monthly

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

Project Manager

System Designer

Development of the single database
 
Collecting information and data of the patients and doctors
 
Managing centralised control over the information

Daily

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

System Analyst
Project Manager

System analyst

Analyse the efficiency of the project to meet the requirement plan
 
Analyse the variation in input and expected output of the project

Weekly and Monthly

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

System Designer
Procurement manager

Technician

Analyse the requirement of the network, Hardware, and software
 
Deployment of hardware and software according to the network design and topology used

Weekly and Monthly

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

System Designer and Procurement manager

Programmer and Coder

Development of the programming code to make the system design functional

After the designing phase

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

System Designer
System Analyst

Quality Manager

Quality checklist
 
Quality Register
 
Quality Standards
 
Quality assurance plan
 
Quality Control

During the project Execution and Testing phase

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

Project Manager

Financial Manager

Development of th cost estimation plan
 
Development of the cost variation report
 
Analyse the financial stability of the organization

Monthly

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

Project Manager
Procurement Manager

Procurement Manager

Analysing the demand of Hardware, software, and Network connection
 
Managing contacts with the contractors and vendors
 
Signing agreement with the contractors and vendors

Monthly

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

Project Manager
Financial Manager

Risk Manager

Identification of risks
 
Risk Register
 
Risks Mitigation strategies
 
Risks Impact
Risks Probability
 
Risks Severity and Risks Likelihood

Throughout the project

Face To face
Interview
Round table discussion
Video Conferencing
Audio Conferencing
Email
Newsletter
 

Project Manager

Scope management plan

In-Scope Activities

Data collection from different sources
Data analysis and Systematic synchronization of records
Development of the project requirement specification plan
Development of the project charter
Development of the Work Breakdown structure
Development of the project activities schedule
Estimation of the cost required for completing the project
Estimation of time required for completing the project
Development of the risks register for the project
Development of Quality management plan for the project
Development of the communication platform, tools, technologies, and plan
Development of the procurement management plan
Development of the stakeholder management plan of the project
Identifying the benefits of the proposed project
Identifying the outsourcing project activities
Setting of selection criteria for the contractor

Out-of-scope Activities

Monitoring and evaluation plan
Testing plan
Continuous improvement plan
Training and development program arranged for the employees
Change Request program

Quality Management plan

Quality System Planning

Quality Controls

Quality Assurance

Evaluation of the resource management plan
 
Development of the quality checklist
 
Development of Quality Audits
 
Identifying the quality of Input
 
Measuring the quality of Output
 
Evaluating the procedures used for data collection

Development of Quality Standards for input
 
Development of the quality standards for output
 
Checklist
 
Level of Patients and doctors satisfaction
 
Analysing the feedback and reviews of the patients and doctor

Measuring the variation in the quality standard of input and the data collected for developing the database
 
Evaluation of the Output according to the checklist prepared
Identifying the satisfaction level is up-to-the-mark or not

Risk assessment plan with strategy

Risks Identification

Risks Severity

Risks Likelihood

Risks Ranking

Risks Probability

Risks Impact

Risks Mitigation strategy

Data collection Risks (Relevant data required for the database is not collected)

2

1

3

Low

High

The data should be collected in the written documentation and format

Social Risks (Patients and Doctors show restriction to provide their confidential information)

2

4

6

High

High

Counselling of doctors and patients to guide them towards the benefits of the proposed system

Employees Risks
(Employees are not able to work on the proposed database system for handling the flow of information)

3

1

4

Medium

Low

Organization of Training and development program for the employees

Technical Risks (Hardware and Software failure)

4

4

8

Very High

Medium

Backup support should be managed for the information and data

Cost Risks (Variation in the cost estimation plan and actual cost of the project)

2

1

3

Low

Very High

The budget ad cost estimation plan should be prepared after analysing the cost on the market rates of the resources used

Operational Risks (Failure of the proposed process)

2

4

6

High

Very High

The working of the processes undertaken should be tested before the final implementation

Confidentiality risks associated with the patients and doctors records

2

3

5

Medium

High

Firewall security and cryptographic procedures should be used for preserving the confidentiality and sensitivity of the information

Accuracy risks associated with the modification and manipulation in the records

1

2

3

Low

Low

The authorised access control of the patients and doctors accounts should be given with the help of login ID  and password generation

Reliability risks associated with the patients and doctors records

4

2

6

High

Medium

The focus should be given on preserving the confidentiality to increase reliability with the help of cryptographic procedures (Bendekovic, Simonic, Naletina, 2014)

Budget Management plan

Particulars

Costs ($)

Room Availability

1500

Data collection procedures

1500

Hardware Requirement

10000

Software Requirement

10000

Network Management

7000

Communication tools and technologies

8000

Consultancy Fees

5000

Human Resource salary and wages

40000

Database Design

7000

Training and Development program

5000

Total Cost

95000

Work Breakdown structure
Objectives, Strategy, Tactics

Objectives of the project

Strategy for the proposed project

Tactics used for project

The objectives of the project are:
 
Collecting patient records
 
Systematic arrangement of the patient records
 
Managing connection between different family clinics
 
Managing centralised control over the information flow
 
Managing Single database for the patients records, clinic information, and information regarding doctors
 
Authorised control for the accounts
 
Managing the confidentiality and sensitivity of the patient records

Development of the project charter
 
Signoff and approval from the top executives of the project
 
Development of the team
 
Division of role and responsibilities
 
Collecting required data for developing the database for the family clinics and patients records
 
Development of risk register
 
Development of the security system for preserving the confidentiality and reliability of the patients and doctors information
 
Designing of the database with its required attributes and data tables (Patanakul, 2010)
 
Development of the programing code
 
Testing the working of the project
 
Evaluation of the test results
 
Setting for operations

Effective communication between the internal and external team members of the project
 
Managing instant resources
 
Analysis of the marketing innovation
 
Analysis of the customer requirement
 
Development of the easy GUI interface

 
Swot Analysis

Strength

Weaknesses

Opportunities

Threats

Provides high level of services and facilities to the doctors and patients
 
Increased automation in the prescription methods
 
Getting easy appointments with the doctors without wasting time in the long queues
 
Online payment
 
Easy graphical user interface
 
Easy to handle
 
No User Manual Required
 
Cooperation and coordination among the working units (Otieno, 2014)
 
Getting effective medical treatment in emergency situation
 
Getting guidance from several doctors

Overrunning of the cost
 
Internet failure can result in the failure of communication between the doctor and patients
 
No face to face interaction can result in the dissatisfaction among the patients (Owens, 2010)
 
Ineffective decision taken by the doctors

The big data of the patients and doctors can be effectively handled (Dragusha, 2011)
 
Employees can effectively increase their skills and expertise
 
Global connection between the doctors and the patients
 
Getting effective medical facilities
 
Long queues can be omitted in emergency situation
 
No carrying of the documentation (Monnappa, 2017)

Failure of technology can result in the failure of medical services provided to the patients in emergency situation (Firesmith, 2013)
 
Manipulation in the data stored in the database by the hackers
 
Loss of confidentiality
 
Loss of Reliability
 
Loss of accuracy

PESTEL Analysis

Factors

Description

Political Factors

Change in the environmental factors
Change in the government legislation laws and rules
Instability with the current legislation framework of the government
Management of the rules and regulations
Analysis of terms and conditions of the government laws (Belout, 2014)

Economic Factors

Analysing the financial stability
Analysing the funds collected from various sponsors
Identifying the tax regulation on the funds
Variation in the estimated cost of the project with the market price of the resources used in the development of the projects (Mansfield community, 2013)
International money exchange policies

Social Factors

Conflicts and chaos between the employees
Instability in the management of resources
No proper mechanism for grievance handling
Dis-satisfaction with the working job profile
No authorised control for completing the tasks (Amanze, 2008)

Technical Factor

Resistance from employees to change existing technology
Instability in managing the technological change for the management of database
Inefficiency of the employees in using the new technology (Lindh, 2012)
Failure of technology

Environmental Factors

Employees resistance to manage changes in the working curriculum of handling data of patients and doctors (McDonald, Sundaram,  Bravata, Lewis, and Lin, 2013)
 
Patients and doctors are not ready to provide their confidential data
 
Patients not able to use the new technology for getting prescription from the doctors of their own choice

Legal Factors

Change in the local legislation laws
Change in the Global legislation laws

Conclusion
The development of the project schedule helps in minimizing the risks and uncertainty associated with the project by managing the flow of information and resources among the different working units and team members of the project. The grievances and conflicts of the stakeholders can be reduced by developing the stakeholder engagement plan. The project of database design can be successfully completed by achieving the quality standards for the output and finishing the project within the cost and time boundaries.
References:
Amanze, C. (2008). An Analysis of marketing strategies of an integrated facility services company. Retrieved from https://www.diva-portal.org/smash/get/diva2:833238/FULLTEXT01.pdf
Belout, A. (2014). Effects of human resource management system on project effectiveness and success (1st ed.). Retrieved from https://www.sciencedirect.com/science/article/abs/pii/S0263786397000112
Bendekovic, J., Simonic, T., Naletina, D. (2014). Importance of marketing strategy for achievement of competitive advantage. Retrieved from https://bib.irb.hr/datoteka/741847.dpn26780_Naletina_SC_Book_2.pdf
Dragusha, C. (2011). Developing Competitive marketing sales strategy. Retrieved from https://www.theseus.fi/bitstream/handle/10024/119013/Final%20Report%20-%20Master%20Thesis.pdf?sequence=1
Firesmith, D. (2013). Quality Requirement checklists. Journal of object technology, 5(5). Retrieved from https://www.jot.fm/issues/issue_2005_11/column4.pdf
Kaziliunas, A. (2012). Problems while implementing quality management system for a sustainable development of organization (1st ed.). Retrieved from https://www.su.lt/bylos/mokslo_leidiniai/ekonomika/2012_4_28/kaziliunas.pdf
Lindh, C. (2012). How does information technology impact on business relationships? The need for personal meetings. 1st ed. [ebook]. Retrieved from https://www.impgroup.org/uploads/papers/6732.pdf 
Mansfield Community. (2013). Introduction to project management (1st ed.). Retrieved from https://www.mansfield.vic.gov.au/Libraries/Community_Development/Intro_to_Project_Management_Manual.sflb.ashx
McDonald, K., Sundaram, V., Bravata, D., Lewis, R., and Lin, N. (2013). Closing the quality gap: A critical analysis of quality improvement strategies. Journal of object technology, 7(9). Retrieved from https://www.ncbi.nlm.nih.gov/books/NBK44015/
Monnappa. (2017). Project scope management: What it is and why it is important. 1st ed. [ebook]. Retrieved from https://www.simplilearn.com/project-scope-management-importance-rar89-article
Otieno, F. (2014). The role of monitoring and evaluation in projects. 1st ed. [ebook]. Retrieved from https://www.irbnet.de/daten/iconda/CIB8942.pdf 
Owens, J. (2010). Risk management. Retrieved from https://agile.csc.ncsu.edu/SEMaterials/RiskManagement.pdf
Passenheim, O. (2015). Project management(1st ed.). Retrieved from https://home.hit.no/~hansha/documents/theses/projectmanagement.pdf
PM4Dev. (2007). Project management organization structure (1st ed.). Retrieved from https://www.classtoolkit.org/sites/default/files/documents/PM4DEV_Project_Management_Structures.pdf
Rauber, J. (2014). A Critical analysis of quality management. 1st ebook. Retrieved from https://www.ijmp.jor.br/index.php/ijmp/article/view/121/379
Seppala, R. (2013). Implementing a quality management system for an engineering and service company (1st ed.). Retrieved from https://www.theseus.fi/bitstream/handle/10024/91724/Seppala_Roope.pdf?sequence=1&isAllowed=y
Sotnikova, A. (2016). The application of digital marketing strategies to increase profit of the enterprise. Retrieved from https://www.theseus.fi/bitstream/handle/10024/116953/anastasiia.sotnikova.bbibnu13a7.final.thesis.pdf?sequence=1
Wilson, D. (2012). Project Governance. Retrieved from https://www.masterresearch.com.au/downloads/pdfs/Project_Governance_V2.pdf

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Introduction
An operating system (OS) is defined as a system software that is installed in the systems for the management of the hardware along with the other software resources. Every computer system and mobile device requires an operating system for functioning and execution of operations. There is a great use of mobile devices such as tablets and Smartphones that has increased. One of the widely used and implemented operating syste…
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Australia Cheltenham Computer Science Litigation and Dispute Management University of New South Wales Information Technology 

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