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ALP 5559 Applied Project Term
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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