Disucss about the Improving and embedding project management practice.
The project title is “Creating a nursing handover tool” for transferring patients from ICU to other wards and other hospitals.
It is identified that earlier the hospitals utilizes manual system for recording the details of the patients, which they transfers during shifting patients from other wards or hospitals. However, maintaining a manual system while handing over the patients generates number of risks and challenges. If any data or information is misplaced then, it can threaten the life of the patients who are in the critical conditions (Gibbons et al. 2016). Therefore, in order to reduce this issue and for improving safety as well as efficiency of patients handover the healthcare organizations wants to create a nursing handover tool. With the development of nursing handover tool, the healthcare organization will be able to improve the safety of the patients. In addition to this, they will be able to achieve proper as well as efficient communication of various clinical information at any time when the patient care is generally transferred.
The healthcare organizations earlier utilizes manual record in order to transfer professional responsibility as well as accountability for all the aspects of patients care to another ward or hospital. However, utilization of manual system does not provide proper security as well as safety as the data can be misplaced or repeated twice. As a result, the healthcare organizations are facing challenges in maintain the safety of the patients after handover.
In order to reduce the challenges as well as issues that the healthcare industry is facing due to the utilization of manual system, the healthcare organization wants to create a nursing handover tool. It is identified that with the help of the handover tool, the organization can be able to transfer patients from ICU to general wards or other hospital quite effectively. This is because all the information that are associated with the patients are stored with the system and the information can be easily accessed at any time irrespective of location and which assists in maintaining the safety of the patients while handover.
The objectives of the project are as follows:
The outcomes of the project are as follows:
Safe handover: Due to the utilization of cloud based nursing handover tool, the healthcare organization will be able to handover proper information as well as data of the patients effectively which generally helps in maintaining the safety of the patients.
Enhancing quality service: The utilization of nursing handover tool assists in improving the safety of the patients as well as efficiency of the patient’s handover. It is identified that efficient as well as safety handover helps in enhancing the service of the organization.
Real time data update: With the help of nursing handover tool, the healthcare organization can easily update information in a very much less time and the information can be assessed by other hospital without facing any difficulty.
The deliverables of the project include:
The exclusions of the project are as follows:
The assumptions that are made in the project are as follows:
The constraints of the project are as follows:
Budget: The entire project must be completed within the budget of around $101,800. If the project manager is not able to complete the project within the budget then number of financial issues will occur
Time: It is necessary for the project manager to create the nursing handover tool within 91 days.
Scope: The project must progress as per the scope of the project in order to achieve the goals as well as objectives of the project.
The project team of the organization generally approaches the project in context to scope as well as time management plans by following steps that are as follows:
Clarity of project requirements: Clarity in project requirements are necessary in order to execute the entire project successfully.
Planning schedule, risks as well as resources: Proper planning of schedule, risks as well as resources are generally needed in order to make the project successful.
Communication plan: Communication between the leaders as well as project team members is necessary in order to approach the project successfully.
Kick off project: The project manager must engage in kick-off meeting then it is very much necessary to inform all the team members as well as vendors about the project.
Deliver, close and review: When the project milestones are delivered then it is necessary to schedule a pre-planned review meeting.
The methodology of work breakdown structure and activities are generally organized into 5 phases of work, which are as follows:
The five phases of the SDLC approach are mainly associated with the five-project management methodology that mainly includes define, plan, launch, manage as well as close. The work, which is performed within the problem definition phase, is considered integral to define as well as plan phase of project management methodology. The SDLC methodology generally assists in guiding the consideration of the client problem for the scope of the proposed IT solution for addressing it appropriately. It is identified that as per the scale as well as nature of the problem and solution, the solution design, requirement definition, solution build as well as deployment phases does not progresses in one liner sequence. The WBS generally assists in defining the work that is performed. Both the deliverables as well as work product helps in representing the results or outputs of the WBS and its structure.
Figure 1: Organizational Structure
(Source: Created by Author)
John Watson (Project Sponsor) is the CEO of the organization who is mainly responsible of taking the overall accountability of the project that deals with the creating of nursing handover tool. It is identified that the project sponsor as well as the steering committee of the organization generally acts as an organization’s representative who generally helps in playing a significant role in providing proper business expertise as well as guidance to the project manager.
The project manager is the person who is mainly responsible of initiating planning, designing as well as executing project successfully. They also engage in leading as well as controlling project by keeping proper track on the project. The project manager generally performs project control by measuring, evaluating as well as correcting. In addition to this, it is identified project manager also engages in risk analysis, strategic influencing, business collaborating as well as in controlling quality.
The project team members who are involved in the project are as follows:
|
Name |
Title |
Full time/Part time |
Responsibilities |
|
Franz Gastler |
Project planner |
Full time |
The project planner in the person who is mainly |
|
Romulus Whitaker |
Developer |
Full time |
The developers are the person who is mainly responsible of designing, testing as well as for maintaining the newly created nursing handover system. |
|
Christopher Turillo |
Designer |
Full time |
Designers generally engaged in creating rough layout of the entire project. |
|
Joss Brooks, |
Financial manager |
Full time |
The financial manager helps in creating financial reports, direct investment activities as well as develops proper strategies for achieving financial goals of the organization. |
|
Frederick Shaw |
Network analyst |
Full time |
They generally engage in installing as well as maintaining the network components within a company. |
The working parties that are involved in the project include:
WHS officer: They generally work with the project manager as well as planner in order to maintain safe working environment. They generally assists in creating proper organizational environment in which employees can work properly.
Finance representatives: The finance representative mainly works with the finance manager as well as with other project team members. The finance representative generally deals represents budget related concerns in the project.
IT representatives: IT representatives are the working party that works with core IT team in order to develop the nursing handover tool successfully.
Reference Groups
Advisors are the people who generally provides guidance, support project quality as well as helps in providing invaluable source of knowledge to the various project stakeholders so that they can be able to perform as well as can be able to achieve the objectives as well as goals of the organization successfully. Due to the advices, the project manager can be able execute the entire project within the estimated time and budget.
The consultants are the expert advisors who are mainly specialized in various skills as well as knowledge as assists the organizations to take proper possible decisions for achieving project success. They generally assist in providing oversight as well as leadership in executing projects from planning phase until closure phase.
The project reports that are created for the project sponsor mainly concentrates on various management issues that are associated with the project.
Reporting frequency: The reports are generally created as well as deliver on a monthly basis in order to resolve management issues.
Format: The report mainly utilizes professional format for highlighting the management related issues of the project.
To whom the report goes: The reports are mainly presented before the project sponsor as well as steering committee so that the risks as well as challenges can be easily resolved.
|
Stakeholder |
Level of communication |
Communication need |
Method of communication |
Communication management issues |
Frequency |
|
Project manager |
Mass communication |
It is necessary to communicate about project scope |
Staff meetings |
If the project manager is not able to communicate properly about the scope of the project then the project team members are unable to understand the needs as well as objectives of project |
During project kick off |
|
Project planner |
Mass communication |
The project planner must communicate about the resources that are needed in the project |
Staff meetings and information boards |
If the project planner does not specify the resources that are required in the project then the members of the project team faces problem in executing the project. |
Whenever required |
|
Network engineer |
Small group communication |
The network engineer must communicate about the needs as well as requirements that are needed for software and hardware installation |
Meetings and workshops |
If the network engineer does not communicate properly about the requirements then they faces difficulty in installing software and hardware requirements due to absence of proper resources. |
Once before installation |
|
Stakeholder Engagement |
Communication Need |
Communication Method |
What and when |
Who is responsible? |
|
Project manager |
The project manager generally communicates in order to know the status of the project. |
Email, meeting. |
The project manager arranges meeting with the team members in order to know the status of the project. |
Project manager |
|
Financial manager |
The financial manger arranges meetings in order to assure that the project will be completed successfully within the estimated budget |
Meeting, conference |
The financial manager arranges meetings with the team members in order to know the financial status of the project. |
Financial manager |
|
Risk analyst |
The risk analyst mainly arranges meetings in order to know the risks that the project team members are facing |
Meeting |
The risk analyst arranges meetings with team members for discussing the project related risks. |
Risk analyst |
|
Activity |
Duration |
Date |
Finish |
Cost |
|
Staff release |
5 |
25/3/18 |
30/3/18 |
$5,000 |
|
Advertisement |
6 |
2/4/18 |
8/4/18 |
$6,000 |
|
Interview process |
7 |
9/4/18 |
16/4/18 |
$8,000 |
|
Staff recruitment |
8 |
17/4/18 |
25/4/18 |
$6,000 |
|
Training |
10 |
26/4/18 |
6/5/16 |
$10,000 |
|
Resource Name |
Type |
Std. Rate |
|
Project manager |
Work |
$20.00/hr. |
|
Project planner |
Work |
$15.00/hr. |
|
Financial manager |
Work |
$13.00/hr. |
|
Risk analyst |
Work |
$13.00/hr. |
|
Developer |
Work |
$14.00/hr. |
|
Designer |
Work |
$15.00/hr. |
|
System engineer |
Work |
$13.00/hr. |
|
Network engineer |
Work |
$13.00/hr. |
|
IT analyst |
Work |
$15.00/hr. |
|
Database administrator |
Work |
$15.00/hr. |
|
Hardware requirements |
Material |
$2,400.00 |
|
Cloud service |
Material |
$2,910.00 |
|
Condition |
Cause |
Consequence |
|
|
If the project manager is not able to estimate the budget of the project properly then they will face number of financial issues in managing the budget of the project. |
This mainly occurs as the project manager does not engage in market analysis for determining the cost of various project resources |
Due to improper budget estimation, it will be quite difficult to complete the entire project successfully within the assumed time. |
|
|
1. |
If the schedule of the project is not tracked properly, then the chances of schedule slippage can occur. |
This mainly occurs as the project managers are not experienced and they does not engage in weekly tracking of the project schedule. |
This generally causes obstruction in the project progress and timely completion of the project. |
|
2. |
If the handover tool prototype is not designed properly. |
This generally occurs as the designer is new and he does not have proper experience in designing prototype for nursing handover tool. |
Due to improper designing of the prototype, then the system will not be designed properly. |
|
3. |
If proper authentication is not used then the data or information related with the patient can be leaked. |
It mainly occurs as the IT analyst does not analyse the security risks in the project at the initial stage |
The privacy as well as security of the patients get hampered due to the leakage of data and information |
The methodologies or standards that are generally utilized in the project for managing the quality are as follows:
ISO 13485: This is one of the standards that is mainly published by the ISO organization tha is mainly used by the healthcare organization in order to maintain the developed nursing handover system.
TQM: The healthcare industry follows total quality management for improving the performance of the handover system that is developed.
The monitoring procedures that are used for maintain qualities of the project are as follows:
Customer service: The review from the patients family or from the patients itself assists in making sure that the system is helpful in providing quality service to the patients.
Tracking: The performance of the nursing handover system is tracked in order to ensure that it generally helps in managing the safety of the patients during handover.
The steps that are necessary for reviewing processes that are used for capturing lessons learnt throughout the project are as follows:
The steps that are undertaken for change management are as follows:
The steps that are necessary for reviewing acceptance plan are as follows:
Record keeping and documentation is generally required in the project in order to define as well as manage the project properly so that it can easily achieve its objectives as well as goals. It is identified that well organized records helps in reviewing as accessing project at any time in order to avoid pitfalls thus it generally assists in maintaining the quality of the project.
The project manager generally reviews the outcomes of the project after the completion of the project and the entire outcomes are generally handover after the completion of the entire project. The project outputs are generally handed over in the form of documentation that reflects that the developed tool will be helpful in brining safe handover for the patients in a very much less time as well as compared to manual reporting system.
It is very much necessary to organize a training program for the members of the organization so that can be able to handle the system quite effectively without facing any types of challenges as well as issues. The project will be closed after the system goes live.
Yes, it is very much necessary to review in order to handle the various lessons that can be learnt from the project. The process that are generally undertaken for reviewing the project are as follows:
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