PM FPX 4030 Assessment 1 Project Management Plan

Student Name

Capella University

PM-FPX4030 Scheduling, Cost, and Quality Management

Prof. Name:

Date

Executive Summary

Patient safety and physician satisfaction remain paramount for Preventative Care Healthcare Organization (PCHO). With the organization expanding from 1 to 5 locations over the past five years, PCHO must continue to address the needs of its patients, physicians, shareholders, and the community. The current project supports this goal by introducing an Electronic Medical Record (EMR) System to replace the existing manual process. As competing healthcare organizations in the community transition to EMRs, it is crucial for PCHO to lead in adopting an EMR and maintain its position as a healthcare leader in the area.

Implementing an EMR system provides several clinical benefits and desired outcomes (Athenahealth, Inc., 2018):

Elimination of bulky paper records for storage, management, and retrieval
Enhanced access to clinical data
Improved establishment and maintenance of effective clinical workflows
Reduction in medical errors, improved patient safety, and stronger clinical decision-making support
Simplified participation in Meaningful Use, Patient-Centered Medical Home (PCMH), and other quality programs, with electronic prompts ensuring that necessary data is recorded at the point of care
Capability to gather and analyze patient data for targeted outreach to specific populations
Seamless interaction with affiliated hospitals, clinics, labs, and pharmacies

Additionally, our third-party accounting firm projects a 25% increase in profits within the first two years, followed by a steady rise of 10% – 15% annually.

To address this need, PCHO will solicit bids from established EMR vendors. The approved budget for this initiative is $250,000, and the selected company will have 12 months to complete the project. Physician approval of the chosen vendor is mandatory. A Project Change Control Committee will oversee the adherence to timelines, budget, project scope, and quality objectives, focusing on patient safety and physician satisfaction.

Physicians and Health Information Management (HIM) staff will access the EMR from PCs, laptops, tablets, and mobile phones. HIM staff will benefit from quicker access to medical records, leading to faster service and higher patient satisfaction.

A risk management team will be assigned by the Project Manager to address potential concerns and risks. Currently, there is minimal risk expected regarding the project’s timely and budget-friendly completion.

Statement of Work

Project approval
Vendor selection
Project Charter
Project Scope Statement
Application installation
Application testing
Application training
EMR implementation at the 5 PMHO sites

To ensure the project is completed within the current fiscal year without disrupting ongoing operations and other projects, approval for the project needs to be included in the next quarter’s budget.

Project Scope Management

Project Name: Preventative Care – Electronic Medical Record (EMR)

Prepared by: Angelo Riccio

Date: 04/15/2018

Overview

Preventative Care, a healthcare organization with five locations in Peoria, Illinois, seeks to implement an Electronic Medical Record System.

Business Objectives

Preventative Care requires an Electronic Medical Application to replace its current manual system. Given the organization’s growth from 1 to 5 locations in the past 5 years, a vendor capable of meeting the demands of this expansion is needed. The organization is open to bids from both established vendors and those in the design or development phase.

The application must provide access to patient records from all 5 locations.
It should be browser-based with minimal requirements for existing computer systems.
It must centrally manage physician schedules.
All application servers should be housed in a single building.

Project Description

The Electronic Medical Record System should support the following medical record modules:

Patient information
Patient insurance information
Patient visits
Physician information
Physician appointments and schedules
Patient billing
Patient allergies
Patient diagnosis
Patient vaccinations
Patient medication orders and prescriptions
Patient lab orders and results

Project Scope

In Scope

Approved budget: $250,000
Installation of EMR at the 5 Preventative Care locations
Interface connectivity between all 5 locations

Out of Scope

Estimates exceeding the approved budget of $250,000
Remote access for physicians
Inclusion of third-party vendors without Preventative Care’s permission

External Dependencies

No external dependencies have been identified for this project.

Assumptions

Vendors will submit bids by the deadline.
Vendors will adhere to the project budget.
Physicians will agree with the vendor selection.

Constraints

The budget of $250,000 must not be exceeded.
The selected vendor must be US-based due to travel costs.

Project Milestones

Milestone	Target Date
Vendor Selection	06/01/2018
Vendor Approval	06/08/2018
Project Start	07/15/2018
Project Complete	12/15/2018

Primary Plans

The project will have the following formal written plans:

Project Scope Management Plan
Project Time Management Plan
Project Cost Management Plan
Project Quality Management Plan

Authorizations

Project Scope Statement Approval / Signatures

The purpose of this document is to formalize the initial planning efforts and ensure mutual agreement between the Project Manager and Project Sponsors/Owners on the project’s objectives and scope before significant resources are committed.

Project Name: Preventative Care – Electronic Medical Record (EMR)
Project Manager: Angelo Riccio

Project Time Management Plan

Introduction

Work Breakdown Structure (WBS)

Refer to the attached Work Breakdown Structure (WBS) document for all tasks, durations, and dependencies required to successfully complete the Preventative Care – Electronic Medical Record (EMR) Project. All vendors must follow the WBS as designed by the Project Management Office of Preventative Care.

Project Schedule Plan

Introduction

The attached Gantt Chart provides a graphical representation of the Preventative Care – Electronic Medical Record (EMR) Project Schedule. It details all tasks and specifies deadlines for their completion. The Project Schedule also includes a Baseline, which is a fixed schedule used to assess overall project performance. Any changes to the baseline must be approved by the Project Change Control Committee, and a new baseline will reflect any changes in cost or time (PROJECT-MANAGEMENT.COM, 2018).

Critical Path Analysis Summary

The critical path analysis identifies tasks that must be completed on time to ensure the Preventative Care – Electronic Medical Record (EMR) Project finishes as scheduled. The critical path is the sequence of activities with the longest duration, and any delay in these activities will delay the entire project (Schwalbe, K., 2016). The attached Critical Path Analysis document shows the critical tasks necessary for project success.

Project Cost Management

Cost Management Plan

Project Name: Preventative Care – Electronic Medical Record (EMR)

Introduction

Preventative Care needs an Electronic Medical Application to replace its current manual system. The company’s growth from 1 to 5 locations in the past 5 years requires a vendor who can meet these expanding needs. The organization is open to bids from both established and developing vendors.

Units of Measure:

US Dollars (Budget of $250,000)
Labor hours (12 months / 261 business days)

Level of Precision and Accuracy

Three vendor bids have been received, all closely aligning with the projected budget of $250,000 over 12 months, indicating accurate and precise projections.

Vendor A – $225,000 in 11 months
Vendor B – $225,000 in 11 months
Vendor C – $250,000 in 12 months

Control Thresholds

The Project Sponsor and Project Manager have set a budget of $250,000 and a timeline of 12 months. Variances between actual and planned values will be monitored. Microsoft Project will track performance by comparing baseline values with current estimates, highlighting any deviations (Biafore, B., 2007). A +/- 10% threshold is approved for cost and time deviations.

Performance Measurement

Earned Value Management (EVM) will measure project performance, calculated at major milestones. EVM assesses whether the project is on track and when it will complete. Documentation is essential for stakeholders to track progress and make informed decisions (O’Reilly, G., 2017).

Reporting

Weekly status reports will be emailed to all key stakeholders, with monthly updates for executives. Risk reports will be distributed as new risks arise.

Cost Estimate / Schedule Update

Introduction

The cost estimate, based on the Work Breakdown Structure, was used to prepare the project baseline illustrated in the attached Gantt Chart.

Budget Summary Information

The attached budget summary reflects the time and money invested in selecting the best vendor. The budget estimate is accurate, with a control threshold of 10% for resource costs. The contract stipulates that the $250,000 budget cannot be exceeded, and minimal risk is anticipated for timely, budget-compliant completion.

Project Quality Planning Tools and Metrics

Quality metrics will track pass and failure rates, availability of goods and services, and customer satisfaction ratings (Schwalbe, K., 2016). Metrics will be implemented throughout the project, and the Project Manager will report on them at status meetings.

Quality Planning Tools

Fishbone Diagram
Control Chart

Fishbone Diagram

The Fishbone Diagram, or Ishikawa Diagram, helps analyze quality problems by categorizing causes and effects. The left side lists causes, while the right side outlines effects. This method involves brainstorming, categorizing, and identifying root causes (Usmani, F., 2015).

Control Chart

A Control Chart displays process data over time to determine if a process is

stable. It plots observed values and identifies trends, making it easier to spot deviations from expected results (Hubbard, D., 2014).

Quality Assurance Plan

The Project Manager and Project Team will ensure that quality assurance plans align with objectives and stakeholder expectations. Regular reviews and assessments will identify and address quality issues (Juran, J.M., 2017).

Quality Control Plan

Verify system functionality
Test usability
Confirm integration with other systems
Monitor patient safety and physician satisfaction

Description: A scatter diagram is used to determine if there is a relationship between two variables. Data points that are closer to a diagonal line indicate a stronger relationship between the variables (Schwalbe, 2016). The scatter diagram plots pairs of numerical data, with each variable on one axis, to identify any potential correlation between them.

When to Use a Scatter Diagram: (American Society for Quality, 2018)

When you have paired numerical data.
When trying to ascertain whether two variables are related.

Type of Scatter Diagrams (Usmani, 2014):

Scatter Diagram with No Correlation: In this type, data points are so dispersed that no line can be drawn through them, indicating no relationship between the variables.
Scatter Diagram with Moderate Correlation: Here, data points are somewhat closer together, suggesting a possible relationship between the variables.
Scatter Diagram with Strong Correlation: Data points are very closely grouped, allowing a line to be drawn following their pattern.

Advantages (Usmani, 2014):

Shows the relationship between two variables.
Effective for displaying non-linear patterns.
Observations and readings are straightforward.
Plotting the diagram is relatively simple.

Disadvantages (Usmani, 2014):

Scatter diagrams do not provide the exact extent of correlation.
They do not offer a quantitative measure of the relationship, only a visual representation of changes.
They are limited to showing relationships between two variables.

Example of a Scatter Diagram for Preventative Care – Electronic Medical Record (EMR) Project:

Description: In project management, a flow chart serves as a visual tool to understand the methodology used to manage a project. It displays the interdependent and parallel processes throughout the project’s life cycle. A flow chart visually represents the project’s objective and organizes activities more logically. It can outline the entire project or specific stages such as initiation, planning, execution, and closure (Westland, 2018).

Advantages (EdrawSoft, 2018):

Visual Clarity: Multiple processes and their sequences can be shown in a single document.
Instant Communication: Project managers can use flow charts in communications.
Problem Solving: Flowcharts break problems into easily definable parts.

Disadvantages (EdrawSoft, 2018):

Alterations and Modifications: Changes may require a complete redraw of the flowchart.
Reproduction: Flowchart symbols are not typeable, making reproduction challenging.

Example of a Flow Chart for Preventative Care – Electronic Medical Record (EMR) Project:

Project Lessons Learned and Reflection

Lessons Learned from the Preventative Care – Electronic Medical Record (EMR) project:

Vendor Selection: Six months were insufficient to evaluate vendors thoroughly. An additional two months was necessary.
Budget: $250,000 was inadequate, leading to early disqualification of vendors. An extra $50,000 was needed.
Physician Training: Two weeks allocated for training were insufficient as doctors did not participate as expected. An additional week was required. Future projects should allocate an extra week for training.
Communication Plan: Key stakeholders missed meetings, necessitating rescheduling. Future projects should include 24-hour advance reminders for meetings.

Reflections:

I have participated in numerous projects and even led a few, but I lacked detailed knowledge of the terms and definitions of tasks. Working in HealthCare IT made the textbook highly relevant to me. I had previously submitted Project Charters but was unfamiliar with Project Scope, Time, Cost, and Quality Management Plans. The class experience was valuable for future document preparation.

Despite familiarity with GANNT Charts from previous classes, I still find them challenging, particularly the critical path baseline. Video training resources have been crucial for my understanding.

The class introduced me to many key terms that I now recognize and understand, improving my professional communication. The concept of Quality Circles, which I have used for years, was new to me in terms of its official designation. Studying cost management and project sunk costs was enlightening, enhancing my understanding of project Go/NO GO decisions.

Having access to the PMBOK Guide was beneficial, providing clearer insights into Project Management concepts compared to other texts. I continue to use the PLURASIGHT videos from a previous PM class. Overall, the class was engaging and will be a valuable asset for my future projects.

References

American Society for Quality. (2018). CONTROL CHART. Control Chart – Statistical Process Control Charts | ASQ. Retrieved May 31, 2018, from http://asq.org/learn-about-quality/data-collection-analysis-tools/overview/control-chart.html

American Society for Quality. (2018). PARETO CHART. Retrieved June 5, 2018, from http://asq.org/learn-about-quality/cause-analysis-tools/overview/pareto.html

American Society for Quality. (2018). SCATTER DIAGRAM. Retrieved June 5, 2018, from http://asq.org/learn-about-quality/cause-analysis-tools/overview/scatter.html

DeBenedetti, J. (2017, September 26). What Are the Disadvantages of Using a Control Chart? Retrieved June 3, 2018, from https://bizfluent.com/info-8516073-disadvantages-using-control-chart.html

Deshpande, S. (2014, May 15). What is Earned Value Management and Why is it Important? Retrieved June 3, 2018, from https://apmg-international.com/article/what-earned-value-management-and-why-it-important

EdrawSoft. (2018). Flowchart Benefits. Retrieved June 5, 2018, from https://www.edrawsoft.com/flowchart-benefits.php

EdrawSoft. (2018). Limitations of Flowcharts. Retrieved June 5, 2018, from https://www.edrawsoft.com/flowchart-limitations.php

O’Reilly, G. (2017, May 11). A Quick Guide to 9 Essential Project Documents. Retrieved May 11, 2018, from https://www.brightwork.com/blog/a-quick-guide-to-9-essential-project-documents#.WvZB9oAvzIU

PROJECT-MANAGEMENT-SKILLS.COM. (2018). How Pareto Chart Analysis Can Improve Your Project. Retrieved June 5, 2018, from https://www.project-management-skills.com/pareto-chart.html