Project Plan for Implementation of Software for Electronic Health Records

This project plan aims to develop a plan for the implementation of software for electronic health records in Mount Pleasant Hospital. The project goals, objectives, and strategies are defined along with the deliverables, schedule, sequencing, and timeframe. Risk analysis and contingency plans are also included along with the project resources required, project management structure, budget, and communication plan.

Health Finance and Project
Management

Table of Contents
Problem Statement............................................................................................................................3
Project Mission Statement................................................................................................................3
Project Goals, Objectives and Strategies..........................................................................................3
Project Goal..................................................................................................................................3
Project Objectives.........................................................................................................................4
Project Strategies..........................................................................................................................4
Deliverables......................................................................................................................................4
Schedule, Sequencing and Timeframe.............................................................................................6
Risk Analysis and Contingency Plans..............................................................................................8
Risk Analysis................................................................................................................................8
Contingency Plan........................................................................................................................10
Project Resources Required............................................................................................................11
Project Management Structure.......................................................................................................11
Budget.............................................................................................................................................12
Communications and Reporting.....................................................................................................13
References......................................................................................................................................14

Problem Statement
Mount Pleasant Hospital’s management wanted to release software for electronic health records
in order to manage the health records of the patience in an easier manner. Hence, the project plan
for the implementation of the software of electronic health records is required to be developed
within the time duration of 3 weeks. It is important to develop a project plan considering all the
areas that are required to be managed during the project cycle of implementing the software in the
hospital.
Project Mission Statement
The mission statement of the project is to develop a project plan for the implementation of the
software for electronic health records so that the records of the patients can be maintained in an
effective manner. The implementation of the software through the planning in the hospital will
help in implementing the software in an effective and efficient manner and will also help in
providing the ease to the management of the hospital to track the health records of the patients.
Project Goals, Objectives and Strategies
Project Goal
 The goal of the project is to develop the project plan for implementing software for
maintaining electronic health records of the patients of Mount Pleasant Hospital.
 Development of the effective project plan within 3 weeks so that all the major areas that
are required to be planned for the implementation of the software can be planned
effectively.

Project Objectives
The objective of the project is to develop a project plan within the time period of 3 weeks in order
to meet the expectation of the management of the Mount Pleasant Hospital as well as to develop a
plan for the effective implementation of the software for maintaining electronic health records.
The project plan will provide support in implementation of the software.
Project Strategies
 Selection of the right team and right system for the project
 Setting the expectations clearly
 Finalizing the details of the project in a clearer manner
 Defining the milestones of the project (Popa, Tanasescu, & Dinc, 2010)
 Developing the risk management plan
 Evaluation of the project after the completion
 Establish clear communication in order to develop an effective plan
 Avoid scope creep (Hussung, 2016)
Deliverables
The deliverables in the project is the project plan for the implementation of the software for
maintaining electronic health records.
Work breakdown structure to detail tasks
The work break down structure demonstrates the hierarchical presentation of the activities of the
project. The WBS helps in breaking down the project into manageable sections (Work
Breakdown Structure, 2018). Below is the work break down structure for the project.

Project plan for the
implemntataion of software
for electronic health records
Project initiation
phase
Project charter
preparation
Project scope
determination
Gathering of the
resources
Analysis of the
requirements
Scheduling of the
activities
Development of the
outcomes
Analysis of project
performance
Selecting project
team
Train the project team
Project planning
phase
Project plan
development
Budget
estimation
Risk
management
plan
Procurement
plan
Communicati
on plan
Project
implementataion
phase
Software
development
Database
design
Functionality
design
Testing of
system
Modifications
Use case
testing
Quality
assessment
Software
implemntatai
on
Project
controlling
phase
Database
maintenance
Software
maintenance
Operational
maintenance
Training and
learning
sessions
Project closure phase
Stakeholder signout
Post implementation
review
Activity and contract
closure

Schedule, Sequencing and Timeframe
The schedule for the project is developed with the help of MS project using Gantt chart. The
Gantt chart helps in developing the schedule, establishing the time frame for the each of the
activity of the project and developing the sequence of the activities of the project in an easier and
understandable manner (Gantt.com, 2018). Below, the schedule, timeframe and sequencing of the
activities of the project are presented.
Risk Analysis and Contingency Plans
Risk Analysis
Risk analysis is considered as a sequential process of risk management in which the planning,
analysis and identification of the risks and controlling of the risks are included.
Risk identification: the identification of the risks includes using the potential risks checklists and
assessing the likelihood of the risk events that can happen during the project (Culp, 2002). The
risks can be identified on the basis of the risks experienced in the past or in the previous projects

(Andresen, 2007). In this project the risks that can arise during the project is budget risk,
technical risk, people risk and schedule risk.
Budget risk: the budget risk can occur during the project when the activities of the project
consume more financial resources in comparison to the estimated budget for each of the activity
(Ramakrishna, 2010). The budget risk can also occur when there are no surplus financial
resources available to the hospital. Apart from this, the estimate and allocation of financial
resources for the each of the activity of the project are not sufficient.
Technical risk: The technical risk during the project can occur due to the some of the mistakes in
the implementation of the software in the hospital in an ineffective manner. The risk can occur
when the monitoring of the process of the development of the software and the installation of the
software are not performed time to time.
People risk: The people risk can occur during the project due to the improper execution of the
activities of the project by the team members, the resistance of the people and the incompetence
of the team member to perform the activities of the project (Lehmann, 2016). This can result in
delay in the completion of the project on time and extra consumption of the financial resources.
Schedule risk: The schedule risks can occur due to the inability to accomplish the activities of
the project on the specified time or date which can result in the changes in the schedule and delay
in completion of the overall activities of the project.
Risk Evaluation: After the identification of the, it is important to assess the impact of the risk
upon the project and the likelihood of the risks during the project. Evaluating the probability of
the occurrence of the risks and the severity of the risks is the next step in the process of risk
management (Parker & Mobey, 2004). The identified risk can be analysed to conclude the impact
of the risk and the treatment of the risk.
I Risks Probability / Likelihood Impact (1-5)

D
1. Budget Risk Medium 4
2. Technical Risk High 5
3. People Risk Low 3
4. Schedule Risk Low 3
(Entrepreneur Media, Inc., 2018)
Risk Mitigation: The development of the risks mitigation plan is necessary in order to reduce the
impact of the risks (Educba, 2018). The identified risks can be mitigated through adopting the
different ways like: risk avoidance, sharing of risk, reduction of risk and risk transfer.
Risks Mitigation plan Mitigation response
Budget Risk Avoid the risk In order to avoid the budget risk, the estimation and the
allocation of the budget should be done after the
evaluation of the each of the activities and the need for
the budget for each activity so that the risk can be
avoided.
Technical Risk Reduce the risk For reducing the risk, finding the right solution in order
to eliminate the technical risk is important.
People Risk Share the risk Taking the helps of the external parties can help in
mitigating the people risk. Trainer can provide with the

training to the project team so that they can perform and
accomplish the activities as per the need of the project.
Schedule Risk Avoid the risk For avoiding the risk of schedule, developing the
schedule of the project after the evaluation the time
needed to accomplish the each of the activities of the
project can help in ensuring the development of the
perfect schedule for the project.
(Aubry & Lievre, 2016)
Contingency Plan
The high risk identified in the project is the technical risk. In order to reduce the technical risk,
the monitoring of the development of the software on the continuous basis and the identification
of the errors in the software is important. It will help in assessing the mistakes or the errors in the
software. The monitoring of the software can be performed through testing and the errors can be
identified in the initial stage of the development of the software. Tracking the progress of the
software on regular basis is important so that the compatibility of the software can be ensured in
an effective manner (Heimann, 2000). After the completion of the software, it is important to test
the software for few days in order to identify the bugs in the software and find the solution to
eliminate the error in the software. This contingency plan can help in reducing the technical
problems in the software and will also help in the effective implementation of the software in the
hospital for the maintenance of the electronic health records.
Project Resources Required
The resources that is required for the project includes:

 Software licenses
 Hardware like technical infrastructure such as cabling or switches for IT equipment
 Equipment or machinery
 Project staff
 Technical staff
 Financial resources
Project Management Structure
Stakeholders Titles
Project sponsor Responsible for providing the funding for the project to be
accomplished on time in an effective manner.
Project manager Responsible for managing all the tasks and the activities of the project
so that all the activities can be accomplished effectively within the
deadline.
Project team Project team will be responsible for accomplishing all the activities that
are assigned to them within the specific period of time.
Risk manager Responsible for the identification of the risks in the project and
developing the action plan to reduce the impact of the risks on the
project completion.
Finance manager Responsible for managing the finance and to make sure that all the
activities of the project can be accomplished
Technical staff Responsible to find out the technical error in the installation of the
software in the hospital.

Software developer Responsible for developing the software and to install the software in
the system of the hospital in an effective manner.
Testers Responsible for testing the software implemented and to identify the
errors in the software.
Trainers Responsible for providing the training to the staff of the hospital related
to using the software for the purpose to maintain the health records of
the patients.
Budget
The budget for the project is prepared considering all the activities or the tasks of the project. The
estimation of the budget should be developed in an effective manner so that it can match with the
actual consumption of the financial resources (Smulders & Collins, 2002). . Below is the budget
for the project plan for implementation of the software for electronic health records. The
estimated budget includes the estimated consumption of the financial resources for the people
associated with the project and the other equipment and material required for accomplishment of
the project.
S.
No.
Particulars Cost
1. Software, hardware and other related machines, server $ 145500
2. Project team $ 1000
3. Project manager $ 5000
4. Software developer $ 2000

5. Trainers $ 1200
6. Documentation $ 100
7. Financial manger $ 2000
8. Risk manager $ 1500
9. Testing team $ 1500
10. Technical team $ 2000
11. Total cost $161800
Communications and Reporting
The communication plan is one of the needs in the management of the project in an efficient
manner. It helps in delivering the information to the key members of the organization and the
people associated with the project (Project Management-training, 2018). The communication plan
helps in identifying the format of the delivery of the information to the concerned people. It is the
responsibility of the project manager to communicate all the important information at the right
time (Bpayne & Watt, 2018). The updates or the modification in the plan of the project and the
major responsibilities of the people are communicated through developing the communication
plan. Below is the communication plan for the project along with the frequency of the
communication and the medium through which the information will be communicated.
Key Reports / meetings Who to receive Frequency Medium
Initiation and planning
meeting
Project manager Once in the initiation
phase of the project
Discussion session
and meeting
Weekly progress report
meeting
CFO for concerned
authority
At the End of every
week
Meeting

Discussion sessions for
major deliverables
Project Team At the End of every
week
Discussion session
Weekly update regarding
risks and issues
Stakeholders and
project manager
At the End of every
week
Meeting
Reporting and
modification sessions
Project stakeholders At the End of every
month
One-on-one
session
Change management
meetings
CFO of concerned
authority
At the End of every
week
Meeting
Post Implementation
Review meeting
Project Team After project
completion
Meeting
References
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Aubry, M., & Lievre, P. (2016). Project management in extreme situations: Lessons from polar
expeditions, military and rescue operations, and wilderness exploration. CRC Press.
Bpayne, & Watt, A. (2018). Communication Planning. Retrieved from
https://opentextbc.ca/projectmanagement/chapter/chapter-15-communication-planning-
project-management/
Culp, C. L. (2002). The risk management process: Business strategy and tactics. John Wiley &
Sons.
Educba. (2018). 6 basic steps to develop a project risk management plan. Retrieved from
https://www.educba.com/project-risk-management-plan/

Entrepreneur Media, Inc. (2018). When launching your startup, consider these 5 risks. Retrieved
from https://www.entrepreneur.com/article/234094
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Houston.
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CRC Press.
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Ramakrishna, K. (2010). Essentials of project management. PHI Learning Pvt. Ltd.
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http://www.workbreakdownstructure.com/