Procurement Plan of Ultrasound Device

This procurement plan outlines the process of acquiring an ultrasound device for renal vascular access cannulation. It includes project background, problem statement, goals, objectives, outcomes, deliverables, exclusions, assumptions, and constraints. The plan also covers scope and time management, communications and stakeholder management, and budget/cost and risk management.

Project Idea Development
Procurement Plan of Ultrasound Device v 1.0 Page 1 of 22

Procurement Plan for Ultrasound Device
To be put by the Student
(including Department if applicable)
Version as at 29 August 2024
Version Date By whom
v 1.0
Complete the table above
Acknowledgements
The contribution of the following individuals in preparing this document is gratefully
acknowledged:
List all contributors/reviewers/developers who may have assisted you in the development of this
project plan. NB: Don’t acknowledge yourself.
Procurement Plan of Ultrasound Device v 1.0 Page 2 of 22

DOCUMENT ACCEPTANCE and RELEASE NOTICE
This is release is version v 1.0 of the Procurement Plan of Ultrasound Device Project
Management Plan.
The Project Plan is a managed document. For identification of amendments, each page contains
a release number and a page number. Changes will only be issued as a complete replacement
document. Recipients should remove superseded versions from circulation. This document is
authorised for release once all signatures have been obtained.
Complete the version control below
PREPARED: DATE:___/___/___
(for acceptance) (Your Name, Procurement Plan of Ultrasound Device Project Manager)
ACCEPTED: DATE:___/___/___
(for release) (Project Sponsor, name, title)
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Overview
Table of Contents
1. Executive Summary...........................................................................................................
2. Overview...........................................................................................................................
2.1. Project Title...............................................................................................................
2.2. Project Background...................................................................................................
2.3. Project Problem Statement & Project Goal...............................................................
2.4. Objective(s)...............................................................................................................
2.5. Outcome(s)...............................................................................................................
2.6. Output(s) (Deliverables)............................................................................................
2.7. Exclusions..................................................................................................................
2.8. Assumptions and Constraints....................................................................................
3. Scope & Time Management Plans.....................................................................................
3.1. Methodology of Work Breakdown Structure (WBS) and Activities...........................
4. Communications & Stakeholder Management Plans.......................................................
4.1. Summary & Introduction.........................................................................................
4.2. Communications Management Plan.......................................................................
4.3. Reporting Requirements.........................................................................................
5. Project Management Office Structure & Human Resources Plan.....................................
5.1. Project Organisational Structure.............................................................................
5.2. Human Resources Management Plan.....................................................................
6. Budget/Cost Management Plan.......................................................................................
6.1. Introduction............................................................................................................
6.2. Project Budget and Cost Plan..................................................................................
7. Risk Management Plan....................................................................................................
7.1. Introduction............................................................................................................
7.2. Risk Categories........................................................................................................
7.3. A Basic Risk Register................................................................................................
8. Quality Plan.....................................................................................................................
8.1. Quality Management Plan.......................................................................................
9. Project Closure & Outcome Realisation...........................................................................
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Communications & Stakeholder Management Plans
1. Executive Summary
The project proposal would mainly be necessary for the procurement of ultrasound devices
within a hospital. These devices are extremely vital for the very early recognition of vascular
access related complications within the patients suffering from haemodialysis. With the
impact of these devices, the hospital management would be able to enhance the patient
experience.
The primary problem of the project is based on the complications from miscannulation. It
would also be based on the incapability for needle renal vascular access. This could lead to
augmented use of central venous catheters.
Based on the problems based on the problems of the project, the primary goal of the project
is to procure an ultrasound device. This kind of device would be economical, powerful, non-
invasive, reusable and would perform efficiently.
The project would be able to deliver better performance in order to drive better outcomes.
This would also be a major success factor for the hospital in terms of driving better health
outcomes and incurring patients who would be in need of such kind of services.
The project sponsor would need to report to the Parliament of Australia in order to report to
seek assistance for the inclusion of an ultrasound device based on the welfare of patients.
Based on implementation of the project, there would be some kind of identified risks in
terms of budget, planting of the ultrasound device within the hospital and many others.
Avoiding and mitigating the risks would be able to ensure better outcomes of the project.
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Overview
2. Overview
2.1. Project Title
Project Procurement Plan of Ultrasound Device for Renal Vascular Access Cannulation
2.2. Project Background
The project would be funded by the Parliament of Australia. The project would be based on
the inclusion of ultrasound devices within the hospital infrastructure. There are some kind of
problems based on implementation of the device within the hospital within the proper
estimated budget. The budget for the entire project would be the most beneficial factor for
deciding the structure of work by the hospital management. Attending these issues would
be the most crucial part within the project (Becker et al. 2016). The vascular access based
problems could be defined as the foremost reason based on excess mortality and morbidity
among the dialysis patients
There are several other embedded bodies that are in association with the hospital
management. These bodies are also concerned about the major developmental needs within
the hospital infrastructure.
The project is mainly conducted in order to meet up to the expectations of the patient
community. The implementation of the project would be mainly be helpful for decreasing
the delay within the usability access and also decreasing the catering usage.
2.3. Project Problem Statement & Project Goal
The problem statement based within the project is based on the barriers that are preventing
the organization from implementing the ultrasonic device in the hospital infrastructure.
Certain obstacles are created based on implementing the project. There is a certain level of
assurance from the top managerial levels in terms of funding of the project.
The goal of the project is based on procuring an ultrasonic device, which would be powerful,
non-invasive and economical. Based on the implementation of the device, it could be
expected that the device would result in early vascular access complication recognition
within the patients suffering from haemodialysis (McClure et al. 2014). The goal of
implementing of the project would also put major focus on better diagnosis of patients and
improving the project experience.
2.4. Objective(s)
The objectives of the project are:
 To improve the experience of patients and thus provide an effective therapy of
haemodialysis without facing any significant issues.
 To reduce the number of referrals to vascular surgery and interventional nephrology
based on association with vascular access complications.
 To reduce the usage of CVC and admissions to hospital based on association with
vascular access cannulation issues.
2.5. Outcome(s)
Based on successful implementation of project design, it could be understood that there
would be a success rate in the structures of therapy. Based on utilization of cannulation
guided by ultrasound, it would be possible for nurses to cannulate in innovative spots (Amar,
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Communications & Stakeholder Management Plans
Kouki and Cao 2015). This would also help in establishing a healthy relationship with patients
and also enable better outcomes of health structure.
2.6. Output(s) (Deliverables)
Some of the deliverables base on the project include:
 Proper form of ultrasound-guided cannulation would be helpful for the promotion of
safe nursing care, high quality of performance and reduction in missed cannulation
based on HD patients.
 One of the other output of the project is based on the reduction of miscannulation
and also to improve the experience of patients.
 Upgrade of the hospital intensive care unit. This would be beneficial for the patients
and hospital as they would be able to better serve the patients.
 The project would also help in leading to the proper form of procurement based on
an effective cost schedule. Each of the costs would be maintained as per the
schedule.
 The project would thus bring enhancement to the healthcare quality.
2.7. Exclusions
Based on deciding about the requirements of the project, it could be discussed that the
unnecessary costs that could be incurred within the project should be excluded from the
project (Haverkort et al. 2016). This would ensure successful completion of the projects
within the estimated budget. The things which are out of the scope of the project should be
excluded from the project.
2.8. Assumptions and Constraints
2.8.1. Assumptions
Based on the successful completion of the project, it could be assumed that it would lead to
successful project outcomes. The project would also be completed within the assumed
budget with the availability of proper resources (De Fauw et al. 2016). Based on such kind of
assumption, it could be assumed that the project would be completed within the proper
schedule and within the assigned deadlines.
2.8.2. Constraints
Some of the limiting factors that could be affecting the works of the project would be based
on limitations based on budget, schedule of the project and use of proper human resources
within the development work of the project. Some other kinds of constraints include the
shifting of hospital services to a certain different location during the implementation of
ultrasound device. This might lead to a stoppage of certain healthcare services. Mitigation of
the constraints would be beneficial for the successful development of the project.
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Communications & Stakeholder Management Plans
3. Scope & Time Management Plans
3.1. Methodology of Work Breakdown Structure (WBS) and Activities
The project team would employ effective project management. This would ensure clear and
complete project requirement. The project team should also avoid project scope creep
during the complete execution of the project. Planning of time of the completion of the
project would also be beneficial.
The WBS would be done as per the requirements for the development of the project. This
would initiate from the start of the project, include the intrinsic details of each of the tasks
undergoing within the project and would thus discuss the closure of the project. The WBS
would also depict the different milestones included within the project.
These would be followed by timeframes that would be able to show the exact time under
which each of the tasks would be completed. Hence, the entire depiction of such kind of
structure would describe the entire breakdown schedule of tasks included within the
project.
3.1.1. High-Level Project Work Breakdown Structure (WBS) Schedule
WBS# Description Duration
(days)
Start Date Finish Date
1.0 Start 1 01-01-2019 01-01-2019
2.0 Initiation of the Project 6 02-01-2019 09-01-2019
3.0 Planning for Implementation Works 20 10-01-2019 06-02-2019
4.0 Testing of Equipment 28 07-02-2019 18-03-2019
5.0 Final Deployment of the Project 41 11-03-2019 06-05-2019
6.0 Project Finish 0 06-05-2019 06-05-2019
3.1.2. High-Level Milestones Schedule
WBS# Description Due Date
1.0 Start of the Project Activity 01-01-2019
2.0 The project has commenced 04-01-2019
3.0 There has been a planning of implementing the works of the
project
31-01-2019
4.0 The different equipment are tested after deployment 12-03-2019
5.0 After the project has deployed, it is been tested 30-04-2019
6.0 The project has successfully been deployed and finished 30-04-2019
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Communications & Stakeholder Management Plans
4. Communications & Stakeholder Management Plans
4.1. Summary & Introduction
There are different key stakeholders who are involved within the project development.
These include hospital management committee, project sponsor, doctors and nurses. These
stakeholders have a major prospect within the procurement of an ultrasound device. The
stakeholders would be able to understand the needs of the patient and thus would ensure
that the device would be installed within the hospital in order to reduce the complexities of
medication. The best method of communication with the stakeholders would be based on
conducting meetings with them in order to understand their needs and thus be able to meet
to the expectations of nursing.
ROLES
Parliament of
Australia
Hospital
Management
Team
Project
Manager
Technical Lead
Business
Analyst
Consultant of
the Project
Junior Doctors
Nurses
Deliverable or Task Status
Initiation of the Project
Defining of project plan and objectives A R C R I C
Determining the project budget A C I A
Planning for Implementation Works
Outlining the details of implementation works C I R I
Planning for deployment of the machine I A C R A
Testing of Equipment
Testing after device is ready A I R C
Use of equipment by doctors and nurses I C R A A
Final Deployment of the Project
Deploying and putting the equipment under test I R A C
Taking feedbacks from doctors and nurses C A R R A
Sponsor Project Team Other Resources
(Fig 1: RACI Matrix)
(Source: Created by Author)
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Communications & Stakeholder Management Plans
4.1.1. Stakeholder Engagement Table
Stakeholder / Interested
Party
Level Of Power /
Influence / Impact /
Interest Communication Need Communication Method What and when Who is responsible?
Hospital Management
Committee
Leading and Supportive To understand the
needs of the
infrastructure within
the hospital
Conduction of Surveys,
In-Service
Visiting the hospital
grounds and look into
the infrastructure
Project Manager
Project sponsor Leading To understand the
decision of Hospital
Management
Committee
Presentation and Paper
fact sheet
Addressing the
decisions of hospital
management
committee during
meetings
Project Manager
Doctors Supportive To understand the
decisions of patients
and communicate
them to the
management
Face-to-face interviews Addressing at wards Project team
Surgical and medical
nurses
Neutral and Supportive To respect the
decisions taken by
doctors and patients
Face-to-face interviews Addressing at wards Project team
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Communications & Stakeholder Management Plans
4.2. Communications Management Plan
There are diverse team that work within the implementation of a project. During the
methods of communication with the entire team involved within the project, it could be
discussed that there should be a proper mode of communication methods. Different kinds
of active communication methods are being used for the communication works of the
project. Some of the methods include face-to-face interviews and meetings, video
conference sessions, telephonic conversations, stand-up presentations and conduction of
webinars.
The Hospital Management Committee should be able to understand the objectives of the
infrastructural changes within the organisation. They should conduct surveys and meeting
with the nurses and doctors in order to gain an idea of the needs of procuring an
ultrasound device.
The project sponsor should be aware of the objectives of the hospital in terms of incurring
an ultrasound device. This would be beneficial for avoiding future issues. The project
manager who would be assisting during the project should explain the details of the project
to the sponsor.
The doctors should conduct interviews with the hospital management team in order to
make them aware of the need of procuring an ultrasound device in order to reduce the
complications of nursing.
The surgical and medical nurses should cooperate with the doctors and hospital
management team in order to provide the best care to the patients in terms of procuring of
an ultrasound device.
4.3. Reporting Requirements
Reporting
Frequency
Format Expected Delivery of the
Report
Methods of
Storing of Reports
High Conduction of
Surveys, In-
Service
Project Manager Computer Storage
High Presentation
and Paper fact
sheet
Project Manager Manual Storage in
files
Medium Face-to-face
interviews
Project team Manual Storage in
files
Medium Face-to-face
interviews
Project team Manual Storage in
files
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Project Management Office Structure & Human Resources Plan
5. Project Management Office Structure & Human Resources Plan
5.1. Project Organisational Structure
5.1.1. Organisational Structure Diagram
(Figure 2: Project Organisational Structure for Procurement Project)
(Source: Created by Author)
5.1.2. Hospital Management Committee
This body within the hospital would be responsible for deciding the entire infrastructural
costs incurred for the organisation. They would also hold responsibility for looking after the
welfare of the organisation and the people.
5.1.3. Project Manager
The project manager would be solely responsible for designing the work on the project
development. They should also manage the daily aspects of the project, resolve any kind of
issue and also implement new strategies for the progress of the organisation.
5.1.4. Project Team
The team concerned with the project would be entirely responsible for designing the project
background, determine the estimated costs that could be incurred within the project. They
should report these perspectives to the project manager.
5.1.5. Working Group
There are certain additional groups that are concerned with the development work of the
project. They would also assist the project manager in performing the work within the
assigned deadline.
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Hospital
Management
Committee
Project Team
Project Manager
Working Group
CEO
Project Consultants

Budget/Cost Management Plan
5.1.6. Project Consultants
They would be responsible for providing consultancy services to the different team partners
and working groups who would be involved within the project.
5.2. Human Resources Management Plan
WBS# Description 2019-20
Project
Budget
Allowance
1.0 Initiation of the Project $ 10600
2.0 Planning for Implementation
Works
$ 1900
3.0 Testing of Equipment $ 1356
4.0 Final Deployment of the Project $ 1754
Totals $ 15610
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Budget/Cost Management Plan
6. Budget/Cost Management Plan
6.1. Introduction
The total incurred costs of the project is $ 15610.
The break-up structure of the costs include:
 Initiation of the project - $10,600
 Planning for Implementation Works – $ 1900
 Testing of Equipment – $ 1356
 Final Deployment of the Project - $ 1754
The different costs incurred within the project would be helpful in delivering the proper
expected output of the project. The procurement of the ultrasound device by the
management team of the hospital would incur the maximum costs within the project. These
costs would be handled as per the cost analysis table as it shows the entire breakdown of
the costs.
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Budget/Cost Management Plan
6.2. Project Budget and Cost Plan
WBS# Description 2019-20 Project
Budget Allowance
2020-21 Project
Budget allowance
Project Budget
Contingency
Allowance
In-Kind Cost
1.0 Initiation of the Project $ 1600
2.0 Planning for Implementation Works $ 1900
3.0 Testing of Equipment $ 1356
4.0 Final Deployment of the Project $ 1754
Totals $ 15610
Project Total Budget Allowance
Overall Project cost allowance
(with in-kind costs)
1 say, 15% contingency allowance
2 Administration services, wages, stationary etc provided by the unit as no cost to the project.
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Risk Management Plan
7. Risk Management Plan
7.1. Introduction
There are different kinds of risks that are involved within the development of the project.
These are such kind of uncertainties that determines that the project would not be completed.
The different kind of risks mostly hamper the execution of the project as per the defined
schedule of the project.
The performance of a proper kind of risk analysis is highly required in order to analyse the
details of the risks. This would be helpful for determining the ways in which the execution of
the project would be hampered and hence the probability of occurrence of the risks would be
reduced. A plan based on the management of risk is basically an approach towards for the
identification, analysing and mitigation of risks that could affect the project. The initiation of
the risk management plan would consists of certain number of steps that could be done for
ensuring that the approached risks have been removed from the system. The technique of risk
management that is to be used within the organisation entirely depends on the risks affected
in the project. The nature should be assessed properly and then the risk management team
should ensure the proper kind of technique that would be highly needed for the mitigation of
the risks.
7.2. Risk Categories
7.2.1. Probability and Impact Table
Rating for Probability and Imapcts
Scale Probably Quality (considering both Time & Cost elements)
E Extreme 70% Very significant impact on overall functionality
H High 51-70% Significant impact on overall functionality
M Medium 31-50% Some impact in key functional areas
L Low 11-30% Minor impact on overall functionality
VL Very Low 1-10% Minor impact on secondary functions
NIL NIL <1% No change in functionality
7.2.2. Probability and Impact Matrix
Grade: Combined effect of Likelihood/Seriousness
SERIOUSNESS
LIKELIHOOD
EXTREME
– =<1.0
HIGH
<0.9
MEDIUM
<0.7
LOW
<0.5
VERY
LOW <0.3
NIL –
<0.1
EXTREME =<1.0 1.0 0.90 0.70 0.50 0.30 0.1
HIGH <0.9 0.90 0.81 0.63 0.45 0.27 0.09
MEDIUM <0.7 0.70 0.63 0.49 0.35 0.21 0.07
LOW <0.5 0.50 0.45 0.35 0.25 0.15 0.05
VER LOW <0.3 0.30 0.27 0.21 0.15 0.09 0.03
NIL <0.1 0.1 0.09 0.07 0.05 0.03 0.01
7.2.3. Recommended actions
Recommended actions for grades of risk
Grade Risk mitigation actions
E Proactive mitigation actions required to reduce the likelihood and seriousness. Identify
and implement as soon as the project commences as a priority.
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Risk Management Plan
H Proactive &/or reactive mitigation actions required to reduce the likelihood and
seriousness. Identify appropriate actions and implemented during project execution.
M Proactive &/or reactive mitigation actions required to reduce the likelihood and
seriousness. Identify and cost contingency plans for possible action; if funds permit.
Monitor regularly.L Monitor regularly to determine if/when action is needed. Develop a contingency
(reactive) mitigation plan.
VL To be noted - no action is needed unless grading increases over time. Monitor regularly.
N To be noted - no action is needed unless grading increases over time.
Procurement Plan of Ultrasound Device Project Plan v 1.0
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Risk Management Plan
7.3. A Basic Risk Register
Condition Cause Consequence
Likelihood
Seriousness
Grade Mitigation
There is a risk that… Caused by… Resulting in…
1. The costs would be
unbearable for the hospital
management
Poor form of scope creep
and cost estimating
accuracy
Barriers to the progress of the
project implementation
L H VL The total incurred costs within the project should be properly
calculate and thus put forward before the initiation of the project.
2. Scheduling of tasks would
be longer than expected
Slippages within schedule Increase in costs, delay of
reports based on project
benefits
VL M L Each of the tasks should be properly scheduled based on the
number of days it would long. These should be properly put into
proper order for determining the completion of the project.
3. Performance of the project
might get hampered
Improper definition of
specification of the project
This would result in failure to
complete the project within the
assigned deadline.
VL H E Each of the specifications initiated with the project should be
properly implemented. This would ensure the start of the project.
4. Strategies would not be
implemented
Poor form of design of
strategy
This would result in poor form
of outcomes of the project.
H M L The strategies implemented for the development of the project
should be properly defined before the initiation of the project.
5. Legal risks might occur Poor form of compliance
according to the standards
of Health Industry
This would result in contract
risks and litigation that would
be incurred against the project
development.
M H E Proper form of actions should be taken as per the norms of the
industry on a prior basis. This would thus ensure that no such
legal risk might be occurred within the project.
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Quality Plan
8. Quality Plan
8.1. Quality Management Plan
8.1.1. Methodologies and Standards;
 Stakeholder Requirements – These are such requirements, which are mostly collected
from concerned stakeholders that include business units, customers and operation
teams.
 Project Sponsor Requirements – These individuals are mostly concerned about the
expected delivery of the project within the assigned deadline.
8.1.2. Monitoring Procedures;
 This includes the several high level monitoring processing over the entire operations
performed by the project team. This would ensure the correct form of project outputs
such that they would be able to meet with the expectation of customers.
8.1.3. Change/Issues/Problem Management;
 There could be some issues that could arise in terms of the project scope, budget
limitations that could affect the progress of the project. These issues should be
addressed by the project management team who would be proactive in dealing with
the issues.
8.1.4. Review and Acceptance Procedures; and
 The outcomes from the proper execution of the project would be measured based on
the number of positive feedbacks from customers and various bodies that are in
association with the project. These outputs would be handed over to the stakeholders
who were involved throughout the project.
8.1.5. Documentation and Record Keeping.
The project team should be able to maintain a proper documentation of the entire project
work. This would help in ensuring the correct records of the entire project and would also
ensure the right kind of deliverables of the project. The proper form of documentation would
ensure that each of the intrinsic details are put into the project.
An accurate form of written record would be able to detail out the entire set of aspects based
on patient monitoring. It would also form an integral part of the provisioning based on nursing
care and nursing management of a certain patient. In terms of legal aspects, the purpose of
documentation and keeping of records is meant for the protection of the healthcare
professional and the nurse. A well-maintained record would be able to protect the medical
practitioner in several instances where the actions based on legal defences would be required.
The different forms of record used within healthcare services are – Hand written records and
computer-based systems.
The different components of a patient record are – medical records, medication charts,
laboratory reports and orders, handover sheets and patient assessment forms.
According to different healthcare professionals, the importance of good record keeping and
documentation could prove to be satisfactory based on the part of the healthcare industry and
the patients. Recording each of the activities and intervention of the patient has assisted with
the enhancing of perioperative practice. It has also helped in solving different kinds of
professional and legal incidents that have occurred.
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Bibliography
9. Project Closure & Outcome Realisation
In order to finalise the proper completion of the project, there would be a certain handover
meeting. This would ensure:
 The documents and project plan would be successfully delivered to the project
management team.
 Confirmation gained from signing of the closure contracts.
 Each of the documents that were made during the initial stages of the development of
the project would be signed properly by each of the stakeholder groups involved
within the project. The project manager should also observe that each of the
documents have been duly signed and then the entire infrastructure would be handed
over to the hospital management team.
 The closure report should also ensure that the training to the hospital management
staff have been properly been made. This would ensure that the training schedule
were properly determined such that it would not harm the normal routine work of the
entire project.
 Warranty certificate should be issued in proper time and they would be handed over
to the hospital management team.
 A closeout report should be fully prepared that would ensure that each of the details
involved within the project have been fulfilled.
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Bibliography
10. Bibliography
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Amar, A., Kouki, A. and Cao, H., 2015. Power approaches for implantable medical
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attendance and number of hospital deliveries among pregnant women in rural communities: a
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Becker, D.M., Tafoya, C.A., Becker, S.L., Kruger, G.H., Tafoya, M.J. and Becker, T.K., 2016. The
use of portable ultrasound devices in low and middle income countries: a systematic review‐ ‐
of the literature. Tropical Medicine & International Health, 21(3), pp.294-311.
Botje, D., Klazinga, N.S., Sunol, R., Groene, O., Pfaff, H., Mannion, R., Depaigne-Loth, A., Arah,
O.A., Dersarkissian, M., Wagner, C. and DUQuE Project Consortium, 2014. Is having quality as
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De Fauw, J., Keane, P., Tomasev, N., Visentin, D., van den Driessche, G., Johnson, M., Hughes,
C.O., Chu, C., Ledsam, J., Back, T. and Peto, T., 2016. Automated analysis of retinal imaging
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Haverkort, J.M., Minderhoud, A.B., Wind, J.D., Leenen, L.P., Hoepelman, A.I. and Ellerbroek,
P.M., 2016. Hospital preparations for viral hemorrhagic fever patients and experience gained
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