Project Management Plan for Long-Duration Project

The assignment is about a project for implementing computer systems, software, and network infrastructure in an organization. The project requires careful planning, resource allocation, and stakeholder management to ensure its success. The project manager must ensure that the project moves as per schedule, provision of extra funds, and intentional slack time are provided. Resistance from employees needs to be managed using Kotter's Change Management tool effectively. The required resources include computer systems, software developers, network engineers, trainers, data entry operators, and others. A stakeholder prioritization matrix is used to identify the priority levels of stakeholders. A project communication plan outlines the frequency and format of communication with various stakeholders. A plan for resolving resource overloads includes hiring additional human resources, utilizing overtime, rescheduling vacations and training, outsourcing work, and delaying or cancelling low-priority projects.

Project Charter
Implementing Integrated Information System
Douglas Springer
10/3/16
Project Management
(10956)
Roberts, Kim

Business Case
Health-Life Ltd provides various health services to the local community and to the patients who
come from other cities. The hospital is running good and there are brighter opportunities ahead.
It is expected that due to the improvement in the economy, people will prefer better medical
services. The current operational procedures of the hospital can process only 20-25 patients a day
with the total number of physicians it has in place. The management sees good opportunities
ahead and wants to step up the processes. The company will start the new operation at its new
facility in the next premise. The additional facility will allow the hospital to manage additional
20-25 patients a day. However, the management is concerned about the effective management of
the increased patient number and tracking all the records on regular basis. Moreover, the security
of the patients’ personal information is another concern. The paper based mechanisms of
managing the patient data will no longer be effective after the commencement of the new
facility. Apart from this, the management wants to integrate the entire functions within the
organization together so that it can keep track of all the activities and get updates when desired.
The management has hired a consultant who can help them overcome this challenge. The
consultant has suggested the management to implement integrated information technology.
Project Scope
The project is focused towards upgrading the entire mechanisms of the hospital system. The new
system will increase the operational efficiency and more patients will be handled well. The
project will bring together the heads of various departments and will implement an integrated
information technology. Mentioned below is the project scope that will be kept in consideration
while moving ahead with the project:
- Implementation of computers in all the five departments (Marketing, Finance, Human
Resources, Supply Chain, and Operations)
- Online Connectivity of the entire computer system through LAN
- Establishment of Cloud Service for data storage
- Operation specific software development
- Website and Mobile App Development for online appointment and patient tracking
- Storage of patient data on cloud
- Safety and Security Implementation
Milestone Schedule and Acceptance Criteria
Milestone Completion
Date
Responsible
Personnel
Acceptance Criteria
Need Assessed November 1,
2016
Project Manager,
Project Analyst
Entire need of the hospital
identified

Implementation Plan
Development
November 15,
2016
PM, Management Approved from Management
Resources Requirement
Prepared
November 25,
2016
Project Analyst,
Procurement
Manager
Approved by Project
Manager
Resources Procured December 25,
2016
Procurement
Manager
Resources are as per the
requirements
Computer
Implementation
February 15,
2017
PM, System
Engineers
Computers have been
installed in each of the five
departments
Online Connectivity
through LAN
March 20,
2017
Network Engineers All the computers are
connected to the web
Cloud Service Vendor
Identified
April 15,
2017
PM, Project Analyst Suitable cloud service vendor
has been identified and
approved by the management
Cloud Service Installed May 30, 2017 Software Designers,
Software
Developers
Cloud service has been
installed and running
Software Development July 30, 2017 Software Designers,
Software
Developers
Software designed and
developed.
Website Development March 15,
2017
Outsourced #1 Outsourced to external
developer. Developed as per
requirement
Mobile App
Development
April 15,
2017
Outsourced #2 Outsourced to external
developer. Developed as per
requirement
Cloud, Mobile App,
Website, and Computers
Integrated
September 5,
2017
Software
Developers,
Network Engineers
Entire system is integrated
and working as required
Patient Data Stored October 30,
2017
PM, Data Entry
Operators
Entire paper based recorded
updated to the online system
Safety and Security
Provision
November 15,
2017
PM, Security
Analyst, Software
Developers
Effective security is in place
Training and
Development
December 31,
2017
PM, Trainers Concerned employees are
trained to use the system
Risks and Mitigation Plan
Identified Risks Responsible Personnel Mitigation Plan
Members leaving in between
as project duration is very
long
Project Manager Should have proper backup of
members and staffs in case
this happens
Cost and Duration Extension Project Manager Ensure that the project moves

as per schedule along with
provision of extra funds and
more intentional slack time in
hand
Resistance from Employees Management Using Kotter’s Change
Management tool effectively
Required Resources
Description Estimated Cost (Top-Down) ($)
10 Computer Systems 2000
LAN Equipment 1000
Cloud Service 1500 + 500/year
Total Physical Resources 4500
Software Developer, Software Designers, System
Engineers, Network Engineers
20/hr
PM 25/hr
Communication Manager 18/hr
Project Analyst 18/hr
Trainer 20/hr
Data Entry Operators 12/hr
Total (Estimated Human Resource) 246044
[(20*4+25+18+18+20+12)/9*320*40]
Total Estimated 250544
Stakeholder List
Stakeholder Description
Management (Sponsors) Will fund the project and concerned with the
entire project success
Project Manager Look after the project success and entire
resource management
Project Analyst Analyses the project requirement and other
areas
Procurement Manager Procures required resources and talks to
vendors
System Engineer Implement Computers in various departments
Network Engineer Implement LAN in the entire organization
Software Designer Develops designs for software to be used in
hospital operation
Software Developer Develops software based on designed build by
software designer

Outsourced Agency Develops mobile app and website
Data Entry Operator Converts offline data to online
Security Analyst Analyses the online security measures and
helps developers in implementation
Trainer Trains the employees to use the new system
Stakeholder Prioritization Matrix
The chart below shows the stakeholder prioritization matrix for the project:
Stakeholder Categories Attitude
(-10) - 10
Activity
0 - 10
Attitude
Rating
Power
0 - 10
Interest
0 - 10
Power
Rating
Management (Sponsors) 5 5 25 9 4 36
Project Manager 4 8 32 7 5 35
Project Analyst 8 3 24 6 3 18
Procurement Manager 6 4 24 2 7 14
System Engineer -8 2 -16 4 8 32
Network Engineer 7 6 42 4 7 28
Software Designer 4 7 28 5 6 30
Software Developer 4 2 8 3 6 18
Outsourced Agency 7 2 14 2 10 20
Data Entry Operator 7 6 42 1 5 5
Security Analyst 6 3 18 5 6 30
Trainer 3 2 6 5 6 30
Project Communication Plan
Item Provider Audience Form / Media Frequency
Project
Component
Documentation
Business
Analyst
Sponsor, PM and team
members
Document on
Confluence page
with authorized
access
After every
release of the
component
Project Status
Meeting
Project
Manager
Sponsors, Users, System
Engineer, Network
Engineer, Software
Designer, Software
Developer
Meeting and
Presentation
Every Two
weeks
Blockers List Project Dependent Teams Email Whenever

Manager Managers there is any
blocker
Risk Document Business
Analyst
Sponsors Report Bi-Weekly
Change
Management
Report
Change
Authorizer
PM, Stakeholders and
Developers
Change Request
Form
At every
release of the
component
Plan for Resolving Resource Overloads
Given below are the steps that will be considered to resolve the resource overloads that might
occur during the project planning:
- Hiring of additional human resource can be one of the solutions
- The overtime can be utilized of the individuals who will work on the project
- Temporary individuals will be assigned for the project
- Vacations and Training provisions will be rescheduled to other dates
- Work will be outsourced in case of excess overload
- Projects with low priority will be delayed or cancelled for the time being
Project Milestones and Work Breakdown Structure
Given below is the snapshot of the project schedule developed through MS Project:

Team Operating Principles
1. The entire team will not be taking any leave without the approval of project manager. PM
must be informed a month earlier
2. Entire communication will take place through emails and all members will be kept in
loop through using group email function
3. All members must attend all meetings no matter what
4. All members will communicate in respectable manner
Signature and Commitment
Management (Sponsors) ____________________________________
Project Manager __________________________________________
Project Analyst ___________________________________________
Procurement Manager ______________________________________
System Engineer ___________________________________________
Network Engineer __________________________________________
Software Designer __________________________________________
Software Developer _________________________________________
Outsourced Agency __________________________________________
Data Entry Operator __________________________________________
Security Analyst _____________________________________________
Trainer ____________________________________________________