Electronic Health Record System Implementation Project Plan

This project plan outlines the implementation of an Electronic Health Record (EHR) system at Mount Pleasant Hospital, addressing the challenges of paper-based medical records. The project's mission is to develop an upgraded hardware and software system for storing and managing patient information electronically, improving emergency treatment management, and streamlining medication ordering. Key objectives include developing a measurable, achievable, realistic, and time-limited EHR system within six months, focusing on evidence-based strategies, feasibility, sustainability, and ethical considerations. Deliverables include a technically upgraded IT system, the new EMR system, system security, and training for hospital staff. The plan includes a work breakdown structure, Gantt chart, risk analysis with contingency plans, resource allocation, a detailed budget, and a project management structure defining stakeholder roles. The project also addresses change management, stakeholder engagement, and potential challenges to ensure successful implementation and long-term sustainability.

Instructions for Using the Project Plan Template
This template is designed to guide in completing the project plan.
The Project Plan Template is designed to both guide on content and approach to the
Project Plan as well as how it can be formatted or presented.
The headings/sub-headings to be adapted to suit the project plan.
The template is organized by sections with guidance as to how to complete the section
and the relevant information and analysis to be included. Instructions should be deleted
and your own words inserted. Ensure that the project plan is written in plain English and
supported by academic sources.
Word Limits and Length
Estimated word limits for each section have been included and should be been used as a guide.
Total length of the Project Plan excluding appendices and references MUST NOT exceed
2,000 words.
In addition to the 2,000-word Project Plan you also have to
develop a short PowerPoint presentation supporting the
project.
It is expected that the PowerPoint presentation will consist of
approximately 12 slides and is to be used to brief the
Executive staff of the project.

Project Plan: Electronic Health Record
1. Problem statement
The current problem faced by Mount Pleasant Hospital is that the medical records are stored in paper
format. Although these documents are stored in safe places, the papers wear out with time and often it
takes a lot of time to find the document of a particular patient when too many records are racked up in
one place (Julien, 2014). Hence, the hospital authority has proposed the development of a new
electronic health record system so that these records can be stored in the electronic format instead of
paper documents.
Hence, the main problem is “the use of paper documents that wear out with time or gets lost in a rack of
various documents making it hard and time consuming to find a particular document”.
2. Project mission statement
The overall project is based on the development of a new electronic health record system for Mount
Pleasant hospital. In this system, the medical documents of the patients will be stored in the form of
electronic documents with unique user id and electronic verification code so that they can be easily
found when needed and verified (Hanauer et al., 2015). In addition to the storage of electronic
document, the EMR will also help in the management of emergency treatments for stroke, hip fracture,
cardiology and other conditions and quick ordering of medications from the clinics. All these features will
require new software support for the hospital that in turn will require upgradation of the current
hardware set up available at the hospital.
In short, this project aims to deliver new upgraded hardware and software system for the development
of EMR for Mount Pleasant Hospital.
3. Project goals, objectives and strategies
Project goal
The goal of the project is to establish a new IT set up at Mount Pleasant Hospital by upgrading the
existing hardware and installing necessary software. Additionally, a new EMR (Electronic Medical /
Health Record) system will be set up where the medical records of patients and other relevant
information will be stored online without the need for paper documents (De Moor et al., 2015). For the
purpose of verification process, electronic identification systems like qr code, bar code and others can be
used.

Project Objectives
The objectives of the project are as follows.
 Specific – To develop an electronic health record system for Mount Pleasant Hospital
 Measurable – To complete the project within a reasonable budget and time period
 Achievable – To upgrade the existing technical set up and install new software for EMR
 Realistic – To develop the system with realistic budget and appointment of sufficient
number of project team members
 Time Limited – To complete the project within a 6 months time period
Project strategies (what is actually going to be done)
Based on the requirements of the project, there are several project strategies that are to be developed.
Some of the potential project strategies that should be applied are as follows.
 Based on evidence of “what works” – The main issue to be addressed in the use of
paper documents that can be easily destroyed and it is time consuming to find a
particular piece of document. On the other hand, the new proposed system will address
all these issues and will only require sufficient software support and internet connection
for the storage of electronic documents online.
 Actionable – In order to install the EMR system, the existing hardware set up of the
hospital will have to be upgraded to meet the system requirements for the
implementation of the new software (Gellert, Ramirez & Webster, 2015). Furthermore,
the upgraded hardware will add more sustainability to the system given that the
maintenance costs are low.
 Feasible – The overall budget structure should be made such that over-expense is not
encountered in any phase of the project. Feasibility is the most important aspect of
project management and a project must be feasible in terms of budget, schedule, scope
and other factors.
 Sustainable – The system should be developed such that it will be suitable for at least
the next 10 years without the need for additional expenses except maintenance costs
and minor upgrades.
 Able to address political and stakeholder issues – Political questions may be raised
regarding the privacy of personal information, especially the VIP patients. For their
priorities, premium account system should be developed that can only be accessed by
the patient himself and after a series of verification procedures (Hoffmann et al., 2017).
Stakeholders of the organization may not be technically sound and unable to manage
the new system. In that case, they should be provided with suitable technical training
after the project is complete.
 Ethical – In the new EMR system, each and every record will be stored with the prior
consent of the patient and the doctors. It will be required for the patient to register
himself for an account where he will be able to store his own electronic documents that

can only be accessed by the patient himself, his assigned doctor / therapist and the
hospital authority.
 Selected because they have the highest impact – Since the main problem of the current
system is the use of paper documents, a particular solution was needed to be selected so
that the documents can be stored for a long period of time and a particular piece can
easily be found without spending much time and effort. The new EMR system will
address all the issues as well as add sustainability to the new system of operations.
4. Deliverables
On completion of the project, a technically upgraded hardware and IT system will be delivered along
with the new EMR system for electronic storage of medical documents. In addition, sufficient system
security will be provided along with training sessions for the employees and staffs of the hospital.
5. Work breakdown structure to detail tasks; schedule, sequencing
and timeframe
The work packages of the project are shown in the following work breakdown structure.
Figure 1: Work Breakdown Structure

(Source: Created by Author)
Accordingly, the Gantt chart of the project is shown as follows.

Figure 2: Gantt Chart of the Project

(Source: Created by Author)
6. Risk analysis and contingency plans
The risk analysis has been done and contingency plans have been developed accordingly in the following
risk register.
Risk Description Chance of Occurrence Effect on Project Contingency Plan
Lack of sufficient
planning for the EMR,
especially including a
large pool of doctors,
staffs and patients, can
cause negative impact
on the developed
system.
High Medium Instead of a small pool
of users, a large pool
should be considered as
test case and proper
implementation plan
should be developed
accordingly.
Unwillingness of the
stakeholders can be
another major risk
associated with the
project.
Medium Low The stakeholders should
be made aware
regarding the benefits
of the new EHR system
before implementation
is initiated (Kohli & Tan,
2016).
If all the points and
aspects of the new
system are not
identified and
considered, there can
be major financial and
technical risk later on as
the new EHR will
demand total
overhauling of the
system.
Medium Very High In order to maintain
continuity with the
status quo, proper
planning is necessary
regarding identification
of each and every
aspect of the newly
developed system.
Implementation of EHR
may cause huge
expenses and the return
on investment can also
be delayed significantly.
High Very High Proper budget
estimation is required
along with accurate
prediction of return on
investment (Miotto et
al., 2016).
Security and privacy
breach attacks may
cause massive problems
as the personal
information of patients,
Very High Extreme Proper security firewall
should be implemented
along with specific
softwares for detection
and blocking of possible

doctors and internal
information of the
hospital may get stolen
and misused.
breach of security
attacks.
7. Project resources required
The project resources are shown in the following table.
Resource Name Type Initials Max. Units Std. Rate
Project Manager Work P 100% $250.00/hr
Chief Financial Officer Work C 100% $200.00/hr
Chief IT Officer Work C 100% $200.00/hr
Developer and Technical
Experts Work D 100% $500.00/hr
Tester and System Trainer Work T 100% $125.00/hr
Hardware Material H $350,000.00
System Training Material S $100,000.00
Software Material S $80,000.00
Vendor Costs Material V $175,000.00
8. Project management structure
The project management structure is shown in the following table.
Stakeholder Name Stakeholder Designation Stakeholder Roles
Mr. A Project Manager Preparation of project plan,
approval of requests, manage
and control project
Mr. B Chief Financial Officer Management and control of
budget allocation

Mr. C Chief IT Officer Reporting on current IT system,
coordination with developers
during IT implementation
Mr. D Developers and Technical
Experts
Implementation of the EMR
Mr. E Tester and System Trainer Test the developed system and
train hospitals regarding use of
the EMR
9. Budget
The budget details for the project are shown in the following table (prepared using bottom up
estimation).
Task Name Resource Names Cost
Development of Online
Streaming Media Player
$1,192,800.00
[TOTAL COST]
Project Planning $33,200.00
Analysis and Survey of
Current Shortfalls Chief IT Officer, Project Manager $14,400.00
Identification of Solution Chief IT Officer $3,200.00
Feasibility Testing of
Proposed Solution Chief Financial Officer, Chief IT Officer $6,400.00
Develop Project Plan Project Manager, Chief IT Officer $7,200.00
Approval of Project Project Manager $2,000.00
Project Initiation $21,200.00
Assign Stakeholders to
Various Posts Project Manager $2,000.00
Hire Developers and
Technical Experts Project Manager $4,000.00
Develop Project Charter Project Manager $4,000.00
Define Project Scope Project Manager $2,000.00

Evaluate Feasible Budget Chief Financial Officer $1,600.00
Determine Assumptions
and Constraints Chief IT Officer $1,600.00
Develop Project
Schedule Project Manager $2,000.00
Divide Work Package as
per Schedule Project Manager $2,000.00
Approval to Proceed Project Manager $2,000.00
Project Execution $1,090,400.00
Assign Roles to Team
Members Project Manager $2,000.00
Assign Project Room Project Manager $2,000.00
Procure Budget for
Project Chief Financial Officer $1,600.00
Initiate Development Chief IT Officer, Developer and Technical Experts $5,600.00
Prepare List of Features
to be Added Chief IT Officer $3,200.00
Upgrade Hardware
Systems
Developer and Technical Experts,
Hardware[1],Vendor Costs[1] $565,000.00
Initiate Development of
Software Developer and Technical Experts, Software[1] $88,000.00
Develop EMR Prototype Developer and Technical Experts $80,000.00
Develop User Portal Developer and Technical Experts $20,000.00
Run Prototype Developer and Technical Experts $8,000.00
Test for Errors and Bugs Developer and Technical Experts $8,000.00

Debugging and
Troubleshoot Developer and Technical Experts $16,000.00
Development of Full
Version Developer and Technical Experts $140,000.00
Testing of Full Version Developer and Technical Experts, Tester and
System Trainer $50,000.00
Staff Training System Training[1],Tester and System Trainer $101,000.00
Project Closing $48,000.00
Thorough Review of
Project Chief IT Officer, Project Manager $14,400.00
Documentation of
Project Chief IT Officer, Developer and Technical Experts $22,400.00
Final Appraisal Project Manager $4,000.00
Stakeholder Sign Off Chief Financial Officer, Chief IT Officer, Project
Manager $5,200.00
Official Closing Project Manager $2,000.00
The cash flow during the entire course of the project is shown below.
May 6, 2018
May 20, 2018
June 3, 2018
June 17, 2018
July 1, 2018
July 15, 2018
July 29, 2018
August 12, 2018
August 26, 2018
September 9, 2018
September 23, 2018
October 7, 2018
October 21, 2018
November 4, 2018
$0.00
$50,000.00
$100,000.00
$150,000.00
$200,000.00
$250,000.00
$300,000.00
$0.00
$200,000.00
$400,000.00
$600,000.00
$800,000.00
$1,000,000.00
$1,200,000.00
$1,400,000.00
Cost Cumulative Cost
Figure 3: Cash Flow Graph

(Source: Created by Author)
10. Communications and reporting
The communications and reporting plan for the project is shown in the following table.
Stakeholder Meeting Frequency Mode of
Communication
Need for
Communication
Project Manager Weekly Face to Face, Project
Report Document, Email
Requests for changes,
funds, supervision,
guidance
Chief Financial Officer Bi-Weekly Presentation of Finance
Reports and
Requirements
Request for fund
allocation
Chief IT Officer Daily Face to Face Progress of IT Upgrade
Developers and
Technical Experts
Daily Project Progress Report Progress of Project
Tester and System
Trainer
Daily Test Reports and
Training Report
Monitoring test results
and employee training