Project Management for IT Professionals (PMITP) Report - INFS 5057

This report, prepared for the INFS 5057 Project Management for IT Professionals course at the University of South Australia, presents a comprehensive project initiation plan for implementing a Practice Management System (PMS) at AAA Family Practice. The report details the project's background, roles, and responsibilities, and outlines strategies for quality, configuration, risk, and communication management. It includes procedures, tools, techniques, records, reporting mechanisms, and timelines for each management area. The project plan encompasses product descriptions, schedules, and control measures. The report also documents minutes from group meetings and provides references and appendices. The assignment addresses a real-world scenario, requiring students to apply project management principles to solve business problems and improve operational efficiency.

University of South Australia
School of ITMS
INFS 5057: Project Management for IT Professionals (PMITP)
DECLARATION OF CONTRIBUTION
Team No/Name: ________________________
The following is a declaration of your individual contributions towards this group assessment. If any
contribution does not meet the assessment requirements, the course coordinator may adjust individual
marks up or down, depending on the level of contribution made.
Team Member 1
Name: ___________________________________________________________________________
I contributed _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate).
_________________________________________________________________________________
_________________________________________________________________________________
Team Member 2
Name: ___________________________________________________________________________
I contributed _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate).
_________________________________________________________________________________
_________________________________________________________________________________
Team Member 3
Name: ___________________________________________________________________________
I contributed _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate).
_________________________________________________________________________________
_________________________________________________________________________________
Team Member 4
Name: ___________________________________________________________________________
I contributed _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate).
_________________________________________________________________________________
_________________________________________________________________________________
Team Member 5
Name: ___________________________________________________________________________
I contributed _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate).
_________________________________________________________________________________
_________________________________________________________________________________

Project Management for IT Professionals
<Date>
Prepared by
<Group number>
<Names of group members>

Table of Contents
5. Role Descriptions................................................................................................................4
6. Quality Management Strategy............................................................................................5
6.1 Quality Management Procedure...............................................................................5
6.2 Tools and Techniques................................................................................................5
6.3 Records......................................................................................................................6
6.4 Reporting...................................................................................................................6
6.5 Timing of Quality Management Activities.................................................................6
6.6 Role and Responsibilities...........................................................................................6
7. Configuration Management Strategy.................................................................................7
7.1 Configuration Management Procedure....................................................................7
7.2 Issue and Change Control Procedure........................................................................7
7.3 Tools and Techniques................................................................................................7
7.4 Records......................................................................................................................7
7.5 Reporting...................................................................................................................8
7.6 Timing of Configuration Management and Issue and Change Control Activities.....8
7.7 Roles and Responsibilities.........................................................................................8
7.8 Scales for Priority and Severity..................................................................................8
8. Risk Management Strategy.................................................................................................8
8.1 Risk Management Procedure....................................................................................8
8.2 Tools and Techniques................................................................................................9
8.3 Records....................................................................................................................10
8.4 Reporting.................................................................................................................10
8.5 Timing of Risk Management Activities....................................................................10
8.6 Roles and Responsibilities.......................................................................................10
8.7 Scales.......................................................................................................................11
8.8 Proximity..................................................................................................................11
8.9 Risk Categories.........................................................................................................11
8.10 Risk Response Categories........................................................................................11
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8.11 Early-warning indicators..........................................................................................11
8.12 Risk Tolerance..........................................................................................................12
8.13 Risk Budget..............................................................................................................12
9. Communication Management Strategy............................................................................12
9.1 Communications Procedure....................................................................................12
9.2 Tools and Techniques..............................................................................................13
9.3 Records....................................................................................................................13
9.4 Reporting.................................................................................................................14
9.5 Timing of Communication Activities........................................................................14
9.6 Roles and Responsibilities.......................................................................................14
9.7 Stakeholder Analysis................................................................................................14
9.8 Information Needs...................................................................................................15
10. Project Plan.......................................................................................................................16
10.1 Plan Description.......................................................................................................16
10.2 Tolerances................................................................................................................16
10.3 Product Descriptions...............................................................................................17
10.4 Schedule..................................................................................................................17
11. Project Controls.................................................................................................................17
11.1 Monitoring and Control...........................................................................................18
12. Minutes of Group Meetings..............................................................................................19
12.1 Meeting 1.................................................................................................................19
12.2 Meeting 2.................................................................................................................21
12.3 Meeting 3 (repeat for each meeting held)..............................................................23
13. References..........................................................................................................................25
14. Appendices.........................................................................................................................28
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5. Role Descriptions
The project to be explained in this Project Initiation Plan includes the case about the
organization of a family practice health organization called the AAA Family Practise that has
been set up in a newly developed area. The responsibility of the implementation of a
Practise Management System or PMS is to be set for the AAA Family Practise and this has to
be done initiating with the Project Initiation Plan that would firstly describe the background
of the project to describe the initial set up of the organization. This would help in
establishing the needs behind the organization and the ways that can be considered for the
establishment of the project plan or the PMS. The organization has already set up its
medical practise 3 years ago and has accommodated the medical care in the newly
developed area that has both commercial establishments and residential complexes. The
healthcare organization even has few staff consisting of two doctors, a nurse, an assistant
for the doctor and an administrative assistant. The company has found to be storing all their
information in a manual basis that enabling all the record to be stored on papers. The past
three years that the organization has operated, clearly tells about the organization and its
establishment about the area where the patients have been found to be growing at a huge
rate. The growth has been predominantly found to be implying that the patients have been
incurring from the suburbs and this has resulted in the addition of new staff members
including two new doctors and two administrative assistants have also been appointed to
help the existing Practise Manager as well.
The role described for the team can be described as the following:
Executive – Practice Owner, Alicia Paterson.
Senior User – Practise Manager, John Chatman.
Senior Supplier – Contract IT firm specialising in developing Practice Management
Systems.
Project Manager – External contractor as the Family
Team Manager(s) – For the management of the team and monitoring the project
progression
Project Support – The supporting department in case of any disruption occurs
Project Assurance – For the handling of the Emergency cases
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Change Authority – Ensure any changes required in the project
6. Quality Management Strategy
6.1 Quality Management Procedure
The quality management procedure would be determined by the implementation of
monitoring of the project at every stage of development for the process management
system to understand if the requirements of the organisation and customers would all be
fulfilled with the implementation of the project as for the decided plan. The reasons to
implement the replacement of the legacy system and implementing a completely new
process management system for handling the business system is due to the exponents rising
customers in organisation. The patient infiltration is making it difficult for the organisation
to keep hold of all the records. The business options would be much enhanced due to the
implementation plan and this would help in the further growth and reputation of the
organisation.
6.2 Tools and Techniques
The tools and techniques that would be utilised for this procedure would be the flow charts
and the cause and effect diagrams that would analyse all the project constraints and project
progressions with the causes and effects describing with the flow of the project. However,
the manual system administration and documentation procedures have resulted to the
various issues that has led to the disruption in the practises. The project would thus be
formulated to help the AAA Family Practise organization in developing a Practise
Management System or PMS for the organization so that the organization would be
effectively handling the business information for facilitating the day to day operations
including the sales, accounts and the information regarding the customers and staff within
the organization.
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6.3 Records
The records for all the process techniques and the monitoring procedures would be
recorded in specific forms of documentations. The expected benefits are the proper
management of the business information, the proper handling of the patient data, the
reduced time inpatient booking and confirmation, the reduced waiting time for the patience
to book a doctor and the overall business expansion.
6.4 Reporting
The senior project manager would be reported about all the quality checking for the
procedures.
6.5 Timing of Quality Management Activities
The time in quality management activities would be embodied together to form the
management and this would be justified with the help of the sharing of time at every stage
within the process. The quality management activities would be done throughout the
project at every level, so it would take all the six months of project implementation. This
should be done with the help of the project stage, any solution state, auditing of every
quality management activity and end of quality management activities.
6.6 Role and Responsibilities
The roles and responsibilities value provided to the project work for improving the quality
management plan, providing quality assurance to the project and all the details of the
project quality management system. The team selected for the project management would
be described as follows:
Executive
Senior User
Senior Supplier
Project Manager
Team Manager
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Project Support
Project Assurance
Change Authority
7. Configuration Management Strategy
7.1 Configuration Management Procedure
The configuration management strategy would begin with the procedure of planning for
implementing the strategy of the automated information system to be enabled within the
organisation with the help of the entire team. This should be formulated with the
identification of the unique product controlling the information system, accounting the
status of the project at every stage and verifying the project configuration with the help of
auditing. The only dis-benefits that the organisation would have would be in training the
employees about the new process management systems is they we are already accustomed
to the previous legacy system.
7.2 Issue and Change Control Procedure
According to the PRINCE2 methodology the issues and change control procedure will hold
the implementation of few stages like, capturing, examining, proposing, deciding and finally
implementing the recommended solution.
7.3 Tools and Techniques
The tools and techniques that would be implemented would be Microsoft office 365 product
and OneDrive.
7.4 Records
The record should be generated for tracking all the data and information within the project
and it would maintain all the history, status, version of the project to ensure that the issue
register is only used for maintaining the occurrence of issues.
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7.5 Reporting
The way of reporting an issue would be done with the help of requesting for change,
acquiring all the specification of the issue, discussion of the problem with the manager who
would be able to find the solution for the problem.
7.6 Timing of Configuration Management and Issue and Change Control
Activities
The timing of the configuration management and issued change control activities would be
during the stages for the documentation processes and the issue change control activities
would be done at the final law and stage of the project. The time scale for this project would
be done in about 6 months’ time from planning to implementation.
7.7 Roles and Responsibilities
The roles and responsibility of issue handling and change management would be added to
the project board, the executive, the senior supply, the senior user, the project manager,
the team member, the project assurance and project support team.
7.8 Scales for Priority and Severity
The scale for the priority and severity would be described as the rating done for all the
changes including the functions that would be declared as must have, should have, could
have and won't have. The severity scale is to be identified with critical, high, medium and
low stages of effect.
8. Risk Management Strategy
8.1 Risk Management Procedure
The risk management procedure would also be managed as per the recommendation of
PRINCE2 with the help of five steps and this would cover the activities of identification of
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the risk, assessment of the risk, planning to mitigate the risk and the threats with the
opportunities chosen and methods for the planning of the schedule, implementation of the
responses to the risk and communicating the opportunities of mitigating the risk and all the
information related to the threats to the project stakeholders. The major risks would be the
plan where the team good have to understand all the project constraints and understand
the utilisation of the process management systems since they are not accustomed to who
this system being using the legacy system and manually handling the business information.
8.2 Tools and Techniques
The tools and techniques utilised for the risk management strategy would be the probability
and impact matrix that would help in having a flexible approach towards identified risk and
acquiring an immediate response. This would also be formulated with the possibility that a
significant risk has been assessed with the help of this tool. The recommendations to the
organisation are that they should train their own employees and the other staff present
within the organisation to handle the process management system in the most visible way
so that all the previous problems at the organisation used to face would not have to repeat
itself. This project is only meant for the implementation of the practice management
system, it would not be involving the training of the associated employees within the
organisation. There could also be the utilisation of quality assessment forest data that would
determine the understanding of the risk of the availability of the data, the quality of the
data and data integrity. Brainstorming interview function can also be used for Risk
Management with the review of all the risk and experience of the previous projects. The
reason for the recommended approach is as discussed in the project constraints and project
assumptions. This is regarding the implementation of the project plan. The project plan
would only be implemented and not be including the training of the employees within the
organisation.
The purpose of the project is to make sure that the legacy system that the organisation
previously used to follow is absolutely replaced by new practice management system that
would have all the information about the organisation as well as the patients who would be
visiting. Change the organisation is seen to be exponentially expanding with every passing
day, it is becoming very difficult to handle the business information and the patient records
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by manual legacy systems. The project would thus, serve the purpose of feasibility
implementing the practice management system within the organisation. The project would
be approached towards the implementation plan of the practice management system by
adhering to all the resources that the business currently has and then providing with further
assistance to approach towards the process management system.
8.3 Records
Risk management records would be held with the help of a risk register that would identify
the risk of the project including the status and history of the disc and capture all the
information regarding the rest within the register.
8.4 Reporting
Reporting of the risk management would be converted to a 5 steps cycle and every
information should be presented to the project manager. This should also include the
methods that would resolve all the rest and that is assessments with having the assessment
set on the high impact and the probability that would be highlighted with appropriate
responses.
8.5 Timing of Risk Management Activities
The timing of the risk management activities would be justified by the identification,
assessment, planning, implementation, communication and reporting of all the activities.
8.6 Roles and Responsibilities
The roles and responsibilities of handling the rest would be presented to the executive that
would relate all the risk to the business case and follow up all the management systems for
the risk that would be existing. The roles and responsibilities would also be added to the
senior users and the project manager who would be in responsibility of handling and
maintaining the risk register for complete updating of the risk register and also show the
one who have the access to the risk management strategy document. The roles and
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responsibility would also be added to the team manager, the project assurance manager
and the project support.
8.7 Scales
The scales of the risk register and management would be e on the basis of high, medium
and low severity of the risk affecting to the organisation.
8.8 Proximity
The proximity would be calculated by a formula that would result with the display of a
number from 0 to 10 where 10 would mean that the disc is extreme high and very likely for
occurrence and zero would mean that the risk could not be occurring at all.
8.9 Risk Categories
The risk categories would be e analysed with the help of the PESTLE analysis system that
would analyse the political, economic, social logical, technological, legal and environment
constraints that the implementation plan would have on the organisation.
8.10 Risk Response Categories
The risk response categories would be e dedicated to the threats for making it clear how the
risk could be avoided, how it can be reduced, how it can be followed back, how it can be
transferred and how it can be accepted or tolerated.
8.11 Early-warning indicators
The early warning indicator would be calculated through several things that might have the
possibility of not going well with the project. This would include the cost, the time, the
feedback of the customer and the quality of the product. The allocated budget cost taken
for the plan has been 100,000 AUD.
8.12 Risk Tolerance
The risk tolerance would be stated by the project manager according to the appearance of
the risk.
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