MGMT-404 PROJECT MANAGEMENT STATEMENT OF PARTICIPation I. Team Information PROJECT NAME: Electronic
MGMT-404 PROJECT MANAGEMENT
STATEMENT
OF PARTICIPation
I.
Team
Information
PROJECT NAME: Electronic Medical Records
MEMBER NAME
#
PHONE #
MEETING AVAILABILITY
Sharon
Worthey
1
443.757.7133
sherrybmd@gmail.com
Varied
due to work
Anthony
Charles
2
480.242.0981
ac@yahoo.com
All
days but Fridays, 24/7
Maxx
Million
3
540.659.8394
Maxx@money.com
Anytime/day
Carlos
Santiago
4
480.242.0775
CS15@yahoo.com
Any
time, not Thursdays
Jim
Smith
5
845.255.0054
Jsmith@gmail.com
Mon-Fri,
8am-2pm
Becky
Bank
6
540.659.0225
BBank41@gmail.com
Tuesdays
& Saturdays from 1-9pm
7
II.
Weekly
meeting schedule
MEETING
DAY
TIME
Review
weekly assignment
September
13th,2015
7pm
Deadline
for weekly drafts
September
16th,2015
9pm
Review
Draft
III.
PROJECT Description
Electronic
Medical Records (EMR) conversion is essential to the hospital for adhering to
legal compliances, to help improve the value of patient records, and to lower
administrative costs.
If we continue with
paper records, we will be non-compliant with new laws that will institute
penalties by December 31, 2015 and this will cost the physicians money. Errors
may occur in paper records due to the illegible handwriting, misplaced records,
or misinformation being documented in an incorrect place. Administrative costs for handling charts is
large due to the amount of staff that is required to locate the chart, bring
the chart, refile the chart, and search for lost charts.
Project Plan
Phase
1
will include researching, budgeting, and planning. Phase Two will be Training and implementation. Phase Three will include going live and review. The project should
take 3 months from start with planning, budgeting, researching, and
implementing to finish of going “Live.†The overall cost if the project is for
the physicians at a cost of EMR of $15,000 per Physician initially; and then
yearly costs of $1,000. These costs have a good return on investment by
stopping non-compliant penalties in January 1, 2016.
IV.
Team
Management Plan
Weekly
Deliverable
Due
Weekly
Project Leader Assignment
Statement
of Participation
Week
1
Sharon
Worthey
Project
Charter
Week
2
Anthony
Charles
Project
Scope Statement
Week
3
Maxx
Million
WBS
and Network Diagram
Week
4
Carlos
Santiago
Risk
Management Plan
Week
5
Jim
Smith
Resource
Management Plan
Week
6
Becky
Bank
Communications
Plan
Week
7
Anthony
Charles
Final
Project
Week
8
Sharon
Worthey
Week 1: Statement of Participation
Team Member Responsible
·
Team Information
Sharon Worthey
·
Project Leadership
Sharon Worthey
·
Task Assignments Weeks 1-8 (Each project
leader can assign the task for their week or team members can select what
they want to work on each week).
Project leader
for Week 1
Sharon Worthey
·
Commitment statement
Sharon Worthey
·
Weekly Status Update
Sharon Worthey
Week 2: Project Charter
Team Member Responsible
·
Mission/Project
Purpose
Anthony Charles
·
Project
Description, Product and deliverables
Anthony Charles
·
Objectives
Anthony Charles
·
Business
Need
Sharon Worthey
·
Milestones
Sharon Worthey
·
Budget
Maxx Million
·
User
Acceptance Criteria
Becky Bank
·
Project
Assumptions
Carlos Santiago
·
Project
Constraints
Carlos Santiago
·
Exclusions
and Boundaries
Carlos Santiago
·
Major
Risks
Jim Smith
·
Project
Stakeholders
Stafford General Hospital, COO, CFO, and the Board of Directors
·
Weekly
Status Update
Anthony Charles
Week 3: Scope Statement
Team Member Responsible
·
SOW
and Project Product
Maxx Million
·
Project
Deliverables
Sharon Worthey
·
Project
Objectives
Anthony Charles
·
Project
Assumptions
Anthony Charles
·
Project
Constraints
Carlos Santiago
·
Exclusions
Jim Smith
·
Acceptance
Criteria (includes table format for quality signoff).
Becky Bank
·
Technical
Requirements
Jim Smith
·
Weekly
Status Update
Maxx Million, Project leader for Week 3 (submit final assignment and
SoP to dropbox and place copy in doc sharing for team review)
Week 4: WBS /Project Schedule
Team Member Responsible
The best approach
to divide the work task and assign each team member a section or
responsibility (e.g., Planning phase, Purchasing Phase, etc.). Then assign
someone to setup durations, dates and predecessors. Resources can be defined
on the resource sheet, but remember…no resources are assigned to the project
tasks at this point.
·
Project
Schedule WBS (task definitions, durations, dates, predecessors, etc.)
·
Weekly
Status Update
Week 5: Risk Management Plan
Team Member Responsible
The best approach
to divide the work is to assign each team member a specific number of risk,
for example John has negative risk 1-5, Jane has negative risk 6-10. This
information is needed in order to assess each “individuals†contribution.
·
Risk
Register
·
Weekly
Status Update
Project leader for Week 5 (submit final assignment and SoP to dropbox
and place copy in doc sharing for team review)
Week 6: Resource Management Plan
Team Member Responsible
·
Assign
resources and costs to the project with any materials, equipment or fixed
cost allocations.
·
Project
Budget Report
·
Resource
management report
·
Weekly
Status Update
Project leader for Week 6 (submit final assignment and SoP to dropbox
and place copy in doc sharing for team review)
Week 7: Communications Plan
Team Member Responsible
This is a short assignment
because of the quiz. There is no division necessary, however each team member
must provide input to the person responsible for completing the form. The
best approach is to have a team meeting in i-Connect and discuss completing
the template. All team members must attend the meeting and provide input to
receive credit for this section. The project leaderer for this week should
complete the template and submit it to the dropbox.
·
Communications
Plan Template
·
Weekly
Status Update
Project leader for Week 7 (submit final assignment and SoP to dropbox
and place copy in doc sharing for team review)
Week 8: Final Project Package
Team Member Responsible
·
Executive
Summary (Overview of the project and current updates in 2-3 pages)
·
Project
Charter
·
Scope
Statement
·
Work
Breakdown Structure
·
Risk
Management Plan
·
Project
Schedule and Budget (.mpp file)
·
Communications
Management Plan
·
Weekly
Status Update
Project leader for Week 8 (submit final assignment and SoP to dropbox
and place copy in doc sharing for team review)
NOTE FOR WEEK
8: If the
assigned person places the updated component in the template each week after
grades are complete, you will be building the final project. If everything
works out with the updates, the only thing to do in week 8 review the contents,
format the document for consistency and professionalism and you’ll be ready for
submission.
V.
TIPS FOR CONFLICT MANAGEMENT RECOMMENDATIONS
a. Think about potential barriers and coping strategies
such as barriers to the achievement of the assigned goals, e.g. time zone,time
management, language skills, and identify coping strategies.
b.
Discuss your team operational GROUND RULES: (include meeting schedule,
attendance expectations, agenda, and communication methods.):
c.
Consider how will you manage conflict?Consider
how team members quickly identify conflicts to address them for resolution.
d.
Plan for minor disagreements,
inability to agree on submissions? It’s ok to agree to disagree!
e.
Consider who will have final say for
major disagreements? Majority rule or
leader?
f.
Discuss the method of communicating
with team members who do not deliver?
g. Remember,
every team member may not receive the same grade.
h. If
you feel a situation is going to get out of control, contact the professor
early so that appropriate actions can be taken.
VI.
Commitment
Each
team member is to write an individual commitment statement indicating your
responsibility to the team for your participating, meeting attendance and
completing the assigned deliverables. (if on-site, each team member will sign
their commitment statement).
Team Member
Statement of Commitment
Sharon Worthey
You have my commitment
100%.I will supervise and ensure all team members will be aware of all
meetings, communications, and changes. I will attend all meetings and be
available to participate with the deliverables.
Anthony Charles
My purpose is to be fully
involved in all the planning, training, implementation, and review of the
project from start to finish. I have flexible availability and willing to
step in as needed.
Maxx Million
My expertise in the
Finance Department will be essential to the success of the project, I am
willing to oversee the budget, attend all meetings, help with issues and
problem-solve financial constraints.
Carlos Santiago
I am fully committed to
this project and am willing to do any task assigned to me with the highest
quality. I am available every work day in the hospital and at home until
10pm.
Jim Smith
My commitment to this
project includes giving my best to the project in a professional, thorough
manner, completing the tasks assigned, and ensuring the deliverables are met.
Becky Bank
My commitment is to attend
all meetings, to participate in the tasks assigned, if there are issues that
arise, I will report them, discuss them, and help problem solve. I have very
open availability and will be able to substitute as a leader if necessary.
WEEKLY PARTICIPATION
STATEMENT
Week
Participation Status Report
Week 1
Sharon Worthey, Anthony
Charles, Maxx Million, Carlos Santiago, and Jim Smith attended the meeting in
the Hospital Conference Room of the West Wing. The team has been gathered and
everyone is onboard with the objective, need, and planning of the project.
Some team members have worked together before and know what to expect from
each other. Others are willing to jump in and learn from each other. I believe
the team we have put together is fully committed and will be able to stay
within the budget to get the conversion completed in the timeline allotted.
Everyone expressed full commitment to all meetings, tasks, and the process.
Week 2
Sharon Worthey, Anthony
Charles, Carlos Santiago, and Jim Smith attended the meeting at the West Wing
Conference room. Anthony Charles lead the team this week, gave updated
results on planning, he went over budget utilized currently, explained an
issue with software vendor and his proposed resolution. Maxx Million was
unable to attend the meeting due to a death in his immediate family.
Week 3
Maxx Million, Anthony
Charles, Carlos Santiago, Becky Bank, Jim Smith, and Sharon Worthey attended
the meeting in the East Board Executive lunchroom. The hardware was
delivered, software is being installed with success, the staff has been
scheduled for training, The physicians training schedule is being created to
match their scheduled rotations. The technology vendors will review the software
with the computer department and a security check will be initiated.
Week 4
Week 5
Week 6
Week 7
Week 8
IMPORTANT
NOTE:The statement of participation must be posted
in the team’s doc sharing area and the final submission must be available for
the team to review and approve each week.