Purpose of Project Management Plan Dorevitch pathology is a leading provider for providing all the pathology and medical diagnostic services in Victoria. Dorevitch pathology serves for the Doctors, hospitals and Government organizations in Victoria. Electronic Data Processing Department of the Dorevitch pathology plays a vital role in this process of which issuing the pathology test results from the moment the blood sample was taken. EDP department is responsible of managing all the doctors and patient Data base and entering all the data accurately into the system to run the laboratory tests and issue the results. Accuracy of the data entering should be 100% as this is a very sensible job which directly deals with the people and their health. Due to the high volume of workload daily, the expected speed of entering data also is considerably high. Dorevitch pathology currently using the software called HUDE for data entry of the EDP department. After monitoring the error rates and the average data entry rates of the EDP team members, the Management has decided to implement a new software for entering data to maximize the level of data entry accuracy and the speed by 30% Purpose of Project Management Plan Dorevitch pathology is a leading provider for providing all the pathology and medical diagnostic services in Victoria. Dorevitch pathology serves for the Doctors, hospitals and Government organizations in Victoria. Electronic Data Processing Department of the Dorevitch pathology plays a vital role in this process of which issuing the pathology test results from the moment the blood sample was taken. EDP department is responsible of managing all the doctors and patient Data base and entering all the data accurately into the system to run the laboratory tests and issue the results. Accuracy of the data entering should be 100% as this is a very sensible job which directly deals with the people and their health. Due to the high volume of workload daily, the expected speed of entering data also is considerably high. Dorevitch pathology currently using the software called HUDE for data entry of the EDP department. After monitoring the error rates and the average data entry rates of the EDP team members, the Management has decided to implement a new software for entering data to maximize the level of data entry accuracy and the speed by 30% Assumptions/Constraints As per the scope of implementing new software for the data entry of Dorevitch pathology, The project manager has made an assumption that the team members of the Data Processing centre will be available for on time training for switching to a new software over the existing software that they are currently using for data entry purpose. Also The resources such as Money, Human resources and equipments will be available as expected for the completion of the project on time. As this implementing new software should be carried out without affecting actual daily workload there may be roadblocks which would affect the scope of this project. To successfully implement the new software and to run live, each and every team member should be given a proper training. If the training time is not manageable without affecting actual daily workload as well as if the team members are required more time to get trained properly, it will be hard to complete the project as scoped. If the Data entry team members are not properly trained to run the new software it is not possible to complete the implementing new software project on time. This identified constraint would lead to an another constraint which the project cannot be completed within the approved budget as more training time required to complete the project means more money is required for the team members training which will be hard to complete the project as budgeted. timeline for completion of tasks The First phase of the project is the planning of the project which has to be done in 3 stages as meeting, budgeting and finalize and schedule. The meeting is planned to start on 1st of May 2017 and the first phase of planning is to be completed by 12th May 2017.The next phase of the project is completing the product requirements such as software testing and preparations, user documentations and organizing training materials which is planned to complete in 15 days by starting 13th May 2017 and the expected completion date is 9th June 2017.Next stage of the project is the software installation which requires 20 days to complete. This part of the project will be starting on 1oth June 2017 and will be completed in 9th June 2017.The final phase of the software installation project is to Go Live. After completing all the prior phases successfully the Go live stage will start on 10th of June 2017 and will be completing in 3 days which is going to be 12th June 2017. Cost/Budget Management The purpose of this Cost management plan for the implementation of a new software is to estimate the cost and the effort of the project, identify the factors which will tend to increase the project cost and the effort and to describe the procedures to be used to deal with the increases to the cost and the effort. Potential causes of increasing the estimated cost Software and hardware acquisitions are expensive than planned Unplanned ,paid overtime is required to provide training for the team members Additional software or hardware are required to complete the tasks Procedure to control project Weekly review of activity and status and estimates to complete the tasks Each current activity is reviewed and estimates to complete Weekly review of unplanned requirements such as human resources, equipments. Weekly review of the project team performances Weekly review of any scope changes By reviewing the project as described above helps to identify the potential cost and effort increases. Resolution for the cost problems. Accept the cost increases Review the impact on cost increases with the managers and get the approval for a budget increase Implement unpaid overtime to reduce increasing labor cost Applying contingency. Identify the reasons for the cost increases and expected impact on the project. Once the impact of the project due to the increases of cost is identified, present the contingency requests to the management and if the approval is granted then update the project scope accordingly. If the contingency requests are not approved, follow the management directions to manage the cost increases. Presenting the Budget and gaining approval Once the project budget plan is completed, it has to be presented to the management for the approval. Constructing budget plan can be done using Microsoft spreadsheet software or excel which enables to link the creation of budget plan with the financial management system of Dorevitch Pathology. Once the Project budget is presented to the management. The management will review the budget and issue the approval of budget and the date of commencement. Quality Management The quality management of implementing new software for Dorevitch pathology should be mainly focused on managing the quality of the software and the outcome after the implementation. Before implementing the software over the existing system, the quality of the software should be reviewed by running a trial run. Also once the software implementation completed, the quality of the newly implemented software can be managed by reviewing the accuracy and the speed of entering pathology slips over the previous system. Also this quality check can be managed by auditing the Key performance index of the team members comparatively over the previous software. Human Resource Management Roles Responsibilities 1 Project manager Leads and manage the project team Shamila Gunawardana managing the production of the required Deliverables. Planning and monitoring the project Managing project risks including the Development of contingency plan Adopting and applying appropriate technical and quality strategies and standards 2. Implementation Team Data conversion Internal IT Department System integration System administration User training and trouble shooting 3. Executive sponsor Rally internal support Neville Blanche Help overcome internal roadblocks reporting requirements/Communications Management Project implementation team meetings – Will be held weekly throughout the life of the project This meeting is to update status, risks and responses, issues and resolution etc.. Project Team Meetings –Will be held weekly throughout the life of the project. Status updates, schedule slippage, new risks and responses, issues, budget updates, Project Managers meetings – Will be held monthly throughout the life of the project. High-level project reviews, issues, sponsor messages etc. Risk Management To manage the risks involved with the new software implementation project, it is important to identify the internal and external sources of risks. Once risks are identified they have to be analyzed and priorities the risks in order to treat the risks according to the level of the impact on the project due to those identified risks. The Risk Management plan for this project is attached under question number 2. Appendix A: Project management plan approval The undersigned acknowledge they have reviewed the Implementing anew software Project Management Plan and agree with the approach it presents. Changes to this Project Management Plan will be coordinated with and approved by the undersigned or their designated representatives. Signature: Neville Blanche Date: 17/05/2017 Print Name: Neville Blanche Role: Executive Sponsor (2) Risk management plan is attached separately. (3) Project Budget Indirect Costs(organizational costs/overheads 30% of total Direct Cost Total Indirect cost $6900 Direct costs Salaries-Staff(including on-costs) Project Manager $10000 Team members 150 hours @ $50 per hour $7500 Materials and Equipment $3000 Consumables and stationery for training materials $2500 Total direct Costs $23000 Total costs $29900 Plus 5% contingency $31395 Once the project budget plan is completed, it has to be presented to the management for the approval. Constructing budget plan can be done using Microsoft spreadsheet software or excel which enables to link the creation of budget plan with the financial management system of Dorevitch Pathology. Once the Project budget is presented to the management, the management will review the budget and issue the approval of budget and the date of commencement References https://loudbooks2.loudcloudsystems.com/loudbooks/contents/view/content/1/a/1a7f5992-52a4-44c8-8e00-00d803a87160/LectureNotes/d6008ddd-4b70-4306-9a01-082ae4ee2704/assets/docs/Mini-case-Risks-at-Global-Green-Books.pdf http://www.mymanagementguide.com/project-cost-management-%E2%80%93-definition-process-and-software/ http://www.brighthubpm.com/risk-management/5141-risk-management-plan-examples/ https://opentextbc.ca/projectmanagement/chapter/chapter-16-risk-management-planning-project-management/ http://www.projectinsight.net/project-management-basics/basic-project-budget https://www.liquidplanner.com/blog/7-ways-create-budget-project/