Developing Core PM Planning Elements- Report (Essay Sample)

DEVELOPING CORE PM PLANNING ELEMENTS - REPORT by Student’s Name Course Code + Name Instructor’s Name Institution City, State Date of Submission Table of Contents TOC \o "1-3" \h \z \u Terms of Reference (PID) PAGEREF _Toc467758793 \h 2 Risk Management Plan PAGEREF _Toc467758794 \h 3 Project Plan PAGEREF _Toc467758795 \h 3 BYOD Issues PAGEREF _Toc467758796 \h 4 PRINCE2 Response PAGEREF _Toc467758797 \h 6 Reference List PAGEREF _Toc467758798 \h 8 Terms of Reference (PID) Purpose The purpose of this project is to assist the Shotfield Medical Practice to enhance its IT services and enable automation where possible as a means of reducing its complexity. This will therefore lead to the improvement of medical practices and processes at the medical practice. Scope The scope of this project is to identify the specific areas of potential efficiency for the IT services of Shotfield Medical Practice. Under the overall guidance of the project manager, this project will carry out the preparatory work for the development of the project. High Level Stakeholders The various key high level stakeholders that will be essential in driving this project include the following. The first stakeholder is the project sponsor who is the head of Shotfield Medical Practice and senior medical partner. Another high level stakeholder is the project board which will be made up of four members. The project manager is the other high level stakeholder to be involved in the project. Other essential key stakeholders are the doctors, staff, parents, and associated partners. Summary of Project Objectives This project is being undertaken in order to fulfil the following objectives: * To enable the Shotfield Medical Practice to operate through efficiency * To reduce the complexity of the practice’s IT services * To enable automation of many services at the medical practice * To reduce the complexity of the practice’s IT services Budget The budget that was used for the development of this project is as below Item Amount ($) Project designing 1200 Hardware 2500 Software programs 1500 Programmers 1300 Training of users 1400 Materials 700 The total budget used for $8600 Constraints A log of the constraints likely to affect the project will be developed. It will serve to ensure that all risks are identified and adequately managed CITATION Ala16 \l 1033 (Alam & Guhl, 2016). Some of the specific constraints that have identified for this project include: total buy in by all stakeholders, commitment to the redesign and change. Risk Management Plan The following risk management plan describes how risk will be defined and managed with regard to the Shotfield Medical Practice project. Prioritized Risk Register This entails the process of risk identification. This will be done by categorizing potential risks that impact the project CITATION Bor141 \l 1033 (Borštnar & Pucihar, 2014). Some of the risks that have been registered when it comes to the current project include: technical, cost, people, schedule, and financial risk. Risk Assessment This will involve the process of determining the probability of the risks identified taking place as well the impact that this will have CITATION Sch133 \l 1033 (Schwalbe, 2013). This will therefore be a cause and effect process. The cause is the risk event that will occur while the effect is the potential impact of the event CITATION Jun13 \l 1033 (Junior & Carvalho, 2013). For this project, assessing the occurrence of the risks will entail determining the frequency and likelihood of occurrence. Mitigation This refers to the process of identifying the various activities and steps that will need to be taken to reduce risk or impact of its occurrence CITATION New15 \l 1033 (Newton, 2015). One approach that will be taken with regard to mitigating risk is to test out the system before launching it to reduce the likelihood of failure once it is online CITATION Zwi11 \l 1033 (Zwikael & Ahn, 2011). Contingency This refers to the development of a plan that is to be implemented to deal with a given risk should it take place. In this regard, when it comes to technical risks, this can be overcome by developing and testing prototypes. Risks that are related to schedules can be overcome by managing wasted time to provide resources for delayed components CITATION Tom15 \l 1033 (Tomanek & Juricek, 2015). Risk associated with finance can be managed by establishing a reserve budget to be expended at risk CITATION Por11 \l 1033 (Portny, 2011). Risk associated with cost to be overcome by developing a trade-off schedule delay since time and cost are interrelated CITATION Sch112 \l 1033 (Schroeder, et al., 2011). People related risk is to be overcome by establishing proper training with regard to the role of each person in the program. Good Practice to Follow In order to support the risk management plan, a number of best practices to follow have been identified. This practices will need to be followed throughout the lifecycle of the project in order to ensure that risk is kept at a minimum. One such practice is risk management must remain a priority for the leadership and throughout all levels of the program’s management. Another practice is the risk management process must be formally integrated into the management of the project CITATION Cha141 \l 1033 (Chapman, 2014). Further, the practice of never outsourcing risk management should be upheld. Project Plan This project plan consists of a Gantt chart that illustrates the critical path that has been followed in running this project. This chart contains 20 elements. These elements represent all the tasks that need to be completed for the project to be fully completed. Further, these elements are encompassed of tasks, subtasks, milestones, and summary tasks. Before developing this Gantt chart, it will first be useful to identify the tasks that need to be completed and the length needed to complete the. This is done as follows. Task Length 1 Project Justification 1 week 2 Define Project Deliverables 2 weeks 3 Develop timeliness and milestones 3 weeks 4 Develop project definition 1 week 5 Develop project scope 1 week 6 Securing medical practice’s agreement and sponsor’s funding 2 weeks 7 Develop project work plan 2 weeks 8 Schedule resources 1 week 9 Carryout resource levelling 1 week 10 Develop project budget plan 2 weeks 11 Carryout risk analysis 2 weeks 12 Develop risk management plan 3 weeks 13 Approve project plan 2 weeks 14 Develop project baseline 1 week 15 Project implementation 3 weeks 16 Project control 1 week 17 Managing progress over plan 4 weeks 18 Maintenance of communication with stakeholders 2 weeks 19 Provider management 1 week 20 Project closure 4 weeks Gantt chart Illustration Illustration available in the attached excel sheet BYOD Issues A number of implications arise for the project from allowing the strategic move to have both doctors, staff, and parents to make use of their own devices in the centre. Some of these implications and recommendations made for consideration by the project sponsor are highlighted in the salient points below. In the first place, one critical implication for allowing the use of own devices throughout the centre in relation to risk is, this move increases the risk of data leakage. In this regard, allowing the doctors, staff, and parents to use their own devices will endanger the project since the floodgates for data leakage will open up. This is more so given the fact that mobile phones and tablets which represents majority of the devices are more prone to be attacked by cyber criminals CITATION Ast13 \l 1033 (Astani, et al., 2013). This security risk is further worsened by the fact, there will be less control by the centre with regard to the use of the devices. This will therefore make them more prone to attacks. Many own devices contain a lot of privacy issues and large percentage of them lack data encryption CITATION Gar15 \l 1033 (Garba, et al., 2015). For an organization such as Shotfield Medical Practice this will be dangerous given the sensitive patient information that is stored in their data system. Additionally, the implication of allowing the use of own devices throughout the centre is in relation to cost whereby when the doctors, staff, and parents use their own devices at the medical centre, this will serve to lower costs. This is a potential value for supporting this move. The lowered cost emerges from the fact that the centre will not have to make purchases for devices which will be quite costly in order for the stakeholders of the practice to access information CITATION Ola15 \l 1033 (Olalere, et al., 2015). The average tablet for instance costs quite a high figure and availing these tablets to the doctors, staff, and parents will indeed be costly for the practice. The practice will therefore be able to make savings by not having to buy these devices and also save from replacing devices as a consequence of breakage and wastage CITATION Ast13 \l 1033 (Astani, et al., 2013). This is because people t...