Project Management and Leadership Hospital Management System

Questions: Task A project management framework is a plan that business leaders devise in order to effectively administer tasks and strategies within an organisation. The project management framework sometimes is called a project control cycle because it lays out the plans for controlling all aspects of the project from finances through to objective-setting. For a project with which you are familiar, you are required to write a report that reviews the project management approach using theoretical concepts, techniques and principles discussed in the recommended textbook for this module as well as in the academic literature on project management and leadership theories. In the report, required to: a. Define objectives of the projectà ¢Ã¢â€š ¬Ã‚ ¨Ãƒ ¢Ã¢â€š ¬Ã‚ ¨ b. Identify the work and how to break it down into smaller tasks c. Estimate time and cost for doing the tasksà ¢Ã¢â€š ¬Ã‚ ¨Ãƒ ¢Ã¢â€š ¬Ã‚ ¨d. d. Sequence and schedule the tasks, determine the critical path e. Optimize the assigning of resources to the tasks f. Review for risks and set the baseline plan Answers: Executive Summary The project management planning for the hospital helps in successful accomplishment of the project. While analyzing the project layout, many risks that are concerned with technology, economy, scheduling as well as operations had arisen. In order to successfully accomplish the task, these risks need to be mitigated during the initial levels of the planning. The loopholes of the project are well studied and worked on for successfully removing it and making the plan successful. Introduction A project is a provisional undertaking that is so designed in order to produces an exclusive and distinct service or product that will be beneficial for an organization undertaking it. Project management can be termed as a well designed and structured method for the successful accomplishment of a project (Bredillet, 2010). Project management includes the maximum application and utilization of skills, techniques and knowledge that are essential for maximum utilization of the resources for fulfilling the business goals. This project includes 5 main procedures that includes instigating, planning, implementing, controlling and supervising and closing. Brignole and Shen (2008) commented on the fact that project management takes into account the cost, scope, time, communications, risk management, human resources, stakeholder management, quality and integration for the successful accomplishment of the project that will help the organization in competing in this competitive world. This repor t will be dealing with the project management for a hospital management system (Community, 2015). This report will be dealing with the objectives of the project, identifications of the work that needs to be done and breaking it down into smaller tasks that will help in accomplishment of the work as a whole. In addition to this, the estimated cost and time is also calculated for accomplishment of the task along with proper sequencing as well as scheduling the tasks for determining the critical path. In addition to this, the optimization of the resources along with reviewing the risks for successful accomplishment of the task is also discussed vividly. This project maintains two levels of users that contain the administrator level and the user level and can find its applicability in any clinics, hospitals, pathology (Eric Kirkland, 2014). This is done in order to maintain the details of the patients as well as maintaining their results of the tests done over there. a) Objectives of the project The main goals that are aimed to be fulfilled by the proposed system are discussed below- 1) Planned advancement towards working- An organization in order to deliver its services in an organized and planned method needs a solid well structured planning report. This report will be containing and storing data that will help in repossession of information whenever required and also stores it for future reference. 2) Accuracy- Gladden (2010) commented on the fact that it is essential to store the information and data of the patients concerning everything very accurately. This is because; the correct data will be ensuring the patients regarding their correct treatment to their problems. 3) Avoiding Redundancy- According to Kapsali (2011) the data need to be stored in a correct and accurate method in order to avoid redundancy of data. This is essential to avoid the interchange and repetitions of the information of the patients among each other. Moreover, it is also essential for assuring the economic usage of the storage space. 4) Reliability- It is essential that the management system to be reliable to the patients in order to gain their loyalty as well as provide them with accurate and correct treatment of their ailments. Kirkpatrick et al. (2011) had an opinion that the proper and methodical storage of the information will be increase the reliability of the system. 5) Immediate data and information storage- Heerkens (2002) had a view that more the system will be systematic and methodical; storage of data will be that much easy and logical in its approach. Manual storage of data and information becomes tough as well as hectic and there ate chances of data missing out. In order to avoid such mishaps, the storage system of information has to be upgraded. 6) Instantaneous retrieval of information- It is essential for an organization to maintain a systematic storage of data and information for retrieving the information immediately whenever required. According to Kodukula (2011) the more the system will be efficient and upgraded as well as systematic, data can be retried that easily. 7) Easily operated- For successful accomplishment of the work, the system needs to be easy to operate. Lai (2014) commented on the fact that the system also needs to be free from complexity so that it can be developed within the petite period of time as well as is well fitted in the given budget of the user. b) Identification of the work and breaking it down into smaller tasks Since this report is dealing with the with the project management plan for a hospital it is essential to remember that the hospital is a place where the patients turn up for diagnosing as well as curing their ailments. A hospital endow with the facilities such as- Consultation with the doctors about the diseases. Diagnosing the diseases (Mehta, 2007). Providing facility for treatment Providing facility to admit the patients if necessary and provides beds, medicines as well proper nursing. Providing facility for immunizing the patients and the children (org, 2015). The operational works that a Hospital involves with are- Keeping a record of the information of the patients that are coming to the hospital. Generation of correct bills. Recording the information that is related to the ailment diagnosis of the patients (Maroge, 2012). Keeping a testimony of Immunization that is provided to the patients as well as children. Maintaining the information regarding the various diseases as well as medicines that are available for curing the patients (Index of 2010 Project Management Journal papers and authors, 2010). There are different jobs that are important and essential and required to be done in a hospital by the concerned staffs and doctors. They are mentioned below- Information regarding the name, gender, age, contact number and address of the patients are jotted down. The bills are so made that shows the prices of the facilities that are provided to the patients that include the nursing, medicines etc. charges by the hospital. These processes are summed up at the end (Maylor, 1996). Information regarding the various diseases along with the concerned doctors and their diagnosis are recorded for any kind of future reference. The records regarding the immunizations that are given to the patients and children are also recorded for future reference (Metacafe, 2015). For this work to flow systematically and logically there is a requirement of the both hardware and software in the computer system for keeping these records automatically in a computer system. According to Wright, 2002) the users need to be computer savvy and knowledgeable at least to access the software, have a keen knowledge regarding the medical field and also need to have a good knowledge in English. Apart from this, there are certain other tasks that also need an immediate concern for the improvement for the organization in order to have a methodical approach. Ward and Chapman (2003) commented on the fact that for the ease of the users, the welcome screen of the hospital contains spaces for both types of customers those are new as well as old customers. Authentication id of the customers is unique and on clicking on it the patients can enter the page where they can book for their regular checkup visits. Moreover, Tladi (2012) had a view that the doctors also have their individua l login id and password for easy access of the page and managing the database. Information such as interaction with the patients, interaction with the ward members and other administrative members are stored that is essential for future reference (Exforsys.com, 2015). For systematic and methodical flow of work, the system needs to be upgraded and logical that are also discussed vividly- Batch System- Shi (2014) commented on the fact that batch system is essential for achieving the goals and sub-goals of the project management. It is a system where processing of the data are done in a periodical basis. A batch system is rather a critical method that helps in sequential storage and processing of the data. This system avoids the idling of the resources through supervision of the data and utilizes the data on the overall basis. Moreover, according to Randolph (2012) this system allows the system for utilizing several priorities that are used for non-interactive as well as interactive work. It therefore reduces the overhead system time since this system runs the program for many transactions only once. Online System- Stommel (2013) had a view that the Hospital Management System also helps in online storage as well as updating of the data and retrieval of the data. This system will be proving helpful to both the doctors and the staff members. As this system doesnt use paper and everything is stored electronically, it makes the work flow more systematically and progressive. Uddin et al. (2014) commented on the fact that this avoids the redundancy of data, maintains the security as well as is reliable and provides accurate data and information whenever required. In addition to this billing system can also be done online that reduces the chances of mistake during calculations. Improved Manual System- According to Zhang et al. (2015) every task in the hospital management system cannot be done on the computerized basis. There are some works such as nursing, checkups hat need to be done systematically and manually. Daily maintenance of the charts regarding the time of giving medicines and visiting of the doctors needs to be manually by the nurses. Naik et al. (2011) commented that allocating the right person for the right jobs makes the work more systematically and efficient. So, good human resource availability is also essential for the hospital management system (Wolfe, 2015). Apart from all these functions, according to Pemsel and Maller (2012) the hospital needs to have sufficient amount of human resources, economic stability, operational aspects that are necessary for the project management of the system. The human resources are essential in the organization for carrying out the work most effectively and efficiently. The human resources consists of doctors, nurses, administrative officers, ward boys etc. essential for giving the maximum satisfaction and treatment to the patients. Petit (2012) commented on the fact that sufficient supply of medicines, injections, machineries and equipments that are essential for treatment and diagnosing the ailments need to be present in the hospital. Moreover, sufficient contracts regarding the supp of life saving drugs, blood need to be present keeping in mind the seriousness of the concerned patients. c) Estimating cost and time for doing the task The feasibility study of the technical, economic, schedule and operational helps in estimating the time and cost for successful accomplishment of the set up of the project management system (Peslak, 2012). This is essential since it focuses on the availability of the resources, needs of the proposed requirements along with impact of the system on the organization. Technical Feasibility- For a methodical and proper conduction of the project, the requirements of modern technology is essential. According to Lu, H. (2014) this takes into account the requirement of both hardware and software for the accomplishment of the work. The hardware requirements are- Cost Hardware Requirements Time 300 DDR3 RAM-16 GB 2 weeks 850 Processor-4th Generation Intel Core Processor-i7 2.5 weeks 560 Hard Disk Space- 500 GB 2 weeks 250 Motherboard- Asus Maximus 7 Ranger 2 weeks The software requirements are- Software Requirements Time Operating System- Windows 8 or Windows 7 3 weeks DBMS- BD Solo 3.0 3 weeks MS office, Adobe Reader 1 week The estimated cost for installation of the software is nearly 600 since the system apart from containing the above mentioned software also has an original antivirus that helps in protecting the data from outside virus attacks. Periodical up gradation and maintenance cost of the hardware and software is also essential, so cost incurred for that need to be kept. According to Pmi.org, (2015) VB 6.0 is also essential since it is platform independent, have an excellent printing support as well as reporting features. For the back end tasks, MS Access is essential for efficient maintenance and retrieval of information, easy installation and supports various drivers. Moreover, Knopfel (2014) had a view that technical cost is essential for the project management since it is one of the most important and vital part of the organization that helps in making the project successful in every aspect. Economic Feasibility- Economical stability is essential for every organization as it is the bottom line of every project. According to Kerzner (2001) the economic strength of the project helps in understanding how far the project will be undergoing the risks and providing services to the patients and will be effective in their service. In this study, the areas of concern are- the cost of conducting the proposed plan in a systematic way, the hardware and software costs that are essential for application of the work in the planned way and the benefits of reduced costs. Alamgir et al. (2014) commented on the fact that for setting up the project successfully huge amount of money is not essential but the main thing that is required is the logical economic expenditure. This economic planning also includes the amount of human resource that the organization can consider for the successful carrying out the work. Moreover, Dalcher (2011) had a view that this section also includes the budgeting of the organization that is essential for accomplishment of every task in the organization. This includes the cost of raw materials, cost of medicines, and cost of other requirements that are essential for the setting up of the hospital project management (Jiscinfonet.ac.uk, 2015). Operational Feasibility- The operational feasibility takes into account the well organization of the human resources and other political aspects. It includes the costs that are related to the overall operation of the organization including the workflow of the employees as well as devices. According to Deeprose (2002) this includes the requirement of changes that are essential for the system, the organizational set up and the process of operational flow of the doctors, nurses, ward boys and other administrative people. In addition to this, training to these employees and doctors are essential to be given that also incurs some cost that takes into account the operational costs. Doloi (2011) had a view that the operational costs are essential to be taken under consideration since it is essential for estimating the fixed costs as well as variable costs for the successful running of the organization. It also includes the business overhead cost, operating costs of the equipments that exten ds to the re t payments, salaries, wages, cost of raw materials, fuel costs and office supplies (Brighthub Project Management, 2015). Scheduling Feasibility- According to Dixon (2010) scheduling feasibility is essential as time is one of the most important factor that need to be considered for the successful development of the project. It is essential for the full utilization of the resources within the specified period of time. This also includes the external environment as well as internal environment that need to be considered for the benefits and profitability of the project management. In addition to this, Meng and Gallagher (2012) commented on the fact that it includes the project estimation, CPM, change management, Gantt Charts for completing the work within the scheduled time and taking into account the resources. This Gantt chart will be helping in the amount of time that is required for the successful completion of the project (Constraints, 2015). The Gantt chart is essential for showing the activities that are conducted in the estimated time. According to Brignole and Shen (2008) it helps in tracking and scheduling the project work effectively through pictorial representation. This allows in understanding the different activities, the starting and ending of different activities, extent of the different activities, overlapping areas of activities as well as the starting time of the project and the ending time of it. The time taken by each of the activities is specified by the bars that also indicates the starting time as well as the ending time of the tasks. It considers the two attributes namely the schedule as well as the activities. Figure 1: Gantt chart (Source: Pinto, 2014, pp. 381) d) Sequencing and scheduling the tasks and determining the critical path The Critical path Method (CPM) is essential in project management for planning the process that includes the critical as well as non critical tasks along with time frames. Eric Kirkland (2014) commented on the fact that it consists of the list of activities along with the time duration and dependencies between the activities essential for completing the task in the given period of time. Figure 2: Critical Path Method (Source: Peslak, 2012, pp. 40) Activity Predecessors Tasks A - 2 B - 3 C B 1 D A,C 3 E D 8 F C 1 G F 6 H F 3 I B 7 J H,E,G 2 The red line denotes the critical path and has 8 activities where activities A and B are independent. The critical path is B - C - D - E - J. The CPM helps in understanding the length of the complex project and is an essential tool of project management. Zwikael (2014) had a view that this CPM helps in understanding the expected completion of each of the task for the easy flow of the completion of the project. This gives the accurate estimation of the minimal actual time required for the completion of the project along with the cost required for the completion of the work. e) Optimizing the resources to the tasks Resource optimization is essential since it helps in utilization of the resources to the maximum extent for the most suitable output required for the successful completion of the work. According to the view point of Gladden (2010) the optimization of the resources is required at the time when the demand of the business is greater than the available resources. Optimization does a large work within the given time frame and budget by nominal usage of resources. For the effective usage of the resources, the project requires the following- The vision need to be shared in order to achieve a common goal set up the organization. Elimination of multitasking helps in successful utilization of resources. The phases of operations need to be supervised carefully. Recognition of constrains so that protection can be given by a barrier of time. A statistical control of the process that helps in statistical investigation of expenditure of project safeguard. A company when is managed through Intelligent management, then optimization of the resources is done strictly for fulfilling the vision of the company. According to Kodukula (2014) initially objectives are set according to the mission and vision of the organizations. Depending on the character of the resources and constraints, the resources are allocated according to the mission of the organization. Zwikael (2014) commented on the fact that commitment towards the optimization of the resources helps the organization in staying focused as well as productive in this competitive changing environment. An efficient usage of the resources also helps in sharing a common goal for the successful achievement of the project. It also increases the effectiveness and efficiency in the tasks by eliminating multitasking. In addition to this, Eric Kirkland (2014) had a view that optimization of resources also helps in managing the operational phases of the project. A statistical analysis also helps in effective management of the project. By doing this, we can understand the gaps between the full optimization of the resources. This results in filling up the gaps by the recommended actions. f) Reviewing the risks and setting the baseline plan Management of the risks is essential for any project management planning. According to Davidson Frame (2014) this is essential to understand the risks of the technology, economy, operational as well as scheduling during the management planning of a project. Baseline plan helps in mitigating the risks caused by the above mentioned risks to optimize the resources and make the project management plan flourishing in its achievement. Heerkens (2002) commented on the fact that reviewing these risks help in understanding the loophole within the organization and also help in solving those loopholes for the successful implementation of the organizational management project. Mitigating the technical risks- With the technological development and advancement, the risks complying with it are the periodic up gradation of the software used in the project management system. Kodukula (2011) had a view that in order to deal with the technical risk, a risk baseline is thereby established that helps in improving and expanding the implementation of risks management. In order to reduce the technical risks, periodic up gradation is essential along with implementation of modern software for executing the task simply and in a well mannered way. Mitigating the economic risks- According to Kirkpatrick et al. (2011) economical condition of the project is essential to acknowledge for mitigating the economic risks. Periodic analysis of the monetary conditions along with proper budgeting helps in getting a clear idea of the economic condition of the project. It also helps to understand the economic stability of the organization as well as help to understand the expenditure of the project that is essential for estimating the project accomplishment. Mitigating the operational risks- Kapsali (2011) commented on the fact that the operational risks is essential to know in order to understand the risks that may arise due to the overall operations of all the resources. This need to be reduced in the staring phases of the operation that will be helping in proper channeling of the project and the resources will be utilized properly and up to the maximum level. Mitigating the scheduling risks- Davidson Frame (2014) commented that scheduling is essential for the project management planning as it helps in development and arrangement of the project work methodically. Risk may arise due to problems while scheduling the tasks among the resources. This need to be reduced in order to complete the work methodically since the hamper of the work in between the scheduling can obstruct the successful implementation of the project planning. So, according to Brignole and Shen (2008) mitigation of the scheduling need to be reduced since it affects the supply chain as well as the production or services. This need to be reduced during the initial phases of the work as continuing the scheduling risks can cause the damage in the work schedule. Recommendations In this report it is seen that for the project management planning of a hospital, there are several issues that need to be taken care off in order to successfully accomplish the project. There are certain problems that also arise due to the planning, so careful steps need to be taken for reducing these risks to the maximum level for the successful accomplishment of the work. The proper usage of modern technology help in making the planning executed in much more sophisticated as well as systematic way. The risks accompanied with project management system need to be reduced to a considerable extent that will help the management planning in a much systematic way. Time scheduling need to be done keeping in mind the removal of the obstructions caused due to the risks that can arise while implementing the project planning. Conclusion The project management system of the system comprises of the set up for the whole system in a most effective and productive way for the successful accomplishment of the goals for which it is set up for. The system is so made that it stores the data of the patients, doctors, ailments, and vaccinations etc. that help in future reference. Moreover, while analyzing the project requirements, several risks also came into existence that needs immediate attention to get solved for the successful accomplishment of the work. 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