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BUS375_RevisedProjectAssignment_DanielBravo.docx

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Project: Real-Time Location Systems

Daniel Bravo

Dr. Carlos J Febry

BUS375

July 31, 2021

Real-Time Location Systems (RTLS)

A Brief Summary of The Project

The project involves developing an automated system that ensures smooth workflow by eliminating delays and long waits. This development and implementation get accomplished by combining data resources and automated entry status updates to track patient records. Thus, installing an automatic patient tracking system increases the workflow. The project remains significantly relevant to improving emergence healthcare delivery upon its completion and implementation. In every healthcare context, ED plays the role of a primary entry point into the healthcare facility and depicts the performance of the whole hospital in terms of patient satisfaction scores, taken time for admission or discharge, and care quality delivery (1).

ED delays have severely impacted patient safety and satisfaction levels. Therefore, this project will prioritize patients with acute emergency conditions by helping to reduce ED crowding. This crowding leads to delayed admission and treatment, resulting in prolonged wait times and loss of critically ill and injured patients (2). Thus, selecting this RTLS project is crucial in understanding the efficiency of delivering emergency services and improving the current situation.

Project Goals and Project Objectives

Goals

i. RTLS to facilitate automatic tracking of ED patient data and admission at admission and discharge points

ii. RTLS shorten waiting time and minimize delays at the ED's waiting bay

iii. RTLS will allow patients to be seen quicker leading to faster time to being diagnosed

iv. RTLS will automize tracking to allow budgeting at the end of the month for future visits

Objectives

i. Rely on the IT experts to ensure complete development and installation of the RTLS

ii. Equip end-users (nurses at the ED) with the necessary skills for operating the system for a smooth workflow

iii. Combine RTLS into the current workflow to allow the automated process and faster diagnosis to save lives faster

iv. Budgeting for future operation will need to be determined with RTLS to allow better circumstances and less likely situation of shortage of supplies

Measurable Project Objectives- (5 W's and H)

Who: Emergency response team

What: RTLS

Where: ED

When: During admission and discharge

Why: Promote smooth workflow with efficiency in emergency service delivery to shorten waiting time and delays

How: Long waiting time and delays identified. RTLS for ED explored, roles tracked, and execution inputs availed.

The Project Management Structure

The management of this project is by setting up a dedicated project team headed by a project manager. This team will work together to dedicate the final project to SQ Health Hospital. This facility becomes the critical customer of the project since it needs to enhance effectiveness and efficiency at its emergency department. However, other stakeholders include the sponsor, nurses, physicians, IT experts, and suppliers. Without these stakeholders, the project management structure or team becomes unfunctional or ineffective.

The management structure enables easy coordination and implementation of scheduled project activities. This structure establishes an atmosphere that fosters interactions among team members with minimized disputes, confusion, uncertainty, interruptions, and overlaps, mainly at the initiation stage. Overall, the creation of an organizational structure for use in the project becomes a critical decision. Under this structure, a project manager has the overall authority to assign and reassign project tasks, roles, and activities to team members. The management structure shows where various stakeholders get placed, their authority, and their responsibility. It establishes working relationships and lines connection and the communication between the team members.

Project Manager

CB Healthline (sponsor)

Project contractor

Physicians

Nurses

Supplier

IT experts

Stakeholders' Roles and Their Impact On The Project

The Project Manager: The primary role is developing a project plan and approving the used methodology. Also, the manager will be the overall coordinator in the management structure to team members meet different project needs at initiation, planning, execution, and closure phases. The project manager will use a formal environment to influence team members and all stakeholders to do their best in finishing their tasks and roles before the deadline. Also, the manager will streamline the communication to ensure information and feedback flows and hold progress review meetings to avoid deviation from the project's goals or duplication of effort and overlaps.

Project Management Institute (3) reveals that the project manager ensures team members works within the nine knowledge areas established by A Guide to the Project Management Body of Knowledge for good outcomes. The significant impact of this project manager on the project is increased efficiency in planning and execution and completion of the project before the stated timeline. Thus, the impact is evidenced by good planning that enables appropriate execution and control processes or attainment of the project's goals.

Project Sponsor: CB Health will approving the project budget and communicate the goals. This approval ensures the commencement of various activities towards project actualization.

Project Contractor: Validates objectives via testing solutions, inspects project deliverables to meet the requirements, and gathers customer (hospital) requirements.

Nurses and Physicians: As the project's end-users, they will conduct a pre-test, record the number of in-patients and out-patients on the new system, and provide feedback on its weaknesses.

IT Specialists: Develop patient databases, manage information security, install and configure networks, and offer training to end-users.

Milestones or Deliverables For The Project

Deliverables

The deliverables at the initiation phase are project charter and project scope. The charter carries the primary objective and gives an overview of roles and responsibilities. The scope reveals the needed work for the project to deliver a result with specified resources. The other deliverables unveiled at the earlier stages depend on short-term project activity snapshots.

Deliverables

Description

Project scope

This scope stipulates the work for the whole project and comprises assumptions, justification, constraints, implementation strategy, mission statement, and deadline. Primarily, it makes the detailed set of deliverables.

Project charter

A charter consists of the project's primary objective and gives an overview of the roles and responsibilities of stakeholders. It also contains a budget plan for the project.

Communication plan

The plan embraces the five communication rights: routine, place, time, information, and person. It includes communication methods such as emails, videoconferencing, phone calls, meetings, minutes, and newsletters to engage various parties.

Critical success factor

CSF gives unique aspects that contribute to the project's success. It represents best practices and critical indicators like status updates, charter documents, budget plans, and management plans that push for the project's success.

Milestones

A milestone will measure the project's progress toward the overall goal. Therefore, milestones will signal posts for a project's start or end date, external and budget reviews, and submission of significant deliverables.

Milestone

Projected Completion Date

Actual Completion Date

Charter signed

July 1, 2021

July 5, 2021

Approval of the scope

July 8, 2021

July 10, 2021

Delivery of RTLS and installation

October 5, 2021

Not yet

Completion of the project

October 21, 2021

Not yet

A High-Level Timeline

Tasks

Team Member

(Responsible)

Team Member (Accountable)

Team Member (Consulted)

Team Member (Informed)

Project manager

Nurses and IT Specialists

Project Analyst

Sponsor

Project Major Tasks

Creating a project plan (scope)

Nurses

Forming teamwork

Discusses how to validate objectives

Deadline: July 11, 2021

Receiving project report from project manager

Approving the methodology to use (charter)

Deadline: June 28, 2021

Deadline: June 6, 2021

Inspecting project deliverables to satisfy the requirements

Deadline: July 12, 2021

Signing project agreement (project manager-sponsor contractual form)

Deadline: July 6, 2021

Establishing the right communication channel (communication plan)

Deadline: July 11, 2021

IT Specialists

Pre-testing the computerized system

Deadline: October 10, 2021

Reviewing progress report from project manager

Deadline: September 15, 2021

Handing over the project

Deadline: October 25, 2021

Estimated Cost of the Project

The projected overall cost is one million dollars ($1 million). This budget covers salaries and wages of the project manager, payments to contractors, nurses, and physicians, and IT specialists. However, the project budget will not cover non-staffing-related costs since there is no rented equipment, workshop, space, or conference halls. All the project activities are carried out within the hospital's ED facility that provides any needed resources freely. The contractor will offer other non-staffing resources such as software licenses, cabling and switches, network, and computers.

References

1. Kelton, D. K., Szulewski, A., & Howes, D. (2018). Real-time video telemedicine applications in the emergency department: a scoping review of literature. Canadian Journal of Emergency Medicine, 20(6), 920-928.

2. Bazo, R., da Costa, C. A., Seewald, L. A., da Silveira, L. G., Antunes, R. S., da Rosa Righi, R., & Rodrigues, V. F. (2021). A Survey About Real-Time Location Systems in Healthcare Environments. Journal of Medical Systems, 45(3), 1-13.

3. Project Management Institute. (2000). A Guide to the Project Management Body of Knowledge (PMBOK Guide) (Vol. 2). Project Management Inst.