Project summary

Project Requirements/Risk/Cost

Project Requirements/Risk/Cost

Completing a project contains many hurdles. A project manager must ensure his team is ready for any possible risk that can occur throughout the project. Preparing for risks means a project manager needs to do his homework and complete the preplanning for the project. “Poor risk management could pose a threat to project performance and outcome” (Baharuddin & Yusof, 2018, p. 1). Staying within the project timeline schedule and budget is imperative for any successful project.

Requirement and Phases of the Project

A few different phases will be involved with this project. First, we have the Initiation and Planning phase. This is where the project is deemed doable, is organized and the resources necessary to carry out the project are acquired. This is where we determine that iPad’s can indeed take the place of paper documents in a Hospital environment. Therefore, we go ahead and purchase 100 iPad’s with 20 of those 100 being extras or replacements as needed priced at $329 each totaling $32,000 in equipment costs. Compared to the average 1,500-bed hospital that spends roughly $4 million each year to maintain paper documentation. In addition, Wi-Fi is already pre-existing within the hospital and will be utilized to run the iPad’s on a secure network in order for personal information protection of its patients. Then comes Project launch and Execution. This is where iPad’s will be issued out by serial number to each staff member and a quick start guide will be issued to get all the members comfortable with their devices. In addition, there will be refresher/new user training held, as new employees are hired or as new apps or features are added. This will help to further assist in making documentation easier for both staff members and patients. Last, but not least we have project monitoring and closing. This is where we will have a team that is assigned to assist with any issues or questions staff members need assistance with.

Responsible Party & Cost to Complete

The parties that would be responsible for implementing that change in switching the paper documents to the iPads would be the Hospital Administration Staff. Outside of the nurses and doctors, the people who will be needed to help push this project on would be those up top administration because of the access they have not only to patient records but to employee records as well. When the new iPads come and they are bar-coded and assigned to ensure complete security that staff will have to upload information for the user on the iPad for them to be able to use it, and the administration staff will access to this information. The average cost of an iPad for regular retail customers is about $1,099. So, for a staff of say 10-15, the average cost of equipment would estimate out to be about $16,485.

Risk

With iPads there are some common concerns regarding the use of iPads in hospitals. Even though tablets have been around for several years, there are still concerns about iPads in a hospital environment. Some of the concerns are that they can be easily stolen, they are not durable enough, and they are difficult to disinfect. There are always ways to be able to keep tablets safe in a hospital environment. For example, if this is one of the concerns regarding tablets being stolen there is a tablet mount that locks devices with a key. Regarding durability, the best way would be to invest in universal tablet mounts that protect iPads from theft and destruction. Like anything else we own to prevent the spread of illnesses etc. we would have to clean our devices. No matter how well a tablet, mobile phone or even laptop may be protected, the chance for contamination exists. Although the risk for infection may be low, it is no excuse to eschew a thirty-second wipe with a good cleaning solution and cloth. The process requires less time than downloading the new U2 album and if done regularly, can help eliminate the risks for illness.

Potential of Risk Occurring

During the implementation, the team face potential risks. Some of the risks may include meeting the project deadline, security risk, technical problems, deliverable risks, staffing issues, training time, and pleasing clients and end users. In order to properly deal with potential risks, there is a contingency plan in place along with risk response plan for the team. Each team member will be a risk owner, as it relates to the part of the project they are responsible for. The team will also monitor and respond to such risks using their knowledge and skill set during the implementation.

Impact to the Project

All risks create an impact to a project and this implementation of iPad’s is no different. Meeting the project deadline is vital to the budget of a project. Staffing hours accumulated more than what is budgeted can cause a project to run out of funding. Because the iPad’s will need the internet, there is always a possibility of a security breach causing patients information to be released. The software must also meet the expectations of the client – changes in the software will also cause a major impact in meeting the deliverables on time.

How Risk can be mitigated

Some practices to maintain a low-risk environment, Risk Managers can standardize appropriate practices across the organization. To hardwire some of these practices into people’s workflow will require that management educates not just providers but also staff and must establish redundancies that will ensure certain steps are completed. This can include alerts, or other messages in electronic health records that will remind staff of appropriate practices, this will help make processes consistent. In addition, with Risk managers they should perform risk assessments to identify risks before problems occur. This will be a proactive way to ensure there is a low- risk environment.

Conclusion

A project needs to have many parts to come together to be successful. A project manager needs to be prepared for each phase of the project with the total cost of the project and project schedule timeline. The process can be time-consuming, but with the right plan, any project manager can make their project a success.

References:

https://phoenix.vitalsource.com/books/9781544302737/epubcfi/6/26[;vnd.vst.idref=s978148334 9169.i842]!/4/2[s9781483349169.i842]/12[s9781483349169.i905]/10[s9781483349169.i 911]/8[s9781483349169.i916]/8@0:57.6

Baharuddin, B., & Yusof, M. M. (2018, June). Evaluation of Risk Management Practices in Information Systems Project in the Public Sector. Jurnal Pengurusan, 53. Retrieved from University of Phoenix Library http://eds.a.ebscohost.com.contentproxy.phoenix.edu/eds/pdfviewer/pdfvi ewer?vid=0&sid=45566a78-993e-49f0-b843-906c2d8b4dde%40sessionmgr4008