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BABA 302 Project Case Study

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Course 302: Project Management Case Study

Instructions: This project is going to be simulated in to a realistic case study that you can refer

to for future reference. We will keep things at High level for this course but after the course

ends please feel free to add minute details to break the project & project plan into low level.

So let’s began our journey..….

Case:

Background:

Your local hospital’s (Place a name of your local hospital here), cardiology department has a

need for new Cardiology Information System. The old system does not seem to interface with

the Patient Admission System or any other clinical systems at the hospital. Also all the patients

have to be entered manually every time the patient comes in for a cardiac test. This causes a lot

of issues in the work efficiency and duplication/errors in the patient names and demographics

information. This is a major issue and can interrupt patient care or can cause major error in

their treatment plan. Also after the cardiac tests are performed all the equipment has to be

connected back to the workstation to load up the test results and can take hour for physicians

to see the study. The clinicians are frustrated with this work flow and are looking for a solution

that allows them to focus on quick and efficient patient care while reducing the error in the

data. The new system would also be a competitive advantage to the hospital as the clinicians

are able to work much faster and efficiently. This allows the department to book more patient

studies in a day. The department is confident that the new system will pay for itself in next 2 – 3

years with increase in ROI.

Solution:

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRw&url=https://www.pinterest.com/topspeedllc/random-computer-fun/&ei=SrX7VISmOqewsATj0YLIAw&psig=AFQjCNH6UDxNa3GaxGIudK52l8T_b2o0pw&ust=1425868187104185

BABA 302 Project Case Study

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Various vendors were invited to see demos of the latest trends in the Cardiology Information

solution. The demos were attended by the clinicians and the IT department. After reviewing all

the features and technical specifications it was decided by the hospital administration to go

with the GE MUSE Cardiology Information System along with purchasing 2 MAC 5500 HD ECG

Carts. The system is going to be interfaced with the Patient Admission System and also the EMR

system where the results from the Cardiology Information System will be sent and stored in the

patient’s electronic chart. The project is Approved and signed off by the CEO and CIO to move

forward as soon as possible.

Please Review these site for the product information:

Improved ECG Workflow with GE MUSE and MAC 5500 HD Systems

https://www.youtube.com/watch?v=EzW3r8YH5iw

MUSE Cardiology Information System Overview

http://www3.gehealthcare.com/en/products/categories/diagnostic_ecg/cardio_data_manage

ment/muse_cardiology_information_system#tabs/tab1C950954FC05485880F702C3D07E6661

Now What???????

Project Initiation Phase:

Now the FUN begins! You are assigned to be the Project Manager to oversee the implantation

of the new Cardiology Information System. You are going to start looking at your technical

specification and work with the vendor to develop SOW (Statement of Work) for your project

so that you can break your project into important milestones. You also noted from your

technical specs that you will not need a server for this system, the Cardiology Info System will

be hosted in a cloud by IBM Company SoftLayer: http://www.softlayer.com/

Once you review all your documentation and figure out what is involved with implementing this

system (Task milestones, scheduling, resources, etc.) We will begin our project with writing an

overview of the organization and its need for this project. We will then work our way through

building a project plan and ending it with some important deliverables to the business unit.

https://www.youtube.com/watch?v=EzW3r8YH5iw

http://www3.gehealthcare.com/en/products/categories/diagnostic_ecg/cardio_data_management/muse_cardiology_information_system#tabs/tab1C950954FC05485880F702C3D07E6661

http://www.softlayer.com/

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Project Milestone 1: Chap 2 & 3

Using Microsoft Power-Point build slides that states following:

1. Brief your local hospital’s summary

2. Cardiology Dept info

3. Description of the project (What the project is about?)

4. Reason for Project (need for project?)

5. Selected System name & brief Information

6. How the new system will benefit to the department

7. Success Criteria

8. Network diagram (created in Project Milestone#2)

9. Important stakeholder in your project & your project team (Include yourself as the project manager,

add Cardiology administrator, and the entire project team – as listed in project milestone #5)

10. Talk about any concerns or the risk factors (if any?) with implementing this project

11. Deliverables Slide (should Include something similar to this):

A. Project Statement & Scope (Your PPT presentation)

B. Report: Resource Cost Overview (see if you can paste that report to your PowerPoint PPT) –

Part of Project Milestone #4

C. Pick any one visual report (cash flow, task, etc.) and see if you can add it to your PowerPoint

PPT) – Part of Project Milestone#4

C. Vendor’s Specs (If you find it on GE website, add a web address to your slide)

D. High Level Project Plan

E. Installation Documents (you will NOT provide this to me but should be listed under

deliverables)

F. Test Plan (you will NOT provide this to me but should be listed under deliverables)

G. Disaster Recovery Plan (you will NOT provide this to me but should be listed under

deliverables)

H. Training Documents (you will NOT provide this to me but should be listed under deliverables)

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I. Provide information on point of contact after project completes: IT Point of Contact, Vendor

point of contact & Tech support, SoftLayer point of contact & tech support. (Add those names in from

your project plan resources and make up the phone# & email information)

12. Closing Project Slide: This should include closing the project statement and lessons learned

Important Note: Make 2 sets of Backup Copies of your PPT presentation stored on external drive,

google drive, etc. just in case you lose a copy; you will need to hand this to me when we close the

project (Project Milestone#5) along with your Project Plan.

Project Milestone 2: Chap 4 (Figure 4.1) Work breakdown Structure

Develop a network diagram of the work break down structure for your project. Keep it simple and at

high level. Please Note: No need to break it down at low level with minute details. (Look at Figure 4.1 of

your text book for ideas) You can use MS Word (use smart art or shapes & connectors), Visio, Power

Point or any other tools to create it. All the information you need to create your diagram is listed in

Milestones 3 & 4 (Do NOT add resources to your Network Diagram). The learning objective for this

milestone is for you to identify the major phases and important task for your project. Copy your diagram

to your power point presentation and send a copy of your diagram to me as an assignment for this

week.

Project Milestone 3: Chap 4 Appendix & Chap 5 Appendix

Now that you know what’s involved, let’s start working on the project Plan. Go into the

Microsoft Project, start a new blank project. First, set some properties to describe the project

file. Please set your project “Title” to be – “Your Hospital Name – Cardiology Information

System.” Please look at Ch – 4 Appendix (figure 4A.1) on how to perform this step. Next please

set your project start date (ask instructor for project start DATE). Please look at Ch – 4 Appendix

(Figure 4A.2) on how to perform this step. Add following task and subtask for your project (You

can look at the tutorial videos provided in each module and also look at the tutorial provided in

the chap 4, 5, 6 Appendix):

Important Note: You can NOT specify both a start date and a finish date in a project. If you

enter the start date, Microsoft Project schedules the first task in the project to begin at that

date and calculates the project’s finish date based on that starting date. If you enter the finish

date, Microsoft Project schedules the tasks at the end of the project first and works backwards.

The final task is scheduled to end in time for the final task to begin, and so on.

Save your project and give it a following name: BABA 302 PM – Firstname Lastname

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Save your work frequently: You can set Project to prompt you to save your work every 10

Minutes (Click on File Menu  Options  Save  and set the following properties):

Now you are ready to enter the TASK, SUMMERIES, & Duration: Click the Task Tab and Select

Gantt Chart View… (Refer to Ch – 4 Appendix for the steps and also the video tutorial)

When you start adding Task please be sure to change the Task mode to “Auto Schedule.” This is

shown in the figure above. You can also see the tutorial video on how to do this step or look at

Chapter – 4 appendixes.

List of Task & Summaries and Duration (Part 1)

Task Name Duration Start Finish

Initiation 3 days Mon 6/22/15 Wed 6/24/15

Start 0 days Mon 6/22/15 Mon 6/22/15

Planning/Review 3 days Mon 6/22/15 Wed 6/24/15

SOW 2 days Mon 6/22/15 Tue 6/23/15

Design 5 days Mon 6/22/15 Fri 6/26/15

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System Customization 5 days Mon 6/22/15 Fri 6/26/15

Data Migration 3 days Mon 6/22/15 Wed 6/24/15

Data Integrity/Testing 4 days Mon 6/22/15 Thu 6/25/15

Develop Test Plan 2 days Mon 6/22/15 Tue 6/23/15

Implementation 5 days Mon 6/22/15 Fri 6/26/15

Cloud setup 1 day Mon 6/22/15 Mon 6/22/15

system install 1 day Mon 6/22/15 Mon 6/22/15

MAC 500 Devices setup 1 day Mon 6/22/15 Mon 6/22/15

Setup Interface 1 day Mon 6/22/15 Mon 6/22/15

Testing 5 days Mon 6/22/15 Fri 6/26/15

Training 5 days Mon 6/22/15 Fri 6/26/15

Setup Back up 1 day Mon 6/22/15 Mon 6/22/15

Acceptance 3 days Mon 6/22/15 Wed 6/24/15

Change Communication 3 days Mon 6/22/15 Wed 6/24/15

Go Live 1 day Mon 6/22/15 Mon 6/22/15

Documentation 2 days Mon 6/22/15 Tue 6/23/15

Install & Vendor's Documentation

2 days Mon 6/22/15 Tue 6/23/15

Training documents 2 days Mon 6/22/15 Tue 6/23/15

Disaster Recovery Plan 2 days Mon 6/22/15 Tue 6/23/15

Complete 0 days Mon 6/22/15 Mon 6/22/15

Sign-off/hand over 0 days Mon 6/22/15 Mon 6/22/15

YOU DID IT!!!!

Now let’s add your predecessors (linking task together)…..

List of Task, Summaries, Duration, and Predecessor (linking task) (Part 2)

Important concepts to remember (please review from the Chap 4 & Chap 5 Appendix):

1. Finish-to-Start (FS)

2. Start-to-Start (SS)

3. Finish-to-Finish (FF)

4. Start-to-Finish (SF)

Task Mode Task Name Duration Start Finish Predecessors Resource

Names

Auto Scheduled

Initiation (1) 5 days Mon 6/22/15

Fri 6/26/15

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Auto Scheduled

Start (2) 0 days Mon 6/22/15 Mon 6/22/15

Auto Scheduled

Planning/Review (3) 3 days Mon 6/22/15 Wed 6/24/15

Auto Scheduled

SOW (4) 2 days Thu 6/25/15 Fri 6/26/15 2,3

Auto Scheduled

Design (5) 11 days Mon 6/29/15

Mon 7/13/15

Auto Scheduled

System Customization (6) 5 days Mon 6/29/15 Fri 7/3/15 4

Auto Scheduled

Data Migration (7) 3 days Mon 7/6/15 Wed 7/8/15

Auto Scheduled

Data Integrity/Testing (8) 4 days Mon 7/6/15 Thu 7/9/15 7SS

Auto Scheduled

Develop Test Plan (9) 2 days Fri 7/10/15 Mon 7/13/15

Auto Scheduled

Implementation (10) 17 days Fri 7/10/15 Mon 8/3/15

Auto Scheduled

Cloud setup (11) 1 day Fri 7/10/15 Fri 7/10/15 9SS

Auto Scheduled

system install (12) 1 day Mon 7/13/15 Mon 7/13/15

Auto Scheduled

MAC 500 Devices setup (13) 1 day Fri 7/17/15 Fri 7/17/15 12

Auto Scheduled

Setup Interface (14) 1 day Mon 7/20/15 Mon 7/20/15

12,13

Auto Scheduled

Testing (15) 5 days Tue 7/21/15 Mon 7/27/15

Auto Scheduled

Training (16) 5 days Tue 7/28/15 Mon 8/3/15

Auto Scheduled

Setup Back up (17) 1 day Tue 7/14/15 Tue 7/14/15

11,12

Auto Scheduled

Acceptance (18) 4 days Wed 7/15/15

Mon 7/20/15

Auto Scheduled

Change Communication (19) 3 days Wed 7/15/15 Fri 7/17/15 16, 17

Auto Scheduled

Go Live (20) 1 day Mon 7/20/15 Mon 7/20/15

Auto Scheduled

Documentation (21) 5 days Tue 7/21/15 Mon 7/27/15

Auto Scheduled

Install & Vendor's Documentation (22)

3 days Tue 7/21/15 Mon 7/27/15

Auto Scheduled

Training documents (23) 2 days Tue 7/21/15 Wed 7/22/15

22SS

BABA 302 Project Case Study

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Auto Scheduled

Disaster Recovery Plan (24) 2 days Thu 7/23/15 Fri 7/24/15 23

Auto Scheduled

Complete (25) 0 days Mon 7/27/15

Mon 7/27/15

Auto Scheduled

Sign-off/hand over (26) 0 days Mon 7/27/15 Mon 7/27/15

24,22,23

Baseline: Once complete Set your project as Baseline (Click on Format  Select Baseline  Click OK).

This is going to take a snapshot of the project in current state and it will track progress as you move

further through the project.

Add following to your Project Plan:

1. Double click on the “Cloud setup” field and under notes add the name of the vendor and the

web page for the vendor’s website (the information is found in this Project Case Study).

2. Do the same for “System Install” – add vendor’s name and website

3. Do the same for “MAC 500 Devices Setup” – add vendor’s name and web address. Also you just

found out that the devices will not be arriving on time (ask Instructor for the new arrival DATE), so add

that under General Tab under dates and in the notes section put a note saying that the new devices will

not arrive until DATE.

Explanation of Project Plan:

If you look at the project plan now you can see that for many task the previous task has to be

completed in order for the next task to start. For instance Task 2 (Start) & 3 (Planning/Review)

must be completed in order for Task 4 (SOW) to be written. In the next instance Task 7 Data

Migration and Task 8 Data Integrity/Testing can start at the same time (Predecessor 7SS).

Meaning while the data is being migrated they can also start testing to see if the data is being

imported correctly. At last all the documentation after the go-live must be completed in order

for the Project Team to sign off and hand over the project to the Business Unit. So, you can see

the relationship between each task being implemented in a project.

Deliverables:

Please send a print out of your project plan. Go to the File  Export  Create a PDF/XPS file.

Name it “BABA 302- Your First Lastname Proj Milestone 3 View.” Submit the copy of the PDF

file of the project for review.

You did it!!! Let’s move on to our next Milestone.

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Good Practice: Save two backup copies of the file and make sure you store one file either on

Google drive or external hard drive or thumb drive. This way you ALWAYS have a back up.

Project Milestone 4: Chap 6 Appendix (Adding & Assigning Resources)

Now let’s add Resources for the project and assign them to each task of your project.

Under Resource sheet add following Material & Resources:

Resource Name Type Material

Label Initials Group

Max.

Units Std. Rate Ovt. Rate Cost/Use Accrue At

Tom T. - Helpdesk Work

100% $15.00/hr $0.00/hr $0.00 Prorated

Lerry C. - IT Systems Work

100% $30.00/hr $0.00/hr $0.00 Prorated

Jon G. - DB Administrator

Work

100% $35.00/hr $0.00/hr $0.00 Prorated

Lisa B. - Testing - Cardio Work

100% $25.00/hr $0.00/hr $0.00 Prorated

Mason R. - Administrator Cardio

Work

100% $25.00/hr $0.00/hr $0.00 Prorated

Robert. D - Interface Team

Work

100% $40.00/hr $0.00/hr $0.00 Prorated

Your Name. - Project Manager

Work

100% $45.00/hr $0.00/hr $0.00 Prorated

Thomas B. - Vendor (GE)

Work

100% $50.00/hr $0.00/hr $0.00 Prorated

Dana P - Vendor (GE) Work

100% $50.00/hr $0.00/hr $0.00 Prorated

Mike M. - Vendor (Softlayer)

Work

100% $75.00/hr $0.00/hr $0.00 Prorated

MAC 5500 devices Material

$15,000.00

$0.00 Prorated

Jamie D. - Bio Med Engineering

Work

100% $35.00/hr $0.00/hr $0.00 Prorated

Tim P. - Change Control Manager

Work

100% $60.00/hr $0.00/hr $0.00 Prorated

Now we can move forward and assign resources to the project. Please look at the tutorial

videos on Resources and also look at Ch – 6 Appendix for assistance.

The next step is assigning resources:

Here is the list of resources assigned to the specific task…. Some resources are part of the more

than few tasks, such as the vendor assigned to the project and also the hospital’s project team.

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Task Mode Task Name Duration Start Finish Predecessors Resource Names

Auto Scheduled

Initiation 5 days Mon 6/22/15

Fri 6/26/15

Auto Scheduled

Start 0 days Mon 6/22/15

Mon 6/22/15

Payal S. - Project Manager

Auto Scheduled

Planning/Review 3 days Mon 6/22/15

Wed 6/24/15

2 Everyone except for MAC 5500 device

Auto Scheduled

SOW 2 days Thu 6/25/15

Fri 6/26/15

2,3 Payal S. - Project Manager

Auto Scheduled

Design 11 days Mon 6/29/15

Mon 7/13/15

Auto Scheduled

System Customization 5 days Mon 6/29/15

Fri 7/3/15 4

Dana P - Vendor (GE),Mason R. - Administrator Cardio,Thomas B. - Vendor (GE)

Auto Scheduled

Data Migration 3 days Mon 7/6/15

Wed 7/8/15

Dana P - Vendor (GE),Jon G. - DB Administrator,Mason R. - Administrator Cardio

Auto Scheduled

Data Integrity/Testing 4 days Mon 7/6/15

Thu 7/9/15

7SS

Dana P - Vendor (GE),Jon G. - DB Administrator,Lisa B. - Testing - Cardio,Mason R. - Administrator Cardio

Auto Scheduled

Develop Test Plan 2 days Fri 7/10/15 Mon 7/13/15

Dana P - Vendor (GE),Jon G. - DB Administrator,Lisa B. - Testing - Cardio,Mason R. - Administrator Cardio

Auto Scheduled

Implementation 17 days Fri 7/10/15 Mon 8/3/15

Auto Scheduled

Cloud setup 1 day Fri 7/10/15 Fri 7/10/15

9SS Lerry C. - IT Systems,Mike M. - Vendor (Softlayer)

Auto Scheduled

system install 1 day Mon 7/13/15

Mon 7/13/15

11 Lerry C. - IT Systems,Thomas B. - Vendor (GE)

Auto Scheduled

MAC 500 Devices setup

1 day Fri 7/17/15 Fri 7/17/15

12 Jamie D. - Bio Med Engineering,Thomas B. - Vendor (GE)

Auto Scheduled

Setup Interface 1 day Mon 7/20/15

Mon 7/20/15

12,13 Dana P - Vendor (GE),Jon G. - DB

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Administrator,Mason R. - Administrator Cardio,Robert. D - Interface Team

Auto Scheduled

Testing 5 days Tue 7/21/15

Mon 7/27/15

Dana P - Vendor (GE),Lisa B. - Testing - Cardio,Mason R. - Administrator Cardio,Robert. D - Interface Team,Thomas B. - Vendor (GE)

Auto Scheduled

Training 5 days Tue 7/28/15

Mon 8/3/15

Dana P - Vendor (GE),Mason R. - Administrator Cardio,Thomas B. - Vendor (GE)

Auto Scheduled

Setup Back up 1 day Tue 7/14/15

Tue 7/14/15

11,12

Lerry C. - IT Systems,Mike M. - Vendor (Softlayer),Thomas B. - Vendor (GE)

Auto Scheduled

Acceptance 4 days Tue 8/4/15 Fri 8/7/15

Auto Scheduled

Change Communication

3 days Tue 8/4/15 Thu 8/6/15

16,17 Tim P. - Change Control Manager

Auto Scheduled

Go Live 1 day Fri 8/7/15 Fri 8/7/15 19

Dana P - Vendor (GE),Jamie D. - Bio Med Engineering,Jon G. - DB Administrator,Lerry C. - IT Systems,Payal S. - Project Manager,Thomas B. - Vendor (GE),Tom T. - Helpdesk

Auto Scheduled

Documentation 5 days Mon 8/10/15

Fri 8/14/15

Auto Scheduled

Install & Vendor's Documentation

3 days Mon 8/10/15

Fri 8/14/15

Dana P - Vendor (GE),Jon G. - DB Administrator,Lerry C. - IT Systems,Payal S. - Project Manager,Thomas B. - Vendor (GE)

Auto Training documents 2 days Mon Tue 22SS Dana P - Vendor

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Scheduled 8/10/15 8/11/15 (GE),Lisa B. - Testing - Cardio,Mason R. - Administrator Cardio,Payal S. - Project Manager,Thomas B. - Vendor (GE)

Auto Scheduled

Disaster Recovery Plan

2 days Wed 8/12/15

Thu 8/13/15

Dana P - Vendor (GE),Jon G. - DB Administrator,Lerry C. - IT Systems,Mason R. - Administrator Cardio,Mike M. - Vendor (Softlayer),Payal S. - Project Manager,Robert. D - Interface Team,Thomas B. - Vendor (GE)

Auto Scheduled

Complete 0 days Fri 8/14/15 Fri 8/14/15

Auto Scheduled

Sign-off/hand over 0 days Fri 8/14/15 Fri 8/14/15

24,22,23 Everyone, Except for Mac 5500 Devices

After assigning the resources to your project, you may see constrain of resources over

allocation, as shown in the figure below:

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Question:

What are some of the ways can you fix the resource over allocation constrain? May be asking

the vendor to provide more resources for the project or ask the hospital’s IT and Cardiology

dept to add few more people to the project. Think about some of the ways you can resolve this

constrain and explain your answer and make appropriate changes to your Project plan.

Deliverables Project Milestone 4:

A. Solve question above regarding resource over allocation constrain in your project plan (2

bonus points – only if solved within your project plan) and explain your answer about how the

resource over allocation constrain can be resolved?

B. Printout of the project plan and Gantt chart views (send as PDF file)

C. Resource Cost overview report as a PDF file

D. Any one visual report (cash flow, task, etc.)

E. Show me the critical task of your project… Under Task View – Filter “Critical” (Submit as a

PDF) OR create a REPORT and send a copy of it

?????:

Why do I want to see the list of the critical task? -- Understanding the critical path on your project is an

important concept as the critical path drives your end date. If there is a single delay in any of the tasks

on the project schedule, it will have a direct impact on the project end date.

Project Milestone 5: Chap9 – Closing the Project

Let’s say your project is successfully complete and are ready to sign off and hand over the

project to the business unit….. For this milestone, you need to complete following:

A. Look at the project Plan, based on the dates the project may not be complete but

please mark all the task that have been complete up until today’s date. Please refer to the

tutorial on how to track progress.

B. Add one or two slides in your PowerPoint presentation about your experience in

managing the project, types of problems you encountered (resource over allocation, devices

arrived late, etc.) and how you resolved these constrains to stay on schedule? Share anything

you learned by managing this project. Basically I am looking for a closing statement.

Final Deliverables: Here are the lists of things you need to Hand over to the business unit

(Instructor)

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1. Completed Power Point PPT (Criteria are listed in Project Milestone 1).

2. Project Plan with Milestones marked as complete up until today’s date.

You have successfully reached all your milestones as PROJECT MANAGERS!!! If you are

interested in learning more about the Project Management continue to work through this

project dissecting it further into low-level plan. You can also play around with reporting and

customization. Take a moment to celebrate as we move into the next segment of our course.

Bonus Points

Bonus Points: I will give up to 3 bonus points if you break the project plan further and show me

some customized reporting (you have to think out of the box & be creative). This cannot be part

of what we have done in this project already but you can use this project and add more

enhancements. Explain what extra effort you added to this project or additional features you

learned (need to see the proof). If I feel you earned some bonus points I will add that to your

final project score. MUST SUBMIT EVERYTHING WITH YOUR PROJECT MILESTONE #5