Assignment #1 Instructions: You are the project manager for St. Jude's Orthopedic expansion project. Put yourself into the project manager's shoes! Project Managers often have to develop documentation and materials with little information available. They need to be able to use their skill and knowledge to develop a strategy or a plausible scenario for the next steps of the project. Think through the background information ...discuss in your Case Study Groups if you want to make use of that option) and add to the case in the areas that are not fully developed (for example, the business goals, or the expected benefits.) Make these as realistic as you can, given your knowledge of business and using what you've learned in the BASAM program so far. Complete as many of the pieces of the document workbook (Tab 2, 3, and 4) as you can, with the most realistic and well-though out information as you can. 1. Complete the following tabs for the Initiation of the project: Tab 2. Project Data Tab 3. Project Charter (this tab also has information that would be found in a Business Case) Tab 4. Assumptions Log Part 1: Initiating Background Scenario: You and several of your friends have been volunteering at St. Jude's, the local hospital, for a couple of years now. St. Jude's is a small, privately-run hospital serving your town and the surrounding area. As a specialist in cancer care, it also accepts referrals from the wider region. It does not have an emergency room or a pediatric capability. It has 125 beds for patients who require an overnight stay and 40 consulting rooms where doctors meet with patients before and after surgery. The hospital has 360 staff, ranging from kitchen porters to nurses, an on-site pharmacy team, to surgeons. St. Jude's has operating rooms (OR's) already, but for a while the hospital Board has wanted to make better use of the facilities and expand the range of services provided at the hospital. With this in mind, the hospital has been raising money for equipment and buildings to become an orthopedic center of excellence, meaning it will become the preeminent place in the district for orthopedic surgery such as joint replacement. This makes good use of the existing bedrooms, consulting rooms and OR's while allowing the hospital to expand at a manageable pace. The fundraising has finally reached its total and the proposals for the new wing have been agreed to by the hospital Board. The project is now going ahead. The hospital Board knows that you have good project management skills and have asked you to lead the technology installation for all the non-medical equipment in the new wing. This includes a new operating room, three consulting rooms, and a new administration office for the OR manager, Frankie Stone. The physical building is being constructed by an external company with their own project manager, but once they have completed the shell they will hand it over to the hospital teams to equip the building. The main goals of the Healthcare IT Project are to: prepare a budget for the project develop a plan and schedule install and test the IT equipment including PC's, printers, software, and computer desks train the users in the use of the PCs and the new orthopedic templating software, which is used to help surgeons determine what size prosthesis (new hip, etc.) is required. close out the project appropriately. The overall budget has been approved and the building contractor expects to have the new buildings finished in three more months. Work started five months ago. Once the building has been handed over, the Hospital Director, Jonathan Grey, wants to start using it as quickly as possible, so the IT installation should be done within three weeks and the training should be Page 210 done two weeks after that. You should start planning the project as soon as possible since you will outsource a lot of the work. Assume you will carry out the project management role as a volunteer, but that other contractors like the trainer and computer experts will be paid. The 15 OR staff will also need basic PC training on how to use things like Word and email, so assume you or another volunteer can carry this out at no charge. While Jonathan wants the new facilities to open as quickly as possible, it is expensive to have contractors working on weekends, so the work will be planned and carried out on weekdays only to avoid paying overtime rates. Tasks - Initiation Due October 15: Project Charter/Business Case and Assumption Log Due October 22: Project Data, Project Cost Estimate, and Stakeholder Register Due October 9: St. Jude's Newsletter Article (2-page paper) 1. Begin the project work by preparing an Assumptions Log for the project. This will be continually reviewed and revised/added to as the project unfolds. Use "TAB 3" in the Assignments Workbook. 2. The Business Case and Project Charter are two of the documents that help management to commit to and get behind the project. These two documents become the 'contract between the project manager and the organization. Prepare a Project Charter/Business Case using the template provided and the assumptions in your assumption log. Use the Project Charter Document Template. 3. Complete the Project Data information, "TAB 2," in the Assignments Workbook. 4. Prepare a Cost Estimate for the project. At the moment this can be at a high level. Use "TAB 7" spreadsheet in the Assignments Workbook. The known costs at this point are: One desktop PC for the OR manager's office with a standard monitor and peripherals. Regular PC equipment (not specialized equipment) can be found on sites like http://www.bestbuy.com Computer equipment for 3 consulting rooms and one operating/x-ray review room. All laptops mounted on a mobile cart (such as this one from Global Industrial.) Operating room computer will need to have a pair of medical monitors (such as the PACS Display Pair from monitors.com) so the surgeon can see two x-rays displayed side by side. Consulting room carts will only need one additional monitor. All carts will also need a special infection control keyboard and mouse (such as the wireless Medigenic Infection Control keyboard and the Medigenic Medical Scroll mouse) to minimize the spread of infection. Page 3 | 10 Project Charter for Save Life's Dates, Timeline, and Scope Project Name: September 1, 2021 Proposed Date Created: Date of Intake: Disposition: Date Approved: Source/Requester: Other Department Lead: Sponsor: IT Project Lead: Project #: Version #: Signature of Sponsor: October 1, 2021 arget Start Date: Estimated Funding Req'd: Target End Date: Funding Source: December 31, 2021 Fundraising Project Type: Size: M Details: Initiation required, planning recommended Approved By: Job Title: Signature: Assigned Project Manager: Job Title: Signature: Links to Other Docs: Business Justification Strategic Goal(s): Operating Goal(s): Project Description: Expected Benefits Business Justification Strategic Goal(s): Operating Goal(s): Project Description: Expected Benefits Preliminary High-Level Milestones and Deliverables Target Time Frame Milestones/Deliverables 1 2 3 4 5 6 Completion Criteria What is the definition of "done"? What does it look like/include? Required for L & XL Projects (encouraged for all projects): Use the fields below to clarify project scope. Dependencies: Out of Scope: Constraints: Additional Assumptions: Tools/Reporting: Other Comments: (Optional) Assignment #1 Instructions: You are the project manager for St. Jude's Orthopedic expansion project. Put yourself into the project manager's shoes! Project Managers often have to develop documentation and materials with little information available. They need to be able to use their skill and knowledge to develop a strategy or a plausible scenario for the next steps of the project. Think through the background information ...discuss in your Case Study Groups if you want to make use of that option) and add to the case in the areas that are not fully developed (for example, the business goals, or the expected benefits.) Make these as realistic as you can, given your knowledge of business and using what you've learned in the BASAM program so far. Complete as many of the pieces of the document workbook (Tab 2, 3, and 4) as you can, with the most realistic and well-though out information as you can. 1. Complete the following tabs for the Initiation of the project: Tab 2. Project Data Tab 3. Project Charter (this tab also has information that would be found in a Business Case) Tab 4. Assumptions Log Part 1: Initiating Background Scenario: You and several of your friends have been volunteering at St. Jude's, the local hospital, for a couple of years now. St. Jude's is a small, privately-run hospital serving your town and the surrounding area. As a specialist in cancer care, it also accepts referrals from the wider region. It does not have an emergency room or a pediatric capability. It has 125 beds for patients who require an overnight stay and 40 consulting rooms where doctors meet with patients before and after surgery. The hospital has 360 staff, ranging from kitchen porters to nurses, an on-site pharmacy team, to surgeons. St. Jude's has operating rooms (OR's) already, but for a while the hospital Board has wanted to make better use of the facilities and expand the range of services provided at the hospital. With this in mind, the hospital has been raising money for equipment and buildings to become an orthopedic center of excellence, meaning it will become the preeminent place in the district for orthopedic surgery such as joint replacement. This makes good use of the existing bedrooms, consulting rooms and OR's while allowing the hospital to expand at a manageable pace. The fundraising has finally reached its total and the proposals for the new wing have been agreed to by the hospital Board. The project is now going ahead. The hospital Board knows that you have good project management skills and have asked you to lead the technology installation for all the non-medical equipment in the new wing. This includes a new operating room, three consulting rooms, and a new administration office for the OR manager, Frankie Stone. The physical building is being constructed by an external company with their own project manager, but once they have completed the shell they will hand it over to the hospital teams to equip the building. The main goals of the Healthcare IT Project are to: prepare a budget for the project develop a plan and schedule install and test the IT equipment including PC's, printers, software, and computer desks train the users in the use of the PCs and the new orthopedic templating software, which is used to help surgeons determine what size prosthesis (new hip, etc.) is required. close out the project appropriately. The overall budget has been approved and the building contractor expects to have the new buildings finished in three more months. Work started five months ago. Once the building has been handed over, the Hospital Director, Jonathan Grey, wants to start using it as quickly as possible, so the IT installation should be done within three weeks and the training should be Page 210 done two weeks after that. You should start planning the project as soon as possible since you will outsource a lot of the work. Assume you will carry out the project management role as a volunteer, but that other contractors like the trainer and computer experts will be paid. The 15 OR staff will also need basic PC training on how to use things like Word and email, so assume you or another volunteer can carry this out at no charge. While Jonathan wants the new facilities to open as quickly as possible, it is expensive to have contractors working on weekends, so the work will be planned and carried out on weekdays only to avoid paying overtime rates. Tasks - Initiation Due October 15: Project Charter/Business Case and Assumption Log Due October 22: Project Data, Project Cost Estimate, and Stakeholder Register Due October 9: St. Jude's Newsletter Article (2-page paper) 1. Begin the project work by preparing an Assumptions Log for the project. This will be continually reviewed and revised/added to as the project unfolds. Use "TAB 3" in the Assignments Workbook. 2. The Business Case and Project Charter are two of the documents that help management to commit to and get behind the project. These two documents become the 'contract between the project manager and the organization. Prepare a Project Charter/Business Case using the template provided and the assumptions in your assumption log. Use the Project Charter Document Template. 3. Complete the Project Data information, "TAB 2," in the Assignments Workbook. 4. Prepare a Cost Estimate for the project. At the moment this can be at a high level. Use "TAB 7" spreadsheet in the Assignments Workbook. The known costs at this point are: One desktop PC for the OR manager's office with a standard monitor and peripherals. Regular PC equipment (not specialized equipment) can be found on sites like http://www.bestbuy.com Computer equipment for 3 consulting rooms and one operating/x-ray review room. All laptops mounted on a mobile cart (such as this one from Global Industrial.) Operating room computer will need to have a pair of medical monitors (such as the PACS Display Pair from monitors.com) so the surgeon can see two x-rays displayed side by side. Consulting room carts will only need one additional monitor. All carts will also need a special infection control keyboard and mouse (such as the wireless Medigenic Infection Control keyboard and the Medigenic Medical Scroll mouse) to minimize the spread of infection. Page 3 | 10 Project Charter for Save Life's Dates, Timeline, and Scope Project Name: September 1, 2021 Proposed Date Created: Date of Intake: Disposition: Date Approved: Source/Requester: Other Department Lead: Sponsor: IT Project Lead: Project #: Version #: Signature of Sponsor: October 1, 2021 arget Start Date: Estimated Funding Req'd: Target End Date: Funding Source: December 31, 2021 Fundraising Project Type: Size: M Details: Initiation required, planning recommended Approved By: Job Title: Signature: Assigned Project Manager: Job Title: Signature: Links to Other Docs: Business Justification Strategic Goal(s): Operating Goal(s): Project Description: Expected Benefits Business Justification Strategic Goal(s): Operating Goal(s): Project Description: Expected Benefits Preliminary High-Level Milestones and Deliverables Target Time Frame Milestones/Deliverables 1 2 3 4 5 6 Completion Criteria What is the definition of "done"? What does it look like/include? Required for L & XL Projects (encouraged for all projects): Use the fields below to clarify project scope. Dependencies: Out of Scope: Constraints: Additional Assumptions: Tools/Reporting: Other Comments: (Optional)