COIT13232 Business Analysis Project

Introduction

The Australian Pharmaceutical Industries is initiating the project plan to upgrade its existing electronic health records system. The system is an electronic medical records for the clinical services provided into the public healthcare offices (Arvidsson, Holmström and Lyytinen 2014). The proposed system allows to submit claims of the services provided electronically as well as track the compensation received for the performed services and supported revenue recovery.

The report is based on analysing the project management overview of this project plan with statement of work, project team, responsibilities, objectives and constraints. The current system of the organization is described with analysing its issues, problems and constraints. 

Project management overview

Statement of work

The statement of work of this project plan is consisted of following aspects such as:

Scope: The project scope is defined and documented. The scope of the information system is to implement new computerized physician entry of order, visits of patients are arranged, the clinician is asked to enter the data and events into the electronic record are reported.

Objectives: The objectives of this project plan is to develop existing system of the Australian Pharmaceutical Industries. The system should increase revenue of the healthcare sector by 5% in Australian marketplace. It is required to train the staffs on use of new version of information system.

Key outcomes: The key outcomes of this plan is to upgrade the existing system of the selected healthcare organization so that there is change into the healthcare record. The system is included to provide secured, reliable, in addition to effective way to register and gather the clinical data related to patients.

Deliverables: The key deliverables of this project are project charter, initial risk assessment, high level project schedule, project management plan, high level WBS, budget and communication plan, responsibility matrix and project status report.

Assumptions: The resources are available for the duration of the project plan with expertise to work in this particular field. It is also assumed that the project work is completed on time and within budget. No extra resources are added after starting of the project plan.

Project team

The project team is included of:

• Executive project sponsor
• Project manager
• Financial analyst
• Technical manager
• System Engineer
• Administrative manager

Responsibilities

Role	Responsibilities
Executive project sponsor	Ensure that the project is delivered with business benefits Keep the project plan aligned with the organizational strategies and portfolio directions (Ben-Assuli 2015). Govern the project risks related to financial resources
Project manager	Designing and applying the project management standards in upgrade of EHR system Managing the production of required project deliverables Planning, monitoring and controlling the project plan
Financial analyst	Providing of guidance to the business and individuals to make investment decisions (Carayon et al. 2015). Assessing the performance of project bonds
Technical manager	Communicate with the technical project team and clients Understand the project needs, coordinate with the project resources and direct the project in right directions (Kruse et al. 2016) Allocate the responsibilities to manage the project from end to end
System engineer	Manage and monitor the information system and IT infrastructure Configure and maintain the information system, system management tools Ensure the higher levels of the information system
Administrative manager	Support the business operations by supervise the project team Organize and implement the administrative system Recruit and train the project personnel, allocation of responsibilities

Project schedule

Figure 1: Gantt chart showing project schedule

(Source: Created by author)

Objectives and constraints

Following are the project objectives for this project study such as:

• To develop measurable goals for upgrade EHR
• To formulate strategies for staff communication
• To create the work plan for implementation of EHR
• To formulate features and functionality that EHR is successful

The project constraints are the factors which restrict the project scope, resource as well as project schedule. The funds of this project is expended by 10 days and must be completed within 120 days. Upgrade of the information system is go live for all the end users. Training is completed shortly before go live date. The deadline for implementation of electronic health record system is 21^st January, 2019. Therefore, upgradation of proposed system must complete before this proposed date.

Proposed strategic alignment

There is recognition of strategic alignment to plan the services are required to deliver the healthcare providers. It is required to understand improvement range of the social as well as economic factors which influence the improvement of the healthcare status. The consumers can access the health care information from the internet through the portal of the selected organization (Lee et al. 2015). The strategic provision of the health services with use of integrated services enhanced the existing capabilities and optimize the use of the resources. The electronic record system supports the current as well as long term requirements of the healthcare information on short term basis. In long term basis, the data are formed foundation of the medical as well as health research. The strategic alignment is focused on electronic health recorded as core abilities that will offer real time access to the decision support at point of the healthcare (Peppard and Ward 2016). It will continue to build an increase confidence of the healthcare organizations to share of higher quality information across the healthcare system. 

Description of current system

Issues

The advent of the electronic health records are increased rapidly as well as feasibility of the healthcare administration. The customers are in constant fear related to privacy of the health related information. The privacy issues are primary concerns for the users and breaches can conflict the health privacy laws which result in decrease of the patient’s trusts that their information will be secured.   

Problems

There are problems into the current system such as the existing system has no such features to provide the patients with health related information online. Therefore, the patients should go to the healthcare organization and update with recent healthcare services which are provided (Nguyen, Bellucci and Nguyen 2014). There are no computerized system to enter physician entry of order. Therefore, those problems are overcome with new upgrade of EHR system into Australian Pharmaceutical Industries.

Constraints

Due to problems into the healthcare system, therefore it is possible there are some delay into the project activities. Therefore, there will be time constraints. When the project is not delivered on time, there are budget constraints when the plan is exceed with its proposed budget due to increase in number of days to complete the project work.

Proposed stakeholder analysis and management

Identification of stakeholder groups

External stakeholders	Internal stakeholders
Board of directors	The project team
Patients	Medical directors
Healthcare consultants	Project manager
Non-governmental organizations (NGO)	Technical manager
Media	Project management office
Industry partners	Financial analyst
Governmental agencies	Administrative manager

Stakeholder mapping

Keep completely informed Board of directors Project manager The project team Patients	Manage most thoroughly Administrative manager Media Non-governmental organizations (NGO) Financial analyst
Regular minimal contact Technical manager Healthcare consultants Project management office	Anticipate and meet needs Industry partners Medical directors Governmental agencies

Prioritize the project stakeholders

All the internal as well as external stakeholders are identified. Those are the patients but are included of families of patients, healthcare providers as well as program administrators (Ozair et al. 2015). The interest and power of stakeholders are also identified. The level of influence of stakeholders are determined. The personal traits which are possessed by the patient stakeholders are communication skills, experience of life could provide invaluable to achieve of project goals. There is requirement of communication plan for the stakeholders so that they can interact with each other in case of requirements (Boonstra, Versluis and Vos 2014). Identification of stakeholders are difficult task and influence of the stakeholders are not become evident until last stages of the project plan.

Stakeholder register

Role	Category	Power	Interest	Expectations	Strategies
The project team	Internal	High	High	The project is to be delivered on time and in budget.	The stakeholders are notified about negative impacts of the project plan on the business organization.
Medical directors	Internal	Low	High	There are clear requirements of project and timely completion of project documents.	Arrangement of project meeting with the stakeholders and project manager to discuss the project objectives (Hsiao, Hing and Ashman 2014).
Project manager	Internal	High	High	Timely approval of project plan.	Trying to gain commitments from the stakeholders on the project resources and deliverables of the project sponsor
Technical manager	Internal	Low	Low	Changes should not affect the uptime of proposed system.	Explanation of the project benefits to the stakeholders (Manoharan, Melitski and Bromberg 2015)
Project management office	Internal	Low	Low	There are clear requirements of project and timely completion of project documents.	Asking the stakeholder to join the project management team and active member of project
Financial analyst	Internal	High	High	Timely approval of project plan.	Finding out others those have experience about the technical related work
Administrative manager	Internal	High	High	The project is to be delivered on time and in budget.	Sending regular project updates (Nguyen, Bellucci and Nguyen 2014)
Board of directors	External	High	High	There are clear requirements of project and timely completion of project documents.	Trying to gain commitments from the stakeholders on the project resources and deliverables of the project sponsor
Patients	External	High	High	Timely approval of project plan.	Identification of the project requirements and getting approval
Healthcare consultants	External	Low	Low	The project is to be delivered on time and in budget.	Sending regular project updates
Non-governmental organizations (NGO)	External	High	High	Timely approval of project plan.	Asking the stakeholder to join the project management team and active member of project (Sauver et al. 2017).
Media	External	High	High	The project is to be delivered on time and in budget.	Sending regular project updates
Industry partners	External	Low	High	There are clear requirements of project and timely completion of project documents.	Finding out others those have experience about the technical related work
Governmental agencies	External	Low	High	The project is to be delivered on time and in budget.	Identification of the project requirements and getting approval

References

Arvidsson, V., Holmström, J. and Lyytinen, K., 2014. Information systems use as strategy practice: A multi-dimensional view of strategic information system implementation and use. The Journal of Strategic Information Systems, 23(1), pp.45-61.

Ben-Assuli, O., 2015. Electronic health records, adoption, quality of care, legal and privacy issues and their implementation in emergency departments. Health Policy, 119(3), pp.287-297.

Boonstra, A., Versluis, A. and Vos, J.F., 2014. Implementing electronic health records in hospitals: a systematic literature review. BMC health services research, 14(1), p.370.

Carayon, P., Wetterneck, T.B., Alyousef, B., Brown, R.L., Cartmill, R.S., McGuire, K., Hoonakker, P.L., Slagle, J., Van Roy, K.S., Walker, J.M. and Weinger, M.B., 2015. Impact of electronic health record technology on the work and workflow of physicians in the intensive care unit. International journal of medical informatics, 84(8), pp.578-594.

Hsiao, C.J., Hing, E. and Ashman, J., 2014. Trends in Electronic Health Record System Use Among Office-based Physicians, United States, 2007-2012. US Department of Health and Human Services, Centers for Disease Control and Prevention, National Center for Health Statistics.

Kruse, C.S., Kristof, C., Jones, B., Mitchell, E. and Martinez, A., 2016. Barriers to electronic health record adoption: a systematic literature review. Journal of medical systems, 40(12), p.252.

Lee, T., Ghapanchi, A.H., Talaei-Khoei, A. and Ray, P., 2015. Strategic information system planning in healthcare organizations. Journal of Organizational and End User Computing (JOEUC), 27(2), pp.1-31.

Manoharan, A., Melitski, J. and Bromberg, D., 2015. State strategic information system plans: An assessment integrating strategy and operations through performance measurement. International Journal of Public Sector Management, 28(3), pp.240-253.

Nguyen, L., Bellucci, E. and Nguyen, L.T., 2014. Electronic health records implementation: an evaluation of information system impact and contingency factors. International journal of medical informatics, 83(11), pp.779-796.

Ozair, F.F., Jamshed, N., Sharma, A. and Aggarwal, P., 2015. Ethical issues in electronic health records: a general overview. Perspectives in clinical research, 6(2), p.73.

Peppard, J. and Ward, J., 2016. The strategic management of information systems: Building a digital strategy. John Wiley & Sons.

Sauver, J.L.S., Carr, A.B., Yawn, B.P., Grossardt, B.R., Bock-Goodner, C.M., Klein, L.L., Pankratz, J.J., Rutten, L.J.F. and Rocca, W.A., 2017. Linking medical and dental health record data: a partnership with the Rochester Epidemiology Project. BMJ open, 7(3), p.e012528.