Eastern Healthcere Pvt Limited

Eastern Healthcere Pvt Limited

Eastern Healthcere Pvt Limited

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Executive Summary
Project Title     Eastern Healthcare Pvt. Ltd.
Date Prepared     19/06/2011
Project Manager     Name (Project Manager)
Project Sponsor     Name (Chief Executive Officer)
Organisation Overview and General History     Eastern Healthcare Put Ltd aims to provide an integrated healthcare system with a vision to create health communities, ensuring that the residents of Queensland have access to quality health care. The hospital has evolved and developed across the region for meeting the health care needs of the residents of Queensland.
Scope Overview     Eastern Healthcare Put Ltd will focus of providing services in the following areas

Emergency
Surgery
General Medicine
Gynecology and Obstetrics
Renal and Dialysis
Pediatrics
Palliative care
Support and ancillary services including laboratory, pharmacy, imaging, etc.

The objectives of the project include

Meeting patient’s access needs
Maximizing the effective clinical outcomes
Enhancing patient experience
Access to emergent and urgent care

Project Summary
Project Title     Eastern Healthcare Pty Ltd.
Project No     ESD-T-Ind002
OriginatorRevision No. & Date     Name ( Project Manager)     Date:19/06/2011

Project Definition/ Scope
Background     The project is intended to optimise the scope and size of the services within the existing funding allocated. The project aims at setting up of the hospital through various activities   involved under the head Hospital Commissioning and Hospital Management. A Project management team led by the Project Manager reporting to the CEO will be responsible for all the activities from initiation till completion of the project.
Project Purpose Statement     The purpose of the project include1)    Creation of a new community based care concept by the end of Dec 20112)    Improve the efficiency as well as effectiveness of the patient intake as well as the flow processes in the field of health care.

3)    To make the most effective use of the human resources for improving the quality of the patient care
Project Objectives (SMART)

Use best practice evidence as well as guidance for designing the space
Creation of medical practices which will exceed the expectations of the patients
Increase in the number of patients by 15% per year through superior performance
Average visits per month 200 to 250 patients in the first 10 months and 300+ patients at the beginning of next year

Approval Process     The following approval process will be followed prior to the implementation1)    Project Manager approval2)    Vice President – Projects approval

3)    CEO approval
Project Inclusions & Exclusions     The following inclusions will be made:

Writing of some administrative policies and guideliens
Recruitment and training
Budgeting

The following exclusions will be made:

Legal and Regulatory requirements will be out of the scope of the projects
Approval of all policies and procedures

Project Deliverables     1)       Project charter including the stakeholder analysis, risk assessment as well as communication plan2)       Establishment of project team3)       Establishment of steering committee

4)       Reporting schedule and approval path

5)       Budget recommendation

6)       Implementation timeline

7)       Staffing Plan

8)       Service Delivery Plan

9)       Training Plan

10)   Transition process

11)   Evaluation process and tools
Project Benefits

Setting up of a high quality health care system to the residents of the area.
Creation of medical practices that serves the community
Configuration of hospital services with greater integration and coordination
Clinicians and community members will be engaged to ensure success

Constraints     Challenge will be to gain the acceptance in the community. The time of clinicians and physicians to become engaged is another constraint.
Assumptions     It has been assumed that the construction of the building for the purpose has been completed and is ready to be occupied.

Force Field Analysis

Resisting forces     Driving forces
Budget constraints     Meeting regulatory requirements
Shortage of resources     Strong management support
Lack of buy in from the community     Increase in the demand for health services
-5     -4     -3     -2     -1     0             1     2     3     4     5
Strong                 Weak                 Strong

Scope Management Plan
Scope Management Process

Changes in the project scope presented at weekly project team meetings
Proposed variations are submitted to Project Manager and Vice President- Projects   and the CEO
All changes are documented during the weekly meetings and the reports are submitted to the Vice President Projects
The minutes of the meeting are distributed to the project team along with the modified project charter

Measuring Scope Management     The items are reviewed during monthly stakeholder meetings.
Review Process     Documents will be sent for review to all the project team members and a final sign off would be obtained from the concerned Business Unit Heads.

Stakeholder Analysis
Stakeholder     Input/Influence     Requirements/Expectations
CEO     Organisational interests, appropriate funding, approval of the project     Regular updates from the project manager through the monthly meetings
Vice President – Projects     Approval     Monitors and Tracks the project
Project Team     Operations, Documentation     Adherence to the project schedule
Physician Leaders from each Business Units     Setting benchmarks, efficient use of resources     Participation in the Physician Leaders group, in Steering committee meetings.
Administrative leaders from each Business Unit     Setting benchmarks, efficient use of resources     Participation in the Physician Leaders group, in Steering committee meetings.
Staff     Training and orientation to new roles     Active participation, face-to-face meetings, feedback.

Human Resources
Project Leader     Project Manager
Project Initiated by     CEO
Project Team     Staff required for the duration of the project. Specific tasks are allocated to each team member. The Project team comprises of Project manager, Administrative assistant, Logistics executive. There are sub teams responsible for IT, Risk management, Materials, management, People management, Finance, Infrastructure services
Additional Internal Resource Requirements

Department Mgrs
Physician leaders
Administrative Leaders

Ongoing Resources Required     Training OfficerInterior Design and planning Consultant
External Suppliers / Contractors     A basic requisite for the approval of the project is that only internal staff are utilised. There may be relationship established with suppliers for setting up the necessary infrastructure, purchase of materials and equipments.

Milestones/ Timing Plan
Project Time Line/Deadlines
July30 to September 31,2011     Project Charter Approval including Stakeholder analysis, risk assessment and communications plan, Confirmation of project team members, Confirmation of Steering committee members
October 30,- December 31 2011     Hospital Commissioning–          Procurement of equipments and supplies–          Recruitment and training of staff

–          Defining hospital organization and processes as well as procurement and installation of (HIS) –Hospital Information Systems

–          Definition of future pricing as well as marketing and sales of services

–          Operationalisation of the hospital.
January, 2012 – March 2012     Pre-operational management activities–          Creation of a Mission and Vision Statement–          Definition of the Master Budget

–          Preparation of administrative policies and guidelines

–          Preparation of the medical guidelines

–          Set up chart of accounts

–          Marketing for pre operations

–          Establishment of hospital policies

–          Defining different insurance packages
April 2012 to June 2012     Post Operational Management Activities–          Provisional leadership and guidance of staff–          Creation of a business strategy

–          Establishment of organizational structure

–          Optimal utilisation of given financial and human resources

–          Achievement of profitability in terms of financial results (profit/loss), cash flow and return on investment (ROI)

–          Creation and development of a culture of performance

–          Implementation and fulfilment of international quality standards
July , 2012     Post implementation Assessment; Evaluation report
August 31, 2012      Project Formally Closed , Generation of Close Out report

The activities include

Project Charter Approval including Stakeholder analysis, risk assessment and communications plan, Confirmation of project team members, Confirmation of Steering committee members

Hospital Commissioning

Procurement of equipments and supplies

Recruitment and training of staff

Defining hospital organization and processes & Hospital Information Systems

Definition of future pricing as well as marketing and sales of services

Operationalisation of the hospital.

Pre-operational management activities

Creation of a Mission and Vision Statement

Definition of the Master Budget

Preparation of administrative policies and guidelines

Preparation of the medical guidelines

Set up chart of accounts

Marketing for pre operations

Establishment of hospital policies

Defining different insurance packages

Post Operational Management Activities

Provisional leadership and guidance of staff

Creation of a business strategy

Establishment of organizational structure

Optimal utilization of given financial and human resources

Achievement of profitability in terms of financial results (profit/loss), cash flow and return on investment (ROI)

Creation and development of a culture of performance( training)

Implementation and fulfillment of international quality standards

Post implementation Assessment; Evaluation report

Project Formally Closed , Generation of Close Out report

Gantt chart
Task     Authorised By     Person Responsible     Authorising Signature     Date     Conditions (if any)
Project Charter Approval                 June-2010 to August 2010
Hospital Commissioning                 August 2010 – October 2010
Procurement of equipments and supplies
Recruitment and training of staff
Defining hospital organization and processes & Hospital Information Systems
Definition of future pricing as well as marketing and sales of services
Operationalisation of the hospital.
Pre-operational management activities                 November 2010 t0 Dec 2010
Creation of a Mission and Vision Statement
Definition of the Master Budget
Preparation of administrative policies and guidelines
Preparation of the medical guidelines
Set up chart of accounts
Marketing for pre operations
Establishment of hospital policies
Defining different insurance packagesPost Operational Management ActivitiesProvisional leadership and guidance of staff

Creation of a business strategy

Establishment of organizational structure

Optimal utilisation of given financial and human resources

Achievement of profitability in terms of financial results (profit/loss), cash flow and return on investment (ROI)

Creation and development of a culture of performance( training)

Implementation and fulfilment of international quality standards

Post implementation Assessment; Evaluation report

Project Formally Closed , Generation of Close Out report

Budget Analysis
Legal and Accounting     AUD 5000
Insurance     10000 AUD
Marketing     20000 AUD
Computer     30000 AUD
License     320 AUD
Communications     1500 AUD
Equipments     70000 AUD
Office Supplies and Furniture’s     60000 AUD
Total Start up Cost     197820 AUD
Start up Assets
Cash Required     100000 AUD
Other Current Assets     0
Long term assets     225000 AUD
Total Assets     235000 AUD
Total Requirements     432820 AUD

Cost Management
Resources Required     Provided in the Gantt chard for resources required at each stage     Cost ($)
HR Resources     Defined in the
External Contractors     Approval should be sought for the purchase of new equipments and supplies
Input     Inputs obtained from stakeholder meetings, followed by project team meetings.
Estimating     Quotes have been sought to estimate the cost of equipments and supplies purchase. Approvals for cost exceeding AUD 150 needs stakeholder approvals.
Contingencies and Changes     An extra 100 hours has been scheduled to meet the contingencies in the project. An additional of 10% is also set for meeting unforeseen costs.
Cost Control     The formal budget is still to be approved, however the team members will keep a copy of the receipts and this will be submitted to the Project Manager.
Completion     Budget control would be an important agenda in all team meetings and the adherence of the project to the scheduled timeline will be review in all team meetings.
Resources Required     See Gantt chard for resources required at each stage
HR Resources     See project scope

Project Quality Management
Deliverables     The following outcomes will be met upon completion of this project:1)       Project charter including the stakeholder analysis, risk assessment as well as communication plan2)       Establishment of project team

3)       Establishment of steering committee

4)       Reporting schedule and approval path

5)       Budget recommendation

6)       Implementation timeline

7)       Staffing Plan

8)       Service Delivery Plan

9)       Training Plan

10)   Transition process

11)   Evaluation process and tools
Objectives     The above outcomes will be measured through:

Evaluations
Customer satisfaction survey
Patient load data

Standards     The Standard deliverable will be set against the industry standards in Health care
Levels     Levels of quality will be measured against Accreditation Body standards.
Criteria     The above quality features will be measured against project scope, which has been approved by stakeholders.
Quality Assurance     Standing agenda item for team meetings (see attachment 1).
Tools     Specific project management tools will be used for tracking the progress of the project and for appropriate documentation
Monitoring     Team members report back at team meetings – Project manager to document and review all decisions taken during the project team meeting
Rectification     Quality problems will be analysed during one on one meeting. Constructive feedback will be discussed with team members to ensure standards are met
Communication     Quality updates shall be sent to stakeholders at stakeholder meetings.
Quality Improvement     Quality Management will be an agenda item at the project review meetings. This document will be circulated to the project team members and stakeholders, and be stored in the project database for future reference.