Project Charter
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
Originator
Revision 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 include
Creation of a new community based care concept by the end of Dec 2011
Improve the efficiency as well as effectiveness of the patient intake as well as the flow processes in the field of health care.
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 implementation
Project Manager approval
Vice President – Projects approval
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 Project charter including the stakeholder analysis, risk assessment as well as communication plan
Establishment of project team
Establishment of steering committee
Reporting schedule and approval path
Budget recommendation
Implementation timeline
Staffing Plan
Service Delivery Plan
Training Plan
Transition process
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 Officer
Interior 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 Gantt chart
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 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
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 packages
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( 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:
Project charter including the stakeholder analysis, risk assessment as well as communication plan
Establishment of project team
Establishment of steering committee
Reporting schedule and approval path
Budget recommendation
Implementation timeline
Staffing Plan
Service Delivery Plan
Training Plan
Transition process
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.
