Fblt040 Project Management - Communication Assessment Answers
Consider the following business case study on Improving Public Health Informatics. As a competent project manager working for a consulting company, the Program manager has called you in for advice on the current project communication plan. Please bear in mind that you are acting independently, and as an experienced PM write a report on the following points:
- Report your assessment of the current project communication plan.
- Compare your assessment with sound project management practices.
- Recommend a communication plan for future project involving stakeholders from different sectors
- Justify your recommendation
Case Study: Improving Public Health Informatics
In the event of a major disease outbreak, senior managers need to respond in a timely fashion. To be able to do so, one needs to have all the latest information and data to make an appropriate decision. The County Health Department (CHD) ’ s strategic plan specifies increasing capacities for the program evaluation and response to major communicable disease outbreaks. Senior managers have identified the need to improve informatics capacity as an important step toward meeting these goals.
Currently, each community health services program of CHD has information systems that effectively track specific information for their assigned work. However, the systems were designed reactively without considering future expansions or an updated public health data plan. Each data base is almost a standalone system. While the state data bases are linked to CHD ’ s data bases, the environmental data bases are not linked with communicable disease data bases. Representatives from the Tuberculosis (TB) program, for example, had to enter identical client information in four different places. Moreover, the state mandates the public health department report the health conditions of its citizens and control infectious diseases. In order for this to happen, one needs informatics systems that are capable of tracking infectious diseases and reporting all investigations in a timely manner.
While the benefits of an integrated data base stand out, most employees in CHD are reluctant to change, particularly with regard to adopting and using a new technology as evidenced by the implementations of the EMR systems and other specifically designed data bases. To ensure success of the implementation, the project manager must provide relevant information to the stakeholders on a regular basis. This case focuses on project communication management, especially within the communication plan.
The Big Project :
It all began when a new epidemiologist, hired by CHD, articulated the need to have an integrated public health informatics system. With the new system, the reporting of infectious diseases as well as possible future outbreaks could be done in a timely fashion. The decision makers can then make an appropriate decision.
The communicable disease section of the county health department has taken the lead in championing this project. The team includes two IT engineers and the epidemiologist, who will be overseeing the project. The team is responsible for gathering business processes and information system requirements, working closely with stakeholders, and at the same time, training IT engineers using the best practices developed by the Public Health Informatics Institute (PHII). The project duration is expected to be from six to twelve months and the team will provide monthly updates as well as ad hoc updates whenever specific information is needed by the stakeholders.
The team has extensive experience in working together on previous successful projects such as the EMR implementation, EPIC implementation, and the communicable disease data bases ’ state wide expansion. It is the team’s firm belief that this project, to integrate a variety of data bases into a system that can communicate to one another, is doable.
PM: The initial idea of this project was formulated several years ago but it did not get the support it needed. Now we are bringing it back to life. And I know that you guys (IT engineers) are in favour of it and are ready to take the lead in this, with interoperability and data sharing in mind, while at the same time conforming to Public Health Informatics Institute ’ s best practices.
Dan: Correct. However, I am wondering who is going to fund this project as the health department is struggling and currently lacks the necessary resources.
PM: There is a grant from the Robert Wood Johnson Foundation (RWJF) which is affiliated with the Public Health Informatics Institute who specifically funds the struggling local health department ’ s public health information systems to meet their daily operational needs. I am going to put together the grant proposal and I need inputs from you guys.
Tim: Let me know what you need.
Dan: Do we have full support of the department leadership this time?
PM: Yes, this time we have the absolute support of the entire leadership team. However, we have to make sure that we keep them updated with project status. In fact, learning from past projects, communication is very important for system implementation. We have to make sure that we communicate well with all project stakeholders.
Tim: I agree. But, all stakeholders? That will be tough.
Collaborative Process and Communication Plan
To engage project stakeholders, the team followed a collaborative process (Figure 10.3 ). By following the process, external and internal stakeholders understood the information system’s support role as well as how it worked. The team also developed a communication plan and used it to avoid communication breakdown and, more importantly, to ensure that appropriate correspondence existed between all stakeholders in the project.
Answer
Introduction
In this report, the aim is to describe a strategy that will help in improving the public health informatics. The report will describe the given case in detail and will describe all the details. Further the report will compare the case study from both the perspective. The report will provide a recommendation for the proposed plan and justification for the same. This becomes very much necessary to develop a good system that will provide all the important information’s and will allow the senior manager to handle all the task quickly and also can respond actively [8]. Thus for maintaining the database, it becomes very much necessary to have an integrated database. With the implementation of the new system, the data can be maintained easily and reporting of infectious disease and the possible outbreaks can be done easily.
Discussion
Current communication plan:
These becomes very much necessary to develop a communication plan that will be followed by everyone within the team and will also ensure that appropriate communication existed between all the stakeholders in the project . The key stakeholders and the issues that are needed to be overcome are:
The communication plan is divided into few subdivision. The working of the client, senior management, sponsor and employee remains the same. That it provides continuous information based on the status of the project . The main message that is needed to be delivered within the team members are related to the project status, about the key milestones and relevant issues related to the project. The communication methods that can be used for this purpose are email, conducing meetings, telephoning and teleconferencing. This type of communication plan is highly detailed and is a formal way of communication. The timing is related to the project schedule. The communication among the each team members and even with the clients are to be decided with the help of formal emails of by conducting meeting. The communication plan among these members are described in detail. The other key stakeholders that are associated with building up a project are subcontractors, unions, suppliers, government agencies, news media and community . For this project and communication plan there is no need of subcontractors. The suppliers are also not needed for this project as most of the products are available off the shell. The unions that are associated with this project has communicated that the project will not cause any layoff and the benefits received from this will be directly to the employees. The communication with this stakeholder can be done via emails, by conducting meeting and teleconferencing . Government agencies, news media and community provides the information related to the project based on the requested status. The benefits gained with this project will bring to public safety and will save the costing. The communication can be done with the help of email, telephoning, meetings and teleconferencing. But for community the communication takes place with the help of town hall meeting and conferences.
Communication Plan assessment vs. project management practice
The communication plan is built so that it can facilitate the stakeholder communication. The plan is being prepared so the all the, messages can be conveyed among all the employees of the organization . The project is expected to be completed within twelve months and the team provides monthly updates to the stakeholder who request for the solution or comes up with any queries. The communication plan has developed within the organization and helps in providing the successful output . The team member asked their IT engineers to provide support and come up with the plans that will help this project to run properly. The communication plan provided will help the health team to build a successful project and the product will be delivered on time.
The project management practices involves some major steps which helps every project to become successful. This includes defining the scope and objective if the project , defining the possible outcomes of the project, the findings that will help the project in becoming successful, the project planning in detail , communication within the very member involved in the project, tracking and maintaining the progress report of the project, changing the management so that the productivity can be increased and finally the risk management Every project needs to have a risk management plan , so that it can overcome the risk that gets generated while developing the project.
Recommendation
Every project created are different from others, but running a public project is completely different from running a private project. In order to improve the working of the stakeholders, the communication plan can be made in a different way. The communication between the government agencies needed to be done officially with every legal documents, so that the project can be done smoothly without any obstacles. Moreover, before finalising any deals the project team members need to discuss and communicate properly with the constructor. This will help every team member to understand the working and will also help in managing their time.
Justification
The proposed plan will help in developing an integrated database that will maintain all the information and help the senior manager to get through all details quickly. This is necessary to be developed so the health related data can be maintained easily and information’s can be gathered quickly. The proposed communication plan will help the organization and the team members in delivering better outputs and the communication will also be improved. The recommended communication plan will help the team to manage the communication and will also safe the health organization in legal ways. This recommendation will help in improving better communication.
Conclusion
From the above report, it can be concluded that a better communication plan will help in providing a better project. The given case study proposes an integrated system that will provide information regarding to all the disease, so that the senior manager can response quickly. The IT engineer are given responsibility for developing the plan and delivering the project within the report. In the report current communication plan is described with every stakeholders. The second part of the report has differentiated the communication plan and project management practice. The report has provided a recommendation for this.
Reference
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