Reference no: EM132325329

Task

Your group's task is to prepare a revised version of PRINCE2 Project Initiation Documentation (PID) in response to the project scenario (provided at the end of this document).

Consideration has been given to the format of the Project Initiation Documentation. Since this is a small project, a single document is required. For large projects it is more appropriate for the Project Initiation Documentation to be a collection of stand-alone documents.

Marking Criteria

For the report component:
• Relevance of content to the task;
• Logic and support of the arguments presented;
• Clarity of written expression;
• Use of the template provided;
• Adequate presentation and format;
• Correct spelling and grammar;
• Adequate referencing with the use of the Harvard referencing system

SCENARIO

Task

Your group has project management responsibility for organising the implementation of a Practice Management System (PMS) in a newly developed area for AAA Family Practice.

Background
AAA Family Practice is a medical practise that was set up 3 years ago to accommodate medical care in a newly developed commercial and residential area. The practice opened its doors with two doctors, a nurse, a doctor's assistant and an administrative assistant. The systems and processes they had and still maintain to date are largely manual and heavily reliant on paper-based records.

During the three years of operation, the patient base has grown as the residential and commercial development in the area and surrounding suburbs has grown. This has resulted in the addition of two new doctors consulting in the practice and the appointment of a new nurse and a new doctor's assistant to support the new doctors. Two new administrative assistants have also been employed to support the Practice Manager who was the only originally appointed administrative assistant when it opened.

As a result of this expansion in patients and staff, there have been a number of issues arising in the Practice including:
• Inefficient work processes
• Inaccurate patient and clinical records
• Incorrect appointments and double bookings being made
• Increased waiting times for patients waiting to see a Doctor
• An increase in people not turning up to appointments without prior notification
• Doctor's time not being used effectively for appointment bookings
• Inefficient and increased time spent of administrative tasks
• Inefficient billing processes
• Incorrect issuing of invoices
• Inefficient stock purchasing and monitoring of stock levels
• Decreasing product sales

These issues have been brought to the attention of the owner and multiple Doctors by the administrative staff, through verbal patient complaints as well as complaints via social media. In order to address the growing concerns, the Practice Manager has discussed the idea of implementing a Practice Management System to facilitate the day-to-day operation, product sales, accounts and records management of the Practice. The owner has taken this suggestion on board and decided to go ahead with the project, which will see the implementation of a system that will improve the efficiency of the administrative staff, nurses, assistants and doctors, and as a result improve service within the AAA Family Practice.

The resulting system to be installed will include a series of computers installed in the Practice as well as other hardware as deemed necessary to support the operations.

The key functions to be automated by the new system include:
• Appointments
• Reminders
• Patient Records
• Clinical Records
• Accounts and Billing
• Sales
• Reports Generation

There may also be potential for other functions to be provided within the system (both currently and in the future) to add value to the Practice.

Timeframe

The project has been scheduled to take 6 months from starting the planning to implementation.

Budget

A budget of $100,000 has been allocated by the owner.

Tolerances

10% for budget
2 months for timeframe

Project Management Team Structure / Key Members of Staff

Executive - Practice Owner, Alicia Paterson. Senior User - Practise Manager, John Chatman.

Senior Supplier - Contract IT firm specialising in developing Practice Management Systems.

Project Manager - External contractor (represented by you - the student team) as the Family Practice doesn't have the skills internally to be able to manage this type of project.

Team Manager(s) - Roles to be determined by your team. Project Support - Role to be determined by your team. Project Assurance - Role be determined by your team.

Change Authority - Role to be determined by your team.