Week 9

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Consider the following scenario:

You are the health care administrator for a physician practice with five primary care physicians. Your practice has an existing electronic health record (EHR) system, which has been in place for three years. The EHR system has some existing functionalities to support the reporting of quality measures to Medicare to comply with public reporting requirements. However, there are some new requirements that require your practice to upgrade the EHR system’s software. To meet Medicare deadlines, this project will need to be completed within the next 12 months within a budget of $20,000.

For this Assignment, reflect on the scenario presented. Think about what considerations a health care administrator should keep in mind to track the resources needed for this project. Reflect on what types of tools explored this week will best support the health care administrator for the project detailed in the scenario.

The Assignment (3–5 pages, not including the Gantt Chart, Activity Cost Estimates, and Work Breakdown Structure templates):

  • Prepare a Gantt chart (including time and activities).
  • Prepare a budget (including dollar amounts).
  • Explain how you as a current or future health care administrator might use the Gantt chart and budget that you created to assess the project in the scenario presented. Be specific and provide examples.
  • Complete the Work Breakdown Structure template. Explain how you would break down the activities and why.


Work Breakdown Structure (WBS) Template

This Project WBS Template is free for you to copy and use on your project

and within your organization. We hope that you find this template useful and

welcome your comments. Public distribution of this document is only permitted

from the Project Management Docs official website at:


www.ProjectManagementDocs.com

Work Breakdown Structure

(WBS)

<Project Name>

Company Name

Street Address

City, State Zip Code

Date

Introduction

The WBS is a view into the project which shows what work the project encompasses. It is a tool which helps to easily communicate the work and processes involved to execute the project. The Project Manager and project team use the WBS to develop the project schedule, resource requirements and costs. There are many ways you can present the WBS for your project; this template provides many of the most popular layouts from which you can choose. Depending on where in the Project Plan you’re putting the WBS a different layout may be more suitable for you. For instance many Project Managers include a high level WBS within the project plan, then a detailed version as an appendix to the plan. You may find that you prefer one layout for a high level WBS and a different one for a detailed WBS.

In order to save space in this template we only developed the WBS examples down to the third level. In your project you will want to develop them down to a much more detailed level using the 8 to 80 rule (where the WBS is broken down to where a work package contains between 8 and 80 hours of work to complete).

The Work Breakdown Structure presented here represents all the work required to complete this project.

Outline View

The outline view presents an easy to view and understand layout for the WBS. It is also a good layout to use when developing the WBS because you can easily make changes, especially since the Microsoft Word auto numbering feature updates the WBS Code automatically.

1. Widget Management System

1.1 Initiation

1.1.1 Evaluation & Recommendations

1.1.2 Develop Project Charter

1.1.3 Deliverable: Submit Project Charter

1.1.4 Project Sponsor Reviews Project Charter

1.1.5 Project Charter Signed/Approved

1.2 Planning

1.2.1 Create Preliminary Scope Statement

1.2.2 Determine Project Team

1.2.3 Project Team Kickoff Meeting

1.2.4 Develop Project Plan

1.2.5 Submit Project Plan

1.2.6 Milestone: Project Plan Approval

1.3 Execution

1.3.1 Project Kickoff Meeting

1.3.2 Verify & Validate User Requirements

1.3.3 Design System

1.3.4 Procure Hardware/Software

1.3.5 Install Development System

1.3.6 Testing Phase

1.3.7 Install Live System

1.3.8 User Training

1.3.9 Go Live

1.4 Control

1.4.1 Project Management

1.4.2 Project Status Meetings

1.4.3 Risk Management

1.4.4 Update Project Management Plan

1.5 Closeout

1.5.1 Audit Procurement

1.5.2 Document Lessons Learned

1.5.3 Update Files/Records

1.5.4 Gain Formal Acceptance

1.5.5 Archive Files/Documents

Hierarchical Structure

The hierarchal structure is similar to the outline view but without indentation. Although this format is more difficult to read, it may be useful where you have many levels and indenting each level would make the table to large to fit into a document.

Level

WBS Code

Element Name

1

1

Widget Management System

2

1.1

Initiation

3

1.1.1

Evaluation & Recommendations

3

1.1.2

Develop Project Charter

3

1.1.3

Deliverable: Submit Project Charter

3

1.1.4

Project Sponsor Reviews Project Charter

3

1.1.5

Project Charter Signed/Approved

2

1.2

Planning

3

1.2.1

Create Preliminary Scope Statement

3

1.2.2

Determine Project Team

3

1.2.3

Project Team Kickoff Meeting

3

1.2.4

Develop Project Plan

3

1.2.5

Submit Project Plan

3

1.2.6

Milestone: Project Plan Approval

2

1.3

Execution

3

1.3.1

Project Kickoff Meeting

3

1.3.2

Verify & Validate User Requirements

3

1.3.3

Design System

3

1.3.4

Procure Hardware/Software

3

1.3.5

Install Development System

3

1.3.6

Testing Phase

3

1.3.7

Install Live System

3

1.3.8

User Training

3

1.3.9

Go Live

2

1.4

Control

3

1.4.1

Project Management

3

1.4.2

Project Status Meetings

3

1.4.3

Risk Management

3

1.4.4

Update Project Management Plan

2

1.5

Closeout

3

1.5.1

Audit Procurement

3

1.5.2

Document Lessons Learned

3

1.5.3

Update Files/Records

3

1.5.4

Gain Formal Acceptance

3

1.5.5

Archive Files/Documents

Tabular View

The Tabular View is a nicely organized table view of the WBS. It is a good option for organizations which prefer table formats.

Level 1

Level 2

Level 3

1
Widget Management System

1.1 Initiation

1.1.1 Evaluation & Recommendations

1.1.2 Develop Project Charter

1.1.3 Deliverable: Submit Project Charter

1.1.4 Project Sponsor Reviews Project Charter

1.1.5 Project Charter Signed/Approved

1.2 Planning

1.2.1 Create Preliminary Scope Statement

1.2.2 Determine Project Team

1.2.3 Project Team Kickoff Meeting

1.2.4 Develop Project Plan

1.2.5 Submit Project Plan

1.2.6 Milestone: Project Plan Approval

1.3 Execution

1.3.1 Project Kickoff Meeting

1.3.2 Verify & Validate User Requirements

1.3.3 Design System

1.3.4 Procure Hardware/Software

1.3.5 Install Development System

1.3.6 Testing Phase

1.3.7 Install Live System

1.3.8 User Training

1.3.9 Go Live

1.4 Control

1.4.1 Project Management

1.4.2 Project Status Meetings

1.4.3 Risk Management

1.4.4 Update Project Management Plan

1.5 Closeout

1.5.1 Audit Procurement

1.5.2 Document Lessons Learned

1.5.3 Update Files/Records

1.5.4 Gain Formal Acceptance

1.5.5 Archive Files/Documents

Tree Structure View

The Tree Structure View is the most popular format for the WBS. It presents an easy to understand view into the WBS; however, it is also tricky to create without an application specifically designed for creating this organizational chart structure. The Tree Structure below was created using only Microsoft Word and the SmartArt graphics option under the insert menu.

WBS Dictionary

The WBS Dictionary contains all the details of the WBS which are necessary to successfully complete the project. Most importantly it contains a definition of each Work Package which can be thought of as a mini scope statement. Resources on the project will look at the WBS dictionary to determine the scope of the Work Package they’ve been assigned, so it’s important to be clear when writing the definition. Most WBS dictionaries contain more information than we show in our sample. These things usually include Level of Effort, Cost Control Numbers, Resource Assignments, Responsibility Assignments – just to name a few.

Level

WBS Code

Element Name

Definition

1

1

Widget Management System

All work to implement a new widget management system.

2

1.1

Initiation

The work to initiate the project.

3

1.1.1

Evaluation & Recommendations

Working group to evaluate solution sets and make recommendations.

3

1.1.2

Develop Project Charter

Project Manager to develop the Project Charter.

3

1.1.3

Deliverable: Submit Project Charter

Project Charter is delivered to the Project Sponsor.

3

1.1.4

Project Sponsor Reviews Project Charter

Project sponsor reviews the Project Charter.

3

1.1.5

Project Charter Signed/Approved

The Project Sponsor signs the Project Charter which authorizes the Project Manager to move to the Planning Process.

2

1.2

Planning

The work for the planning process for the project.

3

1.2.1

Create Preliminary Scope Statement

Project Manager creates a Preliminary Scope Statement.

3

1.2.2

Determine Project Team

The Project Manager determines the project team and requests the resources.

3

1.2.3

Project Team Kickoff Meeting

The planning process is officially started with a project kickoff meeting which includes the Project Manager, Project Team and Project Sponsor (optional).

3

1.2.4

Develop Project Plan

Under the direction of the Project Manager the team develops the project plan.

3

1.2.5

Submit Project Plan

Project Manager submits the project plan for approval.

3

1.2.6

Milestone: Project Plan Approval

The project plan is approved and the Project Manager has permission to proceed to execute the project according to the project plan.

2

1.3

Execution

Work involved to execute the project.

3

1.3.1

Project Kickoff Meeting

Project Manager conducts a formal kick off meeting with the project team, project stakeholders and project sponsor.

3

1.3.2

Verify & Validate User Requirements

The original user requirements is reviewed by the project manager and team, then validated with the users/stakeholders. This is where additional clarification may be needed.

3

1.3.3

Design System

The technical resources design the new widget management system.

3

1.3.4

Procure Hardware/Software

The procurement of all hardware, software and facility needs for the project.

3

1.3.5

Install Development System

Team installs a development system for testing and customizations of user interfaces.

3

1.3.6

Testing Phase

The system is tested with a select set of users.

3

1.3.7

Install Live System

The actual system is installed and configured.

3

1.3.8

User Training

All users are provided with a four hours training class. Additionally, managers are provided with an additional two hours class to cover advanced reporting.

3

1.3.9

Go Live

System goes live with all users.

2

1.4

Control

The work involved for the control process of the project.

3

1.4.1

Project Management

Overall project management for the project.

3

1.4.2

Project Status Meetings

Weekly team status meetings.

3

1.4.3

Risk Management

Risk management efforts as defined in the Risk Management Plan.

3

1.4.4

Update Project Management Plan

Project Manager updates the Project Management Plan as the project progresses.

2

1.5

Closeout

The work to close-out the project.

3

1.5.1

Audit Procurement

An audit of all hardware and software procured for the project, ensures that all procured products are accounted for and in the asset management system.

3

1.5.2

Document Lessons Learned

Project Manager along with the project team performs a lessons learned meeting and documents the lessons learned for the project.

3

1.5.3

Update Files/Records

All files and records are updated to reflect the widget management system.

3

1.5.4

Gain Formal Acceptance

The Project Sponsor formally accepts the project by signing the acceptance document included in the project plan.

3

1.5.5

Archive Files/Documents

All project related files and documents are formally archived.

Glossary of Terms

It’s important that you provide a glossary of terms as some of the terms are not understood by persons without a project management background. For instance what the PMI Practice Standard for Work Breakdown Structures refers to as the WBS Code is commonly referred to as the WBS number.

Level of Effort:
Level of Effort (LOE) is how much work is required to complete a task.

WBS Code:
A unique identifier assigned to each element in a Work Breakdown Structure for the purpose of designating the elements hierarchical location within the WBS.

Work Package:
A Work Package is a deliverable or work component at the lowest level of its WBS branch.

WBS Component:
A component of a WBS which is located at any level. It can be a Work Package or a WBS Element as there’s no restriction on what a WBS Component is.

WBS Element:
A WBS Element is a single WBS component and its associated attributes located anywhere within a WBS. A WBS Element can contain work, or it can contain other WBS Elements or Work Packages.

This free WBS Template is brought to you by
www.ProjectManagementDocs.com

Widget Mgmt. System

1

Initiation

1.1

Planning

1.2

Execution

1.3

Control

1.4

Create Preliminary Scope Statement

1.2.1

Closeout

1.5

Evaluation & Recommendations

1.1.1

Develop Project Charter

1.1.2

Deliverable: Submit Project Charter

1.1.3

Project Sponsor Reviews Project Charter

1.1.4

Project Charter Signed/Approved

1.1.5

Determine Project Team

1.2.2

Project Team Kickoff Meeting

1.2.3

Develop Project Plan

1.2.4

Submit Project Plan

1.2.5

Milestone: Project Plan Approved

1.2.6

Project Kickoff Meeting

1.3.1

Verify & Validate User Requirements

1.3.2

Design System

1.3.3

Procure Hardware/Software

1.3.4

Install Development System

1.3.5

Testing Phase

1.3.6

Install Live System

1.3.7

User Training

1.3.8

Go Live

1.3.9

Project Management

1.4.1

Project Status Meetings

1.4.2

Risk Management

1.4.3

Update Project Management Plan

1.4.4

Audit Procurement

1.5.1

Document Lessons Learned

1.5.2

Update Files/ Records

1.5.3

Gain Formal Acceptance

1.5.4

Archive Files/ Documents

1.5.5

PAGE

1


Activity Cost Estimates Template

This Activity Cost Estimates Template is free for you to copy and use on your project

and within your organization. We hope that you find this template useful and

welcome your comments. Public distribution of this document is only permitted

from the Project Management Docs official website at:


www.ProjectManagementDocs.com

Activity Cost Estimates

Company Name

Street Address

City, State Zip Code

Date

Activity Cost Estimates are a valuable project management tool for determining the costs for a project. Much like how a project’s work is broken down into activities and work packages, the activity cost estimate breaks the project’s costs down to the activity level in order to improve the reliability and accuracy of the estimate.

The activity cost estimate considers each project activity and the costs associated with completing the activity. These costs include direct costs for project resources, indirect costs which may be passed on to the project, and the amount held in contingency reserve for the activity. A given activity may have many resources allocated to it which all must be accounted for as part of the estimate for that activity.

One characteristic of the activity cost estimate is documenting how the estimate was determined. This is usually done by either analogous or parametric estimating. Analogous estimating is done using similar past projects or activities to estimate cost. Parametric estimating is done by determining and using a unit cost calculated over a duration or quantity of units. Parametric estimating is usually more accurate and should result in a higher confidence level.

Another characteristic of the activity cost estimate is that it often uses a range for the activity’s cost estimate as well as a confidence level. At different stages of project planning some activities may be more well-defined which may result in a much higher confidence level than that of an activity with more unknowns. It is important to note that like most project management documentation, the activity cost estimate should continue to be revised and improved throughout the project’s lifecycle.

In general, the more information and detail that is available for an activity, the more accurate the activity cost estimate will be. Once activity cost estimates are completed for all of a project’s activities, these can then be used to develop the overall project cost estimate.

Standard Activity Cost Estimates Template:

Activity Cost Estimates

Project:

Date:

WBS No.

Resource

Direct Costs

Indirect Costs

Reserve

Estimate

Method

Assumptions/ Constraints

Additional Information

Range

Confidence Level

This should be the WBS number from the Work Breakdown Structure

Type of resource (labor, material, equipment, service, etc.)

Costs directly related to project work (staff salaries, supplies, training, etc.)

Costs not directly attributable to the project (utilities, rent, security, etc.)

Amount of funding held in reserves for contingencies

Estimated cost

Method used such as parametric, analogous, etc.

Any assumptions used in developing the estimate such as labor cost per hour

Information on cost of quality, interest rate, or other

Range of estimate

The degree of confidence in the estimate based on available information

Example with Sample Data:

Activity Cost Estimates

Project: Flex Pay Database

Date: 03/01/20xx

WBS No.

Resource

Direct Costs

Indirect Costs

Reserve

Estimate

Method

Assumptions/ Constraints

Additional Information

Range

Confidence Level

3.1.1

Jr. Programmer for 40 hours

40 hrs @ $20.75 = $1,030

$0

$20.75

$1,050.75

Parametric

Must obtain functional manager approval to assign Jr. Programmer

N/A

$1020 – $1075

8

3.1.1

Network Specialist for 10 hours

10 hrs @ $26.90 = $269

$0

$53.80

$322.80

Parametric

Must obtain functional manager approval to assign Network Specialist

N/A

$300 – $350

7

3.1.1

Lease Network Test Equipment

12 hrs @ $42 = $504

$0

$504

Parametric

Assume test equipment will be available

Lease from Test Supply Corp.

$500 – $510

9

This free Activity Cost Estimates Template is brought to you by
www.ProjectManagementDocs.com

PAGE

2

Sheet1

Task Name Start End Duration (days)
Task 1 1/16/15 1/21/15 5
Task 2 1/22/15 1/23/15 1
Task 3 1/22/15 1/28/15 6
Task 4 1/27/15 1/29/15 2
Task 5 1/28/15 2/4/15 7
Task 6 2/5/15 2/9/15 4
Task 7 1/28/15 2/5/15 8
Task 8 2/4/15 2/6/15 2
Task 9 2/7/15 2/10/15 3
Task 10 2/9/15 2/12/15 3
Task 11 2/11/15 2/14/15 3
Task 12 2/15/15 2/17/15 2
© 2016 Laureate Education, Inc.
&C&”Calibri,Regular”&K000000Gantt Chart

Sheet1

Start
Duration (days)
Gantt Chart Template for Excel


USW1.6313.202230 – PBHL-8450-1/DDHA-8450-1-
PROJECT & RESOURCE MGMT-2021-WINTER-QTR-
TERM-WKS-1-THRU-11-(11/29/2021-02/13/2022)-PT27

SafeAssign Drafts
Metushela Nicolas on Mon, Jan 24 2022, 7:14
PM

99% highest match
Submission ID: 06128806-210e-45cf-9281-
7323ced951bc

Word Count: 1,176
Attachment ID: 5150207563

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99%

Citations (5/5)

1 Another student’s paper

2 Another student’s paper

3 Another student’s paper

4 ProQuest Document

5 Another student’s paper

Introduction

Upgrading an electronic health system increases patient safety while providing easy
access to patient information. Improved scheduling will also see the clinics run more
efficiently with a minimal backlog and delays, not to mention faster lab results’ access.
The electronic health records provide easy coordination between the nurses concerning
patient information. Therefore, the risk of over-prescription or the wrong diagnosis is
significantly reduced, which is also because of the streamlined record-keeping that is
not manual. This paper will reflect on a healthcare administrator’s considerations when
tracking resources required for a project and preparing a Gantt chart. The report will
also examine the tools that will best support a health care administrator, prepare a
budget and discuss how a Gant chart and budget might be used to evaluate the project.

Budget

1 Name Cost in dollars Miscellaneous cost in dollars Budgeted amount in dollars

Research 2,000 – 2,000

Planning 1,000 – 1,000

Coding 15,000 1,000 15,000

Development – – –

1 Equipment upgrade 1,000 – 1,000

Testing – – –

Launching – – –

1 Maintaining 1,000 – 1,000

Total cost 20,000 1,000 20,000

How to use the Gantt chart to assess the project

Project managers use Gantt charts for planning and management of a project. In this
case, the new HER system software. A Gantt chart unites project teams in working
towards the same goal. Gantt charts have the share feature where people leading the
project can ensure that colleagues share the information and progress. During the
development and coding of this software, the project team members must collaborate
every step of the way to produce homogeneous software during the merging. Also, it
helps with the management of the project resources. Project managers can easily assign
tasks and roles with Gantt chart online tools.

With a Gantt chart, one can view all the scheduled tasks, the timeframe, and
dependencies, which helps track the progress of the project until completion. Because
of this, team productivity is bound to increase. Gantt charts give live progress of the
project so everyone involved in the project can see how far they have come and see what
is next to prepare for it (Wang & Song, 2018). This idea also allows transparency and
accountability during the projects. Therefore, it is straightforward for team leaders to
manage the members during the project.

Gantt charts also help assess a project by making resource planning easier. The budget
that was given for this project is around 20,000 dollars. We have scheduled the work
and planning of tasks with the Gantt chart. According to Wang & Song (2018), this
makes it easier to identify the capacity of the available resources to allocate, redistribute
and withdraw resources which makes decision-making easier. For projects with
complex data, Gantt charts help summarize information. This data is crucial in effective
decision making, unlike the use of excel sheets.

Gantt charts also provide an easier way to create project requirements. You can also
create milestones, compare the progress of diverse tasks on the same page, therefore
easy to pass information to the stakeholders, and identify risks. With the online
software for Gantt charts, communication among the team members is also more
accessible because they can receive real-time updates on the tasks. Another advantage
of having a Gantt chart is that it helps ensure that team members do not get overworked
because you can see how the lessons are allocated to determine which team member can
be overworked.

How to Use a Budget to assess the project

The procedure of creating a budget focuses the attention of the project leaders on long-
term thinking. Hence, the risks associated with short-term thinking and planning are
removed. A budget is created for stakeholders to know where most of the resources go,
which helps with knowing which parts of the funding need more resources and which
tasks can survive with fewer resources, contributing to profitability review.

Another way that a budget helps assess a project is by improving performance
evaluations. A budget is another way of setting goals for a team member to stick within
the available resources. Stakeholders in the Project can be quickly evaluated when the
project is completed, and the work is compared to the initial budget. Therefore, you can
decide on how cash allocation can be done on future projects and analyze how the
resources allocated for this project were used. You can come up with areas that need
improvement.

A budget helps project stakeholders to identify the key goals and objectives of a project.
In this case, it is creating a new EHR system software. Having a budget in place limits
the project goals to adhere to the available resources. Budgetary restrictions are
designed to ensure that a project finishes on time, especially when the existing
resources run out. Budgeting also helps with cost estimation. The expected cost for the
whole system software has already been given in this project. For a budget to
successfully achieve the company’s goal, it must be well planned, flexible, and
communicated. For a company to deal with these unforeseen challenges, there must be
money in the budget to handle such scenarios. The lack of flexibility may hurt the
company.

A budget helps with the prioritization of tasks in a particular project. The essential
functions are given resources first. 1 In this case, the coding and development of the
software are crucial; therefore, allocate more resources. 1 Wang & Song (2018) found
that other tasks are dependent on others, such as the testing and the launching;
therefore, one job affects the outcome of another task. 1 Also, a budget will enable the
stakeholder’s plan for future costs. Maintaining the software is part of the tasks that
need to be budgeted. A project can incur unexpected charges; therefore, it is good to be
prepared.

Reasons for Breakdown of Activities

1 Breaking down the activities is essential because the work needed is clear and
organized. A work breakdown structure of activities also promotes the creation of a
project schedule. Since the project team can project the necessary effort to be assigned
to the various sections of an organization, also, the structure can be used to outline the
potential scope risks of a project. A work breakdown structure helps in cost estimates.
The project administrator can also tell the deliverables of a project. Hence, a work
breakdown structure helps an organization to remain on track.

Conclusion

2 The considerations that a health care administrator should keep in mind to track the
resources needed for this project include project schedule, scope, the risk involved, and
the project’s complexity. Electronic health records (EHR) are among the most common
health information systems because they carry electrical patient information. Patient
health records include their previous ailments and treatment plans. The users can share
the data with other hospitals. Electronic. Upgrading the electronic health record will
allow patients to receive service in various hospitals using their previous patient
records.

Reference

3 Wang, H., & Song, Y. (2018). 4 Secure cloud-based EHR system using attribute-
based cryptosystem and blockchain. 5 Journal of medical systems, 42(8), 1-9.

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