Project Initiation and Project Planning - M & N Healthcare Case Study - Project Management Assignment Help

Assignment Task:

Purpose 

This assignment requires you to produce the Project Initiation and Planning Document which is the output of the Project Initiation phase and Planning phase of the PMI PMBOK project management process. 

Deliverables 

1. A Project Initiation Document (in docx form) submitted through the Moodle dropbox.  This should include all relevant sections from the following list. 

2. • Project definition 

   • Background 

   • Business Objectives  

   • Current Problem and Opportunity  

   • Scope  

   • Project Statement  

   • Preliminary Project Requirements 

     • Business Case 

     •  o Schedule 

     • Estimate 

     • Constraints and assumptions 

     • Stakeholder Analysis 

     • Develop Project Charter 

3. A Project Plan produced using Microsoft Project, submitted through the Moodle dropbox. It should include the following items. 

Case Study 

M & N Healthcare: the industry leader in Australia healthcare staffing. Headquartered in Sydney and offices across Australia, M & N Healthcare operates nationwide to match medical staff to healthcare vacancies, with a special focus on travel nursing. James Teff, Managing Director at M & N Healthcare, explained: “We help healthcare professionals find the work they need, whether on a contingent or permanent basis. In fact, there is a little over half our revenue comes from matching a workforce of around 5,000 travel nurses to 14-week long assignments at healthcare facilities throughout Australia. We connect these workers with hospital vacancies, pay them for their labour/ work and then bill the hospital for that labour/ work.” 

Ensuring that nurses are paid on time is one of the most important and time-intensive activities for M & N Healthcare. James said: “The hospitals and medical centers at which our nurses work give them time cards for hours completed, which they then file with us for payment. Once we receive those time cards, we check that the amount earned is correct and make sure our nurses receive their pay on time. This step is critical to keeping operations running smoothly and staff feeling looked-after, but to do this requires heavyduty data processing”.  

We estimated that we were processing around 3,750 of these timecards each week, which amounted to 7, 500 hours annually. Over time, we noticed that the system that was used for checking and processing timecards were no longer delivered optimum efficiency – with the system prone to human error and occasionally crashing. Due to these inefficiencies, around 200 timecards would go missing each year. “Lost time cards are a huge risk for us, as we are liable to provide back payments and could even face legal action. To mitigate these risks, we set out to develop a more efficient way of paying our clinicians and nurses in full and on time for the vital work they do.” 

M & N Healthcare decided to automate its timecard processing activities and, integrated with M & N Healthcare’s in-house application for timecard filing. Working with its business partner, GCM Technologies, M & N Healthcare really wanted to radically transform their essential business process. In their new system proposal meeting, James explained: “We need an integrated suite to enable us to revolutionise our timecard processing systems by making them much easier to use. To do this, we need a mobile app, which allows our nurses to photograph and upload their timecards, select the type of work they’re working for and submit a request for payment. 

The submitted timecards then should go through our network, where they are processed through our new integrated suite in a quick and efficient manner.  GCM Technologies suggested that they can provide the top-of the technologies such as smart software robots to determine which type of work is being billed, and then route it through to the appropriate teams for processing. This automated approach will be more efficient than their previous system and dramatically reduce the risk of human error.  

James wanted to use Robotic process automation (RPA) at the front end of the process to help get our clinicians/ nurses working in a healthcare delivery system faster. Validating qualifications requires a lot of document verification and processing. He believed, RPA by automating high volume process steps. Timeliness and accuracy can be maximised and their staff can focus on shoring up other process areas. 

M & N Healthcare’s big challenge is receiving the timecards continually and managing the production cycle. James wanted to have an Analytics feature to gain insights into that cycle. We should have dashboards and reports that allow them to understand the flow of documents and to set priorities for the support teams. James adds, therefore, they will have a much better understanding today of where timecards are coming from, when we’re receiving them, and where they are in the process than we did in years past. This has been a significant transformation for the shared services group.” 

You need to lead the project in a constrained time period and budget. Also, required to develop a new system to manage M & N Healthcare’s timecard process.  

You are the Project Manager of GCM Technologies leading consulting company and business partner of M & M Healthcare.   

This project requires that you to identify potential solutions in terms of suitable hardware and software, etc., and to supply with costings to justify your recommendation.  While you should attempt to remain within the suggested budget this might be negotiable if needed to provide a suitable solution. 

Costs 

There are no known costs at present, but the senior management board has set an initial budget of $100,000 however the final figure is negotiable.  You will not be paid, and are expected to do as much of the support work as possible.  However, if necessary, contractors can be hired by the consultancy firm for specialist tasks. The full hardware and software requirements for such a project, and should be able to obtain realistic comparative costs for all hardware and software. 

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