Due Date: Week 5 – Friday 5:00 pm

Weight: 10%

This is an individual assignment. There is an expectation that no two submissions will be the same.

Objectives

This assessment task relates to the following course objectives:

Observe real world information technology problems and apply project management principles and techniques to solve these problems;

Employ a systems thinking approach to identify critical roles and stakeholders in information technology projects;

Demonstrate decision-making processes to solve a range of information technology project issues;

Utilise a range of organisational and self-management skills, emulating real world practice of information technology project managers.

value the importance of effective communication to solve problems on information technology projects

Task

During the Project Initiation phase, an important artefact is the Project Charter. This artefact clearly indicates for the project team and all stakeholders the project objectives, scope and vision. In this assignment, you are provided with a case study project description below. You will create a Project Charter for this project that will be managed following the adaptive methodology of Agile Scrum. In project management, the project charter would be a document of just a couple of pages formally outlining the key objectives, schedule and stakeholders. In an Agile project, this artefact would be displayed in the project team room. It should not have cover page, TOC, reference, appendix etc.

Both assignment 1 and assignment 2 are integral parts of the same project. It is suggested that you read the specifications of both assignments (including A2 marking criteria) before you do your A1 and work on both assignments in parallel. You will find that the first 4 sections of the PMP in A2 are highly related to your A1 which is just a concise summary of the project. Although you should not repeat your A1 work in your A2, you may improve and elaborate those relevant elements for the A2. If you keep your A2 in mind or do your A2 in parallel with your A1, by the time you complete your A1, your PMP document will also be in good shape and it saves you a lot of time.

Background

After top management determines which projects to pursue, then it becomes important to notify the organisation about the projects. The Project Charter is used to authorise the project and nominate the project manager. The Project Charter formally recognises the project and provides a summary of the details of the project.

Requirements

For this assessment task, students are required to create a Project Charter for the case study provided on page 4: The RMD Project. The project sponsor has appointed you as the project manager and you decide to use the Agile SCRUM methodology. While preparing the Project Charter report, you need to express clearly the objectives (what they want to achieve) and the success criteria for this project. You will also need to:

Identify other stakeholders, in consultation with the sponsor;

Predict high level costs involved in the project;

Hire a team for the duration of the project; and

Devise a high level plan for the number of sprints involved in the project and the objective for each sprint cycle.

You may need to make other necessary assumptions in preparing the Charter but make sure these are clearly stated. (You may be creative with your assumptions to ensure that your submission is unique.)

The Project Charter needs to include information such as:

Project title and date of authorization • Project manager’s name and contact details

List of objectives of the project

Summary budget

Success criteria for the project

Project scope

Summary schedule o Start and end dates for each sprint o Milestones/objectives for each sprint

An approach on how to do the project, including:

o Procedures or process of work o Assumptions and constraints if any

Roles and responsibilities

Sign-off section for all stakeholders

An example of Project Charter document is shown in lecture 3.

A project charter is like a snapshot of a project. It is also one of the major communication tools on the wall of your project room, the project team uses it as a road map for doing the project. Therefore, it must be short (no more than 3 pages, 20% penalty for each extra page) and clear, everything in the project charter must be brief and concise. The presentation of your project charter must consist of the following writing formats: • dot lists or numbered lists

key words

tables

graphs or images

Submission

Please submit an electronic copy of the Project Charter based on the example Project Charter shown in lecture 3 and the example SCRUM shown in lecture 2. Submit only via Moodle. Please refer to the Course Description for information regarding late assignments, extensions, special consideration, and plagiarism. A reminder all academic regulations can be accessed via the university’s website, see: http://www.federation.edu.au/students/essential–info/publications/handbook. You should adhere to academic writing standards as outlined in the university Writing Skills

CASE STUDY—THE RMD PROJECT

The RMD (Remote and Mobile Doctor) Project is a collaboration between the Health Innovation and Transformation Centre (HITC) at Federation University Australia and the Oncology division of the University Hospital Geelong (UHG) at the Barwon Health North (BHN). The director of the BHN is Matt Swift and the director of the HITC is Jack Talent. They have been appointed as the co-CEOs of

RMD. The project involves the migration of the division’s current predominantly paper-based clinical documentation system to an advanced digital solution that is better aligned with their goals of improving quality of care with increased efficiency and accuracy.

Currently, a UHG patient’s medical history of cancer (including a series of past and current diagnoses, treatments, and responses) is reviewed by UHG doctors upon the acceptance of a new patient. The doctors then dictate their findings with a possible new diagnosis and suggested treatment for the patient. References to the electronic versions of these dictations, intake notes as well as patient demographic information are stored in the UHG’s database. Paper copies of the intake notes, supporting documents and together with the patient’s demographic information from UHG are

consolidated in a ‘Patient File’. The Patient File is then used for analyses and discussions, and is updated as changes occur to the patient’s clinical information. Such a system has the following drawback and limitations:

Paper-based system makes discussion and communication about patient care difficult:

Retrieval of patient’s information becomes difficult since a paper file cannot be accessed remotely. Understanding a patient’s condition involves shuffling through the various, and sometime voluminous, sheets of paper in the file and hence it is difficult to get a clear overview of the patient’s condition.

Inefficient process for synthesis and analysis of patient information: A system that stores information in a single, inaccessible paper file has inherent inefficiencies which can be addressed by making the system paperless. Electronic systems are easier to maintain, update and access and hence more efficient than paper-based systems.

Lack of centralized data repository: Since the patient’s information is not stored in a central location and inaccessible remotely, it introduces the danger of inconsistencies and inaccuracies between multiple records.

Non COVID-19 compliance: physical access to paper files by different staff does not meet the requirement of contactless operation in a COVID-19 pandemic.

The RMD Project intends to introduce a high level of efficiency into the current process of treating patients. Through this new process a patient’s clinical information and demographics will be entered into RMD system (by the physicians or their assistants). Softcopies of documents supporting the patient’s history can also be uploaded.

All subsequent changes to the patient record will be made on the system which will be able to track changes to sensitive patient data. Through its web interface, the system will facilitate remote viewing, updating reporting and will facilitate analysis and discussions through an enhanced presentation of patient information.

The benefits of these improvements will be as follows:

Visual Representation: Facilitates comprehension and discussion through an intuitive and dynamic graphical representation.

Accessible and updatable: Update and maintenance of accurate and integrated patient information. Easy access to multiple sources and types of patient information.

Centralized data: A centralized data repository allows for patient information to be retrieved from one location, limiting the need to consult other repositories. In addition, a centralized database allows for a one-step correction process in correcting data as needed.

As a result, RMD facilitates the easy retrieval of accurate information which can be used to perform detailed analysis and make faster and more accurate decisions that ultimately lead to enhanced service to UHG’s patients.

RMD strides to achieve these goals by providing a Web-based, database driven prototype system designed to meet the stated needs of the division’s specialists to document, summarize, and view a patient’s clinical history that is relevant to their treatment for cancer. This history takes the form of a chronologically ordered list of episodes that include diagnosis (es), the treatment(s) he or she has undergone, and the corresponding response(s). Each episode (event) is represented by a unique shape and color scheme for quick visual recognition of the event type. This primary functionality of RMD is included in a module called View/Edit Patient Record. Other known modules include:

Interface — An appealing interface with efficient navigation. The interface will also serve as a portal to provide all cancer related information to doctors from both within the hospital and external source.

Register/Login – Authenticates UHG Users

Search for Patient Record – Robust Search with Wildcard Ability for Patient Records

Create Patient Record – Allows for the Input of New Patients into UHG

Patient Record Report – Provides a Printer Friendly HTML Report of the Patient’s Clinical

History

Wiki and blogs

• User Administration

• Statistical Reporting—provides variety of reports on diagnosis accuracy, drug effectiveness, duration of healing etc.

• Online Help

It is hoped that the RMD prototype developed in 6 months provides UHG with the basic functionality they require so that it can be deployed within the department soon after delivery of the source code. The budget for the project is $1,000,000.

During the project management, you may make assumptions if it’s necessary, e.g., tasks may be required but not explicitly listed; to breakdown certain relatively larger tasks into a number of smaller subtasks for better management etc.

Assessment Criteria and Feedback

Student		Marker:
		Date:

Criteria	Marks	Comments
Project title, start and end dates, and date of authorisation Project manager’s name and contact details	/2
List of objectives or purposes Summary budget Success criteria for the project	/17
Project scope or deliverables SCRUM schedule showing at least 3 sprint cycles Start and end dates for each sprint Milestones for each sprint Objectives for each sprint	/18
• Summary of the project approach including Process or procedures of work Assumptions and constraints if any –	/5
• Roles and responsibilities	/5
• Presentation including: – Sign-off section – Clear Layout appropriate for team room	/3
Total Mark [50 marks]
Extra page penalty
Total Worth [10%]

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