Hospital Website Redesign Project - Essay Example

Hospital Website Redesign Project Name: Institutional affiliation: Work Approach Creating a steering Committee: All the key stakeholders in the project will be identified and form a steering committee that will steer the project from the beginning to the end. Members of the committee will include chief information officer, chief nursing officer, chief medical officer, chief financial officer, chief compliance officer, vice president of human resources, and chief marketing officer. The committee will meet after achievement of every milestone of the project. The steering committee will publish the request for proposal while the project managers will come up with statement if work. Vendor selection: Vendor selection will be carried out after the steering committee has assessed project requirements. The key factors that will be considered in coming up with the right vendor will include: i. Delivery: the ability of the vendor to deliver the project at the right time ii. Quality: a vendor who can come up with quality website iii. Cost: relatively cheap vendor without compromising the quality Design: After the website has been designed according to the requirements, user experience design will be carried out where the vendor will be required to do user acceptance test with Dreamland Hospital staff and some of the members of the steering committee. After a successful testing, all the deficiencies will be corrected to conform to functional specifications. Content creation: Web experts like UX designer and IT manager will be involved in the content creation to meet the final objectives of the project. Completion: After content creation and all the requirements met, business analyst will facilitate user acceptance test and sign off to declare the website fit for use. After which training on how to use the website will be conducted before its launch in December 2016. Schedule The major elements of the project include designing specifications, user experience design and specifications, functional specification, content creation, and use acceptance test and signoff. The table below contains the schedule of the major task of the project. Task Description Starting Date End Date (2016) Total Duration Requirement discovery and selection The task will be carried by the project manager (Vendor) who will ensure that the correct requirements are selected. July 1st October 31st 4 Months User experience design and specification Designing the website to enhance usability and accessibility by the final user. July 1st September 15th 2.5 months Function specifications Designing a blue print on how the website will behave upon completion. July 15th September 15th 2 months Content Creation Designing the information in the website for the end users. July 15th 31st November 4.5 months User acceptance test Verifications of whether the website is convenient for the end user by conducting functionality test, unit test, integration test, and system test. July 15th 31st November 4.5 months Interim Quality Gate Milestone for the Project The following quality factors will determine whether the project will continue or not: Professional Website: The designed website is expected to be simple with attractive layout to deliver a better user experience. User-friendly Navigation: The design website is expected to enable users to quickly find information they need. Webpage Speed: The webpage speed is also expected to be high to encourage more people to use it without losing patience. Project Management Enterprise PMO The project is a large one and therefore it requires enterprise PMO (EPMO) to help in aligning the objectives of Dreamland Hospital and the execution of website redesigning project (Bolles & Hubbard, 2015). Therefore, to ensure effective project management of the Dreamland Hospital website redesigning project, the PMO will operate at the enterprise-wide strategic level instead of departmental level. The PMO leader will be required to report directly to the senior management of the Dreamland Hospital to ensure that the project is in line with the objectives of the hospital (Patel, Patel & Patel, 2012). The roles of various people and departments involved in the project will be clearly defined to promote efficiency and effectiveness. The general role of EPM will include: i. Compliance management ii. Financial management iii. Risk management iv. Training of staff on how to use the website v. Standardization of the process. Project Status Report The project status report will be required as often as possible and the project manager will be required to give a comprehensive status of the project to the steering committee whenever there is a meeting. However, to avoid unnecessary delay and to ensure that everything goes on as planned, project manager will give project status report on a weekly basis to the top management of the Dreamland Hospital. The project status report will include the following: Status of the project: This will include the milestones that have been achieved, what need to be achieved before next project status report, and impacts of the achievements that have been made. Planned expenditure: The project manager will be expected to give the status of the planned expenditure by explaining whether there is a surplus or deficits on the planed expenditure. Issues emerging from the project: The report should contain new concerns like emerging problems and the necessary actions that need to be taken to ensure successful completion of the project. Risk management report: Project manager is expected to report changes in the predicted risks and some of the new risks that are likely to emerge. The report should also contain some of the modifications that need to be taken to mitigate or reduce the risks. Organization Policies, Standards, Supported Software and Computing Environment With the increase demand for website and need for website security, the project manager who doubles as the vendor will be required to conform to policies, regulations, and standards set up by the government and other concerned bodies (Miller, Buck & Tygar, 2012, December). The redesigned website will be expected to conform to the following requirements. The vendor will be required to adhere to the data protection policies, especially Data Protection Act of 1998 to ensure that the information of the company and those of the clients are safe. Contract must respect privacy policy. The website should be designed in such a way that it gives the users an option of deciding not to disclose certain private information and they must also be informed on the Cookie usage (De Ryck, Desmet, Philippaerts & Piessens, 2011). The website must respect the rights of the disable users and it must be made accessible to the disable people. For instance, Dreamland Hospital expects the website to enable the disable people using special technologies to access the website. The vendor must also comply with the copyright regulations that are in place. Project manager must ensure that the copyright notice is visible in the website. The vendor will also ensure that the information and materials used in the redesigning the website does not violet intellectual property rights Timeline and Period of Performance The Dreamland Hospital website redesign is expected to take about one year, as it is expected to run from 1st February 2016 to December 2016 when the project is expected to be officially launched. Because the project is relatively light and is not very complex, the Dreamland Hospital management expects the vendor to complete the project in time. However, the hospital may consider extending the deadline of completion with about four months in case the project faces some difficulties and complication in the process. The extension of completion time will be guided by the factors delaying timely completion after the discussion with the project manager. However, with everything remaining constant as planned, the vendor is order the obligation to complete the project within a year. The Dreamland Hospital management has the right to terminate the contract when it feels and convinced the vendor is not redesigning the website as expected or violates fundamental website design requirements. Otherwise, the contractor is expected to complete key tasks according to the following timeline in the table below. Task Expected Completion Duration Coming up with the requirements 4 months Designing of the website 2.5 months Function Specification 2 months Content creation 4.5 months User acceptance test 4.5 months Training One week Compensation and Payment Schedule The personnel who will be entitled to compensation include project manager, web architect, web developer, UX specialist, and QA specialist. The personnel are expected to earn a total of 165,100 US Dollars. However, the total payment is expected to be more as the total amount does not include other miscellaneous expenses like travel expenses. Payment will be done based on the major phases of the project where full payment to ensure that the project is of high quality. In addition, the vendor is expected to provide a warranty period of one year. Therefore, the final payment will only be done after the project has proved to be error free and at the end of the expiry of the warranty. However, the Dreamland Hospital a contingency fund of 10% of the total cost of the project because the project is less risky with potential little complications. The vendor is expected to agree to the terms and conditions of the payment and only raise an issue when there is genuine complains. Payment Schedule Dreamland Hospital will pay the vendor a total amount not exceeding US$165,100 by the time the project is fully completed and it has been proved to be error free and at the expiry of the warranty given by the vendor. The price of the dollar that will be used will be that of the market exchange rate on the day the contract will be assigned and accepted by the vendor. The compensation for the services offered will be based on the vendor’s price as contained in the payment schedule below. Implementation and Conversion Expected Total cost US$165,100 Obtaining requirements Cost US$49,530 less 10% for holdback Website Design Cost US$16,510 less 10% for holdback Function specification Cost US$16,510 less 10% for holdback Content Creation Cost US$16,510 less 10% for holdback User acceptance test Cost US$ 16,510 less 10% for holdback Training Cost US$ 16,510 less 10% for holdback The Dreamland will be under the obligation to release all the holdbacks to the contractor after the final acceptance of the project, which comes after the expiry of the warranty given by the vendor when accepting to perform the project. All the invoices to be paid must contain and the deliverables to be paid. The Dreamland Hospital will have the will have the right to review the invoices before they are paid to ensure that the task and the deliverables have been met as expected. Phase Deliverables Payment Requirement discovery Getting all the requirements to be used in the project 30% Designing 1.Usere experience design 2.Specifications 10% Function specification Coming with clear function specifications 10% Content creation 1.Website delivering information 2. Patient portal 3. patient schedule functionality 4.Website hosting 5.website security 6.recruitment portal 10% User Acceptance Test User-friendly website 10% Training Training staff on how to use the redesigned website 10% Final Acceptance Payment of holdbacks 20% Additional Terms and Conditions Conflict resolution agreement: Any conflict that is emerging from the project will be handled by the steering committee. The committee is expected to resolve the conflict within a period of not more than two weeks. If any case the steering committee is not able to solve the conflict, a tribunal will be constituted to solve the conflict. The conflicting parties will only be allowed to take the matter to the law court after the two channels have been exhausted and they have proved to be incapable of solving the conflict. Transportation of the requirements: the hospital will bill the transportation expenses after the transporter has presented the transportation receipt. Travel and accommodation: the Dreamland hospital will pay for the travel expense. However, the experts will be expected to pay for their accommodation. Damages: the dreamland hospital will not take any responsibilities for any damages that will occur during the redesigning of the website. The vendor is expected to take the responsibility for any damage caused during the life of the project. References Bolles, D. L., & Hubbard, D. G. (2015). PMO Framework and PMO Models for Project Business Management. De Ryck, P., Desmet, L., Philippaerts, P., & Piessens, F. (2011). A security analysis of next generation web standards. status: published. Miller, B., Buck, K., & Tygar, J. D. (2012, December). Systematic analysis and evaluation of web privacy policies and implementations. In Internet Technology And Secured Transactions, 2012 International Conference for (pp. 534-540). IEEE. Patel, A. R., Patel, D. M., & Patel, D. S. (2012). Implementation Plan of PMO (Project Management Office) over EPMO (Enterprise Project Management Office) for Beneficiaries Success in Today’s Organizations. Read More