Determining the project charter - Assignment Example

Determining the project charter Brief description of the Project and its Need: Our Company “Manage Your Health, Inc” is amongst the Fortune 500 companies providing health care services across the globe. We have 20000 full time and 5000 part time employees. Our recent endeavour is to increase the profitability of the company with the introduction of new strategic plans to curtail internal costs, increase cross selling of health care products, and develop new web based technologies to improve the coordination between employees , customers and suppliers to deliver better health care services. A recent study indicated we pay 20% more than other companies in our health care premium for our employees due to their health issues Our concern is the increased health care costs for providing insurance premiums for our own employees due to their ill health , which not only raises our internal expenditure but loss of man days through absenteeism leads to decreased productivity thus impacting the profitability of our organization. Hence we want to create a Recreation and Wellness Intranet Based Health Monitoring system for our employees where we want to introduce health improving strategies like involving employees in physical fitness programmes like soccer, jogging and other well being programmes during the recess period. Then stress reducing classes , motivating employees to quit smoking, manage Body Mass Index, making diet charts through dietetians and incentivizing those who attend these programmes. Project success criteria: The implementation of the project will cost 2,50,000$ but the net savings over a 4 year time period would be around 30,00,000$ with a projected 30$ savings per employee/year considering 25000 employees with an additional profitability of 27,50,000$ in 4 years. Thus the implementation cost is only 10.5% of the profitability. Summary Of planned Approach : SWOT Analysis Strength Amongst the Fortune 500 so we are economically sound. Employee strength is very good Services are appreciated by customers Strength of Data Ease of monitoring Making immediate action Plan Weakness Ill health of own employees Greater insurance premiums Loss of man days Decreased productivity Decreased profitability Absenteeism may not be related to ill health Opportunities Monitoring Lowering insurance premium costs Improving productivity Data accessibility by managers Creating a healthy work force Build a team. Threats May be viewed as personal vigilance from company Fear of Job cuts by unhealthy workers Appraisal may be correlated to ill health Training to improve the mindset of the employees on the issue. Roles and Responsibilities The Business technology manager should create a software on the following points: 1. Absenteeism 2. Health issues- chronic illness, BMI, Injuries from work place or work station. 3. Involvement days in physical activities 4. Doctors prescription for specific patients to plan follow ups The company physician should immediately address health related issues The physical trainer should be serious in implementing physical activities. The human resource manager should plan out for calculating incentives along with the finance manager to prevent delay in motivating employees attending the programme. Q2. Creating the Mindmap Q3. 1. Main Task Launch Of Intranet Health Care System by Business technology manager. Assumption: Perceived Health Improvement of Employees 1.1 Role Out By Human Resource Management Team to employees Assumption: Creating a positive mindset of the programme in employees and addressing apprehensions. 1.2 Personal data collection by HR executives and assuring confidentiality to Employees and referring the data to the BT manager Assumption: Focussed action plan per employee to be formulated. 1.3. Physician to be contacted by BT manager for interventions to the ill health employees and documenting records to be sent to BT Assumptions; Creating an atmosphere of caring to the employees and also planning follow up mailers or other e-medicine initiatives through intranet. 1.4. Fitness trainer should conduct management plan with Doctor to introduce specific training programmes for specific employees and voice the benefit of such intervention to employee. Even planning with a Dietetian at that moment. If work related musculoskeletal disorders are an issue the ergonomist or design engineer to be consulted to improve work station design so employees are compatible with operating systems. Assumptions: Individualized activity would be beneficial as health problems vary from individual to individual. 1.5 Identifying the motivator(the employee who has benefitted most after getting involved in this programme) Assumption: Seeing somebody from themselves speak will clear their apprehensions on management strategies to downsize unhealthy workers and rather motivate them(not ill) to join the programme. 2. Main Task: Measuring Service Productivity of Employees 2.1 : Report from Finance Manager regarding profitability of the company in last 6 months. Assumption: Better health will reduce absenteeism , improve working ability to serve customers resulting in customer satisfaction translating into business profitability. 2.2 : Customer feedbacks from the HR team Assumption: Gives a reality check on the implementation of the intranet programme. Q4. Creating a mind map is useful rather than deploying task hierarchy because it gives an immediate project design plan and helps to assess the benefits and pitfalls of each step so the backup plans are ready and in times of real system failure can be implemented and also any steps thought can be planned well in advance to assess the feasibility of such an action. Q5. Task Entry Table. Month 1 Programme starts Creating employee databases on health problems and monitoring chronic health issues. Stress management Classes. Training managers(HR executives) for monitoring and explaining employees. Physician check ups Month 2 Tracking the employee physical activities tailor-made as per database collected in first month. Incentivizing immediately in front of colleagues Month 3 Motivating employees who have not been involved through motivational speakers. Planning Physician Check ups and monitoring treatment management guidelines by the company internally E-medicine initiatives intensify through mailers via intranet. Month 4 Review of system functioning close to real life situations. Modifications if any required to be incorporated. Month 5 Employee feedback sessions on this implementation programme and identifying the employee motivator itself to share his experience. Month 6 Programme ends Final evaluation of success implementation of the programme to other employees. Done through productivity of the company in terms of business growth and customer satisfaction Read More