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NextDoc

Project Team:

xxxxx

Spring 2013

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Title Page

Scope Statement

Mission Statement 3

Business Need 4

Project Description 5-6

Project Lifecycle Approach 7

Project Deliverables 8

Project Objectives and Success Criteria 9

Assumptions and Constraints 10

Project Approval Signature 11

Stakeholder Analysis 12 – 14

Project Lifecycle 15 – 16

Work Breakdown Structure (WBS) 17 - 18

Communications Plan 19 - 21

Responsibility Assignment Matrix 22

Schedule Baseline 23 - 24

Cost Baseline 25 - 26

Risk Types 27

Risk Response Plan 28

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We are a contracting company that provides software solutions for the healthcare industry, including but not limited to the design, development, validation and/or

release of software.

MISSIONSTATEMENT

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NextDoc BUSINESS NEED

We have been contracted by Kaiser Permanente (KP) to design, develop, validate, release and provide training on a new Smartphone

application.

KP has identified the following business needs that the app will address:

• Reduce patient wait times

• Help physicians communicate and manage unexpected delays in their appointment schedules

• Improve customer satisfaction

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NextDocPROJECT DESCRIPTION We have been contracted by KP to

design, develop, and train intended users (KP administrative staff, KP IT staff, KP members) on a new smart phone application and release the app by January 3, 2014.

Per the contract agreement with KP, the Smartphone application is named NextDoc.  

It is intended to interface with Kaiser’s existing scheduling software and user interface to communicate to KP members current doctor wait times via their Apple or Android smart phone operating systems. This service will not be available to members without smart phones, but the benefits are available to users without Smartphone access when they call existing KP administrative scheduling staff.  The application will also allow schedule and reschedule of appointments for users.

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NextDoc PROJECT

DESCRIPTION cont.

In order to successfully fulfill the agreement with KP and in accordance with our company practices and values, we will:

• Assign a project manager in order to ensure successful completion of the project objectives.

• Assign a software development team to complete the technical work.

• In order to ensure quality of the final product to KP, the developers must create and test a prototype of the application prior to releasing the final product. The software developers will be responsible for creating a test method and test acceptance criteria for the prototypes.

• As agreed upon in the contract agreement, KP will provide any specialized test systems required for the beta testing phase.

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NextDocPROJECT

LIFECYCLE APPROACH

Adaptive / Iterative

due to the fact that the project requires a

beta testing/trial period that may

require additional tasks.

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NextDoc PROJECT DELIVERABLES

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PROJECT OBJECTIVES AND SUCCESS CRITERIA

Objective Success Criteria

Launch app on iTunes and Android Marketplace for download by January 3, 2014.

Be available on both iTunes app store and Android marketplace for download by KP Members

Design Completed by April 10, 2013. Design completed by April 10, 2013.

Keep project within budget Total implementation cost <$300,000.

Coordinate a total of 20 training sessions for each work shift.

Complete all training sessions.

Reduce patient wait time. Benchmark and compare wait time pre and post implementation.

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ASSUMPTIONS AND CONSTRAINTS

Assumptions:

• Patient wait times and errors have been benchmarked in the current environment, which will be used later to compare project performance.

• KP personnel have basic computer skills and Smartphone app skills and will ONLY need training just for the new NextDoc system.

• KP is responsible for roll-out of approved app.• Budget for the project has been finalized.

 Constraints:

• Timelines: January 3, 2014 launch date.• Must work on both Apple and Android platforms.• Fixed Budget.• KP’s Regulations.

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NextDoc PROJECT APPROVAL SIGNATURES

Approval Signature:

KP, Project Sponsor ________________________________

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NextDoc STAKEHOLDER ANALYSIS

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STAKEHOLDER ANALYSIS cont.

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STAKEHOLDER ANALYSIS cont.

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PROJECT LIFECYCLE – Project Management Deliverables

Phase Name Requirements Planning Design Program Beta Test Closing

Phase Objectives Determining the project team and preparing the scope statement and charter

Assigning the deliverables, responsibilities, schedule, and getting the necessary approvals

Obtaining stakeholder approval for the blueprint or the computer model

Writing a software prototype for the app design that was approved in the previous phase.

Creating and executing a test methodology on the prototype programmed in the previous phase.

Disbanding project team and transferring product and all pertinent documentation to new owners (KP IT)

Project Management Deliverables

• Project charter

• Stakeholder analysis

• Scope Statement

• Allocation of entire project team

WBS Schedule

baseline Cost Baseline Communication

Plan Risk Response

Plan Responsibility

Assignment Matrix

Regular team meeting created

Minutes of team meetings and change control proposals

Client approval of PM deliverables

• Minutes of regular team meetings for status updates and change control proposals

• Minutes of regular team meetings for status updates and change control proposals

• Minutes of regular team meetings for status updates and change control proposals

• Documentation completed and compiled for project archive

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PROJECT LIFECYCLE – Product Process Deliverables

Phase Name

Requirements Planning Design Program Beta Test Closing

Phase Objectives(restated)

Determining the project team and preparing the scope statement and charter

Assigning the deliverables, responsibilities, schedule, and getting the necessary approvals

Obtaining stakeholder approval for the blueprint or the computer model

Writing a software prototype for the app design that was approved in the previous phase.

Creating and executing a test methodology on the prototype programmed in the previous phase.

Disbanding project team and transferring product and all pertinent documentation to new owners (KP IT)

Product Process Deliverables

Signed contract with KP

Design specifications defined in the contract

Test systems obtained from KP for App testing and interfacing

Brainstorming and market research conducted

Blueprint model of the app design

Internal design review of prototype with project team

Prototype approval from KP

Draft of User handbook

Working prototype of app

Internal design review and approval of prototype with project team

Test protocol written

Test acceptance criteria and methodology approved by KP

Beta test completed

Review of Test Results and recommendations with KP

App and handbook finalized

Final test report written

20 training sessions completed with intended users

Product is launched on Apple and Android Marketplace

Hand-off of source code and user handbook to KP IT staff

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NextDocWORK

BREAKDOWN

STRUCTURE

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NextDocWORK

BREAKDOWN STRUCTURE

cont.

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COMMUNICATIONS PLAN

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COMMUNICATIONS PLAN cont.

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COMMUNICATIONS PLAN cont.

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RESPONSIBILITY ASSIGNMENT MATRIX

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COST BASELINEPhase Duration Rate/Day Cost WBS Total Cost

1.1. Requirements 6 days $9,000.00 $9,000.00

Project Management 6 days $1,500.00 $9,000.00

Product Process 0 days $1,000.00 -

1.2. Planning 19 days $33,500.00 $42,500.00

Project Management 19 days $1,500.00 $28,500.00

Product Process 5 days $1,000.00 $5,000.00

1.3. Design 65 days $71,000.00 $113,500.00

Project Management 4 days $1,500.00 $6,000.00

Product Process 65 days $1,000.00 $65,000.00

1.4. Program 100 days $106,000.00 $219,500.00

Project Management 4 days $1,500.00 $6,000.00

Product Process 100 days $1,000.00 $100,000.00

1.5. Beta Test 107 days $49,500.00 $269,000.00

Project Management 5 days $1,500.00 $7,500.00

Product Process 107 days $1,000.00 $42,000.00

1.6. Closing 10 days $17,500.00 $286,500.00

Project Management 5 days $1,500.00 $7,500.00

Product Process 10 days $1,000.00 $10,000.00

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1.1. Require

ments Phase

1.2. Plan

ning Phase

1.3. Desig

n Phase

1.4. Pro

gram Phase

1.5. Beta

Test Phase

1.6. Closin

g Phase

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

Phase 1.6.Phase 1.5.Phase 1.4.Phase 1.3.Phase 1.2.Phase 1.1.

COST BASELINE cont.

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RISK ASSESSMENT

High Level Risks

Approval Signatures:

Project Sponsor ________________________________

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RISK RESPONSE PLANID Risk Type Risk

DescriptionRisk Trigger Impacte

d Area(s)

Probability of Occurrence

Impact to Project

Priority Strategies/Actions

Owners Status

1 Project Management

Project Delayed Unplanned tasks identified by iterative project lifecycle

Schedule, Cost, Scope

M H 1 Mitigate Project Manager

O

2 Technical Software malfunction

Failed Beta Test

Quality, Scope, Schedule

L H 2 Mitigate Developers O

3 Technical Server Malfunction

Loss of connection

Quality,Schedule, Cost

M H 3 Mitigate Developers O

4 Technical Unstable network connection

Intermittent connectivity

Quality, Scope

M H 4 Mitigate Developers O

5 Project Management

Staff Shortage Unexpected loss of employees: resignations or reassignment to other projects

Cost,Schedule

L M 5 Mitigate Project Manager

O

6 Project Management

Kaiser Staff reluctant to adapt new technology

Delay in training

Schedule L L 6 Mitigate Project Manager

O

7 External Kaiser Employee Strike

Delay in implementation of app

Schedule, Cost

L L 7 Acceptance

Kaiser O

*Affected Area (s): Scope, Quality, Schedule, Cost, *Probability: Low, Medium, High*Impact: Low, Medium, High*Status: Open (O) or Close (C)