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Team 3, “Enterprise Collaboration” Marley Dental Clinic Project Charter IFSM 438: Project Management ITP-1 Project Deliverable – Project Charter Gregory Moore Project Manager Tiara Locke Deputy Project Manager Charles To Documentation Manager Samrawit Bayu Financial Manager Hossain Ehsan Editor Angel Aguilar Research Manager Aiesata Gadson Technical Manager Enterprise Collaboration Project Charter A. General Information Project Title: Marley Dental Clinic Virtualization Brief Project Description: Prepared By: Enterprise Collaboration Date: 24 January 2016 Version: 2.0 Customer and Stakeholders: Doctor Bob Marley (Donna McKalip, PhD.) B. Project Objective: Explain the specific objectives of the project. For example: What value does this project add to the organization? How does this project align with the strategic priorities of the organization? What problem will this project solve? What results are expected? What are the deliverables? What benefits will be realized? What problems will be resolved? C. Assumptions List and describe the assumptions made in the decision to charter this project. Please note that all assumptions must be validated to ensure that the project stays on schedule and on budget. HIPAA Privacy and Security policies are required for storing and maintaining patient data, along with additional confidentiality and access requirements. The HIPAA Security Rule requires a dental practice to conduct a written risk assessment and develop safeguards to protect electronic patient information. Customer will need to seek expertise to implement HIPAA compliant security measures. (American Dental Association, 2016) Project_Charter.doc January 2016 Page 1 of 7 Enterprise Collaboration Project Charter D. Project Scope Describe the scope of the project. The project scope establishes the boundaries of the project. It identifies the limits of the project and defines the deliverables. The requirements for the Integrated Team Project-1 involve implementing an Information Technology network (LAN) for a small dental clinic that will house 13 workers (4 Dentist, 3 Hygienist, 4 Assistants, 1 Bookkeeper and 1 Receptionist). The customer has established a flexible budget of $150,000 with latitude of increase with proper justification. The estimated project completion will be approximately six months, barring design changes, natural disasters and extension beyond the IT project’s control. Patient records will be converted from hard copy files to an on-sight electronic storage database. Such documentation will include billing and insurance claims. Setup online-banking for payments (patient and practice suppliers) and on-line appointment system for patients. Implementation of an IT system to process insurance billing and claims. Only the Dentists will be equipped with his/her own workstation to access necessary records for each patient. Two additional workstations will be in installed, one for the Bookkeeper and Receptionist to share a workstation to process payments and insurance claims and another for the assistants to access patient dental records. Dental office operations will be temporarily (7 days/one week) interrupted while proper wiring and vetting is conducted to commence installation of requisite IT systems. List any requirements that are specifically excluded from the scope. Furnishings for the new space to house the team of dentists, hygienists, assistants, bookkeeper and receptionist. (*) The customer should seek expertise in implementing security features to fully comply with such standards, as the scope of the ITP-1 will not involve implementing HIPAA compatible security features. Administration of applications that will be used to maintain patient records, billing information and HIPAA requirements. Concluding the six-month IT project, the contractual duties will be fulfilled. Any following support will require additional agreements/contracts. Project_Charter.doc January 2016 Page 1 of 7 Enterprise Collaboration Project Charter E. Project Milestones What is the estimated schedule for the project (start to finish?) List the major milestones and deliverables of the project. . Milestones Deliverables Signed Project Charter ISP Research/Agreement Approved Scope & Objectives Present all ISP options to Client Enterprise Resource Planning Research Final Client Requirements ISP Installation Office Local Area Network Installation Present all ERP options to Client Initial Operation Capability Employee Training Initial system capability/testing Train all clinic employee on new system System fully operational Digitize old dental records Full Operational Capability Convert Old Records Date Refine client requirements Internet connectivity Install all office computers/network 26Jan 1-28 Feb 1Mar 30 May 30 May 19 Jun 19-21 Jun 22 Jun 22-23 Jun 24 Jun 26 Jun F. Impact Statement List the impact this project may have on existing systems or units. . Potential Impact Systems / Units Impacted Project_Charter.doc January 2016 Page 1 of 7 Enterprise Collaboration Project Charter G. Roles and Responsibilities Describe the roles and responsibilities of project team members followed by the names and contact information for those filling the roles. The table below gives some generic descriptions. Modify, overwrite, and add to these examples to accurately describe the roles and responsibilities for this project. Sponsor: Provides overall direction on the project. Responsibilities include: approve the project charter and plan; secure resources for the project; confirm the project’s goals and objectives; keep abreast of major project activities; make decisions on escalated issues; and assist in the resolution of roadblocks. Name Email / Phone Doctor Bob Marley(Donna McKalip, PhD) [email protected] Project Manager: Leads in the planning and development of the project; manages the project to scope. Responsibilities include: develop the project plan; identify project deliverables; identify risks and develop risk management plan; direct the project resources (team members); scope control and change management; oversee quality assurance of the project management process; maintain all documentation including the project plan; report and forecast project status; resolve conflicts within the project or between cross-functional teams; ensure that the project’s product meets the business objectives; and communicate project status to stakeholders. Name Email / Phone Gregory Moore Tiara Locke (Deputy PM) [email protected] [email protected] Team Member: Works toward the deliverables of the project. Responsibilities include: understand the work to be completed; complete research, data gathering, analysis, and documentation as outlined in the project plan; inform the project manager of issues, scope changes, and risk and quality concerns; proactively communicate status; and manage expectations. Name Email / Phone Charles To (Documentation Manager) Hossain Ehsan (Editor) Angel Aguilar (Research Manager) Samrawit Bayu (Financial Manager) Aiesata Gadson (Technical Manager) [email protected] [email protected] [email protected] [email protected] [email protected] Customer: The person or department requesting the deliverable. Responsibilities include: partner with the sponsor or project manager to create the Project Charter; partner with the project manager to manage the project including the timeline, work plan, testing, resources, training, and documentation of procedures; work with the project team to identify the technical approach to be used and the deliverables to be furnished at the completion of the project; provide a clear definition of the business objective; sign-off on project deliverables; take ownership of the developed process and software. Name Email / Phone Donna McKalip, PhD [email protected] Subject Matter Expert: Provides expertise on a specific subject. Responsibilities include: maintain up-to-date experience and knowledge on the subject matter; and provide advice on what is critical to the performance of a project task and what is nice-to-know. Name Email / Phone Project_Charter.doc January 2016 Page 1 of 7 Enterprise Collaboration Project Charter H. Resources Identify the initial funding, personnel, and other resources committed to this project by the project sponsor. Resource Project Budget Staff Development Customer Support Facilities Equipment Constraints $150,000 est. $45,000 $25,000 $55,000 $25,000 I. Project Risks Identify the high-level project risks and the strategies to mitigate or avoid them. Risk Technical Cost Client Environmental Schedule Mitigation Strategy Avoid overspending. Record project spending and strict budget constraints New advertisements, offer new strategies and deals in order to retain customers. Study competitors and offer competitive pricing. Leave room in case of natural disasters occur. Insure all property and equipment Stay within project deadlines and avoid extensions and delays. J. Success Measurements What are the high level benefits of this project? Identify metric and target you are trying to achieve as a result of this project. For example, overall cost savings of $50K or reduce processing time by 25 percent. Project_Charter.doc January 2016 Page 1 of 7 Enterprise Collaboration Project Charter K. Signatures The signatures of the people below document agreement and approval of the formal Project Charter. The project manager is empowered by this charter to proceed with the project as outlined in the charter. This charter will be Customer: Name Signature Date Signature Date Signature Date Doctor Bob Marley Project Sponsors: Name Project Manager: Name Gregory Moore Project_Charter.doc January 2016 Page 1 of 7