Application of System Dynamics †Free Samples to Students

Question: Discuss about the Application of System Dynamics. Answer: Introduction: The health department system works with various doctors, nurses and staffs working for providing healthcare services and advices to the customer. The increase in the number of patients and frequency of services has made the services more complex and critical to accommodate in the existing location. Due to the smaller size of the exiting location, the healthcare services were not able to provide efficiently treatments to the increased patient base. The waiting time of the patients has increased significantly. Therefore, moving to a new location with greater space would allow the healthcare services department to hire and accommodate more employees for treating more patients within less time. The project revolves around the relocation of the staffs and health information service department to a new location. Therefore, the relocation of the health information services relocated the services, information system, personnel to a new location for enhancing the effectiveness of the health i nformation services. Stakeholders are identified as the group of persons that are directly or indirectly involved with the relocation of the healthcare information service department to a new location. In this project, the major stakeholders includes the authorities of healthcare department, the patients, doctors, nurses, project manager, architect, interior designer, staffs, and electricians. The Responsibility Matrix WBS Activity Name authorities of healthcare department project manager architect interior designer staffs electricians 1 start project 2 project initiation phase 2.1 meeting with the client A R 2.2 identify the relocation requirement A R 2.3 project charter 2.3.1 develop project charter R 2.3.2 obtain approval of the client A R 3 project planning phase 3.1 develop planning for relocating the department I R C 3.2 develop the project budget I R 3.3 develop plan for completing the relocation I R C I 3.4 procure the project A R 3.5 new location plan 3.5.1 determine the patient base A R 3.5.2 identify the physical structure of the new site C R 3.5.3 select new office location 3.5.4 lease the new location A R 3.5.5 obtain agreement A R 3.5.6 develop architectural design C R 4 project execution phase 4.1 develop the architectural module 4.1.1 develop space for office C R 4.1.2 cubicles C R 4.1.3 receptions C R 4.1.4 medical rooms C R 4.2 complete interior design C R 4.3 include medical equipment C I R 4.4 implement cabling C C I R 4.5 electrical services C C I R 4.6 telephone services C C I R 4.7 packing from the existing location I C R 4.8 unpacking to the new location I C R 4.9 finalize the relocation date C R I I I I 5 project closure phase 5.1 inform the employees R 5.2 inform the customers R 5.3 open the new location of the health department A R 5.4 sign off of the team members C R 6 stop project R In the above table, R = Responsible, A = Accountable, C = Consulted, I = Informed For the relocation of the healthcare information service department, the cost, quality, scope and time has been considered as the major constraints. The relocation of the department needs to ensure all the scope has been completed within the allocated time and budget while ensuring the quality and standard of the project. The following are the assumptions developed for the relocation of the health information service department are illustrated in the section below: The relocation of the department needs to completed within the allocated time of 2.5 months; The data from the existing location of the department has already been backed up by the employees; The healthcare authorities have provided with the financial amount required for the relocation of the department to the new location; Communication Plan Who What Why When How Authorities Of Healthcare Department Approving and reviewing the project plan and relocation. Modification in the plan regarding the budget and schedule Once a week Formal meeting Project Manager Developing the project budget, schedule, cost and managing the progress. Issues faced during the relocation of the department Whenever required Verbal communication, meetings emails and telephone Architect Developing the renovation plan and architecture of the new location. Changes or modification of the architectural design of the new location. Whenever required Verbal communication, meetings emails and telephone Interior Designer Developing the design for the rooms, cubicles and interior design of the new location. Changes or issue faced regarding the developer of the interior design. During the implementation phase Verbal communication, meetings emails and telephone Staffs Carrying out the relocation staffs and completing the relocation. For informing about any changes required during the project. Once a day Verbal communication, and meetings Electricians Providing the electrical connection and telephonic line in the new building location. Informing about any modification and changes made in the plan. Whenever required Verbal communication, meetings and telephone For measuring the success of the relocation of the health information service department, the following criteria need to be measured and obtained: The opening of the new location has been done on the scheduled data; The project has successfully relocated the medical equipments from the existing location to the new one; The relocation of the project has been completed within the allocated time and budget provided; A Breakdown of the Activity (WBS) WBS Task Name Start Date End Date Resource Duration Dependencies 1 start project 08/21/17 08/21/17 0 2 project initiation phase 08/21/17 08/28/17 6d 2.1 meeting with the client 08/21/17 08/21/17 Project Manager 1d 1 2.2 identify the relocation requirement 08/22/17 08/23/17 Project Manager 2d 3 2.3 project charter 08/24/17 08/28/17 3d 2.3.1 develop project charter 08/24/17 08/25/17 Project Manager 2d 4 2.3.2 obtain approval of the client 08/28/17 08/28/17 Project Manager 1d 6 3 project planning phase 08/29/17 09/14/17 13d 3.1 develop planning for relocating the department 08/29/17 08/31/17 Project Manager 3d 7 3.2 develop the project budget 08/29/17 08/29/17 Project Manager 1d 7 3.3 develop plan for completing the relocation 08/29/17 09/01/17 Project Manager 4d 7 3.4 procure the project 09/04/17 09/04/17 Project Manager 1d 9, 10, 11 3.5 new location plan 09/05/17 09/14/17 8d 3.5.1 determine the patient base 09/05/17 09/05/17 Project Manager 1d 12 3.5.2 identify the physical structure of the new site 09/05/17 09/06/17 architect 2d 12 3.5.3 select new office location 09/07/17 09/11/17 3d 3.5.4 lease the new location 09/07/17 09/08/17 Project Manager 2d 14, 15 3.5.5 obtain agreement 09/11/17 09/11/17 Project Manager 1d 17 3.5.6 develop architectural design 09/12/17 09/14/17 architect 3d 18 4 project execution phase 09/15/17 10/23/17 27d 4.1 develop the architectural module 09/15/17 09/27/17 9d 4.1.1 develop space for office 09/15/17 09/25/17 architect 7d 19 4.1.2 cubicles 09/15/17 09/20/17 architect 4d 19 4.1.3 receptions 09/15/17 09/21/17 architect 5d 19 4.1.4 medical rooms 09/15/17 09/27/17 architect 9d 19 4.2 complete interior design 09/28/17 10/05/17 interior designer 6d 22, 23, 24, 25 4.3 include medical equipment 10/06/17 10/10/17 staffs 3d 26 4.4 implement cabling 10/11/17 10/12/17 Electricians 2d 27 4.5 electrical services 10/11/17 10/13/17 Electricians 3d 27 4.6 telephone services 10/11/17 10/11/17 Electricians 1d 27 4.7 packing from the existing location 10/16/17 10/17/17 staffs 2d 28, 29, 30 4.8 unpacking to the new location 10/18/17 10/20/17 staffs 3d 31 4.9 finalize the relocation date 10/23/17 10/23/17 Project Manager 1d 32 5 project closure phase 10/24/17 10/26/17 3d 5.1 inform the employees 10/24/17 10/24/17 Project Manager 1d 33 5.2 inform the customers 10/24/17 10/24/17 Project Manager 1d 33 5.3 open the new location of the health department 10/25/17 10/25/17 Project Manager 1d 35, 36 5.4 sign off of the team members 10/26/17 10/26/17 Project Manager 1d 37 6 stop project 10/26/17 10/26/17 Project Manager 0 38 Identify the Project Objectives The objectives of the relocation project are: To select an appropriate location for relocating the existing health information service department; To efficiently relocate the department to a new location; To select an appropriate location for relocating the health information services department; To select an appropriate date for opening the new date for reopening the health information system; To provide complete interior design of the new location; To inform the employees and customer about the new location of health information service department; To ensure packing and unpacking of the devices, equipments and other hardware from the existing location to the new location; The out-scope of the project includes: The transportation of the employees from the existing location to the new location is not included within the project; To clean up the existing departmental location is also out of scope of the project; List all Critical Project Deliverables The critical deliverables of the relocation of the health information service department includes the following: WBS Task Name 2 project initiation phase 2.1 meeting with the client 2.3 project charter 2.3.1 develop project charter 3.2 develop the project budget 3.4 procure the project 3.5.2 identify the physical structure of the new site 3.5.4 lease the new location 3.5.5 obtain agreement 3.5.6 develop architectural design 4.1.4 medical rooms 4.2 complete interior design 4.3 include medical equipment 4.5 electrical services 4.7 packing from the existing location 4.8 unpacking to the new location 4.9 finalize the relocation date 5.1 inform the employees 5.2 inform the customers 5.3 open the new location of the health department 5.4 sign off of the team members Risk Management Plan Risk Profile: In this section the potential risks that could occur during the project are identified and illustrated in the section below: Deadline Risk: The relocation of the department has been delayed due to unavailability of appropriate location for shifting. Budget Risk: The relocation activities and the selection of the appropriate new location for the department have exceeded the budget allocated by the authorities. Quality Risk: The relocation activities failed to relocate the hardware and medical element from the existing location to the new locations. In addition to that, the new location fails to provide detailed space required for health information service department. Personnel Risk: The staffs or electricians fail to work in the project due to significant health issues. This has delayed the recollection project. Security Issues: During the relocation of the all the files, documents and computers from the existing location to the new locations, the files and patients information were lost and misplaced. Risk Id Risk Risk Impact Likelihood of Risk Reference cell R1 Deadline Risk Lost Time Likely C3 R2 Budget Risk Major Moderate B4 R3 Quality Risk Major Unlikely A4 R4 Personnel Risk Trivial Moderate B1 R5 Security Issues Major Moderate B4 Mechanism of Risk Control: The contingency plan developed for each of the identified risk for the relocation of the healthcare information service department is illustrated in the section below: Deadline Risk: The project manager and the authorities of thee healthcare information service department needs to conduct a preliminary study about the location that would be most suitable for relocation. Budget Risk: The project manager needs to review the plan and concern with the healthcare authorizes before approving the location and leasing the selected new location with high budget. Quality Risk: The project manager needs to review the existing department and evaluate the operation followed by the healthcare information service department. In addition to that, the project plan should be reviewed and approved the authorities of the department for ensuring the quality. Personnel Risk: Before hiring the personnel for the relocation to the new location, the project manager needs to ensure the availability of the personnel during the required work for the project. Security Issue: The project manager needs to recover all the files and reenter all the medial information of the patients for the database and computers installed in the new location. The control strategy for the identified risks has been illustrated in the section below: Deadline Risk: The remaining activities need to be rescheduled within the remaining time for completing the relocation within allocated time. Budget Risk: The remaining activities for the relocation need to be developed within the remaining budget for the project. Quality Risk: The project manager needs to change and modify the plan, interior design and architecture of the new location based on the requirement of the department. Personnel Risk: The project manager needs to hire new personnel for ensuring the progress of the relocation project and to complete the project within deadline. Security Risks: The project manager and the authorities of the healthcare organization need to inform the employees to back up their personal data from the computers. Further before packing up the data from the existing location, high caution needs to be taken while backing up the database. Risk Management Template Risk Id Risk Risk Impact Likelihood of Risk Severity of Consequences Level of Risk Mitigation Contingency Plan Risk Owner Date Logged Date of review R1 Deadline Risk: The relocation of the department has been delayed due to unavailability of appropriate location for shifting. Lost Time Likely High Medium The remaining activities need to be rescheduled within the remaining time for completing the relocation within allocated time. The project manager and the authorities of thee healthcare information service department needs to conduct a preliminary study about the location that would be most suitable for relocation. Project Manager 9/7/2017 9/08/2017 R2 Budget Risk: The relocation activities and the selection of the appropriate new location for the department have exceeded the budget allocated by the authorities. Major Moderate High Medium The remaining activities for the relocation need to be developed within the remaining budget for the project. The project manager needs to review the plan and concern with the healthcare authorizes before approving the location and leasing the selected new location with high budget. Project Manager 9/12/2017 9/13/2017 R3 Quality Risk: The relocation activities failed to relocate the hardware and medical element from the existing location to the new locations. In addition to that, the new location fails to provide detailed space required for health information service department. Major Unlikely Low Low The project manager needs to change and modify the plan, interior design and architecture of the new location based on the requirement of the department. The project manager needs to review the existing department and evaluate the operation followed by the healthcare information service department. In addition to that, the project plan should be reviewed and approved the authorities of the department for ensuring the quality. Project Manager 9/15/2017 9/15/2017 R4 Personnel Risk: The staffs or electricians fail to work in the project due to significant health issues. This has delayed the recollection project. Trivial Moderate Low Low The project manager needs to hire new personnel for ensuring the progress of the relocation project and to complete the project within deadline. Before hiring the personnel for the relocation to the new location, the project manager needs to ensure the availability of the personnel during the required work for the project. Project Manager 9/25/2017 9/26/2017 R5 Security Issues: During the relocation of the all the files, documents and computers from the existing location to the new locations, the files and patients information were lost and misplaced. Major Moderate High High The project manager needs to recover all the files and reenter all the medial information of the patients for the database and computers installed in the new location. The project manager and the authorities of the healthcare organization need to inform the employees to back up their personal data from the computers. 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