VICTORIA UNIVERSITY
EPM5700 Project Management and Information Technology
Group Assignment
Assume that your team is appointed as project planners for the project listed below.
Project: Planning and Creating a Major Public Hospital Facility in Outer Western Melbourne “WESTERN PREMIER MEDICAL CENTRE”
Background
Due to inadequate infrastructure and poor transport provision in the rapidly growing outer western suburbs of Melbourne, there is a growing need for a major public hospital complex to be located in the region. In the arc of Caroline Springs, Ravenhall, Williams Landing, Tarneit, Truganina and Williams Landing, residents are forced to travel to Sunshine, Werribee or Footscray or Geelong to find a maternity or general hospital. But public transport and even car access can be difficult, making dealing with medical emergencies problematic in these areas.
The Victorian Government has decided to plan the development of a major public hospital complex in this area, along the lines of the Monash Medical Centre, which serves Melbourne’s south-east.
Planning Instructions
Your group has been appointed to plan the community consultations and scope definition, the development of the brief through the awarding of construction and the supervision and completion and commissioning of the hospital facilities. The plan is to commence from 1Jul17 when the Community Consultation and Scope Definition phase below is to start. Suggested dates for the various phases are included in the headings. An outline schedule is appended which may be used as a guide to building the detailed schedule.
Aspects of the project to be planned include the following (elements make use of PRINCE 2 terminology – PRojects IN Controlled Environments):
1. Community Consultation and Scope Definition (1Jul17 to 31Jan17)
• Use community and State Health Department research to define and rank the services required, in order of priority according to importance and urgency
• Development of Project Mandate document, incorporating Vision and Strategy
• State Government review and approve Project Mandate
2. Definition of Project Brief (1Feb17 to 31May19)
• Define total scope of foreseeable hospital services and ancillaries
• Prepare conceptual plot plan and required area
• Commission Health Department investigation of possible locations for the hospital precinct and a confidential prioritised list of proposed land parcels.
• Prepare confidential conceptual capital cost (capex) estimate; divide development into stages aligned with priorities established in community consultation and refine, based on capex and State Government budgeting constraints
• Prepare confidential conceptual hospital complex development plan aligned with capex estimate and staged development
• Prepare conceptual risk register identifying the main strategic risks to the development program.

• Prepare Program Brief (PB) Report including Conceptual Business Case for consideration and approval by State Government Program Executive (PE).
• Incorporation in and funding through State Budget
3. Initiation Stage (1Jun19 to 30Apr20)
• Following approval of PB, PE issues Authority To Proceed (ATP) with Initiation
• Prepare Project Initiation Document (PID) (alternatively known as Project Execution Plan) • PID includes these elements: o Quality Plan o Risk Management Plan o Basis of Project Schedule o Basis of Project Cost Estimate
• Refine the Business Case and Risks
• Prepare Detailed Project Estimate
• Create detailed Project Plan
• Prepare Project Risk Register
• Perform Integrated Cost & Schedule Risk Analysis on Project Plan, Project Estimate and Project Risk Register in last 6 weeks before PID is finalised
• Set up Project Controls & Project Documentation system
• Assemble the PID/PEP, incorporating above deliverables, for Project Authorisation by PE
• Health Department reviews PID/PEP, Minister considers and approves
4. Project Execution Phase – following State Government Approval (1May20 to 30Apr22)
• Prepare Clinical Program Plan
• Prepare Organisational Model and Governance structures, aligned with State Government regional health structures
• Prepare Facilities Concept for prequalification of D&C contractors
• Receive proposals from D&C Contractors; evaluate and prequalify 2-3 contractors.
• Prepare and issue D&C specification for Hospital Development Stage 1 to prequalified contractors
• Following tender period, evaluate proposals from D&C tenderers, make recommendation.
• After approval by State Government, issue contract to successful D&C Contractor
• Manage D&C contractor through detailed design, procurement, construction and precommissioning of Hospital Stage 1 (include outline schedule for D&C scope)
• Prepare IT Specifications and procurement plan for innovative integrated IT management system for patient care and hospital management including financials, based on responses to prequalification RFPs (see www.smartward.com.au). Issue RFQs to prequalified organisations. Receive proposals, evaluate and recommend service providers. Following approval, issue contract(s) and manage contract execution to hospital commissioning stage.
• Other activities to be planned during project execution phase include:
o Facility Planning, interfacing clinical experts with D&C Contractor and Integrated IT
Contractor o Pre-commissioning support (multiple functions)
o Recruitment support
o Refinement of Clinical Program Plan
o Operations Planning involving coordination of Clinical Care Team with Integrated IT
Contractor and regional health administration o Development of Teaching & Training Plan in coordination with affiliated universities
EPM5700 Group Project 2017 Sem2.docx Page 2 of 6 18 August 2017
5. Commissioning, Startup and Operation of Hospital Stage 1, Start of Planning of Hospital Stage 2 (1May22 to 30Apr23)
• Commissioning Support (multiple functions)
• Implementation and Ramp-up (multiple functions)
• Integrated IT System implementation support
• Accreditation preparation and support for hospital certification for patient care
• Staff Development and training programs
6. Stage 1 Project Closure (1Nov22 to 31Jan23)
• Complete documentation of Stage 1 construction and commissioning performance data
• Ensure compilation of Operating and Maintenance Instructions for full scope of Stage 1 Hospital Facility have been received from vendors and contractors, compiled and handed over to the WPMC Administration.
• Prepare Lessons Learned dossier and report and copy to Health Department, with copy for WPMC Administration, for reference by Stage 2 project team (when approved).
• Updating of Strategic Plan and timing of Western Premier Medical Centre Development Stage 2(Start Milestone only - within 12 months of Stage 1 hospital certification) • Prepare and Submit Stage 1 Close-out Report copies to: o State Government Program Executive (PE)
o Health Department o WPMC Administration
Your team should produce a Project Execution Plan (PEP) which sets out how the project is to be executed. The project schedule forms part of the PEP document.
The Basis of Schedule which may form part of the PEP sets out the underlying assumptions going into the plan and how the plan is to be constructed, scheduling units, choice of calendars, choice of planning tool, etc. Will the schedule be resourced? Will the resources have costs associated with them? What will be the availability (calendar) of the various resources? That is, what are the work and non-work days (Public holidays, RDOs etc)?
All other assumptions must be stated clearly at the beginning of the report(s). Stage 1 – Preliminary Planning Work - this Section must include the following:-
Prepare:
• Method Statement – Outline the project methodology or technique for the project.
• Develop a Work Breakdown Structure (WBS) and Organization Break Down Structure (OBS) and Responsibility Assignment Matrix (RAM).
• A list of tasks and work breakdown schedule for the project including activity durations
• One or more project Calendars, as appropriate
• A manual PDM diagram or a Gantt Chart
• A list of assumptions and exclusions used for the project.
• A list and cost of all resources (own and subcontracted).
• A budget and cost forecast as per the WBS.

• A risk register to identify and prioritize all identified risks associated with this project. This must include as the first risk a systemic risk that the project delivery organisation (from the Health Department down to the D&C Contractor) may not manage the project optimally, resulting in project delays and extra costs.
Each group must obtain the costs for carrying out each activity (labour, material, equipment, etc.).
The minimum number of activities to be allowed is 40-50 to the project as a whole.
Provide a brief report detailing all manual planning work. The main report must be typed and submitted in a professional format. Only the diagrams may be drawn manually.
Without written approval you should not commence Stage 2 work until Stage 1 work is completed.
Stage 2 – Computerised Planning
Prepare the following by utilising project management software applications such as Primavera Project Planner P6, MS Project 2010 and RiskIntegrator2 Quantum (RI2Q).
1. A list of tasks and work breakdown schedule for the project including activity durations
2. A project Calendar
3. A PDM diagram and a Gantt Chart
4. A list and cost of all resources (own and subcontracted).
5. Various resource schedules in the form of Gantt Charts
6. A budget and cost forecast. Also develop an “S” curve using the Software
7. A Risk Project Settings Report in MS Word from RI2Q, including thresholds
8. A Risk Register Table Report in MS Word from RI2Q, ranked in descending order of probabilistic cost impact, followed by descending order of probabilistic schedule impact.
9. Appropriate software generated project reports to assist in the delivery of this project.
Provide a report detailing all computerised planning work. The report must be typed and submitted in a professional format.
Final Report should include Stage 1 and Stage 2 of the assignment.
Final Submission Deadline: Friday of Week 12.
Assessment:
The final reports including Stage 1 and 2 are expected to contain:
• Cover sheet.
• List of contents with page numbers • Group member contributions in detail.
• Report aim.
• Executive summary.
• Project description.
• List of assumptions and exclusions (if any).
• Method Statement – Outline the technique for the execution of the project. • Planning Methodology
• Project calendar showing start and finish dates, weekends, RDO’s and public holidays, etc.
• Develop a Work Breakdown Structure (WBS), Organisation Break Down Structure (OBS) and Responsibility Assignment Matrix (RAM).
• List of tasks, durations and their logical relationship.
• Execution programme.
• Calculation of quantity, labour output/performance and duration for each task.
• Manpower schedule for the project.
• Bill of quantities and cost estimates as per WBS.
• Risk Register and analysis of risk according to categories.
• References if any.
• Acknowledgements if any.
• Appendices containing materials used in the project.
The Stage 2 report is also expected to contain:
a. PDM diagram printouts from MS Project 2007 and Primavera Project Planner.
b. A weekly bar chart of all activities sorted by WBS
c. Final cost and detail budget reports
d. Resource schedules in the form of Gantt Charts.
e. Resource profiles (histograms) by day for each resource.
f. Risk profile reports based on identified risks.
g. Appropriate software generated reports to assist the delivery of this project
Oral Assessment:
Oral assessment will be held during Week 12 Class Time.
If any Syndicate Group or Group members fail to attend the oral assessment, no marks will be given.
Outline of Western Premier Medical Centre Program Plan Stage 1
EPM5700 Group Project 2017 Sem2.docx Page 6 of 6 18 August 2017