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Cover Sheet for Submission of Assignment

MODULE /SUBJECT DETAILS

Faculty: BUSINESS

Module/Subject Name: Operations Management

Module/Subject Code: MGT506

Student Name: Mg Kyaw Lin Htun

Student ID Number: LU202307060005

Assignment Due Date: 16 / 06 / 2024

Name of Lecturer: Sr. U Pyi Kyaw Soe

Total words count- 1528

_____________________________________________________________________________
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Student Signature: Date 15 / 06 / 2024

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Lincoln University Examination

MBA-2

Operations Management

MGT 506

Individual 1st Assignment

(Project Management)

Question:

Clearly define the scope of the project management. What are the specific goals and objectives of
the project intending to achieve? Describe the activities and criteria for the successful closure of
the one of any projects on your experiences include any post-project evaluation processes.

Answer:

“ The Art and Science of Project Management: Ensuring Success Across All Phases”

1. Introduction
Project management is a critical discipline that affects all sectors by enabling
organizations to effectively initiate, plan, execute, monitor, and close projects. This discipline
ensures that organizations meet their objectives within time and budget constraints, thus
driving success and competitive advantage. This paper explores the scope of project
management, details specific goals and objectives, and discusses the activities necessary for
the successful closure of a project, exemplified through an Electronic Health Record (EHR)
system implementation.

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2. The Scope of Project Management

The scope of project management includes the specific activities, processes, and
methodologies required to successfully initiate, plan, execute, monitor, control, and close a
project. It ensures that project goals are achieved within the constraints of time, budget, and
quality standards.

Project management involves comprehensive steps that include defining project

objectives, scheduling, resource allocation, risk management, and stakeholder engagement.
This framework guides projects from conception to successful completion. (Heizer, Render,
and Munson,2020).

3. The Specific Goals and Objectives of The Project Intending to Achieve

Project management encompasses a variety of objectives aimed at improving

operational effectiveness and customer satisfaction. These include:

(1) Achieve Specific Performance Targets- Projects aim to reach specific performance
metrics to improve operational efficiency. For example, a project might target a 10%
reduction in production time or 20% decrease in operational costs.
(2) Deliver a Specific Product, Service, or Result- Many projects are initiated to create or
improve a product or service. The goal is meeting defined specifications, which often
include performance, quality, and compliance standards. For example, the launching of a
new software application for a financial service company such as KBZ pay.
(3) Enhance Customer Satisfaction- Projects can be focused on improving the experience of
the customers. This could involve enhancing service delivery, reduced waiting time or
improving product quality to meet customer expectations more effectively. For example,
the implementation of a CRM (Customer Relationship Management) system in a retail
business.
(4) Compliance and Regulatory approval-For projects in regulated industries, a primary
objective may be to ensure that new products or process comply with relevant laws and
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regulations, a critical step for project certification and market release. For example, a
hospital might initiate a project to achieve Joint Commission International (JCI)
accreditation for better compliance standards.
(5) Increase Market Share or Revenue- Business projects often aim to increase the company’s
share or boost revenue. This could involve expanding into new markets, developing new
product lines, or optimizing market strategies. For example, Microsoft’s involvement in
AI projects.
(6) Improved internal processes- Projects may aim to streamline operations to increase
productivity. Objectives could include the implementation of new software systems,
restructuring of teams, or adoption of new operational techniques. For example,
Implementation of EHR (electronic health record) system for streamline process in
hospital.
(7) Risk management- In many cases, projects are initiated to address and mitigate risks.
Objectives might include strengthening the cybersecurity framework, ensuring disaster
recovery and business continuity, and mitigating financial risks through asset
diversification.
For example, implementation of fire training and systems to mitigate fire related risks.
(8) Stakeholder engagement and communication- Effective stakeholder engagement and
communication can be a key project objective, especially for complex projects affecting
many parts of an organization or community. For example, development and
implementation of underground train transport system.

The project objectives should be specific, measurable, achievable, relevant, and time-
bound (SMART). This framework helps ensures that the goals are clear and feasible within
the given constraints and most importantly align with the broader business objectives.

(1) Specific- Objectives should be clear, and specific to avoid ambiguity. They should define
what the project needs to accomplish, who is involved, where is happening, and the
constraints and requirements.

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(2) Measurable- There should be clear criteria for measuring progress and success. This could
be through key performance indicators (KPIs) or specific metrics that will signify that the
required objectives have been met.
(3) Achievable- The goals set should be realistically attainable with given project resources,
capabilities, and time frame.
(4) Relevant- Objectives should align with broader business goals and have a direct impact
on the success of the organization.
(5) Time-bound- There should be a clearly defined time frame for when the objectives should
be met to keep the project on schedule.

4. The Activities and Criteria for The Successful Closure of The One of The Projects
Including Post Project Evaluation Process
Here, I will use implementation of an Electronic Health Record (EHR) system in
hospital as an example in explaining the activities and criteria for the successful closure of
the project.
The following are the detail look at these activities and criteria:

4.1 Activities for Successful Closure of an HER Implementation Project

(1) Final System Testing and Acceptance- Ensure that EHR system meets all specified
requirements through rigorous testing. Stakeholder acceptance is crucial; it may involve
demonstrations and validation of exercises with the hospital staff who will use the system.
(2) Training and Documentation- Conduct comprehensive training sessions for all users,
including doctors, nurses, and administrative staff to ensure that they are competent in
using the new system. Provide detailed user manuals and troubleshooting guides and
training with test server.
(3) Data Migration and Integration verification- Confirm that all historical patient records and
other relevant data have been accurately transferred to EHR system, ensuring that the
system integrates seamlessly with other hospital software system (such as LIS system in
labs).
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(4) System Go-live support- Deploy 24/7 support teams to assist with the initial live
operation of the system. This helps to address any immediate issues or concerns from the
end-users in real-time.
(5) Project Documentation Closure-Compile and review all project related documentation.
This includes contracts, project plans, and other administrative materials, ensuring
everything is up to date and properly archived.

4.2 Criterial for Successful Closure

(1) Stakeholder Satisfaction- Key stakeholders, including hospital management and staffs,
must formally approve the final outcomes of the project, including that the system meets
their operation needs and expectations.
(2) Completion within Budget-The project should close within the allocated budget,
including any adjustments for unforeseen expenses.
(3) Adherence to Timeline- The project should be completed according to the timeline agreed
upon at the start, considering any approved extensions. (In my case, within a 6-month
duration from the start of the project to the system go live period)
(4) Achievement of Project Objectives- The implementation should meet the specific
objectives set out at the beginning, such as patient record accessibility, enhanced data
security, and compliance with healthcare regulations and ethical considerations and
seamlessly integration with pre-existing LIS laboratory system.

4.3 Post-Project Evaluation Processes

After the project is formally closed, it’s essential to conduct post-project
evaluation to access its success and learn from its experiences. The following are the
process that I have made in evaluating post EHR implementation.
(1) Project Performance Review

This step involves assessing how well the EHR system meets the project’s
initial goals and objectives using KPI, including system reliability, user satisfaction,
and the impact of patient care efficiency. Feedback is gathered from various
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stakeholders including clinicians, administrative staffs, IT personnel, and

management. This review helps determine whether the project has achieved expected
outcomes.

(2) Technical Assessment

A technical evaluation is conducted to ensure data integrity and security.IT team
reviews system logs, performance metrics and user issue logs to identify any technical
problems or bottlenecks that may have arisen.
(3) User Satisfaction and Adoption rate
User feedback including surveys and focus groups interview, is employed to
gather insights about the user experience, ease of use and how the impact on everyday
workflow. High adoption rates and positive feedback typically indicate a successful
implementation, while resistance or dissatisfaction might suggest areas for
improvement.
(4) Financial Analysis
Evaluating the financial aspects of the project such as return on investment (ROI),
cost savings generated (reduced paperwork) and any unexpected costs of
implementation of the project.
(5) Outcome Measurement
Various Metrics are used for the outcome measurement such as time of the
treatment, patient waiting time, error rate in medication.
(6) Lessons Learned Documentation
Documenting lessons learned from the project for informing future projects these
includes both success and failures covering aspects like project management practices,
technology deployment, stakeholder engagement, and training effectiveness.
(7) Follow-up plan and recommendations for continuous improvement
Create a follow-up plan to ensure that any recommendations are implemented and
to continue monitoring the system’s performance and user satisfaction.

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5. Conclusion

Thus, this is the outlines of the scope of project management, highlighting the
necessity of adhering to a systematic framework to ensure successful project delivery.
Key phases such as initiation, planning, execution, and closure are critical for meeting the
specific goals and objectives set forth at a project’s inception, which are typically aimed
at enhancing operational efficacy and adherence to standards. The conclusion of the
project involves critical activities such as stakeholder approval and system evaluations,
ensuring that the project meets or exceeds all intended outcomes. Finally, post-project
evaluations are crucial for assessing impacts, learning from the project execution, and
informing future projects, thereby bolstering continuous organizational improvement.
This approach underscores the importance of strategic planning and evaluation in
achieving project success and advancing organizational objectives.

Total words count- 1528

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References:

Heizer, J., Render, B., & Munson, C. (2020). Operations Management: Sustainability and Supply
Chain Management (13th ed.). Pearson.

Asana. (2024). Project Objectives: What They Are & How to Write Them. Retrieved from
https://asana.com/resources/how-project-objectives

Project Management Institute. (2021). A Guide to the Project Management Body of Knowledge
(PMBOK® Guide) (7th ed.). Project Management Institute.

Cureus. (n.d.). Electronic Health Record Implementation: A Review of Resources and Tools.
Retrieved from https://www.cureus.com/articles/21899-electronic-health-record-implementation-
a-reviewof-resources-and-tools#!/

ContinuumCloud. (n.d.). Implementing an EHR System: A Step-by-Step Guide. Retrieved from

https://resources.continuumcloud.com/blogs/implementing-an-ehr

***END OF ANSWER PAPER***

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