Stakeholder assessment and communication plan

Question One

Key stakeholders for the project include;

1. The project manager: He or she is concerned with successfully executing tasks and within the allocated timeline and budget. A project manager ensures all project deliverables are met as planned through leadership and management.
2. Clinical practitioners: These include pharmacists, nurses, laboratory technicians. They are concerned with the effective transfer of patient data, medical data, and departments’ integration within the system. They may need training to use the system.
3. Technical staff: These include programmers, ICT specialists, system analysts, and data administrators. They are concerned with the correct installation, integration, and use of the electronic medical recording system as detailed in the project proposal.
4. Senior management: They include the finance head, facility CEO and directors, senior auditor, and the sponsor. They are concerned with the project’s funding process and oversight such that it is delivered as proposed. The auditor is interested in reporting the progress of the project, especially regarding quality and budget.
5. The public: They are the beneficiaries like patients, interested community entities like media. They are concerned with the electronic medical record’s effectiveness, underlying privacy and security issues, and costs. The media may report the success or failure of the transition from manual to electronic medical records.

A communication plan helps avoid poor communication when coordinating key project components, leading to project failure (Larson and Gray, 2018). Its function is to define what, who, how, and when the information will be transmitted to project stakeholders.

Message (what)	Audience (who)	Intent (why)	Media (how)	Frequency (when)
Progress updatesThe main organization structuresSupply of resources	Technical staff	Collect progress reportsTo clarify important details	EmailsProject websiteNewslettersPrint documents like reportsMeetings	Daily, weekly, and monthly
Project statusCompliance and rulesPolicies of data handlingInterdisciplinary integration	Clinical practitioners	Communicate about the project and its implicationsEnsure meaningful use	Newslettersmeetings	Weekly
Project schedule and progressCompliance and regulationsFunding statusLegal issues	Senior management	To offer updates and seek relevant support	MeetingsEmailsProject websiteNewsletters	Monthly
Use and compliance.Benefits and risksProject progress	The public	Create awareness of the project and its implications	NewslettersMeetings	Quartey

Table 1Comunination plan for the project

Question 2

Likelihood	Consequences
	Insignificant. Risk is easily mitigated by normal day to day process	Minor. Delays up to 10% of Schedule Additional cost up to 10% of the budget	Moderate. Delays up to 30% of Schedule Additional cost up to 30% of the budget	Major. Delays up to 50% of Schedule Additional cost up to 50% of the budget	Catastrophic. Project abandon
Certain >90% chance	yellow	red	red	red	red
Likely 50% – 90% chance	green	yellow	red	red	red
Moderate 10% – 50% chance	green	green	Security breach	Financial exposure and delayed ROI	red
Unlikely 3% – 10% chance	green	green	yellow	yellow	red
Rare Less than 3% chance	green	Stakeholder hesitation	green	Planning failures	yellow

Table 2 Risk Assessment Matrix

Red = Extreme, Yellow = High, Green = Low

Each risk has its unique mitigation strategy. Financial exposure and delayed ROI  are critical and can hurt the transition. The project committee should assess the best software providers and vet the technology with capabilities needed and fair to their budget. Planning failures are severe but are unlikely to happen. The project manager should ensure all stakeholders are updated about the progress and are aware of their contribution. A security breach is also critical and highly prone to happen. The project team should ensure that the technology used is robust and has aiding accessories like antivirus. Stakeholder hesitation is unlikely to happen but can delay the project. It may be avoided by ensuring all stakeholders understand its purpose, benefits, and compliance.

References

Larson, E. and Gray, C., 2018. Project management: The Managerial Process. 7th ed. New York: McGraw-Hill education.