Question

Write a memo recommending a project management software solution based on the following case: You have just been made the program manager for an EMR (Electronic Medical Record) implementation project at an academic medical center. This project is expected to be the largest non-construction project in the organization’s history—largest in cost, the number of staff members engaged, and the impact to the organization. This project is considered a central component of the organization’s strategic plan and critical to the organization meeting Stage 2 Meaningful Use requirements. As you work with the EMR vendor to identify required resources, you and your PMO (project management office) calculate that the team will consist of 97 to 100 full-time team members—a large team by your organization’s standards, and probably by any healthcare organization’s standards. The staff will be grouped by major healthcare function—revenue cycle, inpatient clinical, and outpatient clinical—with each of those areas being further subdivided into smaller projects. In total, there will be fourteen separate projects with fourteen separate project managers, an additional six managers overseeing the project managers, and four directors overseeing the managers. The project team will also include you, the program manager, the PMO and staff, and a communications manager. These last two positions will report directly to you, while the remaining managers and project managers will report to you for the project (which they will be committed to for the next several years) and to the directors for their administrative non-project needs (performance reviews, time off, pay raises, etc.). Since communication comprises 50 to 80% of the project manager’s job, and lack of effective communication is one of the primary causes for project failure, this program’s success will be put into jeopardy due to the great number of resources involved—communications will be complex. As a result, you are seeking approval to purchase and implement a project management software package to help manage this program. The organization currently does not use any project management software.

You are to write a memo to the Chief Information Officer, Pat Winters, stating what project management software solution you would like the organization to purchase and implement. Considerations You may select whatever project management solution you want, but you will need to justify the selection. You need to compare/contrast at least two solutions and justify why you recommend one solution over the other.

You may want to address the following in your memo:

- Describe why the organization should implement your selected solution Identify criteria used in making your recommendation

- Rate your options Justify your recommendation

- Feel free to use any figures, tables, etc. to strengthen your analysis/recommendation and memo.

Answer 1

The memo recommends ProjectManager.com over Asana as the project management software solution for managing the EMR implementation project. It highlights Project Manage.Com's comprehensive features such as robust planning, real-time collaboration, and detailed reporting, which are essential for a large-scale project with complex interlinkages.

Step-by-step explanation:

TO: Pat Winters, Chief Information Officer

FROM: [Your Name], Program Manager

SUBJECT: Recommendation for Project Management Software Solution

Dear Mr. Winters,

I am writing to recommend the implementation of a project management software for our EMR implementation project. After evaluating multiple options, I suggest we choose between 'ProjectManager.com' and 'Asana', two of the leading software choices that provide comprehensive tools suitable for managing large-scale projects.

ProjectManager.com offers robust planning features, real-time collaboration tools, and detailed reporting which are critical for a project of this magnitude involving 97 to 100 staff members. Its strong suit is the ability to handle multiple, interlinked projects concurrently which aligns perfectly with our project structure that includes 14 separate projects. Additionally, it supports time-tracking and resource allocation, critical for ensuring our project stays on schedule and within budget.

In contrast, Asana has an intuitive interface and is excellent for task management and team communication. While it is more user-friendly, it may lack some of the depth in reporting and project scheduling that is offered by ProjectManager.com.

Based on the complexity of our program and the necessity for detailed scheduling and reporting, my recommendation is ProjectManager.com. It fulfills our criteria for a robust management tool that can simplify communication and manage the project's multifaceted nature efficiently. Its comprehensive features outweigh Asana's benefits of usability, especially given the strategic significance of the EMR project to our organization.

I have attached a detailed comparison chart and a cost-benefit analysis for your review. Your approval for this investment would be a critical step in ensuring the success of this vital strategic initiative.

Thank you for considering this proposal. I am available for any further discussion or clarification you might need.

Best regards,

[Your Name]

Program Manager