Project Proposal

ProjectProposal

Memorandum

To:Mr. Dolph Whitaker (Hospital Administrative Officer)

From:Mr. Rojo Godin (Technical Consultant)

CC:FinTech Consultants

Date:2-June-2016

Subject:Preventing Inaccuracies that Occur During Manual Entry of Vital SignsData into EHR

Theuse of technology in all major operations has been heralded to bringabout efficiency by eliminating human errors. In the hospitalsetting, studies have revealed that the use of paper charts inrecording vital signs results in an error rate of about 10 percent.This is a significant error level that could impair the safety andquality of service that patients should receive. Similar studies haveshown that interconnecting vital signs machines with EHR could lowerthis error rate to about 3 percent (&quotMaking EHR Use Meaningful&quot,2013). In light of this, there is a need to implement such a projectto reduce errors and enhance efficiency (Rojo &amp Whitaker, 2016).Implementation of this plan will also likely bring about financialbenefits to the hospital as there will be no costs related toprocurement of stationeries. The purpose of this memo is to request astudy and analysis of the scope of the implementation ofinterconnecting vital signs machines with Electronic Health Recordtowards reducing errors that occur during the manual entry of vitalsigns into the EHR.

Tasks

Forme to solve the aforementioned problem and bring about efficiency, Iam proposing the completion of the following tasks:

Task1: Evaluation of the current situation.

Task2: Identification of leadership as well as protocols of the project.

Task3: Product comparisons, estimation of costs and benefits.

Task4: Training of staff for proficiency.

ProjectSchedule

Task No

Task Name

PlannedHours

ActualHours

Planned Start Date

Actual Start Date

Planned End Date

Actual End Date

1

Evaluation of Current Situation

8

&nbsp

16/6/2016

&nbsp

18/6/2016

&nbsp

2

Leadership and project protocols

8

&nbsp

25/6/2016

&nbsp

26/6/2011

&nbsp

3

Product comparisons, estimation of costs and benefits

6

&nbsp

3/7/2016

&nbsp

3/7/2016

&nbsp

4

Training of staff for proficiency

6

&nbsp

8/7/2016

&nbsp

8/7/2016

&nbsp

5

Implementation

12

&nbsp

13/7/2016

&nbsp

14/7/2016

&nbsp

Total Hours

~40

Budget

Unit

Description

Amount

1

Project Coordinator 40 hrs x $15/hr

$ 600

2

Consultancy 40 hrs x $20/hr

$ 800

3

Technical equipment

~$ 1200

4

Training Coordinator 6 hrs x $10/hr

$ 60

5

Travel to make comparisons (ave. 100 miles RT x $0.380)

$ 38

Total

$ 2698

Experience

Asa certified consultant, I possess well over 20 years in systemanalysis and implementation. I have worked with over 100 hospitals inthe provision of technology solutions aimed at improving efficiencyin service delivery. Specifically, I have worked as a consultant in15 similar projects which were implemented successfully.

ClosingRemarks

Ilook forward to working with you in bringing efficiency to yourclients. If you have further questions concerning this project, donot hesitate to get in touch with me or Mr. Edward Lahm, LeadConsultant at FinTech Technologies.

AudienceAnalysis

Thepurpose of the proposal presented in the above memorandum is toprovide an analysis of a technological solution in the form ofinterconnecting vital signs machines with Electronic Health Record asa way of minimizing errors that arise during the manual entry ofinformation into the EHR system.

Whilepresenting the above information, I imagined in my mind two maintypes of readers. My primary audience in this communication is thehospital administration. This audience holds a keen interest in thefeasibility and success of the project. They are very much interestedin seeing service delivery in the hospital improve regardingefficiency. This audience is also the primary decision maker and willdetermine if the project is viable or not. Most likely, theirunderstanding of technological lexicon is very limited, and this wasone of the key considerations in adopting the style of presentationin the above memo. I approved the use of simple vocabulary withouttechnological jargons to make the content easy to be understood bythe decision maker.

Myprimary audience will be interested in reading the whole report toget a gist of the estimated costs as well as the tasks that need tobe completed before the project can be fully implemented. The budgetpresentation is clear and straightforward at the same time. Theessence is to make the audience understand how their financialresources will be distributed should they decide to approve theimplementation of the project. The schedule is also presented withclarity to make it possible for the primary audience to determinewhen they can be able to visualize the results of the project.

Secondin my imagination of readers are the nurses who are charged with theresponsibility of recording vital signs information from machinesinto the Electronic Health Records. Essentially, they are mysecondary audience. Since they do not have an interest in the projectcosts and possibly the schedule, they will be interested in readingthe introduction of the proposal to know what is proposed to beachieved if the project is implemented. This audience may see thecontent in the opening part as something important because itproposes the elimination of the use of paper materials in recordinginformation. Age and level of technical knowledge especially relatingto computer proficiency may affect how this information is perceivedby the audience. Old professionals who are conservative are mostlikely going to resist change.

Overall,I did not by any means overestimate the intelligence of any of myaudience. The traits of the public that are crucial are theirpersonal characteristics and their specific goals while extendingservices to their clients. Individuals who are efficiency-driven willmost likely receive the information with warmth. The same cannot besaid about people who like nothing more than getting the job done. Ithink most people will find the content in the memo important, butthose who feel the message has no effect on their job actions may aswell ignore it.

Thefact that the message is coming from an experienced professional likeme may affect perception positively. I wanted the memo to have a realimpact on my audience. For this reason, I adopted for it an officesetting by making it small and detailed enough for all my readers toget the intended information. It is my understanding that my primaryaudience will attach more seriousness to the document than mysecondary audience.

References

MakingEHR Use Meaningful. (2013). JAMA,310(19),2032. http://dx.doi.org/10.1001/jama.2013.281098

Rojo,G. &amp Whitaker, D. (2016). Reducing Errors During Entry of VitalSigns in EHR. North Dakota.

VitalSigns: Improvements in Hospitals` Heart Failure Quality ScoresSimilar with or Without EHR Adoption. (2011). HospitalistNews,4(6),2. http://dx.doi.org/10.1016/s1875-9122(11)70112-2