MGT 437 Week 3 Individual Assignment - Project Management Organizational Structures Paper
MGT 437 Week 3 Individual Assignment - Project Management Organizational Structures Paper
Popular in Course
verified elite notetaker
Popular in Department
This 9 page Study Guide was uploaded by tophomework Notetaker on Thursday November 12, 2015. The Study Guide belongs to a course at a university taught by a professor in Fall. Since its upload, it has received 34 views.
Reviews for MGT 437 Week 3 Individual Assignment - Project Management Organizational Structures Paper
Report this Material
What is Karma?
Karma is the currency of StudySoup.
You can buy or earn more Karma at anytime and redeem it for class notes, study guides, flashcards, and more!
Date Created: 11/12/15
Project Pro 1 Project Proposal Paper Background and Statement of Need: Project P 2 al Our team has decided to conduct a joint meeting concerning the merger of two organizations to solicit ideas from the new staff and retained staff for a seamless transition. Currently the organization in question is struggling to cover their budgeted costs because of the recent increases in demand, declines in accounts receivable, changes in healthcare, and the overall cost of keeping a thriving business afloat in troubled economic times. The current organization is a hospital and health care is experiencing rough times in this economic situation. A private owner is buying their way in, to aid in this financial distress and along with the money they are bringing new staff. The project team will gather information to begin planning the joint meeting. It is important to consider all variables to have a successful outcome. The organization will benefit from such a meeting in that everyone involved will be equally of all aspects of the merger. The team considers communication to be a key component especially in a merger situation. Finding a central location will ease costs, tension, anticipation, and help to promote the productivity of both organizations coming together to make one. Project Stakeholders: In every project there is a stakeholder. A stakeholder can be individuals or organizations who are either favorably or unfavorably affected by a project and its outcome. For the sake of this merger the stakeholders would be the owners, all employees including management and any union personnel, customers/patients, suppliers, local, state and federal governments, the public, all shareholders, creditors, and financial institutions (Kerzner, 2006). Every organization, whether privately owned or corporate, has stakeholders as everyone involved falls within the definition of one. Project P 3 al With concern to the meeting being conducted our team must answer to senior management to be careful that no portion is overlooked. In order for the meeting to be productive for the merger, paying attention to detail will ensure the team that senior management will be pleased with the outcome. The location, time, agenda, refreshments, travel arrangements for keynote speakers and upper management personnel, along with accommodations for those individuals are key factors that need to be determined. The development of a survey for all individuals involved and the content of what is to be communicated will be taken into consideration in the planning stages of the meeting. The purpose of the meeting will convey to both organizations how valued every stakeholder is in a merger. Project Goals: A project ending in success depends on the quality and timeliness of all the deliverables. The primary task of this project is to understand the organization’s goals, and they need to be determined when deciding on why the project is being done. The goals of this merger meeting are to make sure everyone in the new and current organization is satisfied and willing to work together. As stated previously the hospital has fallen onto a financial hardship and this merger is supposed to help. A main goal is to stay within the project budget while satisfying all of the needs. Some of the needs are staying within budget with little or no contingency while arranging for meeting location, travel plans, introductions of new employees to current employees, and having the ability to effectively express that everyone in the organization is working toward the same goal. Staying within the budget and completing all tasks within a timely fashion is very Project 4 sal important. Making sure that all of the project plans are met accordingly is another important goal. The success of this project will be dependent on the planning and the way the plans are being carried out. Satisfying all the stakeholders will not only help the organization but also the employees and patients. Time: Given the importance of this meeting on all aspects, the project team must determine the appropriate to time to hold this meeting. It is preferable to time this meeting prior to the date of merger. Timing will ensure that on opening day, all stakeholders are on one accord. The first step is to allow enough time to budget, split out the assignments, and being to receive cost estimates. This project will be done with haste as the merger is eminent. The project team has decided that it will take at least, 90 days from today, to schedule and book every aspect of the meeting. Budget: The budget of a project is one of the most important details. Many projects require a contingency cost. Although the project team has outlined some expected costs below, they are aware of circumstances in which more funds will be required. The hospital is taking part in this merger because of their current economic status so although the project is a necessity, it will be performed with a smaller budget then expected. The team believes that keeping the guest list down to immediate stakeholders will be a necessity. Printing Costs (agenda, merger details, survey) $1500 Travel Costs (including flights, hotel, per diem and transportation) $4000 Facility Rental (including setup and cleanup) $2500 Project 5 sal Refreshments $500 AV Equipment Rental and Setup $1000 Project Performance: Project performance can be measured using various resources. “The sum total of the deliverables as well as other unique post project outlays are referred to by the project management term output” (PMK, 2010). The main outputs for this specific merger are to ensure that the project is planned successfully and that the planning addresses the goals, time, and budget that the project team believes is required. One of the outputs will be to have all new and current staff members fill out a survey regarding the changes they would like to see happen with the new ownership. Another large consideration is the project budget. The budget will have to be detailed because the hospital is struggling and there are no extra funds at this unexpected time. Several expenses will be incurred such as travel and catering. Time is yet another output because the new owners want this merger meeting to happen within 90 days. The stakeholders have been identified and another output will be to prepare the stakeholders at the meeting with a report that explains all the expected changes with the merger. Each task that needs to be completed to make this meeting a success must be completed at 100% or above. Because this meeting is probably the most important meeting for the organization in its presentday, it must be held at its best. A number of tasks need to be accomplished, and many of these tasks are done every day by team members on the project committee. Some of the deliverables for the success of our project or rather, meeting, include: Project 6 osal Decide on a Date Decide if the meeting will be one day or multiple. It typically takes longer than one day for stakeholder meetings to be productive. Make sure all of the executives are available on that date(s), then work done to all levels of management staff involved in the meeting. Select a location Get estimates and begin negotiations. The meeting should take place in the same hotel as where some of the staff will be lodging. Ensure travel arrangements for the Executives Work closely with the Executive Assistants. Be sure to keep them in the loop of the meeting arrangements. Meals Find local caterers if needed Having the meeting at the hotel in which the Execs will be lodging is favorable because meals, lodging and conference room arrangements can be facilitated with only one company, the hotel. Develop topics to be presented Work with the executives and the staff who will be merging to get ideas on hot topics, current accomplishments, milestones, and the future of the company as a new. Many times it is best to have the CEO of the organization present some of the topics. It is preferable that those with expertise on certain topics be the spokesperson for that area of the meeting. Develop a survey to gather employee support of the merger Management wants the staff to be in good spirits because having a content staff will help with production. Providing a survey to the employees gives them an opportunity to share their opinions. Project 7 sal The project performance thus far has ended up being successful because all of the planning outputs were addressed and the project was split up into teams and each team has agreed to take responsibility for addressing a certain area of the project. The travel budget and arrangements are planned to be made immediately after the location is chosen. The team has already begun to get cost estimates for the catering. Each part of the project is being identified and budgeted for. Project Scope: The following items will be completed for the hospital and healthcare agency merger meeting: secure a facility with a 1000 person capacity at a minimum, secure travel arrangements for the top two executives in each company, secure a caterer to provide refreshments for the attendees, development of a survey to capture stakeholder moral regarding the merger, have printed agendas and meeting materials, determine the areas of concern from the stakeholder base and deliver to the executives for presentation preparation, tabulate results of the surveys and deliver to the company executives, prepare a transcript of the recorded Q& A session and deliver to the company executives. Project Summary: In conclusion Team C has come up with a proposed plan to conduct a joint meeting concerning the merger of two organizations to solicit ideas from the new staff and retained staff for the hospital. By looking at several points such as the back ground and statement of need, project stakeholders, project goals in terms of triple constraint, time, budget, project performance, and project scope will ensure a detail report that will educate the stakeholders in the meeting, where the idea of merging the two organizations Project P 8 al together. The stakeholder roles are to affect the project in different ways by the project and its outcome. The purpose of the meeting is to answer any questions and also give a detailed plan to the senior management. First the meeting needs to be set up, a few important key points to include is the location, time, agenda, refreshments, travel arrangements for keynote speakers and upper management personnel, along with accommodations for those individuals. The primary task of this project is to understand the organization’s goals, stay within budget, and introduce all new staff. The project will take 90 days to complete, and the project has to have a detailed budget plan that needs to be followed. Several expenses will be incurred such as travel and catering. To make this project a success, the meeting will focus on, deciding if the meeting will be one day or multiple days, selecting a location, ensuring travel arrangements for the executives, meals, which include (finding local caterers if needed), developing topics to be presented, and last developing a survey to gather employee support of the merger. Following these steps will ensure the project will have a successful outcome because all of the planning outputs are being addressed and the project has been split up into teams; each team has agreed to take responsibility for addressing a certain area of the project. Project 9 osal References Kerzner, H. (2006). Project Management: A Systems Approach to Planning, Scheduling, and Controlling. Retrieved from rEesource at UOP database on March 26, 2010. Project Management Knowledge, (2010). Retrieved on March 28, 2010 from: http://www.projectmanagementknowledge.com/definitions/o/output/ Derive Project Outputs, 2010. Retrieved on March 28, 2010 from: http://boru.pbworks.com/Derive+project+outputs
Are you sure you want to buy this material for
You're already Subscribed!
Looks like you've already subscribed to StudySoup, you won't need to purchase another subscription to get this material. To access this material simply click 'View Full Document'