The Facilities and Services section within the Lancashire Teaching Hospitals NHS are employed to set about the effectual direction and running of accessory services in the infirmary environment. These accessory services include cleaning, portering, providing and estates. The latter is split into two sections, being operations & A ; care and capital undertakings, of which operations and care are tasked with the care of the edifice and technology services whereas the capital section are tasked with the bringing of impermanent and alone undertakings. The undertakings that operations and care undertake are insistent and to some extent without an terminal.
Undertakings within the NHS are determined by an overall strategic program that is aimed at supplying an first-class quality of wellness attention for the general populace. The drivers for undertakings can be authorities, progresss in wellness attention engineerings, local demands of the population etc.
WHAT IS PROJECT MANAGEMENT
A undertaking can be defined as ‘a impermanent enterprise undertaken to make a alone merchandise or service ‘ .
The functions of operations and care and capital undertakings frequently overlap and they portion many features, nevertheless the functions performed by operations and care by and large have no terminal whereas capital undertakings functions are normally impermanent and alone.
Within the Trust undertakings are performed by the Capital Project Dept which manages little undertakings to multi-million lb strategies. The smaller strategies are designed and project managed in-house, nevertheless the larger strategies require the services of outside design advisers in order for the design staff to execute a undertaking direction service.
It is a demand of the trust to supply wellness attention to the local population. In order for them to execute their undertakings in an effectual mode the substructure of sections require maintaining, updating and spread outing.
This undertaking is concerned with updating and expanding of the technology services within the Sterile Services Department in order that the Trust can present wellness attention now and in the hereafter. The unfertile services within the trust are to be amalgamated within a individual unit located on a individual site ; presently the sterile services are located across two sites. This is so that conformity with section of wellness guidelines and criterions can be achieved.
The range of the undertaking is to put in two new washer disinfectors and replace a excess steam autoclave in the Sterile Services Department ( SSD ) at Chorley and South Ribble District General Hospital. In order to procure this service other technology works and equipment is required, these are a steam generator, a rearward osmosis H2O intervention works and a airing works.
The work will necessitate the demand to execute edifice changes to the SSD, upgrade bing technology services that serve the new equipment and execute commissioning/validation and preparation of this equipment, all while the section remains operational.
PROCUREMENT IN THE NHS
Procurement of undertakings in the NHS follows a figure of different procurance methods. Chiefly the procurance of a undertaking will follow processs laid down in the Capital Investment Manual. There will be a figure of different phases that will necessitate to be signed off after each phase by all relevant parties before the following phase can continue.
For undertakings in surplus of ?1m ProCure21 is adopted. ProCure21 offers a partnering method of building under the NEC Contract Option 2 and follows the recommendations laid down by the Egan study. Procure 21 bases alongside the Private Finance Initiative ( PFI ) and the Local Investment Finance Trust ( LIFT ) enterprise to present the hereafter of NHS installations.
More late the NHS has developed ProCure21 Minor Works. This is a new contract from ProCure21 for strategies under ?1m separate to the Major Works Contract which the ProCure21 Minor Works contract allows the NHS Trust to pull off all undertakings under one contract with one contractor. This can speed-up the bringing of a child undertaking which has traditionally been dearly-won and clip devouring to administrate.
There is besides the traditional path to procurance of a undertaking by and large utilizing outside design advisers and in-house staff executing the undertaking direction.
This undertaking will be use the traditional signifier of procurance.
Description OF PROJECT
The undertaking is to put in 2 washer disinfectors and 1 steam autoclave into the bing SSD. The SSD processes surgical instruments and other devices in order that they can be reused in surgical operations. This requires them to be cleaned and bacterially sterilized so that they are safe to be used on worlds.
Part of the decontamination procedure is automated therefore the usage of automatic washer disinfectors and steam autoclaves.
The undertaking besides includes the change of the section in order to do room for the installing of the washers ; the autoclave is to replace an bing redundant one therefore the will be no changes to the cloth of the section.
Washer disinfectors PROCESS the surgical instruments and so disinfect them. This is so the instruments are safe to manage prior to them being sterilized. The autoclave is so used to guarantee that there are no feasible micro-organisms left on the surgical instruments or other equipment processed. The undertaking will include the installing of a 2nd steam generator, a rearward osmosis H2O intervention works and a airing system which will be located in a works room. These engineer points are built-in to the operation of the new equipment to be located in the SSD.
The Project Charter, sometimes know as footings of mention, is a statement of the range, aims and participants/stakeholders in a undertaking. The papers would usually be written by the Undertaking Sponsor in order to officially empower the undertaking.
The charter should give:
Reasons/business needs for set abouting the undertaking.
Aims and restraints of the undertaking.
The way of the undertaking.
The chief stakeholders.
Mandate of the undertaking director
The charter will be a papers that will function as a mention of authorization through the life of the undertaking.
PROJECT MANAGEMENT APPROACH/STRATEGY
PROJECT SCOPE MANAGEMENT
Project range direction is the procedures required to guarantee that the undertaking includes all the work required, and merely the work required, to finish the undertaking successfully.
Initiation is the procedure of officially empowering a new undertaking or that an bing undertaking continues into its following stage. In the NHS undertakings are authorised by the trust board or the CEO following a feasibleness survey in the signifier of a concern instance.
Scope be aftering refers to a undertaking direction procedure that defines boundaries and deliverables. Scope be aftering consists of four chief inputs:
Product description – For this undertaking the merchandise description is described in subdivision 1.3
Undertaking charter – Section 2.1 contains the undertaking charter.
Constraints – Limit the undertaking direction squad ‘s options. These can be budget restraints, environmental considerations, staffing and contractual restraints. Some of the restraints will be identified in the hazard direction program, Section 6.
Premises – for the intent of organizing a undertaking program premises may necessitate to be made. These may be for illustration, that a piece of equipment will be delivered on a certain day of the month or that a undertaking will be completed by a certain clip or that a undertaking will be x. All of these premises may impact the result of the undertaking but at the start cardinal information may non be known.
One of the first and most of import stairss in undertaking direction is to flesh out a range statement which identifies and depict all work necessary to bring forth the concluding merchandise. The range definition should place the major undertaking deliverables in order to do the constituents of the undertaking more manageable. It should besides place the undertaking objectives. The range definition is meant to guarantee that everyone on the squad understands what is expected of them during the undertaking. The undertaking director will supervise each procedure on an on-going procedure to guarantee that merely the work required to be done is carried out.
Scope confirmation is the procedure of obtaining formal credence of the undertaking range by the stakeholders. It is of import to acquire the blessing of stakeholders before continuing farther.
For the intent of this undertaking the formal credence will for the undertaking to predate will be by the CEO and the Board of Directors.
SCOPE CHANGE CONTROL
In about any successful undertaking direction endeavor it is imaginable that some alteration in range might be necessary. Changing from the initial range of the undertaking could potentially do costs to mount or deadlines to be missed.
It will be the duty of the undertaking director to place any alterations to the undertaking deliverables by supervising the undertaking at regular intervals. The undertaking director will inform the undertaking squad of the alterations and will so explicate a scheme to convey the undertaking back on mark.
COST MANAGEMENT Plan
The cost direction is set out in the Trust ‘s standing fiscal instructions. The Project Director will hold full control of the Undertaking costs and will update the Finance Director of outgo on a regular footing. ( see subdivision 7 – Auxiliary Management Plan: Procurement )
HUMAN RESOURCE MANAGEMENT Plan
Human resource direction will be the duty of the Project Manager. The undertaking director in concurrence with the HR Department will guarantee that all statutory statute law, working clip directives and trust policies are adhered to. Regular meetings will be scheduled to discourse HR issues associating to the undertaking.
A hazard direction program will be developed for the undertaking and reviewed at regular intervals. See Section 6 for the hazard direction program.
Undertaking Communications Management plays a cardinal function in maintaining all members of the undertaking direction squad informed. Without communicating among all squad members and undertaking stakeholders there can be a dislocation in procedures which could hold a negative impact on the concluding merchandise.
The undertaking director shall find the information required to be conveyed to each of the stakeholders and at what degree. The undertaking director will set up suited meetings to convey this information with the suggested clip frames and relevant stakeholders as follows:
Communication between cardinal persons will non be limited to meetings but will include some or all of the following depending on the state of affairs:
written or unwritten
The undertaking range statement refers specifically to the input end product mechanism that serves the intent of supplying a narrative description of the entireness of the range for the several undertaking.
The bing sterile services within the trust have been performed by the Sterile Services Department which has two units located at each of the two sites. It was proposed in 2007 that the Trust enter into a joint venture with a 3rd party in order for the 3rd portion to carry on the unfertile services map for the Trust. This would guarantee that the Trust would fulfill the Care Quality Commission and legal demands. In December 2008 the 3rd party proposed fluctuations to the contract which when analysed proved to be an unacceptable hazard for the Trust and would potentially increase costs. For this ground the joint venture was cancelled.
The Trust looked at options to construct its ain eventuality which will necessitate a phased investing in the current Sterile Services Department. The bing unfertile services sections in order to fulfill the Care Quality Commission and legal demands would necessitate to be ISO accredited. It has been established that the SSD on site 2 can non run into ISO accreditation therefore the SSD at site 1 will be developed as the SSD for the Trust and will go ISO commissioned. The proposal put frontward was to better the current Sterile Services Department at site 1 in order that the unfertile services section at site 2 could shut. This would be an interim step in order that a 2nd stage could be planned to run into the unfertile service demands of the Trust in the hereafter. This undertaking will be concerned with the interim step.
In order for the Trust to go on to execute an SSD map the ascent of the SSD at site 1 will necessitate to be undertaken. Mention to segment 1.5 for a description of the undertaking merchandise.
Undertaking deliverables refers specifically to the alone merchandises, elements or points produced at the decision of the undertaking. This undertaking deliverables are:
Installation of new Plant and Equipment
Training ( User )
Training ( Maintenance Staff )
Undertaking aims are the quantifiable standards that must be met for the undertaking to be considered to be successful. For this undertaking the undertaking will be considered successful if the undermentioned standards are met:
Project budget of ?575,000.00 is non exceeded.
The undertaking is delivered on clip
The SSD service to the Trust is maintained throughout the undertaking clip frame
The SSD satisfy the Care Quality Commission and becomes ISO accredited.
Cardinal STAFF AND STAKEHOLDERS
Undertaking stakeholders can be anyone who is involved in the undertaking or who may be straight affected by the undertaking either positively or negatively.
The stakeholders for this undertaking are:
CEO and Trust Board of Directors, Project Director, Project Manager, Architect, M & A ; E Consultant, Contractors, Equipment providers, Sterile Services Department, Users, Maintenance staff, Authorising Engineer
CEO and Trust Board of Directors
The Chief executive Officer and the Trust board have the overall duty for the undertaking. They are besides the patrons of the undertaking but will depute undertaking duty to the Project Director.
The undertaking manager keeps an overall oculus on the undertaking and Acts of the Apostless as affair between the undertaking director and the CEO/Trust Board. He will be responsible for the fiscal facets of the undertaking
The undertaking director is responsible for the daily direction of the undertaking. He will be responsible for organizing the assorted stakeholders and the undertaking squad as and when required, he will describe straight to the undertaking manager.
The design squad will be responsible for developing the undertaking brief and supplying a feasible design for the undertaking. The squad will dwell of: designer, M & A ; E adviser, Specialist adviser.
There will be a figure of contractors employed to carry on the work which will include ; mechanical contractor, electrical contractor, constructing contractor and specializer contractors who will put in the autoclave, washers etc.
The mechanical contractor will be appointed the chief contractor and will organize the other contractors as required. All other contractors will be known as sub-contractors.
Sterile Services Department,
The unfertile services section will be the terminal users of the equipment installed. They will necessitate updates to the advancement of the undertaking and will be involved at cardinal phases of the design, installing, commissioning and developing stages of the undertaking.
The users are defined as those that will utilize the processed equipment produced by the SSD. These are the Theatre Department, patients undergoing operations.
The theater director will necessitate ratting of the undertakings advancement and any possible service breaks that may originate due to the undertaking.
The care staff employed by the Trust will be tasked with maintaining and sporadically proving the equipment. These staff will necessitate engagement in the terminal stage of the undertaking peculiarly during the commissioning stage and preparation.
The commissioning applied scientist will be responsible for set abouting the specific trials and cheques required to be done on all the technology equipment. This may necessitate more than one commissioning applied scientist as the equipment to be commissioned is varied.
RISK MANAGEMENT Plan
As with all undertakings there will be hazards associated with this undertaking and a hazard direction program will be produced. The intent of developing a program is to place hazards that may happen and measure the badness that hazard will hold on the overall undertaking bringing. The hazard direction program will be produced by the undertaking squad.
Any hazards identified may hold a negative impact on the undertakings ‘ costs or the undertaking continuance, should the hazard going a world. A eventuality amount of 5 % will be added to the undertakings estimated cost to let for any extra costs.
A hazard registry has been produced in order to place hazards associated with the undertaking – Appendix B
SUBSIDIARY MANAGEMENT PLAN ( PROCUREMENT )
The procurance direction program will depict how the procurance procedure is managed and will include:
Type of contracts.
Budget program & A ; Finance sections ‘ function in this undertaking with regard to procurance.
The Trusts Standard fiscal instructions and certification.
Management of undertaking suppliers.
Coordination of procurance with regard to other undertaking facets.
Descriptions of the procurance processes in the NHS have been described in subdivision 1.4 of this papers. This undertaking uses the traditional procurance procedure in which the Architect will fix full building certification in concurrence with the design squad and so offer contractors to tender for the plants by competitory stamp.
The stamps will be opened by the CEO and Trust Board so that they can be evaluated by the Project Director and Project Manager.
The successful contractor will so be appointed as the chief contractor and will take over the direction of the contract deliverables and all other contractors and providers for the continuance of the contract.
Throughout the undertaking, affair between the Finance Department and the Project Director and Project Manager will be maintained in order that the budgeted costs for the undertaking are met. The undertaking director will supply a study on a monthly footing to the finance section placing the current outgo, supply any jutting underspend/overspend on the undertaking and inside informations of the in agreement outgo.
A budget cost proposal will be provided to the Finance Department for the undertaking which will include budget costs for the capital monies required to finish the undertaking and gross monies that are required to keep and run the new equipment/department ( see 7.3 ) .
Budget Cost Proposal
Budget Capital Costss:
Plant and Equipment
VAT @ 15 %
Budget Gross Costss
3 Extra SSD Staff
VAT @ 15 %
Standing Financial Instruction manuals
At all times the Trusts standing fiscal instructions will be adhered to. These instructions can be obtained by accessing Trusts intranet and for farther guidance/clarification on the policies the finance section should be contacted.
Management of undertaking suppliers.
The fluctuation of costs for any class will necessitate to be validated by the undertaking manager before permission for payment is granted. The undertaking manager will be given authorization to reassign monies between budgets in order to pay classs that have exceeded their budget estimations.
It is non expected that the overall budget for the undertaking will be exceeded but in the improbable event that this should go on so the blessing for farther support will be required from the Finance Director and the CEO.
The Project Director does non hold authorization to transcend the budget costs unless the CEO and Trust Board specifically depute this duty to him.
Coordination of procurance with regard to other undertaking facets.
The undertaking will be considered in the overall capital plan of plants with regard to guaranting the outgo within the planed fiscal twelvemonth is non exceeded. This will be the duty of the Project manager and the Finance section. Regular meetings will be planned between the Project manager and the Finance section where the budget statements of all on-going undertakings will be inspected in order that the capital plan does non transcend the set budget for the fiscal twelvemonth.
APPENDIX A – Business Case
Business Case Form
Please finish the signifier below and subject it to your undertaking patron.
Background to the undertaking ( PLEASE KEEP BRIEF )
The Trust entered into a joint venture with a Third party for the proviso of Sterile Services. This joint venture was terminated following contractual changes by the 3rd party which posed an unacceptable hazard to the Trust. The Trust was hence obliged to rethink the unfertile service proviso and decided that the manner forward was to upgrade one of the Sterile Service Departments and to shut the other. This would be an interim step ( phase 1 ) so that a wholly new proviso could be developed ( Phase 2 ) . This undertaking will be concerned with stage 1.
General purposes ( s )
The purposes of this undertaking are to supply excess capacity for treating unfertile merchandises through the SSD, hence enabling the other SSD to be decommissioned. The undertaking will guarantee that the Care Quality Commission and legal demands are met.
Failure to present the undertaking will endanger the ability to treat surgical equipment and other points required for the proviso of wellness attention.
The cost associated with outsourcing the SSD will be considerable doing budget proviso to be overspent.
Delaies in treating surgical equipment will call off operations hence cut downing gross to the Trust and take downing the Trust ‘s public sentiment.
18 hebdomad waiting list for operations will be compromised.
The 3rd party may prosecute for lost gross due to the cancellation of the joint venture.
To modernize the decontamination installation and increase the capacity of the SSD end product.
Ensure that the SSD is compliant with Care Quality Commission and go ISO commissioned.
Benefits of running with this undertaking
To supply the Trust with a Decontamination installation, that will enable the Trust to execute its Health Care map.
Initial estimations of cost and clip
Entire undertaking cost.
Time: Six Calendar months for the undertaking start day of the month
Result of the concern instance
The undertaking will ; supply extra capacity for the proviso of SSD, let the 2nd SSD unit to shut, let the SSD service to accomplish accreditation, allow stage two of unfertile service proviso for the Trust to be developed.
Decision from ( CEO and Trust Board )
APPENDIX B – Hazard Register
Score as follows, for Likelihood and Impact: High = 3, Medium = 2, Low = 1
Nature of Risk or Uncertainty
[ Score ]
Actions required and who will take duty to pull off the hazard
Health & A ; Safety
Undertaking director to supervise contractors and guarantee that all wellness and safety ordinances are complied with. Contractors to guarantee that they comply with ordinances. Failure in conformity will take to expiration of the contractor and may detain undertaking completion.
Asbestos study to be conducted. If asbestos is found there will be extra costs and clip added to the undertaking continuance. Trust is responsible for asbestos study to be done.
Delay in accomplishing undertaking deliverables
Undertaking director to guarantee that the undertaking deliverables and mileposts are met. Delaies may be brought back into line by contractors using excess staff.
All parties with peculiar accent on undertaking director are responsible for communicating. The failure to pass on may take to holds and excess outgo.
External ( Suppliers and Contractors )
Non bringing of supplies or equipment
Contractors and external providers of equipment are responsible for timely bringing. Delaies in undertaking completion may originate.
Contractors hapless public presentation
Failure of the chief or other contractor ‘s public presentation may ensue in a undertaking hold. By careful choice of sure contractors this will be minimised.
Contractor traveling into settlement
Main or other contractor traveling into settlement will hold a serious consequence on the costs and project continuance.
Failure in accurately gauging the undertakings budget. Costss of the undertaking may increase therefore a eventuality amount has been set aside to account for this.
Costss to project may increase due to rising prices or VAT addition. Contingency amount set aside to let for some addition.
Non conformity with edifice ordinances
Changes to bing edifice ordinances may necessitate changes to plan brief. May necessitate extra support or extension to project continuance.
Termination of Contract
Legal fees associated with expiration of contract should it be necessary.
APPENDIX C – MICROSOFT PROJECT SHEETS