Generic Project Change Control Methodology Essay

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Generic Project Change Control Methodology Essay

APA format, in-text citation, references include, 4 pages

For this individual assignment, you will search the academic databases and professional journals to develop a generic project change control methodology that would be appropriate for most projects. You can use your team project for reference or as an example( use the attachment if needed)

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The methodology or process will include the following elements:

1.Change control procedures – what are the policies and procedures for approving,validating, and implementing change?

2.Change control plan – a brief outline of how changes will be managed/controlled.

3.Change control meetings and communication – describe how you will conduct changecontrol meetings and communicate project changes to stakeholders.

4.Change authorization procedures – what are the levels of authority forreviewing/approving/implementing changes?

5.Change control system(s) – What are the project management information systems(PMIS) used for tracking and controlling changes (include at least one example of atemplate as part of your change control system). Generic Project Change Control Methodology Essay

Burundi Vaccination Drive

Lavender Company has been contracted by Vaccines For All to help initiate their proposed project to supply vaccines to third world countries in need. The selected country, Burundi, will receive shipments of vaccines for MMR (measles, mumps, and rubella). The project will be funded by Vaccines For All and vaccines donated by Merck Foundation. These vaccines will then be shipped to Burundi and distributed to local outreach foundations to vaccinate the people. Lavender Company will work with these entities to ensure the shipments reach the community they are intended to serve.

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Project Overview and Purpose

Burundi is facing a double crisis with a resurgence of Measles outbreaks in addition to the Covid-19 pandemic. WHO “estimates the vaccination coverage for measles in Burundi, in 2018, to be 88% for the first dose and 77% for the second dose, although these figures do not include data for incoming refugees” (SanjeetBagcchi, 2020). With a surge of refugee camps throughout Burundi, the infection rate is much higher due to the lapse of vaccines for incoming refugees as the “majority of cases (77%) were either unvaccinated or unsure of their vaccination status” (SanjeetBagcchi, 2020). Lavender Company plans to help relieve this gap in unvaccinated individuals in Burundi, by partnering with international health entities such as the World Health Organization (WHO), to supply vaccines for this growing group. By doubling down on the vaccine efforts, Lavender Company hopes to decrease the mortality rate in children brought on by a Measles outbreak, which can easily be exasperated by outside factors such as malnourishment. As Aaby Samb concluded in a long scale research study, the effects of a Measles vaccine show that a “standard titre measles vaccine seems to be associated with a non-specific, beneficial effect which may have important implications for the planning of immunization programs” (Samb, 1995). By easing the burden brought on by Measles outbreaks with a vaccination program, Lavender Company hopes to lower the cases of Measles outbreaks by its provisions to Burundi’s citizens and their fellow refugees. Generic Project Change Control Methodology Essay

                                                            Project Scope Statement

The scope of this project involves Vaccines for All to establish a vaccination program that serves an underdeveloped country, Burundi, to decrease MMR infections. Lavender Company is the project management organization (PMO) hired to organize processes to ensure donated materials are allocated, managed, and administered to the children of Burundi in hopes of achieving herd immunity and alleviating financial burdens to the local economy. Phases of this project will include establishing agreements and/or contracted services needed, locations to provide vaccination and management of those services.

Donated vaccines and funds will be necessary to ensure this project is successful. Without the partnership from Merck and other organizations, this vaccine drive will struggle to maintain momentum. The existing political situation of the country exacerbates the issue with ongoing violence against citizens via extrajudicial executions, sexual violence, disappearances, and arbitrary arrests (Human Rights Watch, 2021). With an average of 2% of the population having access to electricity (Onyiego, 2010) and even less with access to the Internet, logistical planning will be a major challenge. The aim is to build a sustainable MMR vaccination program that reduces infections and child mortality rates. The goal is to increase coverage of MMR vaccination from 80% to at least 95% to produce herd immunity against measles, mumps, and rubella in children (UNICEF, 2021). Generic Project Change Control Methodology Essay

Deliverables will include documented formal agreements with the Vaccines for All which includes an established location for vaccine delivery, detailed documentation of donated resources, a process for IT or hardwired written documentation to record vaccinations, standard process for progress reports for vaccine administration, an assigned political and environmental liaison, a financial manager, and a contingency plan to ensure project success. 

Project Objectives

Objectives#

Success criteria

1.Complete groundwork for project

Establish paper and electronic standard of work for documenting vaccination administration by 4/9/21

Establish standard work for delivery and storage of vaccine by 4/16/21

Interview and assign political and environmental liaison by 4/23/21

Interview and assign a financial and supply chain manager to ensure product is maintained and distributed appropriately by 4/30/21

Establish workforce needs by 5/14/21

2.Scope of the project met

Vaccine drive created in multiple locations, infection rates show significant declination, and a sustainable program exists by 2022

3.Project cost

Project completed and is under the proposed budget of 855K by 2022

4. Stakeholder satisfaction met

All requirements for stakeholders and clients are met by the completion of the project in 2022

5. Data achieved to support the development of project

Herd immunity, 96% vaccination for children of Burundi (Zhou et al., 2004).

6.Customer Relationships Maintained

No conflict resulted as of cultural, religious or different ideologies and client has provided a written referral for services by end of project

 Project Deliverables

The exact deliverables of this project involveVaccines for All to establish a vaccination program that serves an underdeveloped country, Burundi, to decrease MMR infections. This vaccination program will be used to ensure donated materials are allocated, managed, and administered to the children of Burundi in hopes of achieving herd immunity and alleviating financial burdens to the local economy. An additional goal is to ensure that the Vaccines for All business can meet the agreements and/or contracted services needed, locations to provide vaccination and management of those services. Therefore, shipping the resources needed for the projects, such as the vaccines, coolers, freezers, syringes, and vans used for the vaccine drive will be carefully planned. This will be achieved by Vaccines for All who will secure a location to be used as an office and a storage facility for the project resources. Generic Project Change Control Methodology Essay

The organizations will then secure other regional locations where the project will support the resources’ storage depending on the locations that the vaccine drives will conduct. The data of the children that will be vaccinated will be recorded electronically. That will help identify the number of children that have been vaccinated during the project. A server computer will also be delivered, responsible for rapid dispatching of information to the workstations. It will improve operational efficiency, ensure seamless and stringent record-keeping, and minimize the chance for errors. Before full implementation on the patient population, specific time will need to provide training sessions for staff integration, to ensure proper operation during normal business hours. This will ultimately lead to a satisfied well-served patient community.

Project Requirements

  • Must utilize the commercially available MMR II vaccine by Merck
    • cost of 10 pack of 1 dose vials available at $21.71/dose (“Vaccines for Children Program”, 2021)
    • alternative ProQuad, which includes varicella (chickenpox) at $137.52/dose (“Vaccines for Children Program”, 2021)
    • vaccines must be kept at typical refrigeration temperatures (2 – 8℃)
  • Must provide adequate diagnostic criteria to aid community health workers for the diagnosis of measles, mumps, rubella cases: Generic Project Change Control Methodology Essay
    • Measles (3 C’s): cough, conjunctivitis, cold-like symptoms, trunk rash (“Measles (Rubeola)”, 2020)
    • Mumps: swelling of parotid salivary glands, fever, antibody tests (“Chapter 9: Mumps, n.d.)
    • Rubella: facial rash, lymph node enlargement (“Rubella (German Measles, Three-Day Measles)”, 2020)
  • Need to cooperate with Burundi government, World Health Organization (WHO), UNICEF
    • WHO oversees vaccination and surveillance efforts in the region
    • Burundi government has extensive history of violence against those that oppose their authority
  • Need to provide vaccination against yellow fever, hepatitis A/B, typhoid, cholera, rabies, meningitis, polio, MMR, Tdap, chickenpox, shingles, pneumonia, influenza, and malaria prophylaxis to foreign volunteers/workers (“Burundi Traveler View”, 2020)
    • International workers must have these vaccinations in order to return to their countries of origin and prevent needless exposure events

Project Milestones

 

Milestone Activities Time frame
Review of financing and supplies requirements Internal analysis ( August 2022-December 2022)
Project evaluation Research ( Jan 2023- March 2023)
Feedback Data collection (April 2023- May 2023)
Reporting Data analysis (June 2023- July 2023)

 

The first milestone is the review of financing resources and other resources- for the project to be completed successfully, the team will assess the availability of resources to complete the vaccine drive successfully. This milestone will help prevent the project from stopping halfway through.

Project evaluation will include comparing the desired results with the desired outcomes. The vaccination drive has set objectives and goals (Harold, 2021). This milestone will help evaluate whether the vaccination drive achieves the goals. Generic Project Change Control Methodology Essay

Feedback is essential; it will help the team evaluate how well the project was implemented. Feedback will be collected through interviewing the general public on the administration of the vaccines. Feedback will include how friendly the team was, how effective the vaccine is.

Finally, the reporting milestone is significant. The team will prepare a report explaining how the project was implemented, the costs, the challenges involved, and the project outcomes. This milestone will help the stakeholders involved to have a glimpse of how the vaccination drive was conducted.

Project Assumptions, Constraints, Risks and Concerns

A successful vaccination drive in Burundi is dependent on some major assumptions: there will be no natural disasters, no vaccine hesitancy, no shortage of vaccines or other critical delivery supplies, no violence committed against workers and patients, no issues with transportation, and no concurrent outbreaks of Ebola, yellow fever, malaria, etc.

Before the project begins and throughout its duration, vaccine hesitancy will be a risk to be mitigated. Without adequate security personnel, anti-vaccine violence can easily derail the project by workers refusing to continue to work. Rumors and misinformation can interfere with the project by reducing the numbers of parents willing to get their children vaccinated, making it impossible to boost vaccination rates from 80% to 95%. With the authoritative government, the project must tread carefully to avoid state-sponsored violence against healthcare workers. Due to the high risk to life and limb, recruiting foreign workers and volunteers may be challenging or impossible. This issue is only exacerbated by limited transportation infrastructure (Onyiego, 2010). Concurrent outbreaks of other infectious diseases such as malaria and Ebola virus also necessitate extra personal protective equipment (PPE), adding extra costs and possible risks to the success of the project. Generic Project Change Control Methodology Essay

The project is constrained by its requirement to work with an authoritarian government that regularly commits acts of violence against its own citizens (Human Rights Watch, 2021). This interferes with the goals of the projects to improve the welfare of the children of Burundi by reducing the burden of measles. The land-locked Burundi also suffers from a severe lack of roads, necessitating the import via air transport and delivery by vehicles capable of off-road driving and portable refrigerators to deliver vaccines to the most rural residents (Onyiego, 2010). Difficulties in air transportation, such as the delays and expensive cost of shipping due to COVID-19, are extra points of risk to the project. Similarly, delays in shipping of cars and refrigerators, as well as maintenance supplies, can introduce unnecessary delays in the project.

Due to the reliance on Merck’s MMR II vaccine, the project faces a major constraint and risk in vaccine supply. The Merck Co. is the sole licensed global provider of the MMRII measles, mumps, and rubella vaccine (“Measles, Mumps and Rubella Virus Vaccine Live”, 2020). The Merck Foundation is a separate legal entity that provides the financial and product donations for health equity (Merck, 2021). Therefore, Lavender Co. will need to cooperate entirely with both entities to ensure the adequate ongoing deliveries of MMRII vaccines. Having a single supplier of vaccines introduces the risk of a vaccine shortage in the event of outbreaks that outpace the speed of production. The ongoing competition for PPE, vials, and syringes with the concurrent COVID-19 pandemic is a major risk as well. Backorders and supply shortages necessitate adequate planning and ordering products well in advance of anticipated need, which may result in an unreliable cache of supplies.Generic Project Change Control Methodology Essay

 Project Organization

                 A project team has been assembled to ensure the project effectiveness, facilitate the flow of information with the top management, build credibility, and obtain and discuss feedback. Included in the project team are the lead project manager Chelsea Conner and the Chief Operating Officer, DanleeEnzler. Also included in the project team are four consultants, Christine Estep, AdetutuFanegan, Emily Tourtellott, and Kelly Tran. The project team has authority on material sourcing and usage within the project. The project team will attend various meetings, set goals and objectives, monitor the tasks, make assessments and recommendations. They will ensure that top management is fully engaged and kept up to date about the status of the project.

The Project Manager leads this project, ensures that the team members set their individual goals aside and effectively work together with a common goal and mission to achieve optimal success. The consultants and the Project Manager must ensure that the current hardware is compatible with the proposed new system. Also, they must ensure that all the employees are aware of the new system and are ready for the transition. The Project sponsor for the project is Vaccines for All. Vaccines for All will be in direct contact with Merck, who will fund the project. Merck is the highest authority for this project. However, since Merck has many other affairs to attend to, direct communication and guidance will not always be possible. Merck will be used as the intermediate between the project team and the Vaccines for All. Generic Project Change Control Methodology Essay

Work Breakdown Structure

The Work Breakdown Structure (WBS) is a key component to the project that identifies the responsible person for individual tasks that cascade down through the project (Dotsenko, 2020). This starts at the project level, and cascades down to the team level, individual level, and final to the task itself. The WBS for Burundi Vaccination Drive is as follows:

 

 

WBS [draft] Task [draft]
1 Vaccines for All and Lavender Co. Agreement executed
2 Material Donation Allocation
2.1 Materials: Syringe, PPE, Viles, ect. Allocation
2.1.1 Material Delivery
2.1.2 Material Distribution
2.2 Merck MMR Vaccine Allocation
2.2.1 Merck Vaccine Agreement Delivered
2.2.3 Merck Vaccine Storage Standard of Work
2.2.4 Merck Vaccine Delivery Standard of Work
2.2.5 Merck Vaccine Distribution to Burundi
3 Local Burundi Government Coordination
3.1 Burundi Local Vaccine Permit
3.1.1 Burundi Vaccine Clinics Identified
3.1.2 Establish Contracts with local and independent subcontractors
3.1.3 Deliver materials needed for each phase of the project
4 Detailed Documentation of Donated Resources
5 IT Vaccination Record Keeping
6 Progress Reports for Vaccine Administration
7 Assign Political Environment Liaison
8 Assign Financial and Supply Chain Manager
9 Contingency Plan to Ensure Project Success
10 Establish Workforce Needs
11 Review of financial and supply requirements
11.1 Internal Analysis
12 Project Evaluation
12.1 Research
13 Feedback
13.1 Data Collection
14 Reporting
14.1 Data Analysis
15 Burundi Transportation

Responsibility Assignment Matrix

The Responsibility Assignment Matrix (RAM), is the breakdown of who is responsible for the tasks in the WBS, including task authority, execution, and support. The table below will serve as a reference for whom each task is assigned to. Generic Project Change Control Methodology Essay

X = responsible

Y = authority

Z = support

Task [draft] Vaccines for All Lavender Co. Merck Burundi Local Govt. Subcontractors
Vaccines for All and Lavender Co. Agreement executed X, Y X      
Material Donation Allocation Y, Z X      
Materials: Syringe, PPE, Viles, ect. Allocation Y, Z X      
Material Delivery Z Y     X
Material Distribution Z Y   Z X
Merck MMR Vaccine Allocation X,Y Z X    
Merck Vaccine Agreement Delivered X,Y Z X    
Merck Vaccine Storage Standard of Work   Z X, Y    
Merck Vaccine Delivery Standard of Work   Z X, Y    
Merck Vaccine Distribution to Burundi       Z X
Local Burundi Government Coordination   X   Y  
Burundi Local Vaccine Permit   X   Y  
Burundi Vaccine Clinics Identified   X   Y  
Establish Contracts with local and independent subcontractors   X   Z, Y  
Deliver materials needed for each phase of the project   Y     X
Detailed Documentation of Donated Resources   Y, X      
IT Vaccination Record Keeping   Z, Y     X
Progress Reports for Vaccine Administration   Z, Y     X
Assign Political Environment Liaison Z, Y X      
Assign Financial and Supply Chain Manager Z, Y X      
Contingency Plan to Ensure Project Success Z, Y X      
Establish Workforce Needs   X      
Review of financial and supply requirements   X      
Internal Analysis   X      
Project Evaluation   X      
Research   X      
Feedback X        
Data Collection   X      
Reporting   X      
Data Analysis   X      
Burundi Transportation         X

Project Communications

To ensure that the vaccine drive will be successful, the Lavender Co. project management team has developed a communications matrix to outline routine checks as the project progresses. This communication matrix includes milestone achievements, methods, responsible parties for each area, and frequency of the communication that will be shared with key stakeholders and team members. The matrix outlines who will also be the recipient of that communication. Status reports, action items and project documents, will be reviewed weekly by the project manager in a team’s meeting via email, conference call or face to face meetings.  Stakeholders will receive a high-level overview on a separate meeting on a weekly basis. Conflicts, should they exist, will not be discussed with the key stakeholders unless there is a requirement to. If there is a need to change the order of priorities, it will be discussed as needed. A formal meeting will be called to address issues in the weekly follow-up meeting. Generic Project Change Control Methodology Essay

Budget reports will be given to the stakeholders monthly to ensure the funds are being managed appropriately. On a bi-weekly basis the project manager will conduct a meeting with key stakeholders to address any unresolved risks or issues unable to be solved by the team in a virtual meeting or conference call. All issues will be sought out for resolution as to not alarm the stakeholders of potential setbacks. A high-level overview of the project will be presented to stakeholders via email, physical document, and conference call. This document will outline completions of milestones, objectives and include any needs that will prevent the project from progressing.

 Communications Matrix for Project

Information Communication Frequency Method Responsible Party Recipient Category
Status reports / Action Item Follow-up/ conflicts Weekly Email, conference call, face to face Project Manager Stakeholders, Project Team Project Execution
Budget reports Monthly Email, Excel, PPT and Paper report Project Manager Stakeholders Status
Project Documents Weekly Word/ Google Docs/Microsoft Project Project Team Project Manager, Document Reviewers/Project Team Status
Change Order As needed Email, conference call, face to face Project Manager Stakeholders Status
Risk review, Issues and Updates Bi-weekly Virtual meeting, conference call Project Manager Stakeholders Status
High level status Quarterly Conference Call, document, email Team, Project Manager Stakeholders Status
           

Project Schedule

Activity Estimates

The Activity Estimates provides an overview of the deliverables and major milestones to be taken throughout the duration of the project and their estimated timelines for completion. Past history of prior vaccine drives initiated by Vaccines For All were taken into consideration for the estimated timelines provided. The goal was to be able to complete the project in the span of 18 months and project timelines were aligned to meet this. Additional information concerning the progress of the deliverables and identifying the Critical Paths will be addressed in the Project Gantt Chart and Project Critical Path. Generic Project Change Control Methodology Essay

Task Name Duration Start Finish
Research 130 days Mon 2/1/21 Fri 7/30/21
Feedback 130 days Mon 2/1/21 Fri 7/30/21
Data Collection 130 days Mon 2/1/21 Fri 7/30/21
Reporting 130 days Mon 2/1/21 Fri 7/30/21
Data Analysis 130 days Mon 2/1/21 Fri 7/30/21
Legal Permits 20 days Mon 8/2/21 Fri 8/27/21
Local Burundi Government Coordination 20 days Mon 8/2/21 Fri 8/27/21
Burundi Local Vaccine Permit 20 days Mon 8/2/21 Fri 8/27/21
Creation of Project Schedule 11 days Mon 8/2/21 Mon 8/16/21
Assign Political Environment Liaison 11 days Mon 8/2/21 Mon 8/16/21
Assign Financial and Supply Chain Manager 11 days Mon 8/2/21 Mon 8/16/21
Contingency Plan to Ensure Project Success 11 days Mon 8/2/21 Mon 8/16/21
Establish Workforce Needs 11 days Mon 8/2/21 Mon 8/16/21
Review of financial and supply requirements 11 days Mon 8/2/21 Mon 8/16/21
Internal Analysis 11 days Mon 8/2/21 Mon 8/16/21
Project Evaluation 11 days Mon 8/2/21 Mon 8/16/21
Advertising 260 days Mon 8/2/21 Fri 7/29/22
Acquiring Resources 41 days Mon 8/30/21 Mon 10/25/21
Acquiring Locations 41 days Mon 8/30/21 Mon 10/25/21
Burundi Vaccine Clinics Identified 21 days Mon 8/30/21 Mon 9/27/21
Establish Contracts with local and independent subcontractors 21 days Mon 9/27/21 Mon 10/25/21
Material Donation Allocation 26 days Mon 8/30/21 Mon 10/4/21
Materials: Syringe, PPE, Viles, ect. Allocation 26 days Mon 8/30/21 Mon 10/4/21
Material Delivery 11 days Tue 10/5/21 Tue 10/19/21
Merck Vaccine Storage Standard of Work 26 days Mon 8/30/21 Mon 10/4/21
Merck Vaccine Delivery Standard of Work 26 days Mon 8/30/21 Mon 10/4/21
Merck MMR Vaccine Allocation 26 days Mon 8/30/21 Mon 10/4/21
Detailed Documentation of Donated Resources 26 days Mon 8/30/21 Mon 10/4/21
Acquire Vans for Burundi Transportation 26 days Mon 8/30/21 Mon 10/4/21
Vaccine Drive 196 days Tue 10/26/21 Tue 7/26/22
Merck Vaccine Distribution to Burundi 196 days Fri 10/29/21 Fri 7/29/22
Deliver materials needed for each phase of the project 196 days Fri 10/29/21 Fri 7/29/22
IT Vaccination Record Keeping 196 days Fri 10/29/21 Fri 7/29/22
Progress Reports for Vaccine Administration 196 days Fri 10/29/21 Fri 7/29/22
Material Distribution 196 days Fri 10/29/21 Fri 7/29/22

Project Gantt Chart

The Gantt Chart is based off data pulled from the Activity Estimates portion of the Project Management Plan. The purpose of the Gantt chart is to showcase timelines and identify predecessors and concurrent tasks to be completed during the project. By reviewing the chart, Vaccines For All can identify overlap in project resources, lapses in time management, and reconfigure the schedule throughout the duration of the project based on the progression of the activities. If there are concerns of a delay in the Project Critical Path, the Gantt chart will help assist the project manager identify where resources can be reallocated, and timelines adjusted for non-critical tasks to address the potential delay. Generic Project Change Control Methodology Essay

Project Critical Path

The Critical Path will identify items that impact the duration of the project from start to finish. These items will provide the shortest possible timelines available for the project and act as guidance for determining if we are on track for finishing the project on time. Items will be determined by whether they begin or end the project in addition to items that can hamper the progress of the project by missing deadlines. We identified research as one of these Critical Paths as this item kicks off the project and provides the necessary tools needed to progress into the second project milestone. The vaccine drive and advertising are also determined to be Critical Paths as their completion wraps up the project. Our team will monitor the progress of the Gantt Chart to ensure intermittent milestones are met and reallocate resources as needed to meet project timelines. Generic Project Change Control Methodology Essay

Project Budget

Particulars Units/ Time Total Cost
Locations 17 for 10 months ( 1 location per province) $100,000
Vehicles ( Toyota land cruiser 110) 20( 1 per location and three additional supply vehicles) $120,000
Freezers 40 ( 2 per location and six in the main location) $20,000
Coolers 100 coolers to be carried in vehicles $4,000
Personnel compensation 100 people for ten months $300,000
Personnel food and accommodation 100 people for ten months $50,000
Vehicle maintenance and servicing   $10,000
Vaccine Inventory 610,000 children

(24 months x 2 doses each = 50,000 doses a month @ $22 each)(Zhou et al., 2004)

(Total Vaccine Cost: $26,400,000)

Merck to donate 50%

Actual Cost $13,200,000

Research   $100,000
Advertising   $50,000
Miscellaneous   $100,000
Total   $27,254,000

 

Particulars Projected Total cost
Data collection $150,000
Data analysis $75,000
Internal & It cost $80,000
Research $120,000
Total costs $425,000

The bottom-up cost estimation technique:

The first step taken was to identify all the required tasks or activities. After the activities were identified, the team identified all the needed resources to complete the specific tasks. The team then estimated, then developed a work breakdown structure, and estimated the minimum possible costs for each task. The estimates are the minimum possible costs of the project.

Project Risk Management

Risk Identification

The initial step in risk management is identifying the risks the project is exposed to and the potential risks (Radujković&Sjekavica, 2017). The general risks for the project identified include economic downturns and natural disasters such as earthquakes and floods. To complete this step successfully, the team will have to develop a risk management system. This system is where the team will enter all the potential risks so that all the stakeholders involved in the vaccine drive can see them. The risks of the project can all be addressed differently.Generic Project Change Control Methodology Essay

Risk Assessment

Not all people will be happy with the vaccination drive; some vaccine recipients might have the vaccine resistance which can be a problem that needs to be considered . The risk will be identified and assessed through interviews and opinion polls before the vaccination drive to see the reactions of people to the project before it kicks off. If the assessment realizes a significant risk of anti-vaccination violence, the team will develop awareness programs. The awareness programs will help educate the general public on the importance of vaccination to their welfare. After three months, the risk will be controlled through a risk audit to see how effective the awareness creation was.

Risk Response

The neighboring countries face an Ebola outbreak, and thus, the Burundi workers are exposed to the virus. The risk will be identified and assessed through media reports from the countries that will show how severe the virus is. The best plan to deal with the risk will be to acquire enough PPE for healthcare workers. The PPE can be acquired through donations and grants from the government and NGOs. The risk will be controlled using risk assessment to identify new potential risks and evaluating the risks.

Risk Monitor and Control

Economic downturns in sponsor countries

            The project relies on other countries to donate vaccines and other supplies needed for the vaccination drive. Economic activities such as depression or inflation could affect the countries’ revenues negatively. The best way to analyze the risks involved is to analyze the government’s economic systems and stability. The best plan for managing this risk is to seek sponsorship from many nations to offset the economic downturn in one country. Constant economic analysis will help understand the economic soundness of countries. Generic Project Change Control Methodology Essay

Natural disasters

            The occurrence of natural disasters is beyond the project team’s control. The best way to manage the risk is through insurance. The team will acquire a policy that will compensate for all the costs should the project be affected negatively by a natural disaster. Insurance will cover the project from unexpected costs resulting from floods, earthquakes, theft etc. For the insurance policy to be effective, premiums will be paid regularly for the policy.

Finance risks

            The project requires a constant flow of funds to succeed. Burundi is a developing country, the country’s economic power is low, and thus the project will face financing challenges. The financing risks can be managed by developing a program where well-wishers can support the project through financing and equipment (Muriana&Vizzini, 2017). The project team will frequently be looking at the reserves to identify any financing needs. 

Project Evaluation

The Lavender Co. project management (PM) team strongly believes that the evaluation of any project is essential to the success of future projects. As a method for evaluation, there will be routine review of key areas to determine if the overall project has been kept on track. Assessments will be conducted initially, mid-way and at the end of the project. Areas of focus will include the scope management to ensure that the scope of the project is maintained. The review will include the documentation of all the project goals, tasks, deliverables, deadlines, finances, resources, and any constraints that exist. Generic Project Change Control Methodology Essay

Because results and measurements of statistical results in a project is considered “good evidence of success for the progress of the project”, it is important to clearly review the quality of key accomplishments that were completed in the project. It will not be enough to just complete the project’s goals but rather in a way that offers the most quality (Abuzir, 2018). Through the communication matrix, the team is allotted an opportunity to evaluate each stage of the life cycle for completion. In instances where automatic production exists, it is evident that “PM is generally considered more crucial for time to market, definition of budget, and quality” (Marco et al., 2021). Likewise, the quality, budget and market could arguably be considered in any project. Financial aspects of any project are important to ensure the project manager does not go over budget.

Midway through the project the progress should be more solidified and more routinely expedient. As the objectives and milestones are scrutinized, reviewed, and monitored. At the midway point, some lessons have been learned and if there is a shift in direction, it will have occurred with lessons that the team would benefit from. In these lessons, it will offer insight on how the project could have been conducted a different way, areas of opportunity or improvement and even what went extremely well. One example could be the quality of the team members and rapidity of various stages. Utilizing ad-hoc, weekly, monthly, and quarterly communications will serve as a key component to the life cycle success as well.

At the completion of the project, all areas of the project will lend itself to future considerations for future projects that are similar in nature. Once the project is complete the overall analysis determines the relevance and level of achievement of the project. It will be important to compare what the beginning of the project looked like to the actual ending of the project. The main goal is to complete all objectives in the time allotted for the project while adhering to the budget and appeasing the stakeholders. Generic Project Change Control Methodology Essay

A clear indication of success is a happy stakeholder. This is important because as the company seeks future opportunities to manage other projects, it becomes reputable. Obtaining new projects in project management “is considered as an important lever for increasing the firm reputation and prevents further exploitation of corporate resources” (Marco et al., 2021). This will have great implications on the project management company overall.

Project Close-out

The project close-out is designed to ensure that the project has been successfully completed and implemented, while matching all listed requirements and parameters. In this project, with the implementation of the vaccination program that serves an underdeveloped country specifically, Burundi to decrease MMR infections. The closeout procedure will be as follows:

  1. Upon successful implementation of the vaccination program the project manager will verify the completion of each step, as listed in the work breakdown structure and requirements.
  2. Staff will be given hypothetical tasks upon completion of training, to ensure that they are proficient in the software. Such tasks include identifying the number of children that have been vaccinated during the project. Generic Project Change Control Methodology Essay
  3. The project manager will coordinate with Vaccines for All to ensure that they are comfortably administered to the children of Burundi in hopes of achieving herd immunity. The project manager will make sure that Vaccines for All is able to use their resources and that the distinction between medical workers and staff work is maintained.
  4. Shipping the resources needed for the projects, such as the vaccines, coolers, freezers, syringes, and vans used for the vaccine drive are planned.
  5. Upon completion of these steps, the project manager will re-visit with the office one week after the implementation in the case that there are conflicts or issues remaining to be solved.

Once the above steps are completed, the project manager will revisit with Merck. This final meeting will be a de-briefing to ensure that there are no lingering issues or concerns, and that everything is running as smoothly as designed. The project manager will also relay the consultant’s contact details, for future maintenance needs. Upon handover of this information, all above parties will sign a document, declaring the completion and closing of the project. Generic Project Change Control Methodology Essay

In Retrospect

[About two paragraphs – for Week 11 and Week 12: Now that you have concluded your project management plan, try to look objectively at your just-concluded plan through another pair of lenses: agile. In Weeks 2, 5, and 11 we discussed aspects of agile project management. Looking back, do you think, or at least suspect, that some parts of your project (or maybe even the entire project?) might have been better managed with an agile approach? Explain why or why not. If so, how do you think that part of the project might be affected by trying to apply a traditional/waterfall project plan to it?]

References

Abuzir, Y. (2018). Innovative Model for Student Project Evaluation Based on Text Mining. International Journal of Research in Education and Science, 4(2), 409–419.

Dotsenko, N. (2020). Methodological support for formation of resource requirements in a multi-project environment. Technology Audit and Production Reserves, 1, 12-16. DOI: 10.15587/2519-4798.2020.196161

FDA. (2020). Measles, Mumps and Rubella Virus Vaccine Live. Retrieved 20 March 2021 from https://www.fda.gov/vaccines-blood-biologics/vaccines/measles-mumps-and-rubella-virus-vaccine-live

Harold, K. (2021). Project management: case studies. John Wiley & Sons, Inc..Generic Project Change Control Methodology Essay

Human Rights Watch. (2021). World Report 2020: Burundi, events of 2019. Retrieved 20 March 2021 from https://www.hrw.org/world-report/2020/country-chapters/burundi#

Marco, A. D., Mangano, G., &Magistris, P. D. (2021). Evaluation of Project Management Practices in the Automotive Original Equipment Manufacturers. Procedia Computer Science, 181, 310–324. https://doi-org.ezproxy.umgc.edu/10.1016/j.procs.2021.01.151

Merck. (2021). Philanthropy. Retrieved 20 March 2021 from https://www.merck.com/company-overview/responsibility/philanthropy/

Muriana, C., &Vizzini, G. (2017). Project risk management: A deterministic quantitative

technique for assessment and mitigation. International Journal of Project Management, 35(3), 320-340.

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Onyiego, M. (2010). Burundi Launches Ambitious Infrastructure Development Plan. Retrieved 20 March 2021 from https://www.voanews.com/africa/burundi-launches-ambitious-infrastructure-development-plan

Radujković, M., &Sjekavica, M. (2017). Project management success factors. Procedia

engineering, 196, 607-615.

UNICEF. (2021). UNICEF Data Warehouse: Burundi: Percentage of children who received the 2nd dose of measles-containing vaccine, as per administered in the national schedule. Retrieved 20 March 2021 from https://data.unicef.org/resources/data_explorer/unicef_f/?ag=UNICEF&df=GLOBAL_DATAFLOW&ver=1.0&dq=BDI.IM_MCV2.&startPeriod=1970&endPeriod=2021. Generic Project Change Control Methodology Essay

Appendix A – Project Charter

Burundi Vaccination Drive

Lavender Company has been contracted by Vaccines For All to help initiate their proposed project to supply vaccines to third world countries in need. The selected country, Burundi, will receive shipments of vaccines for MMR (measles, mumps, and rubella). The project will be funded by Vaccines For All and vaccines donated by Merck Foundation. These vaccines, commercially available, will then be shipped to Burundi and distributed to local outreach foundations to supply to the people. Lavender Company will work with these entities to ensure the shipments reach the community they are intended to serve.

Purpose for the project

Burundi is facing a double crisis with a resurgence of Measles outbreaks in addition to the Covid-19 pandemic. WHO “estimates the vaccination coverage for measles in Burundi, in 2018, to be 88% for the first dose and 77% for the second dose, although these figures do not include data for incoming refugees” (SanjeetBagcchi, 2020). With a surge of refugee camps throughout Burundi, the infection rate is much higher due to the lapse of vaccines for incoming refugees as the “majority of cases (77%) were either unvaccinated or unsure of their vaccination status” (SanjeetBagcchi, 2020). Lavender Company plans to help relieve this gap in unvaccinated individuals in Burundi, by partnering with local health entities such as WHO, to supply vaccines for this growing group. By doubling down on the vaccine efforts, Lavender Company hopes to decrease the mortality rate in children brought on by a Measles outbreak, which can easily be exasperated by outside factors such as malnourishment. As Aaby Samb concluded in a long scale research study, the effects of a Measles vaccine show that a “standard titre measles vaccine seems to be associated with a non-specific, beneficial effect which may have important implications for the planning of immunization programs” (Samb, 1995). By easing the burden brought on by Measles outbreaks with a vaccination program, Lavender Company hopes to lower the cases of Measles outbreaks by its provisions to Burundi’s citizens and their fellow refugees. Generic Project Change Control Methodology Essay

Project Scope Statement

The scope of this project involves Vaccines for All to establish a vaccination program that serves an underdeveloped country specifically, Burundi to decrease MMR infections. Lavender Company is the project management organization (PMO) hired to organize processes to ensure donated materials are allocated, managed, and administered to the children of Burundi in hopes of achieving herd immunity and alleviating financial burdens to the local economy. Phases of this project will include establishing agreements and/or contracted services needed, locations to provide vaccination and management of those services.

Boundaries of this project will be identical to any project not fully funded. Donated vaccines and funds will be necessary to ensure this project is successful. Without the partnership from Merck and other organizations, this vaccine drive will struggle to maintain momentum. The existing political situation of the country and limited resources will continue to be an uphill battle however the aim is to build a sustainable program that produces declining results of infections through value add, and valid data, leading to herd immunity and hope for future children of Burundi.

Deliverables will include documented formal agreements with the Vaccines for All which includes an established location for vaccine delivery, detailed documentation of donated resources, a process for IT or hardwired written documentation to record vaccinations, standard process for progress reports for vaccine administration, an assigned political and environmental liaison, a financial manager, and a contingency plan to ensure project success.Generic Project Change Control Methodology Essay

Project objectives and success criteria

Objectives#

Success criteria

1.Complete groundwork for project

Establish paper and electronic standard of work for documenting vaccination administration by 4/9/21

Establish standard work for delivery and storage of vaccine by 4/16/21

Interview and assign political and environmental liaison by 4/23/21

Interview and assign a financial and supply chain manager to ensure product is maintained and distributed appropriately by 4/30/21

Establish workforce needs by 5/14/21

2.Scope of the project met

Vaccine drive created in multiple locations, infection rates show significant declination, and a sustainable program exists by 2022

3.Project cost

Project completed and is under the proposed budget of 855K by 2022

4. Stakeholder satisfaction met

All requirements for stakeholders and clients are met by the completion of the project in 2022

5. Data achieved to support the development of project

Herd immunity, 96% vaccination for children of Burundi (Zhou et al., 2004).

6.Customer Relationships Maintained

No conflict resulted as of cultural, religious or different ideologies and client has provided a written referral for services by end of project

 

Projectrequirements

  • Must utilize the commercially available MMR II vaccine by Merck
    • cost of 10 pack of 1 dose vials available at $21.71/dose (“Vaccines for Children Program”, 2021)
    • alternative ProQuad, which includes varicella (chickenpox) at $137.52/dose (“Vaccines for Children Program”, 2021)
    • vaccines must be kept at typical refrigeration temperatures (2 – 8℃)
  • Must provide adequate diagnostic criteria to aid community health workers for the diagnosis of measles, mumps, rubella cases:
    • Measles (3 C’s): cough, conjunctivitis, cold-like symptoms, trunk rash (“Measles (Rubeola)”, 2020)
    • Mumps: swelling of parotid salivary glands, fever, antibody tests (“Chapter 9: Mumps, n.d.)
    • Rubella: facial rash, lymph node enlargement (“Rubella (German Measles, Three-Day Measles”, 2020)
  • Need to cooperate with Burundi government and World Health Organization (WHO)
    • WHO oversees vaccination and surveillance efforts in the region
  • Need to provide vaccination against yellow fever, hepatitis A/B, typhoid, cholera, rabies, meningitis, polio, MMR, Tdap, chickenpox, shingles, pneumonia, influenza, and malaria prophylaxis to volunteers/workers (“Burundi Traveler View”, 2020)
    • as well as medical treatment for workers who may become ill from circulating diseases, including malaria. Generic Project Change Control Methodology Essay

Overall project risks

  • Need to provide adequate security to protect workers from anti-vaccination violence, possible threats of terrorism and robbery
    • political and militia violence in neighboring countries
  • Must provide adequate PPE capable of protection against MMR, as well as Ebola virus due to ongoing/persistent threat of Ebola virus
    • Ebola outbreaks in neighboring Democratic Republic of the Congo threatens health and safety of community health workers
  • Economic downturns in sponsor countries may result in lower numbers of donated vaccines available for use
    • as well as funding for workers, supplies, transportation
  • Natural disaster risks to include droughts, floods, and landslides
    • natural disasters greatly increase the risk of epidemics, especially cholera

Milestone schedule

The vaccine drive, in this case, will address MMR (Measles, Mumps, and Rubella) vaccination among children in Burundi, a third-world country. To ensure that the project is successful, there have to be project milestones that will help identify the project’s success and the phase that the project has reached. The milestones in this project will show the progress of the project from the commencement of the project.

The first milestone that will have to achieve before the commencement of the project is research. As the two companies source for funding and donations, they will deploy Burundi teams to conduct research. The research will enable the two organizations to identify Burundi areas with a high prevalence of the diseases that will vaccinate during the vaccine drive. That will enable the two organizations to identify the areas they should start with and those they should concentrate on. It will also enable the organizations to determine the number of people deployed per area and the vaccines that will be needed for the project.

After the research and data collection, the second milestone will be getting the legal permit to continue with the project and advertising in Burundi. That will create awareness about the project, making the country’s residents’ purpose take their children to be vaccinated. While advertising, the organizations will have a schedule that will be followed. Thus, the advertising should be done after the research is conducted.

The third milestone will be shipping the resources needed for the projects, such as the vaccines, coolers, freezers, syringes, and vans used for the vaccine drive. Additionally, the two organizations should secure a location used as an office and a storage facility for the project resources. The organizations will then secure other regional locations where the project will support the resources’ storage depending on the locations that the vaccine drives will conduct.

The fourth milestone will be initiating the vaccine drives in several regions in Burundi concurrently. That will ensure that the project has a broad reach. The data of the children that will be vaccinated will be recorded electronically. That will help identify the number of children that have been vaccinated during the project. It will be a criteria to measure the project’s reach, thus showing the project’s level of success.

           Milestone    Activities      Time frame
           Milestone One  Research   (Feb 2021 – July 2021) Six months
        Milestone Two   Legal permits               (Feb 2021) One month
      Creation of project schedule               (August 2021) Two weeks
       Milestone Three   Acquiring  locations              (July 2021 – August 2021) Two months
  Acquiring resources (Au  (August 2021 – September 2021) Two months
 

Advertising

 (August2021 – July 2022) Twelve months
       Milestone Four  Vaccine drives (October 2021 – July 2022) Ten months

 

Budget or pre-approved financial resources

During the project, the two organizations that are in charge will be required to prepare a budget. The budget will be used to ensure that the project is a success as it will ensure optimal allocation of the financial resources. It will also indicate the expenses that will be incurred during the problem.Generic Project Change Control Methodology Essay

The financial resources needed for the project will be used to incur the costs of advertising, research, acquisition, maintenance, and servicing of vehicles to be used in the vaccine drives, paying the drivers and some healthcare practitioners (those that are not volunteers), covering the accommodation and living costs of the project team, and the purchase of the cooler and freezers to store the vaccines.

 

Particulars Units/ Time Total Cost
Locations 17 for 10 months ( 1 location per province) $100,000
Vehicles ( Toyota land cruiser 110) 20( 1 per location and three additional supply vehicles) $120,000
Freezers 40 ( 2 per location and six in the main location) $20,000
Coolers 100 coolers to be carried in vehicles $4,000
Personnel compensation 100 people for ten months $300,000
Personnel food and accommodation 100 people for ten months $50,000
Vehicle maintenance and servicing   $10,000
Vaccine Inventory 610,000 children

(24 months x 2 doses each = 50,000 doses a month @ $22 each)(Zhou et al., 2004)

(Total Vaccine Cost: $26,400,000)

Merck to donate 50%

Actual Cost $13,200,000

Research   $100,000
Advertising   $50,000
Miscellaneous   $100,000
Total   $27,254,000

Criteria for project approval

Criteria for review or assessment for project deliverables will be based on the quality standards and scope defined in the charter. The Lavender Co. which is the project manager will be responsible to manage all sub-contractor job approvals and ensure that they meet the sponsors criteria. The project sponsor will only be notified for major milestone (Phase) approvals and acceptance. This will ensure that the project is developing as planned and will also allow for minor change management strategies to be implemented without a major impact on the project success. The communication between the customer and the development team is crucial in the delivery of a solution that fits product and market needs . Prior to the project commencement, Merck Foundation, in conjunction with Lavender Co., will seek contributions from supporters, non-governmental and non-profit organizations. The project will be regarded as successful if the above goals are met together with the subsequent standards. Foremost, instigating the vaccine drives in some areas in Burundi simultaneously to guarantee the scheme has a wider stretch. Second, electronic recording of the data pertaining to children being vaccinated. That will help identify the number of children that have been vaccinated during the project. Third, providing a report of any side effects of the vaccines within three days after vaccination. The fourth criteria involves taking down the vaccination campsand last, gathering all belongings from project sites. Generic Project Change Control Methodology Essay

Project Authority

The Lavender Co. is the assigned project manager for Vaccines for All. which is the customer. The table below outlines the authority on using organizational resources. The project sponsor will be the senior lead and holds overall accountability for the project. The project manager will be liable for supervision the project conclusion by the set conclusion date, management of deliverables, and leading and management of the project team. The lead project manager is similarly authorized to directly communicate with community agents and stakeholders after the initial gathering/information sitting has been conducted.

 

 

Change decisions and its impacts Approval level Consulted
Small adaptations of project features Team Project Manager
Changes not exceeding the constraints of the budget, schedule, scope statement, etc. Project Manager Experts, sponsor, change control board
Changes exceeding the constraints of budget, schedule, scope statement, etc. Sponsor or change control board Project Manager, portfolio review board
Continue or cancel project Portfolio review board Project manager, experts, sponsors, change control board

Project manager and authority level

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            Chelsea Conner is the lead project manager for Lavender Co. and will direct and delegate tasks to the project team to conduct the project for Vaccines for All. Chelsea will track the milestones, the budget, host weekly meetings, identify and mitigate project risks, and ensure all the project requirements are met. Should Vaccines for All have any concerns or additional requirements for the project, they will report  directly to Chelsea who will identify the person within Lavender Co. to handle the issue. Any statements of work (SOW) or change orders related to the project will first go through Chelsea. Chelsea will be the authoritative signer of the initial project definition and the completed project report to provide to the sponsor.

Project sponsor or customer and authority level

The Project sponsor for the project is Vaccines for All, and the company representative is the Chief Operating Officer, DanleeEnzler. Danlee will attend the weekly project team meetings for the MMR vaccine initiative for the children of Burundi. Danlee is the authority over the propositions made by Lavender Co., financial approval, and budget management. This includes reporting back to internal project management within Vaccines for All, and guiding Lavender Co. when needed. Danlee will also present updates to Lavender Co. routinely to keep the project up to date and on track. The sponsor has the authority to sign off on the project to begin, any project work scope changes, and sign off on the final completed project. Generic Project Change Control Methodology Essay

References

Aaby, P., Samb, B., Simondon, F., Seck, A. M., Knudsen, K., & Whittle, H. (1995). Non-specific
beneficial effect of measles immunisation: analysis of mortality studies from developing
countries. BMJ (Clinical Research Ed.), 311(7003), 481–485.
https://doi-org.ezproxy.umgc.edu/10.1136/bmj.311.7003.481

CDC. (18 Dec 2020). Burundi Traveler View. Retrieved 9 March 2021 from https://wwwnc.cdc.gov/travel/destinations/traveler/none/burundi

CDC. (5 Nov 2020). Measles (Rubeola). Retrieved 9 March 2021 from https://www.cdc.gov/measles/hcp/index.html

CDC. (n.d.) Chapter 9: Mumps. Retrieved 9 March 2021 from https://www.cdc.gov/vaccines/pubs/surv-manual/chpt09-mumps.pdf

CDC. (31 Dec 2020). Rubella (German Measles, Three-Day Measles). Retrieved 9 March 2021 from https://www.cdc.gov/rubella/hcp.html

CDC. (4 March 2021). Vaccines for Children Program (VFC): CDC Vaccine Price List. Retrieved 9 March 2021 from https://www.cdc.gov/vaccines/programs/vfc/awardees/vaccine-management/price-list/index.html

SanjeetBagcchi. (2020). COVID-19 and measles: double trouble for Burundi. The Lancet

Microbe, 1(2). https://doi-org.ezproxy.umgc.edu/10.1016/S2666-5247(20)30040-9

Zhou, F., Reef, S., Massoudi, M., Papania, M. J., Yusuf, H. R., Bardenheier, B., Zimmerman, L., & McCauley, M. M. (2004). An economic analysis of the current universal 2-dose measles-mumps-rubella vaccination program in the United States. The Journal of Infectious Diseases, 189 Suppl 1, S131–S145. https://doi-org.ezproxy.umgc.edu/10.1086/378987. Generic Project Change Control Methodology Essay

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