Running head: HEALTH AND FITNESS 1

Health and Fitness Project Plan

Week 5 Final

Eric Fonseca

EDU 433 Project Management for Instructional Design

Instructor Dr. Elizabeth Forgione-Barkas

June 5th, 2017

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Health and Fitness Project Plan

Proper planning is vital to the implementation and success of a project that meets the

needs of the project sponsors and customers. Westland (2007) states A project is a unique

endeavour to produce a set of deliverables within clearly specified time, cost and quality

constraints (p. 2). This statement identifies that projects must be systematically and carefully

considered before their delivery to meet the constraints. Examining the resources, finances,

quality, risk, acceptance, communication, and procurement allows a Project Manager to maintain

control of the project and ensure that major milestones are being met. These criteria will be

examined for utilization for a new health and fitness program to be provided to consumers of a

health insurance company, to ensure the project meets the companys goals and the customer's

satisfaction. Following these guidelines assures that the project will meet the project sponsors

specifications and provide a completed project that meets the goals and saves the company

money.

Project Overview, Need, and Goals

The Health and Fitness Program will be implementing an outbound call group that will

provide information to health insurance customers. The company has determined that providing

information on healthy eating, living, and fitness to customers can produce cost savings by

lowering the number of times customers are admitted to the hospital or visit their doctors.

Hospital and doctors office visits require payment from the insurance company and by lowering

these visits the company will save money in claims payments. The project will include training

for employees on health terminology, healthy eating, stress management, and exercise

information that will be provided to the customers. These employees will be training in a

blended environment including computer-based training modules and online web-conferences.

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These individuals will be located throughout the United States and will be working from home.

The project will begin July 1st, 2017 and closure is scheduled for November 1st, 2017.

Resource Plan

The first item that will be addressed after identifying the business need and goals will be

to determine the resources necessary to ensure the project is managed efficiently. Westland

(2007) states A resource is defined as the labour, equipment and materials used to complete

each activity in the project (p. 65). The first resource identified will be the project team. The

team will consist of a project manager who is responsible for ensuring deadline, equipment, cost,

and quality are delivered per the project sponsors agreement. An Instructional Designer will be

responsible for analysis, design, development and evaluation of instructional material that meets

the goals of the project. A Department Manager will be responsible for hiring employees,

ordering equipment, and assisting the learners during training to ensure they are meeting the

learning outcomes. A Subject Matter Expert will provide the instructional designer with the

health and fitness information for instruction and assist with any additional questions project

team members may have. Finally, an Employee Trainer will be responsible for the

implementation of instruction.

Next, equipment and materials are identified that will be needed for project completion.

It will be necessary for the trainees to receive computers, desks, and training materials for the

scheduled training. These items will be obtained from an external supplier. The equipment and

desks will be utilized by staff throughout the training and will continue to be used after training

has concluded. The computers must be able to run the health application the trainees are

utilizing and must come with peripheral items such as a monitor, mouse, and keyboard. The

training materials will include stationary, highlighters, pens, and pencils. These items will only
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be provided during the training phase of the project. All equipment and materials must arrive

before the implementation of employee training.

Labor Summary
Project Manager Responsible for ensuring deadline,
equipment, cost, and quality are delivered per
the project sponsors agreement
Instructional Designer Responsible for analysis, design, development
and evaluation of instructional material that
meets the goals of the project
Department Manager Responsible for hiring employees, ordering
equipment, and assisting the learners during
training to ensure they are meeting the
learning outcomes
Subject Matter Expert Provide the instructional designer with the
health and fitness information for instruction
and assist with any additional questions
project team members may have
Equipment and Materials Summary
Computers Utilized by staff throughout the training and
will continue to be used after training has
concluded
Office Desks Utilized by staff throughout the training and
will continue to be used after training has
concluded
Office Chairs Utilized by staff throughout the training and
will continue to be used after training has
concluded
Stationary, highlighters, pens, and pencils Provided during the training phase of the
project

Financial Plan

The financial plan outlines the expenses that will be incurred during the project. These

costs include labor, equipment, materials, administration fees, and contingency funds. The labor

costs will be determined by the project team members. Equipment and materials are listed out

per unit. Legal fees will be incurred to manage any issues with the supplier as well as establish

trademarks and copyrights to the company program deliverables. There are also contingency

funds set up for any expenses that are unforeseen. The only identified risk is that the supplier
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may not be able to provide the necessary equipment at the desired cost, which the contingency

would cover. The following table illustrates the financial plan for the project:

Labor Cost
Project Manager $70,000 annually
Instructional Designer $65,000 annually
Department Manager $50,000 annually
Subject Matter Expert $10,000 flat fee for duration of the project
Equipment and Materials Cost Per Unit
Computers $600
Office Desks $200
Office Chairs $100
Stationary, highlighters, pens, and pencils $25
Administration Fees Cost per hour
Legal fees $250
Contingency Fund
Unforeseen expenses $5,000

Quality Plan

Maintaining quality in a project is important to ensure that the milestones and stakeholder

goals are met to their fullest potential. Cirina, Cirina, and Constanta Radulescu (2013) Identify

Quality management in projects applies from the initiation of the project, project processes,

project results, project management, at the end of the project (p.43). This quote shows that

quality is not important only at the end of the project but in all phases of the process. The first

step in determining quality is to define what quality means to the project. Quality for the Health

and Fitness Program will be defined as Project milestones and deliverables meeting the project

sponsors satisfaction and specifications.

It is important to ensure that the customer specifications are identified to measure the

quality of the deliverables correctly. This process is done through the identification of quality

targets for each deliverable, quality assurance, and quality control standards. Quality Assurance

(QA) is preventative measures to eliminate variances in the quality based on the quality targets
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(Westland, 2007, p. 75). The Project Sponsor has identified that the project team must have the

project completed on time, within budget, and deliverables must be reviewed continuously

throughout the project to ensure there are no delays or additional issues. The staff that is

qualified to manage the project will be identified and recruited. Additionally, a quality meeting

will be conducted on a bi-weekly basis to ensure that the project is on track and meeting

customer specifications.

Additionally, Quality Control (QC) is defined as the curative steps taken to eliminate

any variances in the quality of the deliverable produced from the quality targets set (Westland,

2007, p. 77). One of the ways quality control will be implemented will be requiring peer reviews

of deliverables to increase the level of quality by having additional monitoring of the

deliverables. Also, phase reviews will be conducted by the entire project team that will allow for

consideration of each project milestone and gain approval from the project sponsor.

Technique Description Frequency

Obtain skilled staff Staff will have a minimum of Upon project start date
three years experience in
similar projects

Quality Meeting Team members will review Bi-weekly

deliverables and evaluate them
based on the quality standards
identified by the sponsor
Peer Reviews Deliverables will be reviewed Bi-weekly
by a peer of the same expertise
and a report will be provided
Phase Reviews A review of all deliverables After each milestone has
will be completed by the been reached.
entire project team at each
milestone

Risk Plan
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Identifying risks is imperative to a project plan as they may hinder the goal and quality of

the project. According to Petit (as cited in Teller, Kock, & Gemnden, 2014), project risk

management enables an organization to limit the negative impact of uncertain events and/or to

reduce the probability of these negative events materializing, while simultaneously aiming to

capture opportunities (p. 68). Many risks may affect the outcome of a project, and they vary

based on the goal. This risk may also be scored based on the significance they have if occurring

in the project. The risk impact score identified for this project will be from 10 to 100 with 10

being a low risk and 100 being a significant risk. The risks will also need to be evaluated for

ways that the risk can be minimized during the project. The Health and Fitness Project will have

a detailed risk plan that is adhered to and will be as follows:

Risk Category Risk Description Risk Impact Score and

notes
Customer Requirements The requirements do not 20
clearly allow for quality The requirements are
review clear, but clarification
The requirements are may be needed
unable to be measured for throughout the project.
attainment
The requirements are vague
making the goal of the
project unclear
Schedule The schedule may not 50
allow enough time for Project team meetings
completion of milestones will allow to monitor
An appropriate timeline is milestone progress and
not created a comprehensive
timeline will be created.

Budget The project budget does not 30

cover the needed expenses Preliminary review of
Expenses are found that are cost per unit identifies
not part of the financial that budget is on track.
plan Contingency fund is
available if needed.
Deliverables All deliverables are not 70
accounted for Project team meeting
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Deliverables do not meet will ensure deliverables

the quality standards are meeting their goal.
identified Additional staff are
available to assist if
needed.
Issues Project issues are not 50
identified and accounted Quality and change
for and change requests are meetings will address
not submitted issues and assess
Issues add time to response as needed.
deliverables created a risk
to the schedule
Supplier Supplier is unable to 10
provide the needed Preliminary review
equipment suggest suppliers will
Supplier is able to provide be able to provide the
equipment, but not to the needed items, review
specifications needed. will be completed as
needed.
Resources Staff are unable to 30
complete their duties due to A thorough review of
lack of skills staff will be completed
Inadequate amount of staff and backup assistance
to complete deliverables will be identified.
An adequate amount of Equipment and
equipment and materials materials will be over
are not provided ordered to ensure there
are enough.

Acceptance Plan

The acceptance plan allows the deliverables to be reviewed and accepted by the project

sponsor as agreed upon during the project planning. Westland (2007) finds The acceptance plan

is referred to throughout the execution phase as it is used to confirm that each deliverable

produced is complete and ready for customer acceptance (p. 84). The definition used for the

Health and Fitness Project will be The approval of milestones and deliverables by the project

sponsor that meet the specifications and goals defined. These milestones will be completed in

the order in which they are listed and will be scheduled on the project timeline. Risks must also
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be identified and reviewed which are covered under the risk plan for customer requirements.

The first item that must be identified are the project milestones and deliverables to be accepted.

Milestone Deliverable criteria

Determine the goal and scope of the project
Identify the project team and qualified
participants
Assign team roles and responsibilities
Create financial plan and identify budget
Identify quality variables and review quality of
deliverables
Identify project risks and solutions
Communication plan created
Identify the hardware suppliers
Analyze learners and learning environment
Begin creation of training material
Review completed materials with sponsor and
Gain acceptance
Provide field testing and pilot to ensure project
readiness
Finalize and close project for roll-out
Business Case constructed
Provide a list of recipients and their
qualifications and select team members and
alternates
Identify team members and their roles and
responsibilities
Identify budget and potential cost for the
project
Quality Assurance and Control Plan created
by quality team
A detailed risk report and potential solutions
will be presented to the quality team and
sponsor
Create a schedule for team meetings and
reviews
Locate suppliers and equipment cost and
identify the most suitable
Complete Analysis document according to
the ADDIE model and provide a report to
the project manager
Identify goals, objectives, and activities to
be included in instruction and begin design
of instructional materials
Review deliverables of all major milestones
with the project sponsor and gain
acceptance if they meet the expectations
Perform testing of instruction and revise
instructional materials if needed
Close the project after completion and hand
over all deliverables to the project sponsor

Communications Plan

A communication plan will then be completed to ensure that the project team is providing

progress reports on milestones of the project. The communications plan will include events,

purpose, and frequency and make sure that there are regular progress reports toward completion

of milestones. Communication is important in a project as it allows there to be a clear

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understanding of progress, risks, and achievements toward completion. Ziek and Anderson

(2015) find that communication is a competency of effective project managers or a factor to the

success of the project (p. 799). To limit the issues that arise during a project a communication

plan is needed. The communications plan will be as follows:

Event Description Purpose Frequency

Project team Meeting will involve To keep the team and Weekly by Webinar
meetings all team members project sponsor
and the project informed of the status
sponsor to share and risks and any
progress toward changes needing to
milestone completion be made to the
project
Procurement and Meeting will involve To identify the Every other week
Resource Meeting the department external supplier and by phone
manager and the order equipment for
project manager training and ensure it
regarding the remains within
procurement of budget
equipment needed for
employee training
Instructional design Meeting between To identify goals, Weekly by webinar
and material creation instructional objectives, and
meeting designer, subject activities associated
matter expert with the instruction
of new employees
and create training
materials
Risk and change Meetings between All To identify risks and Weekly as needed
approval meetings team members who find solutions to by phone
have risks or change issues and approve
requests changes to the project
Quality Meeting Meetings between all To update on quality Bi-weekly by
project team issues and status and webinar
members to review QA and QC
communicate quality
to the sponsor
Customer acceptance Held with all team Hand over to the After all milestones
Meeting members and the project sponsor after are met as needed
project sponsor to review of major
gain acceptance of milestones and
the project deliverables
deliverables
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Procurement Plan

Procurement entails the acquisition of equipment and materials from external vendors by

identifying a supplier who provides the desired items at the most competitive price. A review of

available suppliers, a list of procurement items, requirements, timeframe, and budget must all be

considered when identifying a suitable provider for the project. These materials must all be

ordered and received before the project completion so employees can attend training starting

November 1st, 2017. Any deviation from the listed prices presents a risk that must be addressed

with the project team. A Request for Information was received from several suppliers, and it has

been determined that the selected providers offer the best product for the lowest price. The

supplier has agreed to the term of the project and assumed responsibility for any issues that arise

from their lack of compliance with the agreement. These items are necessary for the new

employed staff to be able to attend the online training session. The following table provides an

overview of the procurement specifications for this project:

Supplier Requirements Price per unit

Insight Computer Supply Intel PC model 2500 $600
17in Monitor
Mouse, Keyboard
Comfort Commercial Office desk and ergonomic $300
Furniture chair
Main Street Office Supply Training materials (stationary, $25
highlighter, pens)

Conclusion

Certainly, proper planning is vital to the implementation and success of a project that

meets the needs of the project sponsors and customers. Examining the resources, finances,

quality, risk, acceptance, communication, and procurement allows a Project Manager to maintain
HEALTH AND FITNESS 12

control of the project and ensure that major milestones are being met. These criteria were

examined and how they will be utilized for a new health and fitness program to be provided to

consumers of a health insurance company to ensure the project meets the companys goals and

the customer's satisfaction. Following these guidelines assures that the project will meet the

project sponsors specifications and provide a completed project that meets the goals and saves

the company money.

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References

Cirina, L. M., Cirina, D., & Constanta Radulescu, C. (2013). Quality management in projects -

Establish the quality objectives of the project. Fiability & Durability / Fiabilitate Si

Durabilitate, 12(2), 42-46.

Teller, J., Kock, A., & Gemnden, H. G. (2014). Risk Management in Project Portfolios Is More

Than Managing Project Risks: A Contingency Perspective on Risk Management. Project

Management Journal, 45(4), 67-80. doi:10.1002/pmj.21431

Westland, J. (2007). The project management life cycle: A complete step-by-step methodology

for initiating, planning, executing & closing a project successfully. Philadelphia, PA:

Kogan Page, Ltd.

Ziek, P., & Anderson, J. D. (2015). Communication, dialogue and project

management. International Journal of Managing Projects in Business, 8(4), 788-803.

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