Chapter 5 Case: Friendly Assisted Living Facility Project Program Plan -5

Questions 1, 2, 3, & 5.

Note:You can skip Q4 which requires the development of a marketing plan implementation gantt chart. There is an error in the text between editions that makes this work confusing.

C A S E Friendly Assisted Living Facility together at determining the steps and the associated costs Program Plan-5 of the program. The CFO presented the program budget first, and then project team members presented their draft The steering team meeting held August 31 went quite project plans. well. Fred felt that his team members had worked well The COO presented the following project plan: ID Task Name Duration Predecessors Resource Names Operational Implementation Plan Management/Organization structure 87 days CFO, Legal, VP Mktg Recruit & hire Executive Director 17.4 wks Splient 4 Interior design issues decided (furnishings, etc.) 20 days COO 5 Determine what was provided with lease and what was 2 wks furnished in some units Determine budget for interior 10 days Carpet and wall finish determined 2 wks 59 8 Furniture and room layout 2 wks 59 9 Facility and equipment needs defined 4 wks COO 10 Staffing determined 2 wks COO, Dr. Link 11 Office space for physicians 4 wks Dr. Link 12 Medical staffing needs determined & Director appointed 4 wks Dr. Link 13 Food service 45 days 14 Menus selected 8 wks 15 Waiting and service staffing needs determined 4 wks 16 Additional equipment needs 4 wks 68FS-3wks 17 Telecommunications services 45 days 18 Investigate phone service options 45 days Chief Engineer 19 Certification/Accreditation requirements 42 days 20 Investigate requirements & timing of applicants with Dept. O days Legal of Health to open facility 21 Develop clinical and operational quality monitoring systems O days 22 Develop financial systems (billing, etc.) 6 wks CFO Human resources 79 days HR Director 24 Work force management recommendations 6 wks HR Director Project plan for recruitment developed 2 wks 78 26 Policies and procedures developed 60 days 27 Obtain 'samples' of assisted living policies & procedures 4 wks Legal from other institutions 28 Investigate assisted living laws proposed in other states/ 12 wks Legal federal 29 Technology & information systems 344 days CIO 30 Develop plan for technology access for residents (TV, 3 wks Cable, PC's) 31 Investigate software/technology options for residents 12 wks CIOCASE . 181 The Chief Legal Counsel for the medical center pre- team when it became apparent that there were significant sented his project plan. Fred had asked him to join the compliance and legal issues associated with this project. ID Task Name Duration Predecessors Resource Names Legal and Licensing Requirements 154 days Research licensing requirements for residential care facility 38 days Legal Uniform accessibility standard compliance (# hndep 2 wks accessible beds) Investigate law firm and outline services 4 wks Prepare project plan for license 2 wks 39 File license-by opening date 0 days 40 Curb-cut approval from county (access to County Rd.) 53 days Legal Investigate corporate structure for assisted living 1 15 days Legal, CFO 9 Determine Board of Trustee membership 3 wk 10 Appoint Board of Trustees 4 wks 44 11 Prepare draft Code of Regulation 4 wks 45 12 Prepare document and filing of governance structure 12 wk 46 13 Draft service agreement with Friendly Medical Center for 4 wks 47 Legal services provided 14 Lease issues 110 days 48 Legal 15 Research Long Term Care insurance requirements 12 wks 16 Facility "rules" defined (i.e., smoking, firearms, pets, 4 wks 50 financial planning) 17 Spell out changes for residents in moving from "light" to 6 wks "heavy" assisted 18 Lease template prepared 6 wks 52, 50, 51 19 Review all marketing materials for compliance 154 days Legal The Vice President of Marketing presented her project marketing plan implementation to be able to meet the plan and stated that she and her staff were responsible occupancy requirements at start-up. She restated that her for every step in the plan. She was still working with her team must have this lead time to the completion of the staff to determine who does what. The Marketing VP construction and furnishing phase of the Program. made it clear to the team that she needed 5 months for the ID Task Name Duration Predecessors Marketing 270 days 2 Community mailing about construction project 0 days 3 Initial informational meetings 16 days 4 Friendly Medical Center volunteers 1 day 5 Community groups 4 days 6 Friendly Medical Center staff (all shifts) 3 days 7 Presentation prepared for Speaker's Bureau 0 days 88 Provide updates to community 0 days 92 9 Inquiry log established 0 days 88 10 Groundbreaking ceremony-during National Hospital Week 0 days 11 Marketing plan developed and implemented 180 days 12 PR firm contracted 4 wks Marketing plan developed 8 wks 97 14 Determine name and signage for facility 0 days 98 15 Hire Marketing Director 4 wks 98 16 Marketing plan ready to implement 0 days 98, 100 17 Implementation of marketing plan-5 months before facility ready, then ongoing 20 wks 101182 . CHAPTER 5 / SCHEDULING THE PROJECT As Fred was explaining that the next job of the group project plan for construction of the facility. He also added was to complete a final version of all project plans and firm that he had a major scheduling issue to bring to the team up the schedule of the Program, the Construction Project The Construction Project Manager presented the follow- Manager stated that it was his turn to present his broad ing broad project plan for facility construction. ID Task Name Duration Predecessors Construction & Furnishing 369 days Facility construction 329 days Phase 1 - Foundation & excavation (basement/Ist floor slab) 95 days Phase 2 - Structure (steel/framing) 113 days 3FS-60 days Phase 3 - Enclosure (masonry/windows/roof) 134 days Phase 4 - Interiors (drywall/ceiling/flooring/case goods) 234 days First 45 (light assisted) units ready to prepare for occupancy O days 6FS-5 wks First 45 units ready for residents 8 wks 7 Remaining 57 units (light & heavy) ready to prepare for occupancy 0 days 10 Construction complete 0 days 11 Building ready for residents 8 wks 10 The construction PM proceeded to explain that the November, the estimated project duration would be scheduling constraints that the Board of Trustees gave the increased by 1 to 2 months, during which time some con- team were not feasible. The Board wanted construction to struction crewmen would have to be paid, thereby increas begin immediately after the elections in November and to ing the building cost. be ready for occupants by June. The contractor did not The PM recommended that construction begin in want to begin the project at the beginning of winter. The February or March of the following year, which would give first phases of the project plan detailed work that needed the facility a shorter build time and a lower cost. The to be completed outside. If the weather was bad, the con- budget and project duration submitted were based on a struction PM knew the schedule would be affected. The March 1 start date. He stated that the construction phase construction project manager also pointed out that the of the project did not need to hold up the other members schedule created by the contractor was designed around a of the Program team-they could begin their work on 40-hour, 5-day workweek. If the building project began in their projects anytime. QUESTIONS 1. Draw a Gantt chart for the construction phase of the . Develop a Gantt Chart of the Marketing Plan and program. What is the completion date if construction Implementation Phase of the Program. Determine the starts in March? What is the completion date of the start date of the Marketing Plan project in order to meet project if construction is started in November? your recommended facility ready for occupancy date. 2. Why is it not possible to meet the scheduling con- 5. What is the next step the team members must take in straints set by the Board? What is your recommenda order to complete their project plans? tion to handle the scheduling problem? 3. When will the program be completed based on your recommendation