PMO

To: Pat Winters

From: Jaime Alicie

Date: November 9, 2017

Re: PM Software Recommendation

Pat:

As you know, we are in the process of starting an EMR implementation project in order to meet

Stage 2 of the meaningful use requirements. We have calculated the team will consist of 97-100

full-time team members. These staff members will be grouped by major healthcare functions –

revenue cycle, inpatient clinicals, and outpatient clincals with each area being further subdivided

into smaller projects.

There will be fourteen separate projects, each having its own project manager with six managers

overseeing the project managers and four directors overseeing the managers. This project is

expected to be the largest non-construction project in our history: the largest in cost, largest in

number of staff members engaged, and the largest in the impact to this organization.

This is why I believe it would be beneficial in investing in project management software. A

project is comprised of 50 to 80% communication and effective lack thereof is the primary

causes for a project failure. Due to the size of this project, communication will be complex,

therefore I am seeking approval to purchase the projectmanager.com software which is

compatible with both PC’s and Mac computers.

This software will give us a customizable project dashboard that will be capable of telling us at a

glance if we are on track. We can also create, monitor, and share our project plans online with

multiple views so that as the teams work on tasks, the project plans update automatically in real

time. It also has an easy to use task management system so individuals can see what they need to

accomplish on the daily task list. This software has the ability to export status reports into

Microsoft Word, Excel or PDF format. With a complete time tracking system, time sheets can be

auto-filled making this task fast and easy. The best part is the ability to manage the team, tasks

and multiple projects at once. With this one program, the teams will not need to spend

unnecessary time looking for files or reports because they will be all in one place.

I will need to contact the company to get pricing for a group of this size but a size of 20 users is

$25 per user/month. We would be considered an enterprise with 50+ users so contact will need to

be made for exact pricing. We get free file storage, free guess logins, and unlimited projects with

this program.

I also looked into Microsoft Project. Just the pricing for this software turned me away as its

$1159.99 for 1 pc and only works with Windows. They do have an online component as well so

that we can all see the progress in real time with an additional cost of $12.50 per user with an

annual commitment.

Microsoft Project seems to be a good program but more for a single project manager use. It has

the same features as projectmanager.com but doesn’t have the easy interface with multiple users.

This project, as stated, has fourteen separate projects with as many project managers, six

managers overseeing the project managers, and four directors overseeing the managers. The

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users would also include myself, the program manager, the PMO and his staff, and

communication manager.

Even at a cost of $25 per user/month and the benefit that it can handle multiple projects at once

with easy user interface makes projectmanager.com the right choice for this size of project. It’s

the solution for not only staying organized but also communication which is a primary concern

with project of this size.