Project Proposal - 1 -

Project Proposal Paper

Background and Statement of Need:
Our team has decided to conduct a joint meeting concerning the merger of two
organizations to solicit ideas from the new staff and retained staff for a seamless
Project Proposal - 2 -
transition !urrentl" the organization in #uestion is struggling to co$er their %udgeted
costs %ecause of the recent increases in demand& declines in accounts recei$a%le& changes
in healthcare& and the o$erall cost of keeping a thri$ing %usiness afloat in trou%led
economic times 'he current organization is a hospital and health care is e(periencing
rough times in this economic situation ) pri$ate owner is %u"ing their wa" in& to aid in
this financial distress and along with the mone" the" are %ringing new staff
'he project team will gather information to %egin planning the joint meeting *t is
important to consider all $aria%les to ha$e a successful outcome 'he organization will
%enefit from such a meeting in that e$er"one in$ol$ed will %e e#uall" of all aspects of the
merger 'he team considers communication to %e a ke" component especiall" in a
merger situation +inding a central location will ease costs& tension& anticipation& and
help to promote the producti$it" of %oth organizations coming together to make one
Project Stakeholders:
*n e$er" project there is a stakeholder ) stakeholder can %e indi$iduals or
organizations who are either fa$ora%l" or unfa$ora%l" affected %" a project and its
outcome +or the sake of this merger the stakeholders would %e the owners& all
emplo"ees including management and an" union personnel& customers,patients&
suppliers& local& state and federal go$ernments& the pu%lic& all shareholders& creditors& and
financial institutions -.erzner& 2//01 2$er" organization& whether pri$atel" owned or
corporate& has stakeholders as e$er"one in$ol$ed falls within the definition of one
3ith concern to the meeting %eing conducted our team must answer to senior
management to %e careful that no portion is o$erlooked *n order for the meeting to %e
producti$e for the merger& pa"ing attention to detail will ensure the team that senior
Project Proposal - 4 -
management will %e pleased with the outcome 'he location& time& agenda& refreshments&
tra$el arrangements for ke"note speakers and upper management personnel& along with
accommodations for those indi$iduals are ke" factors that need to %e determined 'he
de$elopment of a sur$e" for all indi$iduals in$ol$ed and the content of what is to %e
communicated will %e taken into consideration in the planning stages of the meeting 'he
purpose of the meeting will con$e" to %oth organizations how $alued e$er" stakeholder is
in a merger
Project 5oals:
) project ending in success depends on the #ualit" and timeliness of all the
deli$era%les 'he primar" task of this project is to understand the organization6s goals&
and the" need to %e determined when deciding on wh" the project is %eing done 'he
goals of this merger meeting are to make sure e$er"one in the new and current
organization is satisfied and willing to work together )s stated pre$iousl" the hospital
has fallen onto a financial hardship and this merger is supposed to help ) main goal is to
sta" within the project %udget while satisf"ing all of the needs Some of the needs are
sta"ing within %udget with little or no contingenc" while arranging for meeting location&
tra$el plans& introductions of new emplo"ees to current emplo"ees& and ha$ing the a%ilit"
to effecti$el" e(press that e$er"one in the organization is working toward the same goal
Sta"ing within the %udget and completing all tasks within a timel" fashion is $er"
important 7aking sure that all of the project plans are met accordingl" is another
important goal 'he success of this project will %e dependent on the planning and the
wa" the plans are %eing carried out Satisf"ing all the stakeholders will not onl" help the
organization %ut also the emplo"ees and patients
Project Proposal - 8 -
'ime:
5i$en the importance of this meeting on all aspects& the project team must
determine the appropriate to time to hold this meeting *t is prefera%le to time this
meeting prior to the date of merger 'iming will ensure that on opening da"& all
stakeholders are on one accord 'he first step is to allow enough time to %udget& split out
the assignments& and %eing to recei$e cost estimates 'his project will %e done with haste
as the merger is eminent 'he project team has decided that it will take at least& 9/ da"s
from toda"& to schedule and %ook e$er" aspect of the meeting
Budget:
'he %udget of a project is one of the most important details 7an" projects re#uire a
contingenc" cost )lthough the project team has outlined some e(pected costs %elow&
the" are aware of circumstances in which more funds will %e re#uired 'he hospital is
taking part in this merger %ecause of their current economic status so although the project
is a necessit"& it will %e performed with a smaller %udget then e(pected 'he team
%elie$es that keeping the guest list down to immediate stakeholders will %e a necessit"
Printing !osts -agenda& merger details& sur$e"1 - :1;//
'ra$el !osts -including flights& hotel& per diem and transportation1 - :8///
+acilit" <ental -including setup and clean-up1 - :2;//
<efreshments - :;//
)= 2#uipment <ental and Setup - :1///
Project Performance:
Project Proposal - ; -
Project performance can %e measured using $arious resources >'he sum total of
the deli$era%les as well as other uni#ue post project outla"s are referred to %" the project
management term output? -P7.& 2/1/1 'he main outputs for this specific merger are to
ensure that the project is planned successfull" and that the planning addresses the goals&
time& and %udget that the project team %elie$es is re#uired One of the outputs will %e to
ha$e all new and current staff mem%ers fill out a sur$e" regarding the changes the"
would like to see happen with the new ownership )nother large consideration is the
project %udget 'he %udget will ha$e to %e detailed %ecause the hospital is struggling and
there are no e(tra funds at this une(pected time Se$eral e(penses will %e incurred such
as tra$el and catering 'ime is "et another output %ecause the new owners want this
merger meeting to happen within 9/ da"s 'he stakeholders ha$e %een identified and
another output will %e to prepare the stakeholders at the meeting with a report that
e(plains all the e(pected changes with the merger 2ach task that needs to %e completed
to make this meeting a success must %e completed at 1//@ or a%o$e Because this
meeting is pro%a%l" the most important meeting for the organization in its present-da"& it
must %e held at its %est ) num%er of tasks need to %e accomplished& and man" of these
tasks are done e$er" da" %" team mem%ers on the project committee Some of the
deli$era%les for the success of our project or rather& meeting& include:
Decide on a Date- Aecide if the meeting will %e one da" or multiple *t t"picall"
takes longer than one da" for stakeholder meetings to %e producti$e 7ake sure
all of the e(ecuti$es are a$aila%le on that date-s1& then work done to all le$els of
management staff in$ol$ed in the meeting
Project Proposal - 0 -
Select a location- 5et estimates and %egin negotiations 'he meeting should take
place in the same hotel as where some of the staff will %e lodging
Ensure travel arrangements for the Executives- 3ork closel" with the
2(ecuti$e )ssistants Be sure to keep them in the loop of the meeting
arrangements
Meals- Find local caterers if needed - Ba$ing the meeting at the hotel in which
the 2(ecs will %e lodging is fa$ora%le %ecause meals& lodging and conference
room arrangements can %e facilitated with onl" one compan"& the hotel
Develop topics to be presented -3ork with the e(ecuti$es and the staff who will
%e merging to get ideas on hot topics& current accomplishments& milestones& and
the future of the compan" as a new 7an" times it is %est to ha$e the !2O of the
organization present some of the topics *t is prefera%le that those with e(pertise
on certain topics %e the spokesperson for that area of the meeting
Develop a survey to gather employee support of the merger - 7anagement
wants the staff to %e in good spirits %ecause ha$ing a content staff will help with
production Pro$iding a sur$e" to the emplo"ees gi$es them an opportunit" to
share their opinions
'he project performance thus far has ended up %eing successful %ecause all of the
planning outputs were addressed and the project was split up into teams and each team
has agreed to take responsi%ilit" for addressing a certain area of the project 'he tra$el
%udget and arrangements are planned to %e made immediatel" after the location is
chosen 'he team has alread" %egun to get cost estimates for the catering 2ach part of
the project is %eing identified and %udgeted for
Project Proposal - C -
Project Scope:
'he following items will %e completed for the hospital and healthcare agenc"
merger meeting: secure a facilit" with a 1/// person capacit" at a minimum& secure
tra$el arrangements for the top two e(ecuti$es in each compan"& secure a caterer to
pro$ide refreshments for the attendees& de$elopment of a sur$e" to capture stakeholder
moral regarding the merger& ha$e printed agendas and meeting materials& determine the
areas of concern from the stakeholder %ase and deli$er to the e(ecuti$es for presentation
preparation& ta%ulate results of the sur$e"s and deli$er to the compan" e(ecuti$es&
prepare a transcript of the recorded DE ) session and deli$er to the compan" e(ecuti$es
Project Summary:
*n conclusion 'eam ! has come up with a proposed plan to conduct a joint
meeting concerning the merger of two organizations to solicit ideas from the new staff
and retained staff for the hospital B" looking at se$eral points such as the %ack ground
and statement of need& project stakeholders& project goals in terms of triple constraint&
time& %udget& project performance& and project scope will ensure a detail report that will
educate the stakeholders in the meeting& where the idea of merging the two organizations
together 'he stakeholder roles are to affect the project in different wa"s %" the project
and its outcome 'he purpose of the meeting is to answer an" #uestions and also gi$e a
detailed plan to the senior management +irst the meeting needs to %e set up& a few
important ke" points to include is the location& time& agenda& refreshments& tra$el
arrangements for ke"note speakers and upper management personnel& along with
accommodations for those indi$iduals 'he primar" task of this project is to understand
the organization6s goals& sta" within %udget& and introduce all new staff 'he project will
Project Proposal - F -
take 9/ da"s to complete& and the project has to ha$e a detailed %udget plan that needs to
%e followed Se$eral e(penses will %e incurred such as tra$el and catering 'o make this
project a success& the meeting will focus on& deciding if the meeting will %e one da" or
multiple da"s& selecting a location& ensuring tra$el arrangements for the e(ecuti$es&
meals& which include -finding local caterers if needed1& de$eloping topics to %e presented&
and last de$eloping a sur$e" to gather emplo"ee support of the merger +ollowing these
steps will ensure the project will ha$e a successful outcome %ecause all of the planning
outputs are %eing addressed and the project has %een split up into teamsG each team has
agreed to take responsi%ilit" for addressing a certain area of the project
<eferences
Project Proposal - 9 -
.erzner& B -2//01 Project 7anagement: ) S"stems )pproach to Planning&
Scheduling& and !ontrolling <etrie$ed from r2esource at HOP data%ase on
7arch 20& 2/1/
Project 7anagement .nowledge& -2/1/1 <etrie$ed on 7arch 2F& 2/1/ from:
http:,,wwwproject-management-knowledgecom,definitions,o,output,
Aeri$e Project Outputs& 2/1/ <etrie$ed on 7arch 2F& 2/1/ from:
http:,,%orup%workscom,Aeri$eIprojectIoutputs