RISING THE AWARENESS OF BREAST CANCER AND THE

IMPORTANCE OF WOMEN’S HEALTH

PROJECT CHARTER

Event Manager: Zorka Milojevic | 19713410

Date Issued: 15 September 2020

Project Sponsor: Koort Foundation

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Scope Overview

This project will essentially contribute October, Australia’s Breas Cancer Awareness Month. The idea is
to make an event in a form of 3-day workshop that will encourage all interested people who decide to
participate, to check on their health on a regular basis. Professionals will be talking about Breast Cancer,
Skin Cancer (Melanomas) and Varicose Veins in order to educate not only women present at the
workshop, but everyone else who wants to know more about these subjects as well.

Moreover, the project will also contribute the relationship between our Hospital’s employees as
everyone will be concentrated on reaching the same goal – improving people’s health and rising the
awareness of Breast Cancer.

The event will be implemented during the second week in October 2020. It will welcome all people
interested init. The workshop will be allocated in a hospital owned by Koort Foundation – Koort
Medicare Private Hospital. Parking and food will be provided so the people participating feel welcome
and comfortable.

Business Case

The purpose of this project is to increase awareness of Breast Cancer and other diseases such as Skin
Cancer (Melanomas) and Varicose Veins among our society. The reason for this is increased number of
hardly or even non-treatable late stage detected disease cases. In order to decrease this number, our
goal is to educate primarily women, and then everyone else, about this crucial subject.

Luckily, our society has been working hard on this and survival rate in Australia has improved with 89
out of every 100 women diagnosed with invasive breast cancer, manage to survive 5 or more years
beyond diagnosis (Cancer Australia, 2020).

Background

Koort Medicare Private Hospital (KMPH) is a healthcare institution owned by Koort Foundation (KF). It is
allocated in North West part of Tasmania and provides highly professional healthcare services. The
name of the Foundation and Hospital (“Koort”) itself basically symbolizes “Two hearts together” on
Aboriginal Language.

The facility is open 24/7 every day in a year. It is well-equipped institution with professional staff that
are more that committed to all of our patients. Patient’s health, safety and comfort is our number one
priority. We have been working on improving health of all of our patients and rising collective awareness
of importance of human’s health. We will keep doing what we do the best – taking care of people and
providing a medicare.

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Milestone Schedule and Deliverables
Milestone Completion Stakeholder Acceptance Criteria
Date

Current State:

Increased number of hardly treatable/non-

treatable late stage detected disease cases

Finish needs assessment 14 August 2020 Project Manager Acknowledging a

requirements list from
Project Team KMPH the sponsor/signing of
project charter by the
team members

Acknowledge Marketing strategies 17 August 2020 Project Manager Event Advertised on the
relevant platforms
Marketing Specialist

Team Members
KMPH

Advertise Event at the local 21 August 2020 Marketing Specialist Deliver the marketing
educational institutions and material at the relevant
businesses locations

Book a room 21 August 2020 Project Manager Room booked 7 weeks

in advance
Hospital CEO

Assign professional healthcare staff 8 September Project Manager Healthcare staff booked
for providing the post-workshop 2020 for the post-workshop
Healthcare staff
consultations consultations

Confirm a rough number of people 24 September Project Manager Confirmed a rough

interested in the event 2020 number of people
Marketing Specialist
interested from all
Team Members platforms and locations
KMPH where the event has
been advertised

Select the relevant hardware 15 September IT/IS Specialist IT Specialist

2020 acknowledge the
Project Manager needed hardware, in an

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 Team Members agreement with the
KMPH other team members

Finalize planning the weekend 5 October 2020 Project Manager The final meeting of the
schedule stakeholders, prior the
Project Sponsor (KF) event’s implementation
Team Members
KMPH

Set-up for event 7-8 October Project Manager Setting up the room for
2020 the 3-day workshop
Team Members
KMPH

Marketing Specialist

IT/IS Specialist

Implement plan for event 9-11 October Project Manager Successful Delivery of
2020 the 3-day workshop
Team Members
KMPH

Marketing Specialist

IT/IS Specialist

Healthcare Staff

Publish the event feedback survey on 12 October 2020 Marketing Specialist Collected the data from
the Hospital’s webpage the online feedback
IT/IS Specialist survey

Organise post-event evaluation and 12 October 2020 Project Manager Acknowledge

feedback with Project’s Team everyone’s impression
Project Sponsor (KF)
members from the event
Team Members
KMPH

Marketing Specialist

IT/IS Specialist

Healthcare Staff

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Future State: 12 October 2020 Project Sponsor (KF) Increased awareness of
Successful delivery of the 3-day workshop health’s importance and
improved Hospital’s
reputation

Ultimate Goal

Increased Overall awareness of the human health

importance and
Encouraging people to check their health on regular
basis Improving Hospital’s reputation

Risks and Assumptions

Project Risks and Assumptions Risk Owner Contingency Plans

1. Sponsor not satisfied with the Project Manager  Communicate with the
final outcome sponsors from the foundation
Team Members KMPH
on a weekly basis
 Collect Sponsor’s sign-off on
the critical milestones before
continuing with the project
 Provide weekly progress
report based on every team
member’s work

2. Too much demand for the Project Manage  Ensure the Marketing
workshop Specialist keeps a track of the
Marketing Specialist
event’s popularity among the
target market
 Informing the Project
Manager about the number
of people interested in event,
on a weekly basis
 Provide a back-up plan about

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 event extension for a day or
two, depending on interest
for the workshop
participation

3. Not enough people interested in Project Manager  Advertise the event on the
the event relevant location by following
Marketing Specialist
the acknowledged marketing
strategy
 Ask Team Member’s Family
and Friends to share the
event of the relevant platform
and among each other
 Provide a free car park for the
workshop participants during
the event

4. Booked facility does not suit the Project Manager  Ensure that Marketing
amount of people interested in Specialist updates the Project
the event Marketing Specialist
Manager about the number
of people interested in the
event
 Have a back-up plan for the
larger room

5. Too much demand for the post- Project Manager  Book enough healthcare staff
workshop consultations but not off for the consultation
enough healthcare staff Marketing Specialist
 Provide a consultation
booking for people who
cannot wait after the
workshop

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6. Project deliverable are not Project Manager  Ensure the Project Team
completed on time Members are effectively
Team Members KMPH
communicating among each
other
 Encourage Project Team
Members to let the Project
Manager and relevant
Stakeholder know if any
delays in changes in order to
prevent unwanted delays
 Prioritize the following of the
milestone among the Project
Team Members

7. System crushes prior or during IT/IS Specialist  Have a back-up plan

the workshop delivery  Secure data and make sure
that software is safe from
viruses

8. Key resources not available Project Manager  Acknowledge extra potential

resources for the back-up
Team Members KMPH
plan
Project Sponsor (KF)  Project Manager to ensure
the relevant stakeholders
provide resources needed on
time

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Primary Stakeholders

Stakeholders Interest in Project

Koort Foundation (Main Sponsor)  Successful delivery of the project

 Good picture of the institution sent to the
people
 Improved Hospital’s reputation
 Return of the investment

Workshop Participants  Collect information relevant to the project

subject
 Well Informed and educated from the
professionals
 Successfully encouraged to keep taking care of
their health

Project Team KMPH  Successful delivery of the workshop

 Justified effort put in every stage of the project
lifecycle

Healthcare Staff  Well-provided healthcare and consultations

after the workshop

IT Specialist  Deliver the technical side of the project in a

professional manner
 Smoothly run workshop without any major
complications

Marketing Specialist  Well-advertised event among relevant

population
 Provided the advertisement among local
educational institutions and businesses
 Enough people interested in the event

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Other Stakeholders
Stakeholders Interest in Project

Local Educational Institutions  Let the relevant institutions provide educational

services among their students
 Educate their students

Local Businesses  Improve relationships of their employees by

encouraging them to participate these kinds of
events together

Project Team’s Family & Friends  Spread the information among their Family &
Friends in order to contribute the event
 Helpful favour for their relatives employed in the
Hospital

Resources Required

 Funding
- Funding Analysis is based on a 9-week project and can vary depending on a project team’s
productivity. Moreover, the project’s final outcome may differ depending on a possible,
unexpected events that may occur during the project’s lifecycle.

Description Cost Amount

Personal Cost (salaries) Project Manager (team leader) $9.000

Hospital Staff $14.900

Marketing Specialist $6.000

IT/IS Specialist $7.000

Healthcare Consultations Healthcare consultations $4.000

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Equipment Hardware for the workshop presentation $ 3.000

X-ray/ MRI/ Ultrasound $ 800.00

Marketing Advertisement Material $ 500.00

Billboard rental $ 500.00

Room Booking Hospital’s property $ 0.00

Decorations Room decorations $ 680.00

Food Catering 3-day food catering $ 1.600

Total Cost $ 47.980

 People
- Project Manager is responsible for the project and its final outcome. This is a team leader
and needs to ensure everything is running smoothly during the project lifecycle. In addition,
he/she has an obligation to let the main sponsor know if any major changes that may affect
the project’s outcome occur during this period. The Project Manager is one of the key stake
holders and has a direct interest in project’s success (Bannerman, 2008).

- Hospital Staff are primary stakeholders who are also responsible for the project’s final
outcome. In order to be productive, they need to rely on the Team Operating Principles and
advices the Team Leader gives them. Respect and collaboration among themselves are
crucial for project’s success.

- Marketing Specialist is a professional responsible for the project’s advertisement and web
design and update. This stakeholder needs to keep a track of the number of people
interested in the workshop and ensure enough people have been told about the event.
Moreover, he/she needs to collaborate with the IT Specialist about the webpage.

- IT/IS Specialist is a professional responsible for the final presenting and that the workshop
itself runs smoothly without any major difficulties and unexpected events. He/she needs to
make sure all data are safe, and that equipment used for the workshop is well secured. In
addition, this stakeholder is supposed to collaborate with the Marketing specialist and help
him/her out with the webpage updating.

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 - Sponsor is a key stakeholder who is funding the whole project. This organisation has a direct
interest in the project and wants their investment to payoff. It does not need to financially
payoff but ethically and responsibly, represent a good picture of the hospital and its
interests. In this case, the Koort Foundation want the Hospital to be represented as a
welcoming and warm place for people to come and do not feel afraid to check on their
health on regular basis.

 Equipment
- Hardware is based on a well-equipped section fully ready for the final presentation and 3-
day workshop. This equipment is to be selected by IT/IS Specialist as he/she is a professional
responsible for this department. Technology in the workplace is important and crucial for
the project to run smoothly and efficiently (Nova Medical Centres, 2020).

- X-ray/ MRI/ Ultrasound will be borrowed from the hospital. These equipment pieces will be
used for the post-workshop consultations. Participants will be able to check on their health
and do the scanning for free. This way, our hospital will encourage them to feel free to keep
coming back and do checks on a regular basis.

 Other
- Billboard Advertisement is to be leased by the Hospital and this way of advertising will
contribute our event. The Marketing Manager will be responsible to ensure this is well-
allocated billboard ad.

Team Operating Principles

1. Patient’s health, safety and comfort come first

2. Conduct ethically and professionally
3. Patient is number one priority
4. Always listen to other team member’s opinion and advice
5. If any delays, let the project manager know
6. Always follow the milestone order and requirements
7. Do not miss the meetings and always show up prepared and ready for it
8. Collaborate with your colleagues and respect them
9. Treat all the stakeholders with same respect and dignity
10. If any issues let the project manager and relevant stakeholder know in order to solve the
problem shortly and prevent any delays
11. Teamwork is the key element for the project’s success
12. Project’s success is mutual goal
13. Be open and honest with other team members

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Lessons Learned

1. Ensure the space used for the 3-day workshop is disinfected and clean, so it can be ready for the
event. This will allow our participants to feel welcome and safe. Moreover, it is important to
keep the temperature of the room used around 25 degrees, as it has been proven that it
increases productivity (Widrich, 2013). This will benefit the participants to take advantage of the
workshop and be productive.
2. Respect on a workplace is one of the key elements for a success. It is crucial that project team
members manage their anger, communicate with each other in a polite manner as well as
encourage and help each other (Martinelli, 2018)
3. Overcoming communication barriers on a workplace is leading to a better understanding among
the team members. Therefore, using four main types of communication including verbal,
nonverbal, visual and written, will result is a better productivity (Indeed, 2020).
4. Following the Milestone will help tracking the progress and preventing delays (ITToolKit.com,
2020). Due to that, it is very important for the project team members to follow the time
deadlines and let the project manager know if any unexpected events happen during the project
lifecycle in order to prevent any major delays and unwanted outcomes.

Commitment

Sponsor Department / Organization Signature

Koort Foundation
Project Manager Department / Organization Signature
Zorka Milojevic Project Manager (Team Leader)
Core Team Members Department/ Organization Signature
Katarina Franeta Marketing Specialist
Luella Knuckey IT Specialist

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References

1. Bannerman, P.L. 2008. Defining project success: a multilevel framework. Project Management
Institution. Available on: https://www.pmi.org/learning/library/defining-project-success-multilevel-
framework-7096
2. Cancer Australia. 2020. October is Breast Cancer Awareness Month. Australian Government.
Available on: https://www.canceraustralia.gov.au/about-us/campaigns-events/breast-cancer-
awareness-month
3. Indeed. 2020. 4 Types of Communication. Indeed. Available on: https://www.indeed.com/career-
advice/career-development/types-of-communication - 0
4. I.t.ToolKit. 2020. Using Milestones to Track Project Progress and Accomplishment. ITtoolkit.com.
Available on: https://www.ittoolkit.com/articles/project-milestones
5. Martinelli, K. 2018. Importance of Respect in the Workplace. High Speed Training. Available on:
https://www.highspeedtraining.co.uk/hub/importance-of-respect-in-the-workplace/
6. Nova Medical Centres. 2020. The Importance Of Technology In The Workplace. Nova Medical
Centres. Available on: https://n-o-v-a.com/blog/the-importance-of-technology-in-the-workplace/
7. Widrich, L. 2013. The Science of How Temperature and Lighting Impact Our Productivity. Buffer
Blog. Available on: https://buffer.com/resources/the-science-of-how-room-temperature-and-
lighting-affects-our-productivity/

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