Group 02 Progmatiks Apelo Dental Clinic System (ADENICSY)
Apelo Dental Clinic System
NAME |
POSITION |
|
Jose Eugenio Quesada |
PROJMAN Professor |
NAME |
POSITION |
|
Jayvee Cabardo |
PROJMAN Adviser |
NAME |
|
Janssen Pedrola |
|
Alfonzo Louise De Vera |
|
Earl Eufimeah Dahinao |
|
Guiler Marion Regalado |
|
Patricia Anne Meltran |
|
Ivan Emmanuel Flores |
Apelo Dental Clinic (ADC) is located in Dr Arcadio Santos Ave, Parañaque City established in 2001. Their mission is to provide quality service with affordable price, so no one is deprived of good oral health care and their vision is to continuously upgrade to deliver highest dental care in safe environment for life-long. With their mission and vision, they were able to accumulate many patients that keeps coming back to the clinic for their service.
At the Apelo Dental Clinic currently, traditional techniques are employed to conduct business operations, including the utilization of index cards for patient data, and writing numbers on paper to schedule appointments. Patients arrive at the clinic as early as 4 in the morning to obtain a queue number, which will give them a better chance of being seen earlier. However, the clinic only commences its operations at 9 in the morning. Since patient information and payment records are both kept on index cards, some records of other patients cannot be found. In each of the processes implemented in Apelo Dental Clinic, patients and clinic staff encounter difficulties or challenges.
The project anticipated outcomes of an efficient web application namely Apelo Dental Clinic System (ADENICSY) by the end of June 2023. The implementation will take place within the company's intranet, utilizing the existing records. The proposed system should include 6 major functionalities for account management of patients and employees, queuing management, search function, dental records and payment records management, and dashboard. The execution of the proposed project will lead to an enhanced user experience at Apelo Dental Clinic by reducing waiting time and preventing the loss of patient data. The need to physically go to the clinic to obtain a queue number and inquire about the current serving number will be eliminated. The digitalization of patient data will enable the Dental Clinic to retrieve patient information quickly and prevent the excessive use of physical space. Additionally, the system will allow patients to access their payment records for services received and view their remaining balance.
As a solution to the issues that are listed, it is recommended to Apelo Dental Clinic combine all the functionalities. The project can alleviate the main pain points, which are the long waiting time for patients, and the loss of medical records of the patients. It is concluded in our interview with the patients of the clinic that having a poor queuing system is the main pain point of the clinic. As the team has plans on scaling in the future, it is also high time to transition from a traditional technique to a technology-ready clinic. Old data of the patients that are stored in the index cards will be transferred to each of their accounts, which means there will be fewer manual actions needed from the patient’s end.
The Apelo Dental Clinic System is a much-needed solution for dental clinics facing challenges with manual processes, including long waiting times and the risk of losing patient records. Our system provides a digital platform to automate queueing and record-keeping, enabling clinics to increase efficiency, improve patient experience and reduce costs. With our system, patients can easily view their queueing status online, and clinics can maintain accurate and secure patient records without the risk of losing them. The implementation of the Apelo Dental Clinic System is a worthwhile investment for dental clinics. The system will provide significant benefits, including reducing waiting times and errors, improving patient satisfaction and retention, and increasing the overall productivity of the clinic. By embracing digital technology, clinics can save time and costs, reduce manual errors, and improve the quality of patient care. Ultimately, the Apelo Dental Clinic System can lead to a more streamlined and efficient clinic operation, benefiting both patients and dental practitioners.
Table 1 demonstrates the groups comprising experts who will collaborate to develop the plan, and their specific responsibilities in the project are the following:
NAME |
POSITION |
|
Project Team Leader |
Assist in monitoring and guiding the project toward successful completion. |
Patricia Anne L. Meltran |
Project Manager |
Oversee the business case and be responsible for executing the project. |
Janssen Pedrola |
Project Team Member |
Oversee the project`s process improvement. |
Guiler Marion R. Regalado |
Project Team Member |
Provide technical support for the project. |
Alfonzo Louise De Vera |
Project Team Member |
Oversee the project`s process improvement. /p> |
Earl Eufimeah Dahinao |
Project Team Member |
Supervise the project team’s documentation improvement. |
Ivan Emmanuel Flores |
Executive Sponsor |
Provide guidance to the project. |
Dr. Denroe Apelo |
Problem Statement
Apelo Dental Clinic is a company that provides a wide range of dental services to its customers. Usually, they focus on preserving good oral hygiene and avoiding or addressing dental problems. However, Apelo Dental Clinic System (ADENICSY) is a web application that supports day to day operation of Apelo Dental Clinic. The company employs manual procedures for its daily operations, which involve using paper-based systems for queuing management and index cards to keep track of patient data. This results in a delay of approximately 1 to 4 hours to obtain a number, and patient information retrieval is time-consuming and occupies significant space in the dental clinic. All the current manual procedures are vulnerable to human mistakes and data loss. Despite efforts to maintain a large amount of data, some are still lost, and patients experience excessive waiting times, making it difficult for the company to maintain all the data of their patients and accommodate all the patients in their dental clinic.
Organizational Impact
The implementation of Apelo Dental Clinic will have a significant impact on the company. By reducing long waiting times in queuing and improving the manual process of recording records, the clinic can redirect its savings toward other important initiatives. This will help drive the overall performance and efficiency of the company.
In addition, the project aims to improve the current process by introducing agility into the system. By eliminating the need for patients to physically obtain numbers for queuing, the process becomes more efficient and saves time for both the patients and the clinic staff. Additionally, the project will address the challenge of storing patient information by reducing the amount of space required for physical storage. With these improvements, the clinic can focus on providing quality healthcare services and enhancing patient experiences. Overall, the project will revolutionize the healthcare sector by creating a seamless and hassle-free process for patients and healthcare providers alike.
Technology Migration
The system will be developed using HTML, PHP, JavaScript, and SQL to create a web application, as they currently rely on manual processes that involve number cards and index cards. The data migration process will involve the dental clinic staff manually entering the information from the index cards. After the system is developed, it will be implemented through the company's VDI environment.
Project Description
The goal of the project is to create a system that will aid in the daily operations of the Apelo Dental Clinic by addressing both patients wait times and data management concerns. As an overview of the system, it includes functionalities that convert the current queuing management process in the dental clinic into a digital format. The system will generate queue numbers and show the number of patients currently being served. Additionally, the system's data management capabilities will efficiently and effectively organize, store, retrieve, and manage large amounts of data.
By developing a comprehensive system that manages daily operations, the efficiency of the dental clinic can be greatly improved. With this new system in place, employees will have an easier time managing patient information, and patients will be able to experience shorter wait times. With the digitalization of patient information, the employees can retrieve the information easier and faster making the transaction with the patient smoothly. Also, the system will include a dashboard that allows the administrator to easily monitor the performance of the clinic.
Goals and Objectives
The Apelo Dental Clinic System aims to automate queueing and record-keeping processes in dental clinics, improving their operational efficiency. This system addresses the common business problem of long waiting times and manual record-keeping, which can lead to errors, patient dissatisfaction, and loss of revenue. By implementing the system, dental clinics can achieve the following objectives:
- Develop and implement a digital platform for queueing and record-keeping processes in dental clinics.
- Enable patients to view their queueing status online, reducing wait times and enhancing patient experience.
- Secure patient records in a digital database, reducing the risk of manual errors and loss of records.
- Improve operational efficiency by automating manual processes, reducing costs, and increasing revenue.
- Enhance patient satisfaction through improved service quality and reduced wait times.
- Provide user training and ongoing support to ensure effective implementation and adoption of the system.
Project Performance
The Apelo Dental Clinic System project will be considered successful if it achieves the following performance metrics:
- Reduction of waiting times: The system should reduce the average waiting time for patients by at least 20% compared to the previous manual process.
- Accuracy and security of records: The system should ensure that all patient records are accurately and securely stored in a digital database, reducing the risk of manual errors and loss of records.
- Increased operational efficiency: The system should increase the operational efficiency of dental clinics by reducing the time and resources required for manual queueing and record-keeping processes, resulting in cost savings and increased revenue.
- Enhanced patient satisfaction: The system should enhance the overall patient experience by providing a more streamlined and convenient queueing process, resulting in increased patient satisfaction ratings.
- Effective implementation: The system should be implemented on time, within budget, and with minimal disruption to the normal operation of dental clinics.
- User adoption: The system should be successfully adopted by users, including both clinic staff and patients, with minimal training required.
By meeting these performance metrics, the Apelo Dental Clinic System project will be considered a success, achieving its goals of improving operational efficiency, enhancing patient experience, and supporting the long-term success of dental clinics.
Project Assumptions
Here are the preliminary assumptions to the proposed system:
- The dental clinics that will implement the system have reliable internet connectivity and appropriate hardware and software to support the digital platform.
- The clinic staff and patients are willing to adopt and learn the new system, with minimal resistance to change.
- The project team will have access to all necessary information and resources from the dental clinics to effectively design, develop, and implement the system.
- The project team has the necessary technical expertise and project management skills to develop and implement the system on time, within budget, and with minimal disruption to the normal operation of dental clinics.
- The system will comply with all relevant data privacy and security regulations, ensuring the confidentiality and integrity of patient records.
- The system will be scalable to accommodate future growth and changes in the needs of dental clinics.
- The system will integrate with existing software and hardware systems used in dental clinics, such as electronic health records and imaging systems, to ensure seamless operation.
- The system will provide a user-friendly interface for both clinic staff and patients, requiring minimal training to use effectively.
Project Constraints
- Budget: The project must be completed within the allocated budget, and any additional costs must be approved by the project sponsor. The project team must prioritize tasks and resources to ensure that the system is developed and implemented within budget constraints.
- Timeline: The project must be completed within the agreed-upon timeline, with milestones and deadlines set and met by the project team. Any delays or changes to the timeline must be approved by the project sponsor, and the project team must take appropriate measures to ensure timely completion of the project.
Major Project Milestones
To guide the team’s progress in completing the project, the following milestones and deliverables for this project have been identified:
- Set up a preliminary meeting with Dr. Denroe Apelo, Owner of Apelo Dental Clinic to discuss the initial system requirements and status of the existing technologies by April 26th, 2022.
- Conduct the analysis phase and present findings to the primary stakeholder by May 7th, 2022.
- Complete the design phase and present mockup design to the primary stakeholder by June 1st, 2022.
- Develop the features outlined during analysis and design stages using the resources provided by Apelo Dental Clinic and implement the agreed upon user interface by August 15th, 2022.
- Achieve a simulated solution which allows no security breaches and complete testing by January 31st, 2022.
- Conduct a close out meeting and provide hand-off documents to key stake holders before September 30th ,2023.
If the Apelo Dental Clinic System project is aligned with the strategic goals and objectives of Apelo Dental Clinic, the company can increase the project's value and guarantee its contribution to the efficiency and success of the business.
Apelo Dental Clinic aims to improve the overall experience for patients.
The system project's alignment with this goal signifies the company's commitment to providing an exceptional patient experience and staying ahead of the competition. The implementation of the system project is aimed at achieving the goal of increasing the efficiency and effectiveness of the company's processes, which will, in turn, enhance its reputation. By digital queue numbers and the digitalization of patient information, the project will facilitate a seamless patient experience and contribute to the company's competitive advantage in the market.
Apelo Dental Clinic aims to improve data management and security.
The system project aligns with this goal by modernizing and streamlining the operation of the dental clinic, which will allow the employees of the clinic to effectively manage the queue numbers and patient data. The project's introduction of cutting-edge technologies and streamlined processes will enable the organization to maintain a competitive edge in a rapidly evolving market. By continuously innovating and adapting to the latest trends and advancements, the project will ensure that the company stays ahead of the curve and is well-positioned for long-term success.
The cost-benefit analysis will help determine the potential benefits of the Apelo Dental Clinic System (ADENICSY) project in comparison to the cost incurred. The primary benefit of this project is the optimization of the dental clinic's operational processes, which will result in improved efficiency and effectiveness. ADENICSY will facilitate real-time updates and faster data sharing, resulting in an increase in patient satisfaction.
Benefits
- Reduced wait times: The system will reduce patient wait times, leading to increased patient satisfaction, improved staff productivity, and increased revenue due to the ability to see more patients.
- Improved record-keeping: The system will improve the accuracy and security of patient records, reducing the risk of errors and loss of records.
- Increased operational efficiency: The system will reduce the time and resources required for manual queueing and record-keeping processes, leading to cost savings and increased revenue.
- Enhanced patient experience: The system will provide a more streamlined and convenient queueing process, resulting in increased patient satisfaction ratings and potential for increased patient referrals.
- Competitive advantage: The system will provide a competitive advantage for dental clinics that implement it, as it will improve operational efficiency and enhance the patient experience compared to clinics still using manual processes.
Cost
- Development and implementation costs: The initial cost of developing and implementing the system, including software and hardware, staff training, and any required customization or integration with existing systems.
- Ongoing maintenance costs: The cost of maintaining and updating the system, including software updates, technical support, and ongoing training.
- Operational costs: The cost of operating the system, including internet connectivity and any additional hardware or software required to support the system.
Alternative 1: Maintain Current Manual Processes <bt> Pros: No initial development or implementation costs; no need for staff training or hardware and software upgrades. Cons: Manual processes are time-consuming, prone to errors, and can result in long wait times and loss of records, leading to decreased patient satisfaction, revenue loss, and increased costs due to inefficiencies.</p></bt>
Alternative 2: Implement a Third-Party Digital Queueing and Record-Keeping System
Pros: No need for internal development or implementation, reduced operational costs, potential for increased efficiency and patient satisfaction.
Cons: Lack of customization, potential for compatibility issues with existing systems, lack of control over updates and maintenance, potential for data privacy and security concerns.
Alternative 3: Develop and Implement an In-House Digital Queueing and Record-Keeping System
Pros: Customizable to the specific needs and processes of the dental clinics, greater control over updates and maintenance, potential for increased efficiency and patient satisfaction.
Cons: Higher initial development and implementation costs, potential for delays or technical issues during development and implementation, ongoing maintenance costs, potential for data privacy and security concerns.
Based on this analysis, it appears that Alternative 3, developing and implementing an in-house digital queueing and record-keeping system, is the best option for the Apelo Dental Clinic System project. While there are higher upfront costs and potential risks, this option provides greater customization and control over the system, ensuring it is tailored to the specific needs and processes of the dental clinics. Additionally, it can provide a competitive advantage and potential for revenue growth over time.
The project approval should come from the project sponsor and key stakeholder – Dr. Denroe Apelo, Owner of Apelo Dental Clinic.
The developers are challenged to develop a dental clinic management software for Apelo Dental Clinic (ADC) since this clinic has no existing computerized system yet. This will help in storing patient information/records, medical history, payment records and other patient data. Moreover, it will also include features such as appointment scheduling with Short Messaging Service (SMS) notification and other additional features necessary. The said software will help them to focus on other areas that need attention.
Business Need/case
This project will help the Apelo Dental Clinic (ADC) to have a dental clinic management system that will allow then to reduce the waiting time of the customer through appointment system, store patient information in digital format that will make retrieval and related processes easier, and track performance of the clinic that will help them in optimizing it. Hence, this project will benefit the following:
- Dentist - Storing and navigating medical history and other patient information will be easier which can improve the quality and time of making a diagnosis.
- Front-desk Staff - The project will reduce their time spent on data administration, processing, and management, allowing them to focus on other scopes of their work and respond to other issues that may arise.
- Accounting Staff - Recording of payment and generating sales report can be done in easily a supported by the system.
- Patients - Waiting time will be reduced and records do not have to be filled out multiple times when they get lost. They will also be able to see their payment records and balance or credits.
- Future Developers - This project will help future developers since it may be used as a reference for any related projects.
Business Objectives
The business objectives for this project are in direct support of the clinics’ strategic plan to increase efficiency, accommodate a certain number of patients per day, and make records accessible by storing it digitally.
- Design a program that would give doctors and patients an appointment schedule for better accommodation and relieve doctors of extra workload.
- Implement the program and files digitally for accessibility purposes and to reduce the risk of files being damaged or to lessen the physical space it consumes.
- View the daily and weekly insight of the clinic.
The ADENICSY project will provide efficiency regarding patient treatment and scheduling and accessibility for records like x-rays, dental records, and payment. This will also result in reducing the risk of data loss or physical damage and reduce the physical storage consumed by the files. This software will be developed in code using a computer so that the application will be accessed digitally through a mobile phone, a computer, and even a tablet, and of course, with secure control and different options for its users and staff.
Project Objectives and Success Criteria
The main objective of this project is to develop a website/ system for Apelo Dental Clinic that will improve their business processes. Thus, the developer wants to achieve the following:
- Aim to make the waiting time from 4 hours to 1 hour.
- Provide a search function that will show the recent medical information of a certain patient.
- Make the appointment slot available a month ahead and provide insights via dashboard about monthly visitation date of the patients, active patients, and other key indicators.
Success Criteria
To achieve success on this project, the following objectives must be met within the designated time and budget allocations:
- The new system is adopted and used by the CREST team with at least a 90% satisfaction rate.
- The patients are satisfied with the wait time, operation time, and transactions with the clinic.
- The clinic or management must be able to get feedback insights from their patients from the system to provide data driven actions.
- The management should be able to monitor the clinics’ performance to keep track of problems and prevent further occurrences regarding their operations.
Requirements
The following is a list of assumptions. Upon agreement and signature of this document, all parties acknowledge that these assumptions are true and correct:
- This project has the full support of the project sponsor, stakeholders, and all departments
- The purpose of this project will be communicated throughout the company prior to deployment
- The IT manager will provide additional resources if necessary
Preliminary Scope Statement
The focus of this project is to lessen the waiting time of the patients of ADC and digitalize the manual processing of patient’s information. This will include features such as user login, inputting patient information from different users, visual teeth model, appointment system and SMS notification. Thus, providing solutions to make a better way of appointment and accessing patient information, including how it will go from daily process, is the main concern developed in this study.
The following risks for the ADENICSY project have been identified. The project manager will determine and employ the necessary risk mitigation/avoidance strategies as appropriate to minimize the likelihood of these risks:
- Disruption of operations during solution deployment and data migration
- External threats breaching security via new methods
The following deliverables must be made upon the successful completion of the ADENICSY project. Any changes to these deliverables must be approved by the project sponsor.
- At least 60% working prototype of the proposed website/application
- Recommendation list for future improvements
The project Summary Milestone Schedule is presented below. As requirements are more clearly defined this schedule may be modified. Any changes will be communicated through project status meetings by the project manager.
</thead>| Project Milestone | Target Completion Date |
|---|---|
| Project Kick-off Meeting | October 17, 2022 |
| Analysis phase completion | December 05, 2022 |
| Design phase completion | December 12, 2022 |
| Implementation phase completion | January 12, 2023 |
| Testing and quality assurance phase completion | January 24, 2023 |
| Deployment phase completion | February 14, 2023 |
| Project close-out meeting | May 31, 2023 |
The following table contains a summary budget based on the planned cost components and estimated costs required for successful completion of the project.
Summary Budget - List component project costs
₱513,000.00| Duration/Frequency and Trigger | Total Cost in Php (₱) | |
|---|---|---|
| Direct Costs | ||
| Manpower Cost | 9 months | |
| Maintenance Cost | 1, on-call | ₱15,500.00 |
| Contingency Cost | 9 months | ₱117,000.00 |
| Total Direct Project Cost | ₱645,000.00 | |
| Miscellaneous Costs | ||
| Equipment | Bought once | ₱203,000.00 |
| Subscription | Once Yearly | ₱6,000.00 |
| Total Miscellaneous Cost | for the first year | ₱209,000.00 |
Success for the ADENICSY project will be achieved when there is at least a 60% working system that is tested and acceptable for the clinic and the client. With 60% working system, the client will be supplied with a recommendation list to be able to finish or improve the submitted system both for the system and potential security threats. Success will be determined by the client who will test and authorize the project's completion.
Janssen Pedrola is named Project Manager for the ADENICSY project. Mr. Pedrola’s responsibility is to manage all project tasks, scheduling, and communication regarding the ADENICSY project. His team consists of his peers from school. Mr. Pedrola will coordinate with the client regarding the project they have requested. Mr. Pedrola is authorized to approve all budget expenditures up to, and including, the allocated budget amounts. Mr. Pedrola will provide weekly updates to the Project Sponsor and client.
The goal of the stakeholder management strategy for the project is to effectively engage and manage the expectations of all stakeholders throughout the project life cycle. This includes identifying and analyzing stakeholder needs and interests, developing a communication plan to keep stakeholders informed and engaged, and managing stakeholder expectations to ensure that the project delivers value and meets the needs of all stakeholders.
In addition, this stakeholder management plan for Apelo Dental Clinic Management System (ADENICSY) will ensure that the needs and expectations of all stakeholders are considered and balanced in the design and operation of the system. This includes ensuring that the system is effective and efficient in meeting the needs of its users, as well as being responsive to the concerns and feedback of stakeholders such as the owner, the dentists, the staffs, and the Patients. The objectives of this strategy are to:
- Identify all key stakeholders and their level of interest in the project.
- Analyze the needs and expectations of each stakeholder group.
- Develop a communication plan to keep stakeholders informed and engaged throughout the project.
- Identify and manage potential conflicts or competing objectives among stakeholders.
- Ensure that the project delivers value and meets the needs of all stakeholders.
- Establish a system for ongoing stakeholder engagement and feedback to monitor and evaluate the effectiveness of the stakeholder management plan and ensure that the project remains aligned with stakeholder needs and expectations.
- Involving the stakeholders in the planning and decision–making process to help ensure that the concerns of the stakeholders are all considered.
Some potential strategies for a ADENICSY to have better stakeholder management could include:
- Improving communication and transparency: It can help improve communication between different stakeholders, such as dentists, patients, and staffs providing one repository for information reducing the chance of illegible records and patients can see their account transactions anytime and verifying their payments real-time.
- Increasing efficiency: The clinic currently uses an index card to record their patient records that are stored in a tray. ADENICSY can omit the use of index cards, also removing the need for retrieval of index cards which sometimes get lost.
- Improving customer experience: Patients will be able to get their queueing number in ADENICSY, eliminating the need to go to the clinic early in the morning and go back when their queuing number is near. They will also be able to track the current number in the clinic in real-time allowing them to estimate their arrival in the clinic, reducing the waiting time to get operated.
- Enhancing decision-making: ADENICSY provides dashboard to the owner insights from the clinic’s operation data such as the number of customers that has served throughout the day, how much is the doctor to patient ratio, how long is the handling time of a certain procedure, which day of the month does a peak in patient occurs and more. This will enable the owner to have a better understanding of what’s happening in the clinic and aid him in better decision-making.
The goal of the Stakeholder Management Strategy for the ADENICSY project is to ensure that all stakeholders are identified, their interests and influence on the project are understood, and their needs and expectations are effectively managed. In other words, the aim of the stakeholder management strategy for ADENICSY is to identify and engage with all individuals or groups that have a personal stake in the project and will be impacted by its implementation or success. To achieve this, the project team will follow a structured methodology to identify stakeholders. This will involve conducting interviews with key personnel, reviewing relevant documents and data sources, and engaging with various stakeholders through focus groups and other consultation processes.
To identify its stakeholders, a structured method can be used which involves:
- Identifying all potential stakeholders through a stakeholder analysis. This includes. identifying internal stakeholders (such as employees and management) and external stakeholders (such as customers, suppliers, and regulatory bodies).
- Prioritizing stakeholders based on their level of influence, power, and impact on the project. This will help determine how much time and resources should be allocated. towards engaging with each stakeholder.
- Developing a stakeholder engagement plan to outline how each stakeholder will be engaged and communicated with throughout the project.
- Maintaining ongoing communication with stakeholders to ensure that their needs and concerns are addressed and that the project stays on track.
Stakeholders will be defined as any individuals or groups who have an interest in or are impacted by the project, such as employees, customers (Technicians and Managers), Management team, and/or other organizational team members. The project team will use a stakeholder analysis tool to categorize stakeholders based on their level of interest and influence and will develop tailored communication and engagement plans for each stakeholder group. This will help to ensure that all stakeholders are kept informed about the project's progress and are able to provide input and feedback as needed. By effectively managing stakeholders, the project team can build support for the project, address any concerns or issues that may arise, and increase the chances of project success.
The key stakeholders in this ADENICSY are the patients, the dentists, the staff, and the owner. These individuals will be directly impacted by the project as they are the primary users of the system. As such, it is important to ensure that their needs and concerns are properly addressed during the development of the system.
In addition, the project sponsor and project manager have also been identified as key stakeholders as they will be responsible for ensuring the successful delivery of the project. It is essential to involve these stakeholders in the decision-making process and ensure that their input is taken into consideration throughout the project.
| NAME | POSITION | INTERNAL/EXTERNAL | PROJECT ROLE | CONTACT INFORMATION |
| Denroe Apelo | Owner of Apelo Cental Clinic | Internal | Project Sponsor | [email protected] |
| ADC Dentists | ADC Dentists | Internal | Internal User of the System | |
| ADC Staff | ADC Staff | Internal | External User of the System | |
| ADC Patients | ADC Patients | External | External User of the System | |
| Janssen Pedrola | Student at Asia Pacific College | External | Project Manager | [email protected] |
Conducting a stakeholder analysis is a crucial element of the stakeholder management plan for ADENICSY. It involves identifying and evaluating all individuals or groups that have a vested interest in the project and will be impacted by its implementation or success. By conducting a stakeholder analysis, the project team can determine who the key stakeholders are, their level of influence and power, and their potential impact on the project. This information is crucial for developing an effective stakeholder management strategy, as it helps the project team to prioritize the stakeholders and determine how best to engage and communicate with them throughout the project. The table below outlines the stakeholders for the project, indicating those who have a high or low level of interest and power in the development process.
| NAME | POWER/INTEREST | CURRENT ENGAGEMENT | POTENTIAL MANAGEMENT STRATEGIES |
| Denroe Apelo | High | Supportive | Dr. Denroe collaborates well and is very hopeful for the implementation of the project as he put first his patient’s welfare in his clinic. Inform him at least 3 days ahead to set a meeting as he is a busy person. |
| ADC Dentists | Low | Neutral | Dr. Denroe can recommend a Dentist anytime if there’s a need for interaction with one. Dentists there will tell the team to ask Dr. Denroe first before the engaged with you with the project. |
| ADC Staffs | Low | Neutral | The staff are always occupied, especially during peak days in the clinic, but they are responsive when they are not busy. Hence, the team should set a meeting during non-peak days in the clinic. |
| ADC Patients | Low | Neutral | There are always patients in the clinic, but they have varied traits and characteristics given their demographics too. It’s better to get insights from various patients in different groups to get a rich insight about the clinic. |
| Janssen Pedrola | Low | Supportive | He is the project manager who oversees the progress of the project. He encourages collaboration in the team especially that they are all students, so it is important to be engaged and participative during discussions. |
The scope management plan for the Apelo Dental Clinic System outlines the best practice and cutting-edge that will be used to define, document, and control the scope of the project. By leveraging agile methodologies and real-time collaboration tools, the project team will be able to deliver an innovative Apelo Dental Clinic System that meets the needs of all stakeholders.
Scope Definition: The scope of the Apelo Dental Clinic System will be defined through the following activities:
- Requirements gathering:The project team managing the project will employ a range of methods to acquire and document the system's requirements. These methods may involve conducting interviews with users, facilitating group discussions, and administering surveys online.
- User Stories: The project team will create user stories to describe the functionality of the system from the perspective of the end user. These stories will be prioritized based on business value and will be used to guide the development process.
- Scope statement: The scope statement will be created using the user stories and requirements as input. It will provide a high-level overview of the project scope, including the deliverables, exclusions, and constraints.
- Scope baseline: The scope baseline will be created by incorporating the scope statement and the user stories into a project management plan. It will be regularly updated as the project progresses to reflect changes in scope.
Scope Documentation: The scope of the Apelo Dental Clinic System will be documented in the following ways:
Scope Control: The scope of the Apelo Dental Clinic System will be controlled through the following activities:
- Scope verification: The project team will employ agile testing methods to ensure that the project's deliverables conform to the requirements and are in accordance with the scope statement.
- Scope change control: Any changes to the scope of the project will be managed through a formal change control process, which will include an assessment of the impact on the project schedule, budget, and quality.
- Scope change review: A scope change review will be held for each change request to ensure that the change is necessary, feasible, and aligned with the project objectives.
- Authority and responsibility for scope management will be held by the Project Manager, Jansen Pedrola, who will work closely with the Project Sponsor, Dr. Denroe Apelo, and other key stakeholders to define and manage the scope of the project.
- To determine the scope of the project, a Scope Statement, Work Breakdown Structure (WBS), WBS Dictionary, and a comprehensive Statement of Work (SOW) will be developed. These documents will precisely specify the project's objectives, activities, and prerequisites, and will undergo evaluation and endorsement by the project sponsor and other involved parties prior to commencing the work.
- The project's extent will be evaluated and confirmed using quality checklists, measurements of work performance, and regular monitoring of the project's advancement in relation to the original scope. If there are any discrepancies from the initial scope, they will be identified and dealt with using the scope change process.
- The Apelo Dental Clinic project's procedure for modifying its scope will entail the Project Manager submitting a request for scope change, which will then be approved by the project sponsor. It is crucial to thoroughly assess any alterations to the project's scope to ensure that they are consistent with the project's objectives and do not have a detrimental impact on the project schedule or budget.
- The project manager will ensure that all project requirements are met and that the project sponsor and other important stakeholders approve and accept the final project deliverables. The project will be considered successfully completed only after all deliverables have been accepted and any remaining issues have been addressed.
The following roles and responsibilities have been designated regarding the management of the project's scope:
- Project Manager: The project manager oversees outlining and documenting the project's scope, as well as regulating and approving any alterations to the scope.
- Project Team: The project team is accountable for validating the project's scope and initiating modification requests if it is necessary.
- Stakeholders: The stakeholder oversees offering insights on the project's requirements and scope, and authorizing scope modifications as required.
The scope of this project includes developing a single system that combines multiple functionalities for the different user that Apelo Dental Clinic have. The system will consist of functionalities such as managing the queue to facilitate patients in obtaining a number more conveniently, accessing and securely storing patient information, and a dashboard to keep track of the clinic's overall progress. With the integration of these features, the system will streamline the clinic's operations and provide a better experience for patients, making it an essential tool for Apelo Dental Clinic's daily activities.
The system will incorporate a dentists schedule, which will regulate the display of the maximum number of appointments available for daily operations.
The project scope statement for the Apelo Dental Clinic System project will detail the project`s deliverables and the work necessary to create these deliverables.
Product Scope Description:
The Apelo Dental Clinic System is a web-based application that enables employees of the clinic to handle patient details such as personal information, medical records, and payment records, as well as oversee the queuing system digitally. This system is designed to safeguard information against losing or mishandling patient details, while also enhancing the patient experience by streamlining the appointment scheduling process. The system will consist of features such as a dentist calendar to provide visibility into the availability of the numbers on a given day, as well as a dashboard to assist the administrator in monitoring the clinic's overall performance.
Product Acceptance Criteria:
The Apelo Dental Clinic System will be considered complete and accepted by the customer when it meets the following criteria:
- Every feature and capability indicated in the project's scope statement has been created and assessed using the test scenarios established by the Quality Assurance Associate.
- The system has been successfully deployed in Apelo Dental Clinic.
- Users have given positive feedback on the system during the UAT (User Acceptance Testing) phase.
- Comprehensive documentation has been prepared for the system, and user manuals have been produced.
Project Deliverables:
The following list of deliverables will be provided upon successful completion of the project:
- Fully functioning Apelo Dental Clinic System
- User Manual and training materials
- Technical documentation
- Providing additional outputs as outlined in the Project Scope Statement and approved by the Project Sponsor.
Project Exclusions:
The following tasks are beyond the scope of this project and will not be included:
- The project scope statement does not mention the inclusion of past patient information into the system.
- Customization or modification of the system beyond the scope specified in the project scope statement.
Project Constraints:
The following limitations will affect the project:
- Limited budget
- Resistance to change
- User Training
- Limited skills
Project Assumptions:
The following assumptions have been made regarding this project:
- The dental clinics that will implement the system have reliable internet connectivity and appropriate hardware and software to support the digital platform.
- The clinic staff and patients are willing to adopt and learn the new system, with minimal resistance to change.
- The project team will have access to all necessary information and resources from the dental clinics to effectively design, develop, and implement the system.
- The project team has the necessary technical expertise and project management skills to develop and implement the system on time, within budget, and with minimal disruption to the normal operation of dental clinics.
- The system will comply with all relevant data privacy and security regulations, ensuring the confidentiality and integrity of patient records.
- The system will be scalable to accommodate future growth and changes in the needs of dental clinics.
- The system will integrate with existing software and hardware systems used in dental clinics, such as electronic health records and imaging systems, to ensure seamless operation.
- The system will provide a user-friendly interface for both clinic staff and patients, requiring minimal training to use effectively.
The Work Breakdown Structure (WBS) is a way of organizing a project by breaking it down into smaller, more manageable parts, and arranged in a hierarchy. The WBS is made up of multiple levels that provide increasingly detailed views of the project. The WBS Dictionary is a supplemental document that accompanies the WBS and provides comprehensive information about each component in the WBS, including details on the scope of work, deliverables, and responsibilities.
The project team intends to utilize the WBS and WBS Dictionary to divide the project's scope into more manageable components, and to designate responsibility for each component. This approach will ensure that all aspects of the project are considered, and that team members understand their part in delivering the project. The WBS and WBS Dictionary will serve as a guide to track progress, address problems, and make certain that the project stays on course and within the scope. In general, the WBS and WBS Dictionary are crucial tools for managing the project scope and ensuring its successful completion.
- 1. Initiation
- 1.1 Determine Project Team
- 1.2 Develop Project Charter
- 1.3 Deliverable: Submit Project Charter
- 1.4 Project Sponsor Reviews Project Charter
- 1.5 Project Charter Signed/Approved
- 1.6 Deliverable: Work Breakdown Structure
- 2. Planning
- 2.1 Create Preliminary Scope Statement
- 2.2 Project Team Initial Meeting
- 2.3 Deliverable: Stakeholder Management Plan
- 2.4 Deliverable: Schedule Management Plan
- 2.5 Deliverable: Cost Management Plan
- 2.6 Submit Deliverables
- 2.7 Project Team Meeting
- 2.8 Milestone: Project Plan Approval
- 3. Execution
- 3.1 Project Team Meeting
- 3.2 Verify & Validate Stakeholder Requirements
- 3.3 Design System
- 3.4 Procure Hardware/Software
- 3.5 Install Development System
- 3.6 Sprint Planning Meeting
- 3.7 Create Sprint Backlog
- 3.8 Develop Sprint Backlog Items (Daily Scrums)
- 3.9 Sprint Review Meeting
- 3.10 Sprint Retrospective Meeting
- 3.11 Integration to Server
- 4. Control
- 4.1 Quality Assurance Control
- 4.2 Project Management
- 4.3 Project Status Meeting
- 4.4 Risk Management
- 4.5 Update Project Management Plan
- 5. Closeout
- 5.1 Audit Procurement
- 5.2 Document Lessons Learned
- 5.3 Update Files/Records
- 5.4 Gain Formal Acceptance
- 5.5 Archive Files/Documents
To ensure that the deliverables from the Apelo Dental Clinic System project meet the original scope, the project team will utilize a variety of methods for scope verification. These methods may include:
- Quality checklist: The project team will rely on checklists to ensure that each deliverable meets the required standards before proceeding. These checklists will contain detailed specifications for each deliverable, outlining the specific criteria that must be met for it to be considered acceptable.
- Work performance measurements: By closely monitoring the development of each deliverable, the project team can ensure that they are staying on track and meeting their objectives. This proactive approach enables the team to catch any problems early on, minimizing the risk of delays or cost overruns and ensuring a successful outcome for the project.
- Scope baseline: It is crucial for the project team to maintain a scope baseline, which captures the project's original scope. Any modifications to the scope must be formally documented and approved before they are implemented. The scope baseline serves as a reference point to ensure that the final deliverables align with the initial project scope.
- Formal acceptance: When a project team completes a deliverable, it is crucial to get formal acceptance from the project sponsor, customer, and other stakeholders. This helps ensure that everyone's expectations are being met and allows for any necessary adjustments to be made promptly, avoiding potential delays and misunderstandings down the line.
Overall, it is important that the project team maintains consistent communication and collaboration with the customer and other stakeholders throughout the project to ensure that the deliverables meet the original scope and are formally accepted.
As part of the project management process, the project's scope must be carefully controlled to ensure that it remains aligned with the original project objectives. The Project Manager will lead the effort to monitor and evaluate the project's deliverables and progress against the Project Scope Statement. Any deviations from the scope will be thoroughly examined and assessed to determine if changes are necessary. If changes are required, the established scope change process will be followed, with proper documentation and approval procedures in place. The project team and stakeholders will work closely with the Project Manager to ensure that the scope remains within the defined boundaries. Regular reviews will be conducted to assess progress and identify any areas where scope changes may be necessary. The Project Manager will be responsible for communicating any scope changes to all affected parties, ensuring that everyone is aware of any potential impact on the project's timeline or budget.
The scope control process for the Apelo Dental Clinic System project will involve the following steps in making changes to the scope baseline:
- A scope change request will be initiated by any stakeholder or team member who identifies a need for a change to the scope.
- The Project Manager and the Project Sponsor will evaluate the effect of the proposed modifications on the project's schedule, budget, and resources by reviewing the scope change request.
- The Project Manager has the authority to approve or reject change requests that are considered to have minimal impact or significant impact. However, if the change request is classified as low impact and the Project Manager approves or denies it, the Project Sponsor has the option to review and overturn their decision.
- Assuming the request gets approved, the Project Manager will devise a course of action to implement the change, amend the scope baseline, and inform all the pertinent stakeholders about the change.
- Assuming the request gets approved, the Project Manager will devise a course of action to implement the change, amend the scope baseline, and inform all the pertinent stakeholders about the change.
To guarantee the project remains within budget and on schedule, it's crucial to establish a structured protocol for modifying the scope baseline. Any modifications to the scope must be scrutinized and authorized with care to prevent scope creep and maintain project progress.
The Cost Management Plan for Apelo Dental Clinic System (ADENICSY) project is designed to ensure that all costs associated with the project are effectively managed throughout its lifecycle. The plan outlines the format and standards by which the project costs will be measured, reported, and controlled.
Cost management responsibilities:
- The Project Manager will be responsible for overall cost management of the project and will be the primary point of contact for all cost-related issues.
- The Finance Team will be responsible for monitoring project costs and ensuring that they are within the approved budget.
- All cost changes must be approved by the Project Manager before they are implemented.
- If the cost change exceeds 10% of the total project budget, it must be approved by the Project Sponsor before it can be implemented.
- Costs will be measured and reported on a monthly basis, using a cost performance index (CPI) and a schedule performance index (SPI).
- Reports will be presented to the Project Sponsor on a monthly basis.
- The budget will be presented in a clear and concise format, using a spreadsheet format such as Excel.
- The budget will be broken down into individual line items, with detailed cost estimates for each item.
- The budget will be updated on a monthly basis, with any changes clearly highlighted.
Overall, the Cost Management Plan for ADENICSY project is designed to ensure that all costs associated with the project are effectively managed and controlled, so that the project can be completed within the approved budget. This will help ensure that the project is completed successfully and on time.
The cost management approach for the dispatch directory system project will be based on the following principles:
a. Clear definition of costs:
- The project team will work closely with stakeholders to clearly define and document the costs associated with the project, including labor, materials, equipment, and other expenses.
b. Budget development and tracking:
- A detailed project budget will be developed and regularly updated throughout the project, with costs tracked and reported in real time.
c. Cost estimates:
- The project team will use a variety of cost estimation techniques to ensure that the project budget is accurate and realistic.
d. Cost variance analysis:
- The project team will closely monitor costs throughout the project and perform variance analysis to identify and address any cost overruns or savings.
e. Cost management roles and responsibilities:
- Clear roles and responsibilities for cost management will be defined and communicated to all project team members.
f. Approval process for changes:
- A formal process for approving changes to the project or its budget will be established and implemented.
g. Reporting and communication:
- Regular cost reports will be prepared and shared with stakeholders, including the project sponsor, project team, and management.
By following these principles and practices, the project team will be able to effectively manage costs and ensure that the project stays on budget.
The Cost Management Plan for ADENICSY project will include a detailed approach for measuring project costs using Earned Value Management (EVM). This will involve capturing and reporting on various Earned Value metrics, such as:
1. Budgeted Cost of Work Scheduled (BCWS) or Planned Value (PV) - This measures the budgeted costs of the work that was planned to be completed at a specific point in time.
Example:
To calculate the BCWS or Planned Value, we need to multiply the total labor cost of the TESTING WBS by its percentage of completion:
BCWS = Total labor cost of TESTING WBS x Percentage of completion
= (PHP 300,000) x 33.71%
= PHP 101,130
Therefore, the Budgeted Cost of Work Scheduled (BCWS) or Planned Value (PV) for the TESTING WBS is PHP 101,130.
2. Budgeted Cost of Work Performed (BCWP) or Earned Value (EV) - This measures the budgeted costs of the work that has actually been completed at a specific point in time.
Example:
To calculate the Budgeted Cost of Work Performed (BCWP) or Earned Value (EV), we need to know the percentage of work completed for each task or WBS element. Assuming that the percentage of completion for each of the Testing
Phase tasks are as follows:
- Week 26: Testing Phase 1 - 100%
- Week 27: Testing Phase 2 - 75%
- Week 28: Testing Phase 3 - 50%
- Week 29: Testing Phase 4 - 25%
EV = BCWS x % of work completed
EV = (₱300,000 x 33.71%) + (₱75,000 x 8.43% x 0.75) + (₱75,000 x 8.43% x 0.50) + (₱75,000 x 8.43% x 0.25)
EV = ₱101,130 + ₱4,732.50 + ₱3,155 + ₱1,577.50
EV = ₱110,595
Therefore, the Budgeted Cost of Work Performed (BCWP) or Earned Value (EV) is ₱110,595.
3. Actual Cost of Work Performed (ACWP) or Actual Cost (AC) - This measures the actual costs incurred for the work that has been completed at a specific point in time.
Example:
Assuming that the Actual Cost for the TESTING WBS is PHP 120,000, then:
AC = PHP 120,000
Therefore, the Actual Cost of Work Performed (ACWP) or Actual Cost (AC) is
PHP 120,000.
These metrics will be used to perform cost variance analysis (CV), schedule performance index (SPI), and cost performance index (CPI) to measure the project's cost performance over time.
To assist in capturing these metrics, the project team will use project management software that is capable of tracking and reporting on EVM metrics. This software will also be used to forecast future project costs, and to review cost performance over time, across work packages or schedule activities.
- Cost Variance (CV) measures the difference between the actual cost and the planned cost of the project. It is calculated by subtracting the actual cost from the planned cost. A negative CV indicates that the project is over budget, while a positive CV indicates that the project is under budget.
Example:
To compute the Cost Variance (CV), we need to subtract the Actual Cost of Work Performed (ACWP) or Actual Cost (AC) from the Budgeted Cost of Work Performed (BCWP) or Earned Value (EV). From the previous example, the BCWP or EV is ₱110,595, and the ACWP or AC is ₱120,000.
CV = EV - AC
CV = ₱110,595 - ₱120,000
CV = -₱9,405
Therefore, the Cost Variance (CV) for the Testing WBS is -₱9,405. A negative CV means that the project is over budget.
-
Schedule Performance Index (SPI) measures the project's schedule performance by comparing the planned schedule to the actual schedule. This index is calculated as the ratio of the BCWP to the BCWS. It is calculated by dividing the earned value by the planned value. A value of 1 indicates that the project is on schedule, while a value less than 1 indicates that the project is behind schedule, and a value greater than 1 indicates that the project is ahead of schedule.
Example:
From the previous computations, we have:
Earned Value (EV) = ₱110,595
Planned Value (PV) = ₱101,130
Plugging these values into the formula, we get:
SPI = EV / PV
SPI = ₱110,595 / ₱101,130
SPI = 1.093
Therefore, the Schedule Performance Index (SPI) is 1.093. This indicates that the project is ahead of schedule, as the SPI is greater than 1.
-
Cost Performance Index (CPI) measures the project's cost performance by comparing the actual cost to the planned cost. This index is calculated as the ratio of the BCWP to the ACWP. It is calculated by dividing the earned value by the actual cost. A value of 1 indicates that the project is on budget, while a value less than 1 indicates that the project is over budget, and a value greater than 1 indicates that the project is under budget.
Example:
To calculate the Cost Performance Index (CPI), we need to use the following formula:
CPI = EV / AC
where:
EV = Earned Value (BCWP)
AC = Actual Cost (ACWP)
From the previous computations, we have:
EV = ₱110,595
AC = ₱120,000
CPI = EV / AC
CPI = ₱110,595 / ₱120,000
CPI = 0.9216
Therefore, the Cost Performance Index (CPI) is 0.9216. This means that for every one peso spent, the project has earned only 0.92 pesos of value. This indicates that the project is behind budget and may need to take corrective actions to bring the costs in line with the planned budget.
In summary, the Cost Management Plan will ensure that the project costs are effectively managed and controlled throughout the project’s lifecycle by using Earned Value Management metrics, schedule performance index, and cost performance index. These metrics will help the team to identify the areas where the project is underperforming and take corrective actions to bring the project back on track.
The ideal reporting format for the cost management plan of the Dispatch Directory system project would likely be a detailed spreadsheet or table. This format should include all relevant cost information such as project budget, actual costs incurred, projected costs, and any variances or discrepancies.
Additionally, the format should be easily understandable and accessible to all stakeholders, including the project team, stakeholders, and management. A bar chart or Gantt chart can also be included to provide a visual representation of the cost information. The reporting format for the cost management plan of the Dispatch Directory system project would include the following elements:
1.Executive Summary:
A brief overview of the cost management plan, including the project's overall budget, any major cost variances or issues, and any actions taken to address them.
2.Budget Overview:
A detailed breakdown of the project's budget, including the total project cost, the cost of each phase or deliverable, and the costs associated with each project resource (e.g., labor, materials, equipment, etc.).
3.Cost Variance Analysis:
A detailed analysis of any variances between the project's actual costs and the budgeted costs. This should include a detailed explanation of the causes of the variances, the impact on the project, and any actions taken to address them.
4.Budget Forecast:
A projection of the project's future costs, including any potential cost variances and their potential impact on the project.
5.Cost Management Metrics:
A set of key performance indicators (KPIs) that provide a snapshot of the project's cost performance, including cost variance, cost performance index (CPI), and schedule performance index (SPI).
6.Approval and Sign-off:
A section for the project manager and other key stakeholders to review, approve, and sign off on the cost management plan.
7.Appendices:
Any additional documentation or supporting materials, such as detailed cost breakdowns, invoices, or change request forms.
It is important to note that this is a general outline, and the reporting format may vary depending on the specific needs of the project and organization. However, it should provide a comprehensive overview of the project's cost management and performance in order to make informed decisions.
The Cost Variance Response process for ADENICSY project will be as follows:
1.Control Thresholds:
- The project will have several control thresholds set for cost variance.
- These thresholds will be set at 5%, 10%, and 15% of the total project budget.
- If the project triggers any of these thresholds, it will be considered a cost variance.
2. Identification of Variance:
- The Project Manager will be responsible for identifying any cost variances and reporting them to the Project Sponsor.
- The Project Manager will use the Earned Value Metrics and other cost management tools to identify and track any variances.
3. Analysis of Variance:
- The Project Manager will analyze the variance to determine the root cause of the problem and develop options for corrective action.
- The Project Manager will also consider the impact of the variance on the project schedule and scope.
4. Presentation of Options:
- The Project Manager will present the options for corrective action to the Project Sponsor.
- The options will be based on the root cause of the variance and the impact on the project schedule and scope.
5. Approval of Corrective Action:
- The Project Sponsor will review the options and approve an appropriate action to bring the project back on budget.
- This may include increasing the budget, reducing scope or quality, or implementing other corrective actions.
6. Implementation of Corrective Action:
- The Project Manager will implement the approved corrective action and monitor the results.
- The Project Manager will also update the project schedule and budget accordingly.
7. Reporting:
- The Project Manager will report the cost variance, corrective action taken, and the results of the corrective action in the Monthly Project Status Report.
- The Project Manager will also provide updates on the project budget and schedule.
The Cost Variance Response process will be an ongoing process throughout the project lifecycle. The Project Manager will be responsible for monitoring and controlling the project costs, and the Project Sponsor will be responsible for approving any corrective actions as needed.
The cost change control process will include the following steps:
1. Identification of the cost change:
- Any proposed changes to the project budget or costs must be identified and documented in a cost change request form.
2. Analysis of the cost change:
- The proposed change will be analyzed by the project team to determine the potential impact on the project schedule, resources, and overall budget.
3. Approval of the cost change:
- The cost change request will be reviewed and approved by the project sponsor and other relevant stakeholders.
4. Implementation of the cost change:
- Once approved, the cost change will be implemented in accordance with the project schedule and budget.
5. Tracking and monitoring of the cost change:
- The project team will track and monitor the impact of the cost change on the project schedule and budget, and any necessary adjustments will be made to ensure the project stays on track.
6. Reporting on the cost change:
- The cost change will be reported in the monthly project status report, along with any relevant financial information and any corrective actions taken.
The cost change control process will be implemented to ensure that any changes to the project budget or costs are identified, analyzed, and approved in a timely manner. This will help to minimize the impact of cost changes on the project schedule and budget and help to ensure that the project stays on track to meet its objectives.
Budgeting is a crucial component of project management that involves planning, estimating, and controlling project costs. For the Dispatch Directory System project, a budget has been developed to ensure that project costs are identified, monitored, and controlled throughout the project's life cycle.
The budget includes direct and indirect costs, and it is designed to provide the project team and stakeholders with a comprehensive understanding of the financial resources required to successfully complete the project. This budget will serve as a baseline for monitoring the project's financial performance and ensuring that it remains on track to meet its goals and objectives within the approved budget.
Approved Budget: PHP 900,000.00
Labor Cost Distribution Summary
Cost Schedule Summary
The Schedule Management Plan is crucial because it provides direction and information in this area and specifies how the project's schedule will be handled throughout the entire project. After evaluating, managing, and prioritizing all time-related schedule alterations, the schedule management plan specifies strategies and tactics and distributes them.
The project team and the resources assigned to it will cautiously work on the initial schedule once it has been produced in order to prevent the project's schedule from being in the critical path. The proposed work package task, the length of the activities, and the project timeline require the approval of the project team and assets. Once this has been completed, the project adviser will check, approve, and baseline the schedule.
Milestone |
Timeline |
| Project Charter | 1st Month |
| Project Approval | 2nd Month |
| Developing the Web Application | 3rd to 7th Month |
| Complete Test Plan | 8th Month |
| Finalizing the Document | 9th Month |
When such changes are made, the plans and baselines will be updated. Furthermore, the same are shown as outputs. The scheduling approach, method of evaluation, tools, management, and control of the schedule will all be impacted by the development strategy.
The following are the roles and responsibilities involved in developing a schedule:
| Role | Responsibility |
| Project Client |
|
| Project Manager |
|
| Project Team Members and Subject Matter Experts (SMEs) |
|
| Independent Verification and Validation (IV&V) Project Adviser |
|
| Stakeholders |
|
For the duration of the project, the schedule must be precisely and effectively managed. Meetings, schedules, project updates, and even changes to the project schedule go through the project manager, who is also responsible for managing them. The project manager will also be responsible for informing and keeping the project client informed of the project's status.
The project team, on the other hand, is required to attend meetings for any schedule updates provided and work on any timetable adjustments that would be made. The percentage of completion must be presented to the project team for discussion by project team members who also complete a task.
When the project team creates the schedule, the project sponsor must specify a deadline for the project to be finished or operational. This is essential because it enables the project sponsor to align the objectives and expectations of the project client with the project at hand. One of the factors that could affect the changes in schedule is poor schedule management, which requires an extension or change in the project plan. If there are any circumstances that might potentially affect the timetable and go beyond the limits specified by the project sponsor, the project manager should submit a schedule change request and it should be approved by the project sponsor before the schedule change is made.
If any of the following apply, a schedule change request must be submitted to the project stakeholder for approval, if not, then submission is made for approval to the project manager:
- The suggested change is to limit the length of deliverables of a given Sprint Backlog during the project's development phase, to make it obvious that adding something to the duration does not indicate extending the work across the full duration.
- Changes to the scope statement must be taken into consideration in order to prevent conflicts during the project's documentation phase. The project team must compile every mistake in the document before expanding the work packages by 5% or more to reflect the changes in all the documentation.
- A different way to implement the changes is to either cut or extend the project's overall timetable by 10% or more.
If a project problem arises that requires a substantial change in the project scope, it is best to propose a change. It is necessary to use prudence during the process of suggesting and evaluating the project's scope adjustment. Any project team member or project client may ask to change the project's scope. All change requests must be submitted in the form of a project change request document to the project advisor. Following that, the project manager will go over the requested change to the project's scope. The project adviser will either reject the request for change if it does not fit in with the project's goals or schedule, a meeting with the project client and project team to discuss it and determine its impact. Following initial approval from the project client and project adviser, the project manager will communicate the scope change to the entire project team. In result of that, the team members will amend any applicable paperwork, deliverables, and product backlogs.
The Change Management plan was created for the ADENICSY project to set and meet goals on how the clinic would change regarding appointments and storage. All stakeholders are expected to submit or request changes to the ADENICSY project in accordance with this Change Management Plan and all requests and submissions will follow the process detailed herein.
The ADENICSY Change Control Board is the approval authority for all proposed change requests pertaining to the IS Project. The purpose of ADENICSY is to review all change requests, determine their impacts on the project risk, scope, cost, and schedule, and to approve or deny each change request. The following chart provides a list of the CCB (Change Control Board) members for the IS Project:
| Change Control Board Roles | Roles | Name | Contact | Responsibilities |
|---|---|---|---|---|
| Change Control Board Chair | Project Sponsor | Dr. Denroe Apelo | Project Sponsors can help to ensure that the project accomplishes its goals and adds value to the organization by supervising it, resolving problems, talking to stakeholders, offering support, and celebrating success. | |
| Change Control Board Member | Project Leader/Manager | Janssen Pedrola | [email protected] | The project manager oversees defining ADENICSY’s project scope and goal. The Project Leader/Manager oversees developing or implementing new software, launching a new product, or completely overhauling an organization's marketing plan. |
| Change Control Board Member | Project Operations Lead | Alfonzo Louise De Vera | [email protected] | The operation lead oversees developing any project execution strategies and overseeing the project's operational performance by keeping track of the project's progress. |
| Change Control Board Member | Project Technical Lead | Guiler Marion Regalado | [email protected] | Determines ADENICSY’s project requirements and develops work schedules for the team. Identifying risks and forming contingency plans as soon as possible. Analyzing the existing operations and meeting to discuss improvements. |
| Change Control Board Member | Project Documentations Lead | Patricia Anne Meltran | [email protected] | Documentation lead is responsible for identifying and suggesting improvements after assessing the effectiveness and efficiency of the current document management systems and practices. |
| Change Control Board Member | Project Operations Lead | Earl Eufimeah Dahinao | [email protected] | The operation lead oversees developing any project execution strategies and overseeing the project's operational performance by keeping track of the project's progress. |
| Change Control Board Member | Project Technical Lead | Ivan Emmanuel Flores | [email protected] | Determines ADENICSY’s project requirements and develops work schedules for the team. Identifying risks and forming contingency plans as soon as possible. Analyzing the existing operations and meeting to discuss improvements. |
| Name | Project Roles | Responsibilities |
|---|---|---|
| Dr. Denroe Apelo | Project Sponsor | Project Sponsors can help to ensure that the project accomplishes its goals and adds value to the organization by supervising it, resolving problems, talking to stakeholders, offering support, and celebrating success. |
| Janssen Pedrola | Project Leader/Manager | The project manager oversees defining ADENICSY’s project scope and goal. The Project Leader/Manager oversees developing or implementing new software, launching a new product, or completely overhauling an organization's marketing plan. |
| Alfonzo Louise De Vera | Project Operations Lead | The operation lead oversees developing any project execution strategies and overseeing the project's operational performance by keeping track of the project's progress. |
| Guiler Marion Regalado | Project Technical Lead | Determines ADENICSY’s project requirements and develops work schedules for the team. Identifying risks and forming contingency plans as soon as possible. Analyzing the existing operations and meeting to discuss improvements. |
| Patricia Anne Meltran | Project Documentations Lead | Documentation lead is responsible for identifying and suggesting improvements after assessing the effectiveness and efficiency of the current document management systems and practices. |
| Earl Eufimeah Dahinao | Project Operations Lead | The operation lead oversees developing any project execution strategies and overseeing the project's operational performance by keeping track of the project's progress. |
| Ivan Emmanuel Flores | Project Technical Lead | Determines ADENICSY’s project requirements and develops work schedules for the team. Identifying risks and forming contingency plans as soon as possible. Analyzing the existing operations and meeting to discuss improvements. |
Apelo Dental Clinic System would like to provide the utmost care for patients who want to achieve their desired procedure for their dental health. And is responsible for achieving the patients’ demand. ADENICSY’s change protocol process guarantees that, in accordance with accountability protocols, each change proposed during an initiative is properly specified, examined, and approved before execution. The change control process promotes the effective use of resources and helps prevent unneeded modifications that could influence delivery in terms of time, budget, and quality.
The following steps below are the ADENICSY’s change control process:
| Process Step | Description | Change Log Status |
|---|---|---|
| Proposing a Change | ADENICSY’s project leader oversees submitting a Change Request Form. At this point, organizational process inefficiencies, technological improvements, and changing client needs all point to the need for change. | Submitted |
| Change Request Evaluation | The second step involves evaluating the change request to determine its effect on company operations, resource requirements, and budgeting. This step also includes risk assessment and any behavioral adjustments necessary for the change to be successful. If the change is authorized, the procedure then advances to the following stage. If it is denied, the reasons are logged and shared with the customer and stakeholders. | Submitted |
| Decision | The third step of a change endeavor involves thorough preparation. Building a clear and simple strategy that includes dates, resources, pilot testing, and how to lessen the impact of change | Submitted |
| Implementing a Change | In this step, to accommodate the change, update the strategy and obtain resources. | Submitted |
| Closing a change | In this last step of ADENICSY’s change control process. Review all the implemented changes and update the change log. Once the document is signed for closure, the process will be finalized. | Submitted |
To keep track of the change request progress, each step has a corresponding change request status as show on the table below:
| Status | Description |
|---|---|
| Submitted | A member of the project development team or key stakeholders submitted a change request log and has not been reviewed by the Project Manager for impact analysis. |
| In review | Impact analysis is being performed. |
| Approved | Change request is approved and will be moved to implementation. |
| Denied | Change request is denied. |
| In Progress | Action plan to execute the change request is being implemented |
| Verifying | Review of proper implementation of change request |
| Closed | Chang request work is complete, has passed all tests, and updates have been released. |
Dental clinic systems are complex organizations that treat varieties of problems for their patients. With a quality system it would drastically increase their productivity and even give convenience of access for their staff and patients. This thesis was created for Apelo dental clinic as they were the chosen client for this research. This research and creation of this system would not only help the clinic but will make treatment fast and easy while also generating satisfaction for their customers.
- Make sure the system has complete functions that also show easier navigation and great responsiveness.
- The criteria’s requested by the client to be met.
- To achieve a quality standard not only for the client but also to the patients they serve.
- Clarify the roles and responsibilities of each member.
- Establish objectives that would manage and uphold the project quality across the course of the subject.
- Project Completion - when the project objectives have been achieved and proper backups have been created for potential risks regarding within the system.
- Acceptance criteria - when the project has achieved standards regarding user-friendliness and operation of functions, buttons, and commands.
- Continuous integration – for future updates and expanding of system operations, the developers would recommend a compatible and capable developer of handling the system.
- Test-driven development – the system would be heavily tested to ensure its functions are working in their best condition and that the code would satisfy the quality of the system as its integration to live servers.
This quality management plan provides a comprehensive framework for managing, maintaining, and improving project quality. This plan ensures that the project meets its objectives with regards to the clients’ requests, stakeholders, its users, and even the patients, providing a clear set of rules, guidelines, process, tools, and roles and responsibilities for using, creating, and improving the system itself and any issues that may arise. All stakeholders should be familiarized with the changes, the plan itself, and their role contribution in the project.
ADENICSY will utilize an Agile and Scrum method and various testing processes to ensure that the project system delivers a high-quality product or even exceeds the expectations of all stakeholders’ expectations. The project would prioritize the required functions first to ensure every command would work then proceed to the designing phase.
The following are the roles and duties for the quality management plan:
| Role | Description |
|---|---|
| Project Manager | Charged with establishing the acceptance standards and making sure that the final product satisfies the stakeholders, client, staff, and its users |
| Project team leader | Oversees the team's adherence to the Scrum framework and works with the product owner and Development Team to enhance the final product. |
| Project Development Team | Responsible for creating the production of the system and uphold the quality standards |
| Project Sponsor | Provides executive support for the project |
The approach will include the following steps:
- Define quality standards - The developers would define and follow quality standards based on Agile and Scrum methodology and requests of the client with the focus of delivering value.
- Quality planning – The team closely works with the stakeholders to identify and ensure the project requirements are met alongside prioritizing the most important features. The team will create a product backlog to view the changes made and set the quality goals to ensure that each iteration of the product has significant changes approaching the objectives of the quality standard.
- Quality control – This measures sprint implementations to ensure that the product meets the defined requirements and quality goals. It would also identify and defects, issues, and potential requests to the system.
- Quality Assurance – This would put the measures in place to prevent defects and issues from occurring in the first place, as the team would do various testing methods and processes to ensure the project is being executed according to the established standards and guidelines.
- Continuous Improvement – The team would recommend a competent and professional developer for future updates, improvements, and fixes for the project.
- Communication – The team will maintain constant communication with the stakeholders, clients, users, and patients in order for them to be aware of the changes, plans, status and feedback if needed.
The project team will incorporate Agile and Scrum practices, including user stories, sprints, and retrospectives, to ensure that quality is built-in throughout the project's lifecycle and meets the organization's quality standards and the needs of the project stakeholders. In addition, a risk management plan will be developed to proactively identify and mitigate potential quality risks throughout the project's lifecycle.
Overall, the Quality Management Approach for ADENICSY and will prioritize delivering a high-quality product that meets customer requirements through an Agile and Scrum method. The approach will be flexible and continuously refined to ensure that the project meets or exceeds all quality expectations.
ADENICSY will be completely functional, user-friendly, and compatible with multiple devices that have access to internet connection and the latest operating system compatible to the clinics system as the quality management plan will contain both the product and process quality standards.
Requirements for product quality
- ADENICSY will be fully operational and adhere to the product backlog’s technical requirements.
- The interface shall be user-friendly to all the stakeholders and its users. This project comes with instruction manuals or tutorials that can be viewed by its users.
- The project system would work with the clients’ requests and improve its technological infrastructure.
- The system requires the latest OS compatible with the clinics devices and the system itself.
Requirements for ensuring quality of process
- The development team will implement an ongoing process of testing and quality assurance to ensure that the system meets all technical specifications and requirements.
- A version control tool will be used by the development team to ensure that any modifications to the system are properly documented, reviewed, and authorized.
- Regular sprint reviews will be conducted by the development team to identify and promptly address any quality issues.
- The development team will follow a defined configuration management process to ensure consistent development, testing, and deployment of the system.
Compliance Demonstration
- ADENICSY will be tested and evaluated against the established quality requirements and standards before being deployed to the client.
- The development team will maintain comprehensive documentation of all testing and quality assurance activities, which will be made available to the client upon request.
- The development team will conduct a formal acceptance test with the client to ensure that the system meets their requirements and expectations.
- The development team will provide ongoing support and maintenance services to ensure that the system continues to meet the established quality standards over time.
The development team would recommend a competent developer to ensure that the system can be improved, updated, and fixed whenever a problem arises while still upholding the quality standards.
The QA process for ADENICSY will be integrated into the Agile and Scrum method to ensure that the quality is achieved through collaborative effort and continuous improvement as the following steps will be undertaken:
- Defining quality standards – The developers will collaborate with stakeholders, client, users, and its patients to define and document the quality standards for the project in the quality management plan as the quality standards will constantly be communicated to everyone.
-
Quality Metrics – The project team will use quality metrics to track and report on the project's performance against the quality standards.
- Test coverage presents the percentage of the system that has been tested
- Case pass rate presents the test cases that have been passed
- Continuous Improvement – The developers would use the feedback to modify changes requested by the stakeholder and the client to ensure a quality product.
- Compliance with Industry Standards – The developers would ensure that ADENICSY would adhere to relevant industry standards such as accessibility standards, security standards, and data privacy regulations. Regular audits will be conducted to verify compliance with these standards.
- Reviewing Feedback – The developers would constantly review feedback in order to improve and modify changes for the betterment of the system.
The quality assurance metrics will be closely monitored, tracked, and reported on a regular basis to ensure that the project produces a high-quality outcome. Any violations of these standards will be swiftly reviewed and corrected. The project team will receive regular reports from the software application that will be utilized to gather data on these parameters. The quality assurance procedure will also be reviewed frequently to find and 88implement improvements. The goal is to ensure that the Dispatch Directory System meets the highest quality standards, and that all quality assurance metrics are closely monitored to ensure the project's success.
In Agile and Scrum methodology, quality control is embedded into the development process, and the focus is on continuous testing and quality feedback. The Quality Control process for the Dispatch Directory System project will involve the following steps:
- Continuous testing and feedback: The project team will perform continuous testing to identify defects and ensure that the product is meeting customer requirements. The testing will be automated wherever possible.
- User Acceptance Testing (UAT): A representative group of end users will test the system to ensure it satisfies their needs and expectations. The UAT will be performed at the end of each sprint, and any necessary modifications will be made based on feedback from the users.
- Compatibility Testing: The Dispatch Directory System will be tested on multiple platforms, including mobile devices and browsers, to ensure compatibility and address any difficulties that may arise when the system is used in various settings.
- Continuous Monitoring: After deployment, the project team will monitor the effectiveness of the Dispatch Directory system. This will involve keeping an eye on important performance measures including user happiness, response time, and system uptime. This will provide essential information to aid with any system upgrades and identify any problems or bottlenecks. The following quality metrics will be used to monitor and assess the system's performance:
- Test Coverage: The percentage of the system that has been tested.
- Test Case Pass Rate: The percentage of test cases that have been passed.
- User Happiness: Measured through surveys and feedback from users.
- Response Time: The time taken for the system to respond to user requests.
- System Uptime: The percentage of time the system is available and functioning as expected.
- Tracking and Documenting Quality Evaluations: The project team will track and document the outcomes of the Quality Control process, which will be used to monitor the project's progress and the effectiveness of any remedial actions that are taken.
In conclusion, the quality control process for ADENICSY will be an integral part of the development process, with a focus on continuous testing, user feedback, and performance monitoring. The project team will continuously monitor and assess the quality of the product as part of the Quality Control process, ensuring that it meets the required quality standards and customer requirements.
The Agile and Scrum techniques will be employed to promote continuous inspection and modification throughout the project lifecycle for the Dispatch Directory System project, which will adopt a transparent and collaborative approach to quality control.
To guarantee that the product fulfills the standards and criteria, quality control measures will be made at each stage of the development process and documented on a shared, viewable platform, such as a project management tool, as opposed to a static spreadsheet or table.
The following details will be on the platform:
- Measurement Date
- Measurement type (e.g., automated testing, code review, peer review, user story acceptance)
- The measurement's findings (such as passed/failed, the number of flaws discovered, and the percentage of code coverage)
- Requirements and standards for comparison
- Member of the team in charge of measuring
- Team member responsible for assessing the measurement results
- Taking any required corrective actions
- The date that the remedial measures were finished
Dashboards and other visual tools will be used to track the quality control measurements in real-time so that all team members can readily access and comprehend the data. The dashboards will draw attention to patterns and problem areas so that the team can act fast and make the necessary adjustments. The quality control metrics will be reviewed, and the method will be adjusted as necessary during routine team reviews such as sprint reviews and retrospectives. Together, the group will pinpoint potential improvement areas and put any found problems into practice.
In conclusion, the Dispatch Directory System project will use Agile and Scrum approaches to implement a collaborative and dynamic quality control strategy. To make sure the product satisfies the standards and needs, the team will regularly assess the product's quality and make the required improvements. On a common platform, all quality control measurements will be collected and tracked in real-time. The team will collaborate to address any problems and implement any necessary improvements.