Software Project Management

Assignment # 1
Topic: Patient Treatment and Medication System
Roll No Name
BITF16M009 Muhammad Waleed
BITF16M020 Bilal Iqbal
BITF16M035 Syed Shehroz Sohail
BITF16M036 Hafiz Muhammad Salman

Submitted to: Sir Irfan Ahmad

 Dated: October 21, 2019

Project Charter

Contents
Introduction ………..…………………………………………………………………………………………..2
Statement of Work …………………………………………………………………………………………..3
Business Case ................................................................................................................... 6
Letter of Agreement............................................................................................. 7
Organizational Process Assets ....................................................................................... 8
Enterprise Environmental Factors .................................................................................. 9
Expert Judgement ........................................................................................................... 10
Facilitation Techniques .................................................................................................. 10
Introduction
In the hospitals and clinics, we see that a patient has to maintain his medical record and
test reports in files. In case, he lost it then the patient and the doctor would have difficulties
in examining him. We propose a system which will maintain the record of patient in the
database. The database will contain a comprehensive record of the patient including his
medical reports, diseases, his visit dates, and the medicines prescribed by the doctor as well.
In this way, it would be easier for the doctor to check up the patient by seeing the previous
record and devise him medicines.

Inputs:
 Statement of Work
o Business need
o Product scope description
o Strategic plan
 Business case
 Agreements
 Organizational Process Assets
 Enterprise Environmental Factors
 Statement of Work
a) Business need

 In this world of Technology everyone wants that they just done their work as
easy as Possible
 According to ONC, nearly 80 percent of patients who accessed their health
data in 2014 found that access beneficial.

 Less emphasis on paperwork and more time spent with the patient, which
increases efficiency
 Less administrative errors, with changes being recorded instantly
 Improving medication safety
 Access to information for people and their care providers
  Reducing unnecessary test duplication
 Improving medication safety
 Easier reporting to superiors and patients.

b) Product Scope Description

Electronic health record:

 Patient general information

 Diagnostics
 Psychosocial status
 Treatments
 Visits
Patient portal

 Scheduling
 Patient environment
 Patient-provider communication
Administrative record
 Doctors Details (Personal info, Specialization, Charges )
 Reports

c) Strategic Plan

Purpose Statement:
To care for our patients and their families as if they were our own
Customer Perspective:

Quality, convenient and compassionate medical care

Financial:
 Grow Volume/ Revenue
  Manage Costs
Internal Perspective:
 Improve access for patients and doctors
 Expand Access to wider Geographic Regions
 Achieve Best Clinical Outcomes in Our Specialties

Learning & Growth Perspective:

 Recruit & Retain the Most Talented Individuals
 Set Expectations and Hold Teams Accountable

Business Case

Cost Benefit Analysis:

System costs include the cost of the software and hardware, training, implementation,
and ongoing maintenance and support. Induced costs are those involved in the
transition from a paper to electronic system, such as the temporary decrease in provider
productivity after implementation.

Sensitivity Analysis
Base Case (Range)

Software (annual license) $1600 $800–$3200

Implementation $3400

Support and maintenance $1500 $750–$3000

Hardware (3 computers + network) $6600 $3300–$9900

Temporary productivity loss $11,200 $5500–$16,500

This figure includes the costs of the design and development of the system, periodic
upgrades, and costs of user accounts for support staff.
Implementation costs, estimated at $3400 per provider in the first year, included
workflow process redesign, training, and historical paper chart abstracting. Ongoing
annual maintenance and support costs were estimated to be $1500 per provider per
year and included the costs of additional technical support staff and system/network
administration.

Hardware costs were calculated to be $6600 per provider for three desktop computers,
a printer, and network installation. We assumed that hardware would be replaced every
3 years.

Based on our experience, we modeled the induced costs of temporary loss of

productivity using a decreasing stepwise approach, assuming an initial productivity loss
of 20% in the first month, 10% in the second month, and 5% in the third month, with a
subsequent return to baseline productivity levels. Using the average annual provider
revenues for our model patient panel, this amounted to a revenue loss of $11,200 in the
first year

Letter of Agreement

[Addressed Company Name]

63 Lahore, Pakistan

Dear [Client Representative],

We would just like to confirm the agreement made during a phone conversation on
Friday, October 22nd.

As per our conversation, our company, Green Grass Technologies Inc, agrees to deliver
a Patient Treatment and Medication System to you with complete development and
installation in your firm with project duration of 10 weeks. Upon completion of this
project, we will receive the sum of $5 million dollars. If we fail to meet our obligations, all
terms of the contract will be terminated and we will receive no compensation for our
work.

Please respond to verify that all the above information is correct and to confirm your
obligation in this agreement.

Client Signature Project Manager Signature

Client Name Project Manager Name

Organizational Process Assets

 Processes and Procedures

All the project working will be scheduled according to the Project Charter and
under the following areas:
 Initiating and Planning
 Executing, Monitoring and Controlling
 Closing
 Corporate Knowledge Base
Databases
 A Financial database will contain information such as labor hours,
budgets, and other project expenditures
 Configuration management knowledge base will contain the versions and
baselines of all performing organization standards, policies, procedures,
and any project documents
 Issue and defect management database will contain issue and defect
status, control information, issue and defect resolution, and action item
results
Historical Information
 Project files from previous projects will be considered to estimate cost,
and project calendars will play a significant role in schedule Project
Working
 Risk analysis of previous projects will be considered for making a Risk
Registers for the project, to calculate Risk Severity and in planning the
Risk Strategy
 Defects and Issues from the previous projects will be entertained in this
project
 Enterprise Environmental Factors

 Project Sponsor:
 Provide direction on project planning to support the successful delivery of
the Project
 Provide overall strategic and operational oversight of project
 Able to install the deliverable during the project
 And is authorized for the approval of changes arising in the scope and
development of the project
 An Executive Oversight Committee:
 Provide direction on project planning to support the successful delivery of the
Project
 Advise on material changes to Project scope, budget or schedule
 Provide direction on strategic project issues, risks or barriers to successful
completion of the Project

 Project Manager:
o Responsible for project management including budget, change, risk and issue
management
o Provide daily leadership to project team and ensures plan and stakeholder/team
engagement
o Secure resources and produce project status reports
o Ensures project is completed on time, within budget and according to
specifications
 Working Group:
o Maximum team size will be 10 including project manager, programmer,
developer and tester
o Responsible for developing and implementing all tasks and activities associated
with the project including the development of tools and resources,
communication plan, operational requirements and quality improvement.
 Communication and Approval:
o All communication will be through email and documented
o The review and approval cycle of deliverables will require no more than five
business days
 Tools and Technologies
Expert Judgement
The project will be carried out under of supervision of Project Manager and other
Experts having specialized knowledge or training in the field of Medicines and
Physicians. Units within the organization, Consultants, Stakeholders, Professional and
Medical associations and Surveys will play a vital role in choosing the direction of the
project. The procedure carried out will be the following:
1. Select the activity to be analyzed
2. Create a list of questions to be asked
3. Select the experts people
4. Have the experts give their ratings or answer
5. Make a report and send to everyone
6. Have the experts revise their answer
7. Make the second report
Interviews. This tool is best used when knowledgeable, experienced people are
available at an affordable cost and specific information is needed. We’ll interview
patients, doctors, physicians, technicians to have an idea of requirements of the system.
Brainstorming. Brainstorming technique will also be used in our project by getting a
group to focus on a problem and then coming up with as many solutions as possible.
Once the session has resulted in a number of solutions, the results can be analyzed
and hence will select the best among the solutions.
Delphi technique will be used tool in securing Expert Judgment. Under this method the
group's estimates are returned to the individual experts for review and a second round
of forecasts is received from the experts. With each round the degree of consensus
improves.

Facilitation Techniques
Conflict Resolution: During project development process every prototype will be provided
timely and if any conflict arises it will be negotiated through meetings every possible way will be
discussed. Following points will be considered.

1. Understand the conflict

2. Communicate with the opposition
 3. Brainstorm possible resolutions
4. Choose the best resolution
5. Use a third party mediator
6. Explore alternatives
7. Cope with stressful situations and pressure tactics

Meeting Management: In case of any communication need or operational part

demonstration meetings will be set up meetings may be either “face to face” or via
“Skype”. Following may be the meeting agenda.

 Regular Team Meetings are the most frequent meetings that can be organized and
conducted many times during the course of the project implementation process.
Regular (daily, weekly, monthly) meetings are scheduled and itemized in the
communication management plan.
 Change Control Meetings are organized by a change control board and intended for
reviewing change requests. The board makes decisions about approving all the
changes occurred and communicating with stakeholders for information and follow-
up actions.
 Status Review Meetings are organized on a regular basis to exchange and analyze
information on current progress of the project and its performance. During such a
meeting, the project manager distributes performance reports among the
participants to allow the team and stakeholders to gain visibility into current
performance levels and task progress. Status review meetings are also known as
performance reviews