All requirement to build the project with MS PROJECT are in the instructional Paper. Please review all instructions in details before embarking on this project. Also, i have attach all .mpp previous project file you need to complete this project. No Plagiarism. Thank you
The purpose of this Team projectis to update, improved, and consolidate all previous project documents and files and to prepare a final project plan and a PowerPoint presentation summarizing the plan. This is when we begin to see the project as a WHOLE, rather than as a series of documents and pieces.
The consolidated project plan should follow the following general guidelines. PMI recommends the following sections in a project management plan (questions are provided to guide the narrative, but full details to address the topic should be included):
- Purpose – what is the purpose of the project?
- Background – what is the problem that the project will solve? How does the project align with the business strategy or goals?
- Approach – what will the system look like?
- Goals/objectives – what will the project accomplish when it is complete?
- Scope – what is the defined scope and what is not included in the scope of the project?
- Deliverables Constraints/assumptions
- Related projects/critical dependencies
- Schedule and milestones
- Benefit assessment, including cost benefit
- Risk assessment
- Quality management approach
- Tools and techniques to be used
- Resource estimates
- Change and control procedures for managing change
- Work plan
- Team contact directory
- Thresholds for cost, schedule or scope changes that require new review and approval/agreement
- Approval sign-off form
There are several other good templates and formats available. Please be sure to credit the source of your Project Plan structure of format.
Regardless of organization, requirements for the consolidate project plan document and presentation include at least the following:
- The Consolidated Project Plan consolidates, discusses and summarizes each of the ITP deliverables. The consolidated plan, with the exception of the mpp file, must summarize each of the ITP documents (schedule, major resources, major risks, cost, etc.) in the text of the document. The final consolidated plan should discuss what the project is, what is required to meet the needs of the client, how information was gathered and presented, and information that will help the company and the client or executive sponsor). Documents prepared, updated and approved during the semester should be added as Appendices – either in full or embedded (preferable)..
- A paragraph or two that describes the updates, improvements and changes made to the ITP documents should address what the changes are and why they were made.
- The full ITP-6 assignment includes a PowerPoint briefing and a current Microsoft Project file reflecting all improvements and changes.
This document was created to provide the preliminary delegation of roles and responsibilities of the project, define the project objectives, identify the key stakeholders, and outlines the authority of the project manager. This project charter will serve as the reference of powers for the Marley Dental Clinic IT Project. The dental clinic information system project will be managed by following the outlined project milestone chart that starts with feasibility studies through maintenance and ends with project manager delivering the system when the requirements of the project have met, and the Marley Dental Clinic is equipped to operate the system. A useful dental information system should be scalable and meet the legal requirements to capture, store, and access electronic medical records. This system will include an online virtual waiting room, be able to process and keep a record of cash and credit payments both in person and online, allow for electronic appointment scheduling, and help manage the daily operations of the clinic in an organized, useful way. The online patient portal will be easy to navigate and offer pages of informative content, have the home page and informative page that is linked to social media to post information and get feedback from the patients.
Finance: The budget and the costs that the small dental clinic has allotted to be used in the development of the system. This will be used by the project team to procure the hardware, software, and licensing required to successfully operate the system to be implemented.
Feasibility Study: The feasibility study will be conducted to establish the different data that is required and what kind of information is to be generated from the data. Looking for dental procedures x-rays, etc. This also includes registration of patients, booking of appointments, and procedures that the patients want to receive in the dental clinic.
System Designing: The step involves designing a system. Creating a database for the system. Identifying the data that is added to the system. Creating a web based application using HTML and XML. The system should incorporate online payment portals like Visa, PayPal, and MasterCard and other online payment solutions.
Hardware requirements: This includes devices like the desktop and laptops and templates that will be used in accessing the system to input data and process information. An internet connection is required because the system is cloud based. The server or hosting service for which the system will be used needs to be identified. The server has to be secure and always available to ensure smooth accessibility. Networking cable or Wireless Network Devices like the Wi-Fi and Cables need to be put in place for the laptops in offices that are away from the router.
User Training: The user training will be done after the system is fully installed. The training for the users will be for the general training like login in and login out, how to schedule and manage appointments, and how to input patient payments. The training will take place based on the duties that the general users at the small clinic need to perform as well as the specialized duties of the hygienists and dentists. For system administrators, they will be trained to run business reports, supplier reports, and maintain user accounts and permissions within the information system.
HTML: Hypertext Mark-Up Language
XML: Extensible Markup Language
A. General Information and Introduction
|Project Title:||Marley Dental Clinic IT Project|
|Brief Project Description:||Provide an IT infrastructure for the Marley Dental Clinic and develop/integrate a software solution that allows for online payments, online scheduling, and processing insurance claims and billing. This will include purchasing and installation of hardware so that computers are accessible to staff and online connectivity is established as well as the development or acquiring of programs, databases, web solutions, or any personal required.|
|Prepared By:||Rising Hawk IT Solutions|
|Date:||June 9, 2016||Version:||1|
Customer and Stakeholders:
Customer/Client – Dr. Bob and Dr. Robert Jr.
Internal Users – Dentists, hygienists, dental assistants, bookkeeper, and receptionist.
External Users – Patients of the dental practice
|Dr. Bob||Owner, Marley Dental|
|Dr. Robert Jr.||Owner, Marley Dental|
|James Jones||Executive Project Sponsor|
|Rising Hawk IT Solutions||Project Management Team|
|Marley Dental Clinic||Staff & Patients|
|Bank of America Corporate||Creditor|
B. Project Objectives and Overview:
|The objectives of this project are to implement an IT system that satisfies the following requirements:
· Online banking and payment capability for the practice and patients
· Online scheduling for patients and schedule management for internal users
· Acceptance and processing of dental claims and billing
· Office needs to be outfitted with workstations and other IT infrastructure
· Project budget max is estimated at $150,000
· System should scale in the event of increased patients or employees
· By installing the new IT system, the clinic will be able to move to a larger location and do more business without having to hire additional staff. This will save the stakeholders money in the long term and create a user-friendly interface for their patients. It will also create a foundation for a scalable practice as they begin to expand their client base and hire more dentists and hygienists.
The feasibility study will be done based on the dental clinics flow of information. Currently, the dental clinic has no IT system in place and all processes are performed manually. The feasibility study will be used to understand the scope of the problem and outline an IT solution that will better manage the daily processes taking place at the dental clinic. The feasibility study will identify the solutions that will be developed to meet the requirements of the dental clinic owner. The IT system will create electronic processes that will allow the patients and the employees access to dental services and input payments. The IT system will generate electronic invoices that will be sent directly to the patient’s inbox where they can then make a payment and receive an electronic receipt, saving paper for both the patient and the practice. Patients will gain access to the system by registering for an account online and creating an authentic user name and password.
The feasibility study will give important insight on the information technology project for the dental clinic and will be the basis for implementing a system that meet the requirements of both the internal and external users. The budget will be analyzed to determine if the hardware requirements like data cables, computers and tablets to be bought and the costs of designing and coding a system will be within the budget. This is the first step to developing or creating a dental information system project. The planning for the dental information system will be performed by reviewing the scope of the problems that have been put into focus through the feasibility study. The feasibility study brings into perspective each problem that is to be solved by the information system. The solutions include appointment booking by the patients, electronic payments, information on dental procedures, and coordination between different internal departments to ensure a smooth processes at the dental clinic.
After the feasibility study has been completed, the step that follows is planning. Planning is the arranging or putting into a systematic order the steps that will be followed. It includes having meetings as a group, establishing dates and determining if the process of creating the IT system can be met by the expected completion date. The planning includes defining roles for each of the members. The contact person from the small dental clinic is Dr. Robert Jr, the information that should be provided or selected from the dental clinic. Planning is done to create a time table to set a timeframe for start, ending, and milestone dates to show how the project is progressing. Planning reduces complexity and determines specific goals that are to be scored into each step of the dental information system (Pakorny, 2010). In the planning phase, roles will be assigned to each team member in dental information system development. The Chairperson is the client who owns the dental clinic. The chairperson secures funds to complete the project. The chairperson has secured $150,000 to be used for the development of the dental information system project. The chairperson will represent the small dental clinic. The other roles include the project management team, which manages the day to day operations of the project.
After the planning has been completed, the next step to be conducted is analysis. In the analysis phase the problems to be solved by the dental system are broken down into manageable parts. It includes putting into perspective the problems that the system will solve. It has been established that the small dental clinic has no IT system in place and the analysis will only take information and data from the files that are kept by the receptionist and bookkeeper in the day to day running of the dental clinic. Routine activities as identified by the analysis team include what Dr. Bob and Dr. Robert Jr. want, which is an online portal that supports patient registration, payment and appointment booking; as well as supplier payment. Information of new dental procedures, processing dental insurance claims and billing are also modules that are to be included in the dental clinical information system. The dental information system will be accessed via the web browser and will be available, responsive and secure to ensure that users and customers can access the website from anywhere at any time while conforming to Federal regulations.
The third step that will be followed having done the planning and analysis is the designing. In the design phase, the information description will be critical in getting a responsive dental web-based system. All the information while coding using HTML and XML should have remarks or comments to help in identifying what the data is and will allow programmers to better understand the code when future upgrades are made. As found by Langer (2007), diagrams showing the flow of information in each scenario, for example, the bookkeeper clearing a client after payment and sending the invoice number or code of the payment to authenticate he/she is the one who paid the invoiced amount on the dental services provided. The bookkeeper will first send an electronic claim to the patient’s insurance company for processing and payment. Any amount not covered by the insurance will be invoiced electronically to the patient. Once the payment is made the bookkeeper will receive an alert to reconcile the patient’s account.
Apart from the information description, the functional descriptions will be developed based on the type of input that is required. An example is a calendar system will be used and patients can only input date values into that filed. The calendar will display open appointments and the patient will be free to choose from them for the particular provider they are scheduling with. The appointment system will send a conformation message to the receptionist and the patient to ensure that day and time booked are accurate. The same will be in the case of a dentist appointment that is canceled (Ahmed et el, 2007).
Validation description involves ensuring that all the data to be processed are in the required format in the designing process. The numbers, alphabet, and symbols will only be allowed in the field that they are allowed. In case the data is not allowed there will be an informative message on the type of data to enter and will not work until the required data type has been entered. In the case of validation of mobile numbers, the system will send an automatic number to which the patient can use to validate the registration linking them to the phone number. While designing the system the other factor that one should include is refinement. This is where the design team will perform quality assurance tests to make sure that the system is functioning as intended. For example, management information should not be accessed by clients and vice versa while getting the information based on the server as argued by Pakorny (2010).
Modularity in when designing the framework will allow each part of the system to be built independently. This allows for easier coding, faster error finding, and will speed up the overall process of building the system.
The fourth step that after completing the feasibility study, planning, analysis and designing phases is the implementation. According to Ahmed et el (2007), the implementation team will be deploying the system. This includes installing the hardware, which includes the desktop for the receptionist and the bookkeeper. Each dentist, hygienist, and dental assistant will be assigned a laptop to use throughout the work day. During the appointment they will access the patient’s dental record and select dental procedures performed during the visit and complete any necessary notes to be stored in the patient’s electronic dental record. This will generate a summary of service which the bookkeeper will then use to input the charges to the patient’s account and prepare an electronic claim to be sent to the patient’s insurance for payment. The wireless network will be established and each laptop and desktop will have a wireless card to which it will be able to access the internet. The operating system and the wireless printer connections will also be established. Most of the data will be paperless and the printers will only be used when producing hard copies when desired. The implementation team will also configure all the hardware and train the dentist, the hygienist, dental assistants, receptionist and bookkeeper on their respective systems. Last but not least is the maintenance of the dental information system which will be done by the operation team. According to the Avsion & Fitzgerald (2002), the operation team deals with the maintenance of the information system, for example, the errors that result from inputting the wrong data. The operations teams will also handle establishing the database hosting and website hosting, overseeing the overall process of the system, and acting as the system administrator by assigning user privileges and rights. The operations team is responsible for configuring and providing support to the user where they find difficulties.
|· The solutions needed for this project are less than $150,000.
· Client has secured funding for the IT system to be developed and implemented.
· Software is available that is capable of processing dental insurance claims and billing.
· Implemented system will be compliant with all HIPPA regulations through the use of group policy, multi-factor authentication, and least privilege account permissions (Office for Civil Rights (OCR), 2016).
D. Project Scope
|· Fourteen laptops, each with a docking station (One for each employee)
· Eight tablets (One for each dentist and one for each hygienist)
· High capacity network data storage with automatic HIPAA compliant cloud backups
· High Speed Business Class 50Mbps bandwidth connection
· Base network gear (router, switch, firewall, Ethernet at each desk, WiFi).
· X-Ray management software
· Dental record management software
· Security solutions
· Financial management software
· Insurance management software
· Google Applications for administrative needs (email, cloud storage, office suite)
· Two desk printers (One for bookkeeper, one for receptionist) and one commercial copier/printer/fax/scanner for shared office use
· Customer Portal with web frontend and database backend for payment, record, and insurance management
E. Project Milestones
|Planning Phase– Project Analysis||· Define Client requirements and goals
· Identify scope of the project
· Confirm project deliverables
· Project Resource allocation
· Create Project Plan
· Determine system requirements
· Determine network requirements
· Determine electronic file system requirements
· Perform risk management assessment
|Planning & Initiation – System Design||· Determine network configuration needs
· Determine system resource needs
· Create network diagram
· Research ISP’s, vendors, products, and software
· Purchase parts, hardware, software, and licensing
|Execution Phase – System Build||· Set up network infrastructure and wireless capabilities in the office space
· Build IT systems and servers
· Create databases and install software
· Configure Third-Party and offsite connections
· Data entry to convert dental record to electronic file system
|Execution Phase – System Testing||· Ensure system requirements have been met
· Ensure network requirements have been met
· Ensure electronic file system requirements have been met
· Perform training for customer and users
|Execution Phase – Implementation||· Assist with creation of network and system policies and documentation
· Use new system in daily dental office operations
· Observe any system errors or failures
|Monitoring & Control Phase- Reassessment||· Correct any system errors or failures
· Reassess and retrain as necessary
|Project Close Out||· Deliver system and have closeout documentation signed||9/1/2016|
F. Impact Statement
List the impact this project may have on existing systems or units.
|Potential Impact||Systems / Units Impacted|
|N/A (No existing system in place)|
G. Roles and Responsibilities
|Executive Project Sponsor: Provides overall direction on the project. Responsibilities include: approve the project charter and plan; secure resources for the project; confirm the project’s goals and objectives; keep abreast of the main project activities; make decisions on escalated issues; and assist in the resolution of roadblocks.|
|Name||Email / Phone|
|Project Manager: Leads in the planning and development of the project; manages the project to scope. Responsibilities include: develop the project plan; identify project deliverables; identify risks and develop risk management plan; direct the project resources (team members); scope control and change management; oversee quality assurance of the project management process; maintain all documentation including the project plan; report and forecast project status; resolve conflicts within the project or between cross-functional teams; ensure that the project’s product meets the business objectives; and communicate project status to stakeholders.|
|Name||Email / Phone|
|Project Team Members: Works toward the deliverables of the project. Responsibilities include: Understand the work to be completed; complete research, data gathering, analysis, and documentation as outlined in the project plan; inform the project manager of issues, scope changes, and risk and quality concerns; proactively communicate status; and manage expectations.|
|Name||Email / Phone|
|Customer: The person or department requesting the deliverable. Responsibilities include: Partner with the sponsor or project manager to create the Project Charter; partner with the project manager to manage the project including the timeline, work plan, testing, resources, training, and documentation of procedures; work with the project team to identify the technical approach to be used and the deliverables to be furnished at the completion of the project; provide a clear definition of the business objective; sign-off on project deliverables; take ownership of the developed process and software.|
|Name||Email / Phone|
|Dr. Robert Jr.||email@example.com/(800)898-0990|
|Subject Matter Experts: Provides expertise on a particular subject. Responsibilities include: Maintain current experience and knowledge on the subject matter; and provide advice on what is critical to the performance of a project task and what is nice-to-know.|
|Name||Email / Phone|
Identify the initial funding, personnel, and other resources committed to this project by the project sponsor.
|Key Funding Resources||Constraints|
|Total Project Budget||$150,000|
|Software and Licensing||$10,000|
|Licensing and Subscription Expenses||$10,000|
|Key Human Resources||Name|
|Executive Project Sponsor||James Jones|
|Project Manager||Lisa Schmidt|
|Project Team||Oluwatobi Ajayi|
|Project Team||Leathicia Younsi|
|Project Creditor||Bank of America – Corporate Division|
|Installation and Operations Team Leader||Bill Gates|
|Network Engineer||Austin Penn|
|Software Developer||Gregory Rogers|
|System Analyst||Joshua Grassl|
I. Project Risks
|High cost for software solutions||Pre source the software development firm and obtain quotes for the project to identify the best vendor.|
|Going over budget||Pre source all necessary materials (computers, tablets, hardware, and software) to stay within budget.|
|Employees unable to use or understand the implemented software||Hold in-person and online training sessions and offer technical support for six months after completion.|
J. Success Measurements
|Having no existing information systems in place, the goal of this project will be to create an infrastructure that enables the practice to offer online electronic scheduling and online banking solutions. It should be simple enough that it requires little training while allowing employees to perform their job more efficiently. The budget goal is to leave an excess of $10,000, allowing room for subscriptions and additional training as needed. Success will be largely determined by internal and external user feedback, simple navigation and ease of use, security, and scalable so to accommodate future business growth. Other success factors will include a Measurable Return on Investment and completion of the project on time and within budget.|
The signatures of the people below document agreement and approval of the formal Project Charter. The project manager is empowered by this charter to proceed with the project as outlined in the charter. This charter will be
|Dr. Robert Jr.|
Pokorny, J., Repa, V., Richta, K., Wojtkowski, W., Linger, H., Barry, C., Lang, M. (2010). Information Systems Development. Business Systems and Services: Modeling and Development.
Avison D. & Fitzgerald (2002). Information System Development.
Ahmed T., Cox J., Girvan L, Paul A & Paul D, (2014) Developing Information System: Practical Guidance for IT Professionals.
Langer A. M (2007). Analysis & Design of Information System. New York ,NY 10027 USA.
Lavine, L. (n.d.). software — Selecting the right software for your practice. Retrieved June 8, 2016, from Dentaleconomics.com: http://www.dentaleconomics.com/articles/print/volume-93/issue-8/features/software-selecting-the-right-software-for-your-practice.html
Office for Civil Rights (OCR). (2016). Summary of the HIPAA Security Rule. Retrieved June 8, 2016, from hhs.gov: http://www.hhs.gov/hipaa/for-professionals/security/laws-regulations/index.html
Strickland, L. (2005, December 19). Best Practices in Electronic Records Management. Retrieved June 8, 2016, from Archives.gov: http://www.archives.gov/records-mgmt/initiatives/umd-survey.html
“The Rising Hawks”
Marley dental clinic it project
ISFM 438 – project management
ITP-1 – project charter