Implementing Practice Management System for Stadium Optometry

This document discusses the implementation of a practice management system for Stadium Optometry to improve efficiency and automate operations. The system will help in storing large data sets, managing appointments, and providing support to staff and optometrists. The desired outcomes include improved services, reduced waiting time for patients, and effective resolution of patient complaints.

IT Project Management

Table of Contents
1Project Definition....................................................................................................................4
1.1Background...................................................................................................................4
1.2Project Objectives.........................................................................................................4
1.3Desired Outcomes........................................................................................................4
1.4Project Scope and Exclusions.......................................................................................4
1.5Constraints and Assumptions.......................................................................................4
1.6User(s) and any other known interested parties.........................................................4
1.7Interfaces......................................................................................................................5
2Project Approach....................................................................................................................5
2.1Purpose.........................................................................................................................5
2.2Project Approach Description......................................................................................5
2.3Type of Solution............................................................................................................5
2.4Reasons for the Approach............................................................................................6
3Business Case..........................................................................................................................6
3.1Executive Summary......................................................................................................6
3.2Reasons.........................................................................................................................6
3.3Business Options..........................................................................................................6
3.4Expected Benefits.........................................................................................................6
3.5Expected Dis-benefits...................................................................................................6
3.6Timescale......................................................................................................................6
3.7Costs.............................................................................................................................7
3.8Investment Appraisal....................................................................................................7
3.9Major Risks...................................................................................................................7
4Project Management Team Structure....................................................................................7
5Role Descriptions....................................................................................................................7
6Stakeholder Analysis...............................................................................................................8
7Project Plan.............................................................................................................................8

7.1Plan Description............................................................................................................8
7.2Tolerances....................................................................................................................9
7.3Product Descriptions....................................................................................................9
7.4Schedule.....................................................................................................................10
References..............................................................................................................................12

1 Project Definition
1.1 Background
In stadium optometry many issues are been faced within 2 years of its operation. Now, the
system is not able to store large data set due to which overall process is hampered. The
waiting time of patient is increased, appointments are not confirmed, etc. Thus, a practice
management system has to be installed to facility daily operations. Also, it will help in
storing large data set and allowing staff to provide services on time. The system can be used
by administration and optometrists to address patient complaints.
1.2 Project Objectives
The main objective is to improve services and provide support to staff and optometrists in
operations. Also, to automate various functions such as patient record, appointment, sales,
etc. This will enable in improving efficiency of service.
1.3 Desired Outcomes
The outcome of implementing practice management system will be that overall functions will
be automated. Both administrative staff and optometrists will provide services in less time.
The data and information will be saved automatically (Conforto and Amaral, 2016). Thus,
large number of patient’s complaints will be solved effectively.
1.4 Project Scope and Exclusions
With help of this system, organisation can grow and provide services in wide area. Through
it, value can be added to practice by delivering it in less time. Also, in future more operations
can be added into system.
In project there are some exclusions as well. It does not include security measures required to
protect data and information of patients. In addition, project does not include any other
practice. So, this is a disadvantage in it.
1.5 Constraints and Assumptions
There are three constraints available in project. The implementation of system may take more
than 6 months. Furthermore, there may be rise in cost due to increases in time. Cost may rise
up to 10% of $100,000. Its scope is it will improve efficiency of services within practice.
Also, different functions will be automated providing ease in managing operations and
offering services to more people in wide area.
In this certain assumptions can occur such as ineffective implementation of system and
occurring of errors (Radujković and Sjekavica, 2017). However, some key functions may not
work properly due to load on server.

1.6 User(s) and any other known interested parties
There are many users that will use project which are explained below :-
Administrative staff- They will use system to store and manage data. Also, staff will
manage daily operation and appointments. Besides, they will monitor stock and keep data of
it. The preparation of invoice is also done.
Optometrists- They will use system to view appointment. Moreover, optometrists will use it
to provide services to patient.
Patients- the patient will use system to take appointment from respective optometrists.
Moreover, they will enter their details as well.
1.7 Interfaces
Interfaces describe other projects, systems or activities with which the system/staff have an
interface. Examples could include:
As the project is all about to introduce new system that is automated by new system which
includes appointments, reminders, patient records, accounts and billing. As compared to
HICAPS which is an electronic health claim system that allow members to claim
automatically (Meredith, Mantel and Shafer, 2017). As compared to Hicaps, the new
automated system provides appointments, reminders, patient records, accounts and billing
which is not possible in Hicaps because it only manage healthcare expenses only.
As compared to manual process such as taking a book on the phone for make an
entry, or make a note paper and then transfer the same n phone is outdated process, that is
why, by introducing the new automated system will help the Stadium Optometry to work
better and deal out with issues.
2 Project Approach
2.1 Purpose
Here, waterfall model will be used to design and implement practice management system. It
will be done in systematic way. This model helps to smaller project and also perform quality
assurance test for each stage. That is why, it is used for the project.
2.2 Project Approach Description
The waterfall model sets out everything before the project commenced. By using this
approach the project will be completed in distinct stages and moved step by step to until
release to consumers (Fleming and Koppelman, 2016).

2.3 Type of Solution
For this project, the solution will be current product modification which the adjustment will
be made existing booking system, and made for greater appeal and functionality. The new
system will also provide a solution that helps to increase product sales, enhance process and
correct issue of invoice.
2.4 Reasons for the Approach
The waterfall approach is highly structured in nature. It is often used where firm tasks and
deadlines need to be set and maintained.
3 Business Case
3.1 Executive Summary
A project of implementing practice management system has been taken. This is done to
improve the efficiency of service and delivering services on time (Schwalbe, 2015). The main
benefit of undertaking this project is it will enable in making operations automatic. This will
result in serving large area and generating more revenue.
3.2 Reasons
The main reason for this project is to improve efficiency of staff and services. Moreover, to
automate operations so that services are delivered in time. With help of it, optometrist will
treat more patient and resolving several issues. Thus, objective of improving efficiency can
be enhanced.
3.3 Business Options
There are various business options that are available. The services can be delivered online via
mobile application. The patient can take appointment on mobile app and optometrists can
deliver it accordingly.
3.4 Expected Benefits
The qualitative benefit is improvement in efficiency of business function and delivering
services in optimal time (Heagney, 2016.).
The quantitative benefit of project is serving more patient and generating more profits
3.5 Expected Dis-benefits
The automation of business functions may lead to rise in cost of maintenance of technology.
Moreover, system failure can result in ineffective delivery of services.

3.6 Timescale
Task Name Duration Start Finish
System analysis and requirement 45 days Thu
11/21/19 Wed 1/22/20
System design 30 days Thu
1/23/20 Wed 3/4/20
Development 35 days Thu
3/5/20 Wed 4/22/20
Testing 22 days Thu
3/5/20 Fri 4/3/20
Implementation 35 days Mon
4/6/20 Fri 5/22/20
Maintenance 15 days Mon
5/25/20 Fri 6/12/20
3.7 Costs
The overall cost for this project will be $100,000
3.8 Investment Appraisal
The project will be funded through bank loan. It is because there will be consistent cash flow
and also payback period is long in loan.
3.9 Major Risks
There are certain risks that can occur in project.
1. Failure of system – it will highly impact on overall project.
2. Security of data and information- it is likely to occur within project.
3. Privacy of data- likely to occur that can impact to some extent (Walker, 2015).
4 Project Management Team Structure
Executive: Practice Owner, Patrick Power Senior User:

Practice Manager, Adelle Crow.
Senior Supplier: Contract IT firm specializing in Practice Management System.
Project Manager: Weixuan Jiang
5 Role Descriptions
Project Manager – Weixuan Jiang: Activity planning, cost estimation, scheduling the activity
plans, documentations and Report to the Patrick Power for each activity and monitoring the
actions of team members.
Project Sponsor (Executive) – Patrick Power: Negotiating the project funding with the senior
authorities. Guiding the project empowerment with formulating strategies. Negotiating the
project funding with the senior authorities. Guiding the project empowerment with
formulating strategies (Marchewka, 2016).
Senior User: Communicating with clients, getting the feedbacks, explaining the processing of
placing order of products and services.
Senior Supplier: holds the accountability for the quality of the products and materials that are
delivered by the suppliers and the technical integrity of the project
6 Stakeholder Analysis
It is the process which helps to identify different peoples who are involve in the project
which are as mention below:
Primary stakeholder: these are those who are affected the most in positive or negative
manner through an organisation function. For the current project, employees and senior users
are primary stakeholder.
Secondary stakeholder: This is also known as intermediaries which means that person who
are indirectly affected by the organisation action. For the current Stadium Optometry, IT
firms specialist are secondary stakeholder (Tomanek, and Juricek, 2015).
Tertiary stakeholder: this are those stakeholder who will be impact the least but it is
necessary to keep them informed such as Government.
Keep satisfied Manage closely
 Employees
 external contractor
 IT firm specialist
Monitor Keep informed
 Senior user
 Project manager
 government

 Practice owner
7 Project Plan
7.1 Plan Description
The project is about to implementing new automated services that helps to remind for
appointments, increase efficiency for company and this Is attained by different stages which
are as mention:
Project stages:
Initiation: it is the first stage of a project in which Stadium Optometry started to introduce
new automated system that helps to minimise patient waiting time and enhance the current
process. Thus, in this stage, project manager declare the scope of implementing the same and
duration in which the project will be completed.
Planning: It is the next stage in which project manager completed the project be dividing the
entire work into short term goals such that it helps to meet the define aim in better way. Such
that by implementing the project will help to improve the efficiency of the administrative
staff and optometrists.
Execution: In this stage, the project is implemented and project manager provide high
attention to complete the project.
Monitoring and control: After implementing the project, project manager regularly monitor
the day to day operation in order to analyse whether the new automated project is fruitful or
not (Glukhov, Ilin and Levina, 2015). Stadium Optometry also set benchmarking as a
monitoring technique through which the analyse result in 3 months as well.
Closure: In this stage, project is about to completed and project manager analyse how
successful the project was by considering profit.
Team:
Executive Practice Owner, Patrick Power
Senior User Practice Manager, Adelle Crow.
Senior Supplier Contract IT firm specialising in Practice Management Systems.
Project Manager External contractor (you) as the Practice doesn’t have the skills
internally to be able to manage this type of project.
Planning approach:
the planning approach used for the current project is PRINCE2 which helps to defined
all key input and output together in order to attain objectives.
7.2 Tolerances
Tolerance type Maintained in project level example

Scope Project plan By implementing
automated computer helps
organisation can grow and
provide services in wide
area
Timescale Project plan It cannot be last longer
than 6 months
Quality Project Product description The system should be
comply with best IT
services
cost Project plan The cost should not be
exceed $100,000
7.3 Product Descriptions
The PRINCE2 is the project management method which a product description is a structured
format that clearly present information about the project or product. For instance, in the
current case scenario of Stadium Optometry which faces many issues and to deal with this
situation, company wants to introduce new automated system that helps to make appointment
automatically, keep records of every patients so that it will help in smooth functioning of a
business.
Title Automated system
Purpose To deal with different issue faced by Stadium Optometry and as a
result, it provide an opportunity to the firm to grow and raise its
brand image at global level.
Composition Computers, IT specialist
Derivation It is brought from suppliers
Formal and
presentation
It should be presented in such a way that helps the company to deal
with different issue such that increase in people not turning up to
appointments without prior notification, Decreasing product sales
etc.

Quality criteria It must deal with customer's complaints such that long waiting hours
Quality tolerance The risk should be managed as per requirement
Quality method Through review from patients, regular review (2 months)
Quality skills
required
IT specialist, people who deal with different key issue related to new
automated project.
Quality
responsibilities Role Responsible individuals
Product Producer Who implement the project
Product Reviewer Who review entire project
regularly
Product Approver Who finalise project
7.4 Schedule
For the current project, the schedule is as mention:
 Task description: It is the first step in which every stage or task is specified in better
manner such that for implementing automated system System analysis and
requirement, System design, Development, Testing ,Implementation, Maintenance Is
describe.
 Establish order of task: it is done by providing Gantt chart


 Setting Time-scale: In this stage, time limit is describe and for the current project, 6
months is allocated in order to complete the project (Meredith, Mantel and Shafer,
2017).
 Allocate people to task: in this stage, every team member of the company understand
their define roles and responsibilities so that they may attain the goals.
 Review regularly: in this, it is necessary to regularly update about the project so that it
will helps to analyse whether the project is completed or not.

References
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