Automated Information Recording System Headspace Project Analysis

This project delves into the development of an automated information recording system for the Headspace project, an initiative focused on improving youth mental health in Australia. The assignment begins with an introduction to the project and its context, highlighting the need for an efficient system to manage patient information. A detailed stakeholder map is presented, identifying key stakeholders such as patients, project managers, medical professionals, and the government, along with their respective interests in the project's success. The project includes a questionnaire designed to gather information from stakeholders, specifically medical professionals and case workers, to understand their needs and challenges with the current manual information recording process. A use case model is then developed, outlining various use cases like accessing the application, providing customer data, user management, data analysis, and report generation. Each use case is described in detail, including actors involved, preconditions, post-conditions, and potential exception conditions. The project aims to create a system that streamlines the information recording process, improves patient care, and addresses the inefficiencies of manual methods.

Headspace Project
Automated Information Recording System
9/5/2017

Automated Information Recording System
Table of Contents
Introduction......................................................................................................................................3
Stakeholder Map..............................................................................................................................3
Stakeholder Interest in the Project...............................................................................................4
Questionnaire for the Stakeholders..................................................................................................6
Introduction Statement.................................................................................................................6
Case Workers & Clinical Team – List of Questions....................................................................6
Use Case Model...............................................................................................................................8
Use Case Description...................................................................................................................8
Fully Developed Use Case Description.....................................................................................10
References..................................................................................................................................12
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Automated Information Recording System
Introduction
Technology has become an extremely important part of the business organizations and the
activities that are carried out in these organizations. There are various elements of technology
that are being used and applied by the associates in the business tasks and activities that they
execute. The use and application of technology has allowed the activities to run smoother and
have also succeeded in showing accurate results with faster speed. There are a number of sectors
that are adopting the latest technological elements in their set of operations and one such sector is
the healthcare sector.
In the recent times, there are a number of cases that have been reported in the area of mental
health issues among the youth. Australia is one country that has also recorded a large number of
such cases. The Government of Australia has initiated and organized various projects and
campaigns to improve the health condition of the citizens in the country. One such initiative is in
the form of National Youth Mental Health Foundation which has been provided with the funds
of $54 million. The objective of this project is to improve and maintain the mental health
condition of the youth. The project was later termed as the Headspace project (Rhyous, 2011).
There are many cases that have been observed wherein the patients do not receive the required
treatment for their condition. In such cases, the condition worsens and it becomes extremely
difficult to treat the patients at advanced stages. As per the objectives and scope of the
Headspace project, the patients are required to be treated with the adequate diagnosis and
treatment method. There is one issue of information recording that has cropped up in this case. It
is due to the reason that the use of manual methods in recording the patient story leads to the
need to repeat the same story in front of every entity involved with the case.
As a resolution to these problems, it has been advised and recommended to make use of
technology for automatically recording and storing the information of the patient.
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Automated Information Recording System
Headspace Project - Stakeholder Map
Interest of the Stakeholders in the Headspace Project
Name Type Interest
Patient – Customer The stakeholder is external to
the project and belongs to the
category of operational
stakeholders
Mental health condition is one
of the serious medical
conditions and there are
various disorders that a mental
health patient may suffer
from. The patient requires the
treatment procedure to be
hassle free and easy in nature
so that the privacy of the
information is maintained and
the patient is not disturbed
time and again. In this case,
the patient is currently
required to explain the
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Medical Professionals,
Case Workers and
Project Resources
Project Manager
Patient – Customer Project Sponsor
Operational
Stakeholders
Executive
Stakeholders
Internal Stakeholders
External
Stakeholders

Automated Information Recording System
condition and the story again
and again which leads to a lot
of irritation and frustration.
The new system will
overcome this problem and
will allow the patients to have
easy treatment process which
makes these patients interested
in the project.
Project Manager The stakeholder is internal to
the project and belongs to the
category of executive
stakeholders
Project Manager is the
resource in the project that is
responsible for the execution
of numerous activities and
tasks. These activities range
from overall project
management and planning
along with the control and
closure activities. The success
of the failure of the project
will directly impact the project
manager’s future in the
organization which makes the
manager interested in the
project (Bourne, 2016).
Project Resources The stakeholder is internal to
the project and belongs to the
category of operational
stakeholders
The operational activities that
will be carried out in project
will be done by the project
resources allocated in different
teams such as design,
development, support,
implementation and testing.
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Automated Information Recording System
The performance of these
resources in the project will
determine their future in the
organization along with the
appraisals and rewards that
will be distributed. This makes
the project resources
interested in the project.
Medical Professionals and
Case Workers
The stakeholder is internal to
the project and belongs to the
category of operational
stakeholders
The case workers and the
professionals from the medical
fraternity that are engaged
with the Headspace project
have a single goal in mind
which is to make the patients
get rid of their mental issues
and provide them with
required care and treatment.
The new system will assist
these stakeholders to achieve
their dream and therefore, the
level of the interest that they
will have in the project will be
high (Watt, 2016)
Project Sponsor The stakeholder is external to
the project and belongs to the
category of executive
stakeholders
The Government of Australia
has funded the project and has
allocated a share of $54
million to the same. The
Government of every country
wants its citizens to have good
health and mental peace. The
aim of the Government of
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Automated Information Recording System
Australia will be realized with
the aid of the new system.
Information Investigation from Stakeholders - Questionnaire
Introduction Statement
As per the objectives and scope of the Headspace project, the patients are required to be treated
with the adequate diagnosis and treatment method. There is one issue of information recording
that has cropped up in this case. It is due to the reason that the use of manual methods in
recording the patient story leads to the need to repeat the same story in front of every entity
involved with the case. Automated recording of the patient story will allow the stakeholders such
as medical professionals, patients and case workers to have an easy diagnosis and treatment
methodology to be adopted.
In order to develop and deploy a system that is as per the functional and non-functional
specifications, it is necessary to have the accurate information. This information can be extracted
from the stakeholder groups through several investigation techniques. The use of questionnaires
is one such technique that can be used with much ease in this case.
Medical Professionals and Case Workers – Questionnaire
 What are the particular signs and symptoms that you study in order to determine the
particular health condition that a patient is suffering from?
 How many people work on a particular case on an average? Does the patient share his/her
story with every single person working on the case or is it restricted to a few members
only?
 What are the issues that you face with the current procedure of information recording that
is being followed?
 What measures do you use for the protection of the patient details and the case
information?
 What are the tools that you are currently using for analysis of the data and its storage and
classification?
 Would you be comfortable in using the system on the mobile platforms as well?
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Automated Information Recording System
 What are the major system qualities and features that you would not want to miss in the
system?
 What are the other technological tools and applications that you are using in the project?
 Will you require training sessions along with the system documentation that will be
provided along with the final release of the system?
 What are the standards and regulations that are followed for dealing with the healthcare
information?
Use Case Model
Use Case Model for Headspace Project (Agilemodeling, 2016)
Use Case Description
 Accessing of the Application
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Automated Information Recording System
The primary step that will be required to make use of the features and functionalities of
the system will be to access the system. The users will be able to access the system by
entering the login credentials which will be a combination of an id and a password.
 Provide Customer Data
The main aim of the automated information recording system is to capture the story of
the patient in the first discussion itself. The patients will be able to make use of the
system by sharing their story which will be recorded as a series of responses that will be
provided. The file will be stored in the system under the case history of the patient.
 User management and user privileges
Admin of the system will have the ability to add, delete or modify the users in the system.
The admin will be the only user that will be allowed to perform these activities and the
setting up of the roles and specific user privileges such as read-only, view-only, read &
write etc. will be set up by the admin (Fakhroutdinov, 2016).
 Data Analysis
When the patient will provide the information then it will be stored in the system under
the case information associated with the patient. This information will be used by the
medical professionals and the case workers to analyze the specific health conditions of
the patients.
 Medical Feedback and Reports
The medical professionals will provide their comments and the medical documents in the
form of the reports. These reports will be based upon the data analysis results and the
information that will be provided by the patient.
 Solution Development
The project developer is the resource that will be developing the solution. The source
code that will be written for the solution shall be done in such a manner that it is platform
independent in nature and makes use of the responsive web design (Wick, 2016). The
solution will also be required to be unit tested by the project developer to make sure that
there are no major faults present within the same.
 Project Equipment
A lot many tools and equipment will be necessary for the project and these tools will be
required to be set up and maintained with care.
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Automated Information Recording System
Fully Developed Use Case Description
Name of the Use Case Provide Customer Data
Use Case - Scenario The system will automatically record and store the story that will
be shared by the patient.
Trigger Event The application will be accessed by the member of the
medical/clinical team and the session will begin.
Brief description The main aim of the automated information recording system is
to capture the story of the patient in the first discussion itself. The
patients will be able to make use of the system by sharing their
story which will be recorded as a series of responses that will be
provided. The file will be stored in the system under the case
history of the patient.
Use cases that are
related
Data Analysis
Actors Involved Patient
Stakeholders Involved Patient and Medical Professionals
Pre-conditions The application shall be connected to the network and the
medical professional shall have a valid credential set available for
accessing the system.
Post-conditions The information provided shall be stored in the form of a file in
the database.
Flow of activities Actor System
Insert the id and the matching
password in the login screen of
the system
The system shall allow the user
to gain entry to the system.
Enter the patient id The patient information shall
be displayed to the medical
professional.
Record the session The patient story shall be
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Automated Information Recording System
stored in the database.
Exception conditions The login id and the password that is entered by the user are not
correct. The system will not allow the user to gain access to the
application.
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Automated Information Recording System
References
Agilemodeling,. (2016). UML 2 Use Case Diagramming Guidelines. Agilemodeling.com.
Retrieved 05 September 2017, from http://agilemodeling.com/style/useCaseDiagram.htm
Bourne, L. (2016). Stakeholder Relationship Management. Retrieved 05 September 2017, from
http://www.mosaicprojects.com.au/PDF_Papers/P128b_Stakeholder_Relationship_Manage
ment.pdf
Fakhroutdinov, K. (2016). UML actor is a role played by a human user of the designed system,
some other system or hardware that interacts with the subject by using services of the
subject.. Uml-diagrams.org. Retrieved 05 September 2017, from http://www.uml-
diagrams.org/use-case-actor.html
Rhyous,. (2011). The 8 Types of Technical Documentation and Why Each Is Important. Rhyous.
Retrieved 05 September 2017, from https://www.rhyous.com/2011/07/21/the-different-
types-of-technical-documentation-for-software-and-why-each-is-important/
Walker, D. (2016). Influence, Stakeholder Mapping and Visualisation. Retrieved 05 September
2017, from
https://mosaicprojects.com.au/PDF_Papers/P062_Influence_Stakeholder_Mapping_and_Vi
sualisation.pdf
Watt, A. (2016). 5. Stakeholder Management | Project Management. Opentextbc.ca. Retrieved
05 September 2017, from https://opentextbc.ca/projectmanagement/chapter/chapter-5-
project-stakeholders-project-management/
Wick, S. (2016). User Stories and Use Cases - Don’t Use Both!. Batimes.com. Retrieved 05
September 2017, from https://www.batimes.com/articles/user-stories-and-use-cases-dont-
use-both.html
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