Headspace Project: An Automated Information Recording System Analysis

This project delves into the development of an automated information recording system for the Headspace project, an initiative aimed at improving mental health services for Australian youth. The project addresses the inefficiency of the current system, which requires patients to repeatedly share their stories, leading to frustration. The proposed solution is an automated system that captures patient stories in the first session, reducing repetition and improving the patient experience. The project includes a stakeholder map identifying key stakeholders such as patients, healthcare experts, and the Australian government. It employs questionnaire techniques to gather information from stakeholders, and develops a use case model outlining functionalities like application login, patient story feeding, information extraction, data analysis, medical comments, and user management. The fully developed use case example focuses on feeding the patient story into the system, detailing the trigger event, pre-conditions, post-conditions, and the sequence of operations involved. The system leverages Business Intelligence tools for data analysis to assist healthcare professionals in determining patient conditions and offers a secure and efficient method for managing patient information. References to relevant literature are also provided to support the project's findings and recommendations.

Headspace Project
Automated Information Recording
System
[Type the author name]

Automated Information Recording System
Table of Contents
Introduction.................................................................................................................................................3
Stakeholder Map for Headspace Project......................................................................................................3
Interest of the Stakeholders.....................................................................................................................4
Questionnaire Technique.............................................................................................................................5
Introduction Statement............................................................................................................................5
Set of Questions for Health Care Experts and Clinical Team..................................................................6
Use Case Model...........................................................................................................................................6
Description of the Use Cases...................................................................................................................6
Description of a Fully Developed Use Case............................................................................................7
References...............................................................................................................................................9
2

Automated Information Recording System
Introduction
The use and application of technology in the organizations for the accomplishment of the
business activities is unquestionable. There are different technologies that are being applied in
different sectors. The choice of these technologies is based upon the specific requirements of the
business operations. The use of information systems and technologies for information
management and storage is in existence since a long time (Rhyous, 2011).
Headspace project is a critical project for the Government of Australia because of the nature of
activities that are required to be performed under it. A huge investment of AUD 54 million has
been assigned for the project. The aim of the project is to provide the required medical assistance
to the youth of Australia suffering from mental disorders and conditions. The procedure that is
used in the present time requires the patient to share their story with all of the case workers
individually. This requires the repetition of their story for multiple times. This leads to the loss of
interest of the patient and also builds up a sense of frustration. The proposed solution is an
automatic system that will capture the patient story automatically.
Stakeholder Map for Headspace Project
3
Healthcare Experts and
Medical Team, Project
Team
Project
Management
Patient Australian
Government Project
Sponsor
Stakeholders:
Operational
Stakeholders:
Executive
Stakeholders: Internal
Stakeholders:
External

Automated Information Recording System
Interest of the Stakeholders
Stakeholder Name Type Stakeholder’s Interest
Patient Internal, Operational There are problems that are
present with the current
system in terms of the
repetition of their story.
Patients are interested in the
project as their story will be
recorded in the first session
which will be utilized by the
rest of the workers working on
the case.
Project Management Internal, Executive The project management will
have good interest in
Headspace project as the
management will take primary
decisions for the project
execution and planning.
Project Team Internal, Operational The success of the project and
the success of the project team
members will have a direct
relation. The success results of
the project will have a positive
impact on the project members
in terms of the benefits and
rewards provided to them.
4

Automated Information Recording System
Healthcare Experts and
Medical Team
Internal, Operational The project will bring the
elements of easy usage and
maintenance along with
accuracy and reliability. This
will bring enhanced interest of
the health care experts and
clinical team members in the
project (Watt, 2016)
Australian Government –
Project Sponsor
External, Executive The sponsors will want the
project to be completed on
time and under the allocated
budget. The success of the
project and the
accomplishment of the
objectives will lead to the
attainment of improved mental
health of the Australian
citizens.
Questionnaire Technique
Introduction Statement
The stakeholder map that has been displayed above lists out the internal, external, operational
and executive stakeholders associated with the Headspace project. Irrespective of the stakeholder
types, there is a lot of information that can be collected from each group of the stakeholders.
There are different techniques that the data analysts may use for information gathering and
investigation. Questionnaire is a technique that can be applied which will include the list of the
questions that will be asked from the stakeholders. They will provide the response and the
comments for every question that will be present in the questionnaire. The response will be
analyzed by the data analysts and the information regarding the project will be obtained.
5

Automated Information Recording System
Set of Questions for Health Care Experts and Clinical Team
 What role does the patient story play in determining the mental health condition of the
patient?
 What is the average size of the medical team that works on the case of a patient?
 What are the major flaws and drawbacks of the present system?
 What are the techniques and standards that are used for the protection of the patient
details?
 Are you making use of any advanced Business Intelligence tools for information
analysis?
 What is preferred mode of accessing the system – web or mobile?
 Are you aware of the security measures that will be required with the set up of the
automated system for Headspace project?
 Are you using any other technical tools?
 Will you prefer trainings or system documentation for understanding the functionalities
of the system?
 What are the Australian regulations that apply to the health information?
6

Automated Information Recording System
Use Case Model
Description of the Use Cases
 Application Login
The users will be able to enter in to the system by using the login credentials. These
credentials will also aid in the setting up of the access control for the application.
 Feeding Patient Story
The primary goal of the project is to overcome the current issue of the repetition of the
story by the patient. The automated system will automatically feed the patient story in its
records as the information will be captured during the first session itself. A record of the
same will be created and its copy will be sent in the database synced with the system.
 Information Extraction
The patient and its case information will be available in the system and it will be possible
to extract the same using the patient id. The medical team member and any of the new
joiners in the case will be able to extract and view the information by making use of the
valid credentials and a valid patient id (Fakhroutdinov, 2016).
 Data Analysis
7

Automated Information Recording System
The automated system will be integrated with the Business Intelligence tools which will
be used for analyzing the data of the patients. The patient story will be analyzed to
identify the medical signs and symptoms. The results will assist the health care experts
and professionals in determining the specific health condition.
 Medical Comments
The system will also allow the medical professionals and health care experts to attach
their comments on the patient story. This will allow the other members in the case team
to understand the patient condition and provide the treatment accordingly.
 User Management
There will be many users that will make use of the system for execution of the activities.
The administrator will be allowed to set up the users and manage the same. User-centric
operations such as user addition, user deletion, user modification and the allocation of
privileges to the users will be performed by the system admin (Wick, 2016).
Description of a Fully Developed Use Case
Use Case Name Feeding Patient Story
Scenario The patient story will be fed in the system and will be stored in
the database synced with it
Trigger Event Accessing of the system by the medical professional, health care
expert or the worker on the case.
Short description The primary goal of the project is to overcome the current issue
of the repetition of the story by the patient. The automated system
will automatically feed the patient story in its records as the
information will be captured during the first session itself. A
record of the same will be created and its copy will be sent in the
database synced with the system.
Related Cases Application Login, Data Analysis
Actors Associated Patient, System
Stakeholders Patient and Health Care Experts
8

Automated Information Recording System
Associated
Pre-conditions The health care expert will have a registered id and a matching
password and the combination of the both will be used to login to
the system.
Post-conditions The database that will be synced with the system must create a
copy of the patient’s story.
Sequence of
operations
Actor System
Enter the combination of the
registered id and password and
click on login
The home page of the system
must open
Access the patient case record The case record shall open up
Record the patient story The details shared by the
patient must get stored in the
system.
Exception conditions The combination entered by the user for accessing the system is
not valid.
9

Automated Information Recording System
References
Bourne, L. (2016). Stakeholder Relationship Management. Retrieved 06 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 06 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 06 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 06 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
06 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 06
September 2017, from https://www.batimes.com/articles/user-stories-and-use-cases-dont-
use-both.html
10