Dental Practice Management System Implementation Project Report

This project report details the implementation of a dental practice management system for Dental R Us, a dental practice experiencing operational challenges due to increased client base and staff. The report outlines the project's objectives, which include streamlining operations, automating billing, and increasing efficiency. The project follows an iterative waterfall methodology, covering various aspects such as project definition, business case, team structure, quality management, and risk management strategies. Key components include a project plan divided into stages, project controls for budget, quality assurance, and documentation. The report also includes minutes from project meetings, providing a comprehensive overview of the project's progress, discussions, and decisions made throughout the implementation process. The project aims to deliver a cost-effective system that improves efficiency and data management within the dental practice.

University of South Australia
School of ITMS
INFT 1021: IT Project Management (ITPM)
DECLARATION OF CONTRIBUTION
Team No/Name: Please Insert
The following is a declaration of your individual contributions towards this group assessment. If any
contribution does not meet the assessment requirements, the course coordinator may adjust individual
marks up or down, depending on the level of contribution made.
Team Member 1
Name: Please Insert ____________________________________________________________________
I contributed Please Insert _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate). Please Insert
_________________________________________________________________________________
_________________________________________________________________________________
Team Member 2
Name: Please
Insert___________________________________________________________________________
I contributed Please Insert _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate). Please Insert
_________________________________________________________________________________
_________________________________________________________________________________
Team Member 3
Name: Please Insert
___________________________________________________________________________
I contributed Please Insert _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate). Please Insert
_________________________________________________________________________________
_________________________________________________________________________________
Team Member 4
Name: Please Insert
___________________________________________________________________________
I contributed Please Insert _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate). Please Insert
_________________________________________________________________________________
_________________________________________________________________________________
Team Member 5

Name: Please Insert
___________________________________________________________________________
I contributed Please Insert _____________ words towards this assessment.
I worked on the following sections/questions (select whichever is appropriate). Please Insert
_________________________________________________________________________________
_________________________________________________________________________________
2

Implementation of Dental Practise Management System
<Date> Please Insert
Prepared by
<Group number> Please Insert
<Names of group members> Please Insert

Table of Contents
Project Definition..................................................................................................................... 4
1.1 Background..............................................................................................................4
1.2 Project Objectives....................................................................................................4
1.3 Desired Outcomes....................................................................................................4
1.4 Project Scope and Exclusions...................................................................................5
1.5 Constraints and Assumptions...................................................................................5
1.6 User(s) and any other known interested parties......................................................6
1.7 Interfaces................................................................................................................. 6
2. Project Approach............................................................................................................ 6
2.1 Iterative Waterfall methodology..............................................................................6
3. Business Case..................................................................................................................7
3.1 The Project overview...............................................................................................7
3.2 Problem Definition...................................................................................................7
3.3 Justification..............................................................................................................7
3.4 Project Approval...................................................................................................... 7
4. Project Management Team Structure..............................................................................7
5. Role Descriptions.............................................................................................................8
6. Quality Management Strategy.........................................................................................8
7. Configuration Management Strategy...............................................................................8
8. Risk Management Strategy..............................................................................................8
9. Communication Management Strategy..........................................................................9
10. Project Plan......................................................................................................................9
11. Project Controls...............................................................................................................9
12. Minutes of Group Meetings............................................................................................ 11
12.1 Meeting 1...............................................................................................................11
12.2 Meeting 2...............................................................................................................13
2

12.3 Meeting 3 (repeat for each meeting held).............................................................15
References..............................................................................................................................17
3

Project Definition
1.1 Background
A dental practise named Dental R Us was set up 2years back in order to
accommodate dental care in a newly developed residential area with one dentist, a
dental assistant an administrative assistant. However, with an effective operation of
the dental practise, the client base has increased as well resulting in the addition of
two new dentist and dental assistants or supporting the Practise manager. It is quite
a problem to manage all the operations and records manually with the increase in
number of staffs and clients. Therefore, as suggested by the practise manager, it is
decided that the owner should implement a dental practise management system for
facilitating the data to day work of Dental R.
1.2 Project Objectives
The major objectives of the project are as follows-
1. To design a dental practise management system that will manage the daily
operation of Dental R.
2. To design the system in such a way so as it becomes easier for the officials to
access and use the system.
3. To automate the billing process by the information system
4. To increase the efficiency of operation by integrating this system in day to day
operation of Dental R.
1.3 Desired Outcomes
The desired outcomes of implementing the dental practise management system are
as follows-
1. The system is expected to streamline all the processes running within Dental R
4

2. The system is expected to increase the efficiency of the processes and infomrtaion
flow.
3. The system is expected to reduce the manual workload of Practise Manager and
the employees
4. The system is expected to save a considerable amount of time in data processing.
5. The system is expected to store and manage the clients’ data in en effective
manner.
6. The system is expected to be a cost effective solution to Dental R.
7.Since the project is assigned to a local IT group, it is expected that the business will
be promoted within that area as well.
1.4 Project Scope and Exclusions
The project aims at designing and developing an information management system
for Dental R. that will facilitate all the operations of the organization. The operations
include keeping a track of the appointments booked for the week, reminders set,
patients’ records, accounts and billing details. This information system is to be
designed with an aim of reducing the load of the Practise manager in handling the
increasing data and workload. The interface of the system will be simple and easy
to use (Mirza, Pourzolfaghar and Shahnazari 2013). However, a proper training is to
be imparted to the staffs about the operation of the information system prior to the
system being live.
The Project exclusion includes the regular maintenance of the information
management system.
1.5 Constraints and Assumptions
Constraints
The project constraints are as follows-
1. The dental practise management system is to be delivered within the scheduled
time, and no delay is allowed
2. The resource allocated for the project should be enough to complete the project
(Remenyi and Sherwood-Smith 2012)
3. The project cannot undergo a budget revision except for extreme cases.
5

Assumptions
The assumptions for the project are as follows-
1. The resource allocated is enough to complete the project
2. The tools and techniques chosen for project completion is appropriate
3. The organization will assist in execution of a user acceptance testing
1.6 User(s) and any other known interested parties
The users of the dental practise management system are definitely the staffs of
Dental R. The organizational clients can also use the system for knowing the status of
their appointments and billing details.
The interested parties in this project include similar organization that would be
benefitted by the implementation of an information management system in their
organization.
1.7 Interfaces
The interfaces of this project include the project manager and the project owner.
The interaction among all the stakeholders associated with the project is a major
need for successful completion of the project (Alhawari et al. 2012). Therefore, the
project manager is an important interface of the project. Interface management is
important in a project as it streamlines the communication process within the
project.
2. Project Approach
2.1 Iterative Waterfall methodology
The iterative waterfall model is the chosen approach for the project as the project
size is small and the project is needed to be completed within a scheduled time. In
iterative waterfall approach, the entire project is planned at the beginning of the
project and the project is implemented according to the plan. This reduces the risk of
the project going a budget revision or scope creep during the project
implementation (Balaji and Murugaiyan 2012). The iterative waterfall model
6

furthermore have active feedback path that helps in improvising the project during
the project implementation phase.
3. Business Case
3.1 The Project overview
The project aims at developing a dental practise management system that will not
only facilitate the different operations of the organization but also increase the
business revenue of the organization. This is because the new management
information system is expected to improve the business outcome of the organization
as well.
3.2 Problem Definition
The project is expected to complete within 6 months of initiation. All the manual
record keeping process would stop after the depletion of the system.
3.3 Justification
The project is justified as it aims at developing a system that will facilitate and
streamline the operations of Dental R. This system aims at reducing the time and
labour of manual record keeping. Furthermore, the system is expected to reduce the
information flow and data processing time within the organization.
3.4 Project Approval
The owner of Dental R., the project executive, and the project manager will approve
the project.
4. Project Management Team Structure
Since the project size is small, the project management team consists of only the
project manager, the contractor, the supplier, the designer, the coder, tester and
application demonstrator. The supplier, coder, designer and the tester reports to the
project manager, who manages and supervises the entire project.
7

5. Role Descriptions
The project manager is responsible for laying out a detailed project plan, which will
be followed throughout the implementation of the project. The project manager is
responsible for the allocating the recourses as well. The supplier will supply the
necessary materials for the project. The designer, coder and the tester are a part of
the development team. The application demonstrator will demonstrate the software
after its delivery.
6. Quality Management Strategy
A quality criterion for a project is to be established and to be included in the project
plan. It is the responsibility of the project manager to ensure regular quality checks
during the implementation of the project (Kerzner 2013).
7. Configuration Management Strategy
Configuration management is a strategy that ensures consistency in the product’s
performance, physical attributes, function and operation.
The configuration management strategy of this project includes automatic back up of
the system data and checking for regular updates (Larson and Gray 2013).
Configuration management strategy helps performance evaluation of the application
(Schwalbe 2015).
8. Risk Management Strategy
The risk management strategy for the project includes three steps (McNeil, Frey and
Embrechts 2015)-
1. Risk identification
2. Risk Evaluation
3. Risk Mitigation
The risk is identified in the project initiation stage. The risk associated with the
project are (Pritchard and PMP 2014. )-
1. Technical risk
2. Schedule risk
3. Resource risk
8

The impact of the technical risk is high and therefore needed to be mitigated with
high priority. The likelihood of occurrence and impact of this risk is medium and
therefore can be mitigated in due time.
The risk mitigation strategy for technical risk would be risk avoidance. The schedule
and the resource risk can be mitigated by ensuring that the project is implemented
according to the plan.
9. Communication Management Strategy
Managing a proper communication among the team members is necessary for
ensuring successful implementation of the project. The communication tools include
phone, email and face to face conversation (Burke 2013). Weekly meetings are
scheduled throughout the project implementation phase for ensuring proper
communication management throughout the project life cycle (Raupp and Hoffjann
2012).
10. Project Plan
The project for implementation of dental practise management system is divided
into a number of stages (Bryde, Broquetas and Volm 2013)-
1. Project Planning and Requirement gathering
2. Designing the Framework
3. Coding the Software
4. Testing and Bug Fixing
5. Software Demonstration
These project stages are followed throughout the project implementation phase thus
executing the project in a structured manner.
11. Project Controls
Since the project is to be completed within a set budget, it enforces financial control
in the project. Furthermore, it is important to have a regular quality check for
ensuring delivery of an error free product. Hence, it is essential to ensure quality
Assurance control in the project. Apart from these, the entire project is enforced
9

with document control that ensures every steps and processes followed in the
project is properly documented.
10