AllSmiles Dental Clinic Group Project Report CMT3342 ... · AllSmiles Dental Clinic Group Project...

AllSmiles Dental Clinic

Group Project Report

CMT3342 Computing Project Management

CMT3342 COMPUTER PROJECT MANGEMENT

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TABLE OF CONTENT

1. Abstract ..................................................................................................................................................................... 3

2. Introduction ............................................................................................................................................................... 4

3. Problem Definition .................................................................................................................................................... 5

4. Literature Review ...................................................................................................................................................... 6

5. Requirement Analysis and Design .......................................................................................................................... 10

6. Project Evaluation ................................................................................................................................................... 24

7. Conclusion .............................................................................................................................................................. 26

8. References ............................................................................................................................................................... 27

Appendix I: Product Life Cycle ...................................................................................................................................... 28

Appendix II: Risk Management Plan .............................................................................................................................. 30

Appendix III: Quality Management ................................................................................................................................ 47

Appendix IV: Modules Function and Expected Result ................................................................................................... 50

Appendix V: Communication Matrix ............................................................................................................................. 55

Appendix VI: Site Map ................................................................................................................................................... 56

Appendix VII: Process Flow Diagram ............................................................................................................................ 58

Appendix VIII: 3-Tier Architecture ................................................................................................................................ 59

Appendix IX: Entity-Relationship Diagram ................................................................................................................... 60

Appendix X: Project Timescale ...................................................................................................................................... 61

Appendix XI: Gantt chart ................................................................................................................................................ 62

Appendix XII: Business Case ......................................................................................................................................... 63

........................................................................................................................................................................................ 67


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Appendix XIII: Software Test Plan Documentation ....................................................................................................... 68

Appendix XIV: Minutes of Meeting ............................................................................................................................... 75

Appenidx Xv: Group Individual Reflective Report And Personal Logs ........................................................................ 84

Progree Report Log ......................................................................................................................................................... 91

Reflective Report ............................................................................................................................................................ 92

TABLE OF FIGURES

Figure 1 - Prince2 Process Model (Source: OGC, 2009) .................................................................................................. 7

Figure 2 - Prince2 and DSDM Positioning ....................................................................................................................... 8

Figure 3 - Client/Server System ...................................................................................................................................... 13

Figure 4 - AllSmiles Use Case Diagram ......................................................................................................................... 15

Figure 5 - Messaging Interface ....................................................................................................................................... 17

Figure 6 - Online Booking System - Calendar ................................................................................................................ 18

Figure 7 - Online Booking System - Appointment ......................................................................................................... 18

Figure 8 - Subscription Package ..................................................................................................................................... 19

Figure 9 - Patient Demographic ...................................................................................................................................... 19

Figure 10 - Patient's Information .................................................................................................................................... 20

Figure 11 - Frontend Website ........................................................................................................................................ 21

Figure 12 - Content Management System ....................................................................................................................... 21

Figure 13 - Multi Language Support ............................................................................................................................... 22

Figure 14 - Live Chat ...................................................................................................................................................... 23

Figure 15 - Responsive Design ....................................................................................................................................... 23


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1. Abstract

This document outlines the processes involved in the design and development of a Patient Booking

System for AllSmiles Dental Clinic. As the company grew and the number of patient increased, there

came a need to create a system that will make the process of booking and managing patients less

stressful.

With an experience technical and project management team, Eagle Technologies developed the

software with the use of Prince2 Project Management Methodology. Prior to development, an

extensive feasibility study was carried out to ensure that the system could cater for their present and

growing needs as an organisation. The software was developed with PHP and MySQL server as the

database. This report details the overall development and project management lifecycle, detailed

design diagrams in addition to the testing and evaluation result.


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2. Introduction

AllSmiles dental clinic, founded in 1996 by Dr Bright and Dr White, is a rapidly growing dental clinic

with a year-on-year growths in both the number of patients and the profits made from the business.

The rapid and continuous growth has led to a need for a system to manage the process of patients

booking and reservations. The current process involves the receptionist manually writing down

appointment of the approximate 4570 patients who make bookings either by phone or in person. The

system cannot support the anticipated growth the clinic is expecting.

The system was developed to give patients the ability to easily make reservations, get notifications as

at when due and give the clinic a solution for seamlessly managing their booking operations. It is

crucial that the system is very fast, responsive and efficient in executing tasks and processes. It will

also create a central location for the clinic to manage all patients’ records and information.

The objectives of this report are to fully understand practical handling project management

approaches, to use fact finding techniques to gather requirements, to design a system based on

requirements gathered, to build according to requirements, and to be able to test and evaluate if the

system built is what was agreed at the requirements gathering phase.


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3. Problem Definition

The medical profession typically follows a traditional booking pattern. The standard way of booking

for appointments and organising document and files has been a standard in most medical professions

for many years. The traditional system of managing patient’s information manually is usually very

slow and unreliable since booking has to be done manually by phone or in person.

Manual booking system are not sustainable and practicable in the long term. If the number of patients

rises, the practicality of the system to meet the needs of the clinic becomes very small. In addition,

paper is susceptible to both water and fire and creating a backup can be time and resource consuming.

Even today, paper-based systems have persisted even in developed countries despite the computer

technology widely available to the practicing clinician (Jha, 2009). There are many benefits of

electronic patient-based records, yet only a few percentage of physician-based organizations have

adopted electronic medical record systems. The eventual cost of developing an online system to

facilitate patients booking will eventually be offset due to the increase in efficiency, quality of service

and customer satisfaction.

The advancement in technology and the availability of cheaper and more accessible internet has led to

a need to design a better system for patients to easily book and confirm appointments. For AllSmiles,

the increase in operational and client base has amplified the issue of managing booking of patients

and ensuring that there is patients can book and confirm an appointment from anywhere using the

internet.

An online booking system is developed to replace the manual booking system in order to provide

quick service and where data information is secured. The main purpose of an online system is to

provide anytime, anyplace service for customers using the internet to enable reliable and efficient

means of making appointment and therefore providing better customer service.

The online booking system was developed using the open source PHP and MySQL as a database


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4. Literature Review

In today’s business environment, proper project management is a critical aspect and it contributes

greatly to the success of any organization’s strategic plan. A clear understanding and effective use of

project management methodologies is crucial part of any organisation that is striving to succeed.

The Project Management Body of Knowledge (PMBOK) defines Project Management as “the

application, skills, tools and techniques required for planning, organizing and monitoring resources

in order to produce a product, service or result within a specific time frame” (PMBOK Guide, 2004,

p. 8).

The usage of project management techniques has increased with the mounting complexity and scope

of projects. Restriction in available resources and tightening use of material and human resources has

created the need for proper management of project to ensure the speed and quality of the project is not

compromised.

For this project we used a combination of Project in a Controlled Environment (PRINCE2) for the

project management and Dynamic Software Development Method (DSDM) for the software

development.

PRINCE 2

PRINCE2 is a hugely popular non-proprietary method for project management, it is used in over 150

countries and 20,000 organisations around the world (Reference). The popularity of PRINCE2 is

largely due to its generic nature and can be applied to any project regardless of size, type or

organisation (Murray et al, 2009).

Prince2 follows seven process methods for directing, managing and delivering a project. The figure

below shows the main processes used in prince2


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Figure 1 - Prince2 Process Model (Source: OGC, 2009)

These processes are;

P1: Starting up a Project (SP): This process precedes the project start-up and it ensures that

all the needed information for the project is available (Murray et al 2009, p114).

P2: Initiating a Project (IP): This is signifies the take-off of the project. In this process, all

the stakeholders and project team members are briefed on the project (OGC 2002, p94).

P3: Directing a Project (DP): This process describes how the project will be controlled by

the Project Board (Bentley 2002, p41).

P4: Controlling a Stage (CS): This process involves how the project manager will assign

work packages and ensuring that the project activities is tracked, accessed and monitored

(Murray et al 2009, p168).

P5: Managing Product Delivery (MP): This process specifies the managerial activities for

the delivery of the product. It links the project manager with the team managers and ensures

that formal requirements for accepting and executing the project is in place. (OGC 2002,

p101).

P6: Managing Stage Boundaries (SB): This process involves the steps taken by the project

manager to transit from one project stage to another (Bentley 2002, p15).

P7: Closing a Project (CP): This process involves the activities of project evaluation review

and decommissioning of the project (OGC 2002, p79).

DSDM


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DSDM is an iterative and incremental agile software development method. The focus of DSDM is on

the delivery of the business solutions and it ensures the feasibility and business logic of the project

before it is even created (Richards, 2007).

DSDM framework follows five development phase (Abrahamsson, 2002). The first two phase follows

a sequential pattern and the last three uses an incremental and iterative pattern.

Step 1: Feasibility Study: Initial project suitability is assessed in this phase. This phase helps

to identify the feasibility of a project (Richards 2007, p82).

Step 2: Business Study: In this phase, the feasibility study is used to develop a detailed

outline of business processes and the information requirements (Richards 2007, p36).

Step 3: Functional Model Iteration: This is an incremental and iterative phase. The main

goal of this phase is to develop a working prototype or model (Stapleton 1997, p7).

Step 4: Design and Build Iteration: This is the refinement phase. The functional model is

continually refined until it meets the user’s requirement (Stapleton 1997, p8).

Step 5: Implementation phase: This phase deals with the transition of the product from the

development stage to the user’s operational environment (Stapleton 1997, p9).

The use of a development and a project management method provides a full and harmonising

approach to managing a software project. As shown in the figure below, there are several overlapping

elements between PRINCE2 and DSDM.

Figure 2 - Prince2 and DSDM Positioning

As a development method and a project management method, the two should be complementary. The

underlining ideas between PRINCE2 and DSDM is very similar, this makes it easy to run DSDM

projects under PRINCE2. Although there is a lot of similarity between the two approaches, the key to


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achieving maximum benefit is to merge roles from the two methodologies where needed and increase

the synergy between them.

Prince2 is ideal for this project because it provides a means for a controlled and organised start,

middle and end. It also has a strong focus on the quality of the final product using the appropriate

standard. The necessary restraints are incorporated as well to ensure that the appropriate quality

measures are added into every part of the product (OGC, 2009).

Prince2 also provide an assurance that there will be is a continual business justification for the project.

It guarantees that the all the stakeholders are available when needed throughout the project.

DSDM supports an iterative and incremental product development method. This is critical for project

with changing, complex or unclear requirements (Richards, 2007). By integrating Prince2 and DSDM,

the project was able to achieve a greater level of flexibility and creativity in the development process.

Combining DSDM with Prince2 brings a lot of strength for this project. It provides team structures at

the product delivery level. Although Prince2 provides team manager roles, DSDM goes a lot deeper

and provides a more comprehensive set of roles for product delivery for both the technical client side.


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5. Requirement Analysis and Design

5.1 Requirements Analysis

An analysis of what the client required is undertaking to ensure that the project meets the required

quality.

Requirements

Patient Demographics Patients primary information

Patient Scheduling Enable Patients to select available date for booking

Electronic Medical Records Basic medical records is stored and can be retrieved for later use

Prescriptions Online drug search and patient prescriptions and medications

Medical Billing Flexible payment and billing system

Automated Messaging System Integrated messaging system

Patient Portal Patient portal to create appointment and manage their profile

Reports Reports on appointment, patient list and needed report

Multilanguage Support Support for English and French languages

Security URL encryption, page request encryption and page session

Patient Support Live Chat system was incorporated to ensure that patient’s

enquiries could be attended to in real-time.

5.1.1 User and Business Needs


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In order to create a software that is truly effective and efficient to use, there has to be a focus on the

user and business needs of the software. The needs and preferences of the users must be put into

account in the design and development of the system.

Business Requirements

To develop the system, the following business requirement analyses was conducted:

System opportunity analysis: This is done to improve the system by analysing opportunities

and opportunities for success.

System value analysis: In this analysis, the current system is evaluated in order to assess the

value of the new system.

Business and customer value analysis activities: This analysis is done to identify the value

of the system to the business as well as the consumer and to ensure that there is synergy

between the business goals and the value the customer is expecting from the system.

Stakeholder value chain analysis: This is used to identify the perceived system value from

the stakeholders.

Outcome – A clear understanding of the proposed system, the business value and the resource

required to achieved it.

User Requirements

The user requirement was conducted with the use of usability and benchmark test to ensure optimal

user experience.

Identification of user groups

Context of Use and Interaction (work description, environmental and social factors).

Workflow and task identification: A clear understanding of a user interface roadmap that

includes the system concept, development constraints and design goals.

Usability goals: This is used to determine the effectiveness, efficiency and satisfaction of a

system.

Outcome – Design wireframe, information design and interaction models. Establish usability goals

and testing requirements.

5.1.2 Stakeholder Analysis

Dentist: can confirm, cancel or reschedule appointments; can also edit their personal data

such as name, email address, extension, office number etc.


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Receptionist: Can download and print class lists and upload or mark attendance and edit their

personal details

General Administrators: Has some administrator’s privileges and can add, remove and edit

dentist record, staff records and patient record.

Technical Administrators: Has full administrator’s privileges and can stop, start, change and

reconfigure the system

Patients/Customer:

5.2. System Design

Overview

This project is designed using the agile DSDM incremental software development approach. It

involves several release phases which enables the client to overview the progress of the project on a

weekly basis (Stapleton 1997, p8) in its Design stage.

The AllSmiles dental clinic system is a layer on top of a web server, which controls the system

resource and application usage as it is a client-server type of system. The system is a request and

response messaging pattern system, in which the server is a centralised system and clients

communicate to it. This type of system is the same as the system that runs on the World Wide Web. It

is designed for use on Desktop computers, Laptops, tablets, phone mobile devices and any devices

which have the capability of a web browser. The system utilizes a three tier architecture (refer to

appendix VII) for a more detailed architecture diagram. Developed with the PHP and MySQL

Technologies.

The system is built with PHP has the server side script and MySQL. PHP was chosen because it is one

of the world most popular open source programming language and it is currently used in over 244

million website (php.net, 2013). It also have a large support and can be deployed on most web servers

(Welling & Thomson, 2009). MySQL was chosen has the database of choice because of its cost

effectiveness and cross platform operability (Welling & Thomson, 2009).


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Figure 3 - Client/Server System

This system is designed to provide absolute communication between AllSmiles dental clinic staffs and

its customers.

5.2.1 System Design

In our feasibility analysis of the AllSmiles dental clinic project, we found out that part of the usability

criteria for the success of this project should include;

Practicality

Efficiency

Flexibility

Security

Ease of use


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Speed

Hence, our DSDM Business study resulted in focus towards three category scope of the system

design. They include; (1) User, (2) Modules and (3) Platform and Technologies.

5.2.2 System Users

The scope of users involving the Dentist, Orthodontists, Anaesthetist, Dental Assistant, Receptionist

& Administrators, and Patients, was classified into six system roles and permission consisting of

i. Super Administrator

The Super Administrator role involves the creation and management of the different staff

account. The Super Administrator is also responsible to check the state and status of the

overall system's core functionality. In case there is a need to improve the performance or the

stability of a particular module in the system.

ii. Database Administrator

This Database Administrator’s role is one of maintaining data performance, data integrity and

overall data security of the system.

iii. Doctors

The role of the doctor enables a patient and doctor interaction communication, it has modules

such as the messaging, electronic medical record, drug prescription and improvement of

patient electronic health record.

iv. Receptionist / System Administrator

This role also known as the system administrator is responsible for the complete management

of the system features such as the patient scheduling, subscription, reporting and also direct

communication with the patient.

v. Patient/Customers

The patient role is created to enable a patient overview he status of his treatment, make

booking, make subscription selection and also enable direct instant messaging communication

to the system administrator.

vi. Webmaster

This account provides features for managing the quality of content on the website

See Appendix


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Figure 4 - AllSmiles Use Case Diagram

5.3. Software Project Management

The project lifecycle (Refer to Appendix I) was created and implemented to

improve product quality and to reduce prototyping cost as well.


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To ensure that the expected quality was meet, the project was developed with

the Prince2 project management methodology. The following prince2 themes

were tightly integrated into the management of the project

Risk Management: In order to ensure the project was successful, an effective risk

management plan was created. (Refer to Appendix II)

Quality Management: To ensure that the expected quality was met, a quality management

plan was incorporated. (Refer to Appendix III)

Communication Plan: A proper communication plan was created to aid information flow

among the project team and stakeholders. (Refer to Appendix V)

Business Case: To captures the reasoning for initiating a project or task

(Refer to Appendix VI)

Product/Software Documentation

The final prototype of the AllSmiles Patient online booking system contains a number of modules

which is explained in brief below. Also included in this sections for further details of the products are

Site Map and Process flow; Refer to Appendix VI, VII.

1. Messaging: Patients or user is able to send a direct message to the receptionist with the

‘Create Message’ link in messaging. The user can receive message or newsletter from the

clinic via the ‘Inbox Message’ link and also through their individual email.


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Figure 5 - Messaging Interface

2. SMS Notifications: The clinic can send SMS alerts to patients in the case of emergency or if

the patient does not have access to the internet.

3. Online Booking System: The Booking system provides a calendar based system. This system

allows the patient or user to select a future date to schedule an appointment, lab test or regular

check-up with the doctors of the clinic by clicking appropriate date of visit and then a form is

shown to fill in the details of the appointment or booking.


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Figure 6 - Online Booking System - Calendar

Figure 7 - Online Booking System - Appointment

4. Electronic Medical Record: This feature is exclusively for the doctors. It provides the doctor

with ability to record and keep track of the status of a patient at any point in time.

5. Subscription Package: The subscription package provides a pre-paid medical billing in

which, patients can sign up for. This subscription acts as an electronic-wallet where patients

are able to make payment for services.


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Figure 8 - Subscription Package

6. Patient Demographics: Detailed patient’s information.

Figure 9 - Patient Demographic


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Figure 10 - Patient's Information

7. Website: The website is provides the general public with basic information about the clinic

and to enables intending patient to register online with the clinic.


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Figure 11 - Frontend Website

8. Content Management System: This module is used to manage the content of the website.

Figure 12 - Content Management System


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9. Drug Prescription: This module enables the doctor to make a drug prescription to patient.

Patient can at any point in time view the necessary drug needed and with instructions for

usage and where it can be obtain.

10. Medical Billing: This module is integrated inside other modules in the Patient Booking

System and it allows for the collection of patient medical billing. It also has an entrance into

payment gateways to allow for multiple payment method.

11. Multi-Language: The system support has support for multiple languages including English

and French

Figure 13 - Multi Language Support

12. Security: The dental clinic booking system offers several security measures including URL

encryption, page request encryption and validation, page session protection and excel report

password protection


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13. Support: Live Chat system was incorporated to ensure that patient’s enquiries could be

attended to in real-time.

Figure 14 - Live Chat

14. Mobile Support: The user interface is built has a responsive site and the content on the site

dynamically adapts to fit whatever browser or device it is been accessed from.

Figure 15 - Responsive Design


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6. Project Evaluation

Product Evaluation

The product was evaluated using the Nielsen Heuristics usability principle;

Visibility of system status: The design is structured to allow for easy navigation and the elements are

clearly marked in the design.

Match between system and the real world: Proper use of metaphors was used throughout the

applications to ensure that users can easily recognise or recall items and menu.

User control and freedom: The design is structured in such a way that the user is free to exit and

control with clearly marked menu.

Consistency and standards: The user interface for the website and the admin was designed with the

similar user design language. This is to ensure that users do not feel out of place as they navigate

through the application.

Error prevention: The design was structured to ensure that the user cannot make any error that might

be damaging to the user.

Recognition rather than recall: Menu, actions and objects are clearly visible so that the user can

easily recognise the menu and actions in the application.

Flexibility and efficiency of use: The design is created with a simple and clean layout. The layout

adapts and offers an interface that can adapt to fit both mobile and desktop

Help users recognize, diagnose, and recover from errors: Errors are clearly stated and the

necessary escape point are appended to allow the user recover from it.

Help and documentation: Helpful tips are placed throughout the system to guide the user through

their task and activities.

Process Evaluation

In this project, we were able to deliver the core functional requirements within the agreed timeline.

We got the client involved in the entire development process and we were able to show incremental

progress as the project continues. The effective communication between the team members and the

project owner allowed for a proper feedback system and a clear understanding of what the client need.


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Even though the project requirement was met, there was some issues at the start of the project and the

database design could have been better and more optimized. There was also some aspect of the design

that could have been better, most especially the design of a more informative dashboard.

The development team had to design two user interface and this led to some initial delays, but the

team compensated on this with accelerated development towards the end of the project.

The team was also able to develop the prototype within the approved budget. This w commitment of

the team members to the project led to the better management of resources and it also allowed for the

more effective and quality output from the team.


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7. Conclusion

In this report, we started with an introduction to the project. Based on the brief, we have been able to

highlight the problem statement and ascertain the business case for a patient management system. The

team, then reviewed the project requirements and developed an analysis of the requirements from the

user and business perspective.

The report also explained the rationale behind the choice of project management tools, programming

language choice and the development approach. The product features has also been documented and

proper test and evaluation has been made as well.

The project provided valuable understanding into concept of project management and software project

management. In summary, the project team was able to meet the project’s objectives in the given time

frame. This was mostly due to the dedication and commitment of the team members and the ability of

the project team to work towards the project objectives.

In the future work, we would like to provide a more detailed and integrated booking system that will

let appointments to be sync with a user's external calendar (like Google or Outlook calendar). We

would also develop a more detailed dashboard that will be customisable to suit the user’s individual

needs


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8. References

Abrahamsson, P., Salo, O., & Ronkainen, J. (2002). Agile software development methods: review and

analysis. Espoo [Finland], VTT.

Bentley, C. (2002). Prince 2 a practical handbook. Oxford, Butterworth-Heinemann.

Jha, A. et al. (2009). Use of Electronic Health Records in U.S. Hospitals. The New England Journal of

Medicine, 360 (13), p.1.

PMBOK Guide. (2004). A Guide to the Project Management Body of Knowledge (3rd ed.).

Pennsylvania: Project Management Institute.

OGC. (2009). Managing Successful Projects with PRINCE2: The PRINCE2 Manual. London, TSO.

OGC. (2002). Tailoring Prince2. London, TSO (The Stationary Office).

Murray, A., Bennett, N., & Bentley, C. (2009). Managing successful projects with Prince2, 2009

edition manual. London, TSO (The Stationary Office).

Php.net (2013) PHP: PHP Usage Stats. [online] Available at: http://www.php.net/usage.php

[Accessed: 5 Apr 2013].

Richards, K. (2007). Agile project management: running Prince2 projects with DSDM Atern. London,

The Stationery Office.

Stapleton, J. (1997). Dsdm, dynamic systems development method: the method in practice. Harlow,

England, Addison-Wesley.

Welling, L., & Thomson, L. (2009). PHP and MySQL Web development. Upper Saddle River, NJ,

Addison-Wesley.


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Appendix I: Product Life Cycle

Work in stages DP4

customer

request

Project

Startup

Project

Initiation

Authorize

Initiation

DP1

Authorize

Development

DP2

Controlling

Stage

Closing

Project brief

Project Initiation

plan

Project Plan

Quality Plan & log

Authorize stage/

exception plan

DP3

Update big

picture/ next

stage plan

Managing

Boundaries

confirm Closure

DP5Lessons Learned/Experiences

Business

Case

Review

Requirements

Expected Project Cost

Project Review

ProductLife Span

ProjectLife Cycle

Managing

Product

Delivery

Adjusted

Business Case


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Appendix II: Risk Management Plan

Objectives of risk management

Risk management is about identifying uncertainties, planning ways to reduce their impact, and

continuously monitoring them. The objectives of risk management in this project are;

To identify risks that may have any sort of impact on the software development

To make sure the software does not violet any environment, legal, patent or government

policy.

To make sure that the project adapts to the ever changing environment

To make sure that the risk management is a continuous process throughout the project

execution.

All these objectives can are achieved through;

Proper risk management plan (identification, categorization, scaling, monitoring)

Proper recording system and communication

Open sessions for all project members to alert of any uncovered risk

Full documentation of all the risks identified and constantly reviewing their status

Scope of the risk management strategy

The scope of risk management in this project is no different to the overall scope of the project itself.

The process carried out in the risk management are just to ensure that the project is delivered on time

and within budget. Also to make sure that nothing comes up and stop the project execution abruptly at

any stage.

Risk planning

Risk management plan for this project is based on the 4-process cycle. The first process is risk

identification, assessment, plan and lastly implement actions.

Risk Identification

Below is a list of identified risk based on their categories;

Personal Risk

o Illness

o Conflict


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o Skill Shortage

o Commitment

o Motivation

Government Risk

o Patents

o Environmental Standards

Project Risk

o Budget

o Scope/Complexity

o TimeScale

o Poor Estimate

o Decision Process

Security Risk

o Theft

o Natural Disaster

Financial Risk

o Operational and Maintenance Cost

o Procurement Costs Payments

Operational Risk

o Human Error/Incompetence

o Performance failure

o Health Constraints

Economic Risks

o Failure to meet projected revenue targets

o Shortage of working capital

Risk Assessment

After the identification of risks, the next process on the line is risk assessment. This is a process

carried out by the project team to scale the impact and probability of the occurrence of each identified

risk. All these are recorded in the risk register in the later part of this report. The risk register contains

all the detailed information about risk and its current status in the project.

Risk scales and Actions

The risk score is a scale used to show the possibility of a certain risk occurring during/after

project execution. The chosen scale for the risk score in this project is 100. 1 is the lowest


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number and 100 is the highest possibility. Risk score is calculated based on the possibility of

occurrence and impact. Possibility and impact are two variables that are on a scale of 1-10.

The two are multiplied together to give the risk score.

A total risk score of:

below 30; less serious/important but still needs to be monitored

Between 31 and 59: moderate, needs to be monitored as it may affect project

Above 60; very important, it most be monitored regularly.

Risk Proximity

This refers to how soon an identified uncertainty is likely to occur. The project categorizes the

risk proximity as follows;

Imminent; this category is for events that are likely to happen very soon

Within the stage; for events that are likely to happen in the current stage of

development

Within the project; for events that may likely happen before the end of the project

Beyond the project; for events that may likely happen after the completion of the

project, probably when its already performing it designed functions.

Monitoring and Control

There are several ways to take care of identified risk. Some risks can be an opportunity for the project

team while some are threats. Below are the response categories for the identified risks. Some may be

taken care of with multiple set of actions;

Avoid: change the way certain processes are executed which may be affected by the risk

Transfer: third party or other team member takes on the responsibility

Reduce: find ways to reduce/mitigate the impact in case of risks that cannot be avoided.

Exploit: in case of opportunities, ensure the risk takes place.

Share: work with third party and or other team members to ensure that the risk is mitigated or

avoided.

Risk Register

RISK REGISTER


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Project Name: AllSmiles Clinic

Risk Identifier:

001

Risk Description: Patents Risk Category:

Government

Probability:

7

Impact:

7

Expected Value:

49

Proximity:

beyond the

project

Risk Response Category: Threat

Risk Response: Avoid

Date

Registered:

10/03/2013

Risk Author:

Mcjerry

Risk

Owner:

Mcjerry

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER


Risk Identifier:

002

Risk Description: Environmental Standards Risk Category:

Government

Probability:

5

Impact:

5

Expected Value:

25

Proximity:

Beyond the

project


Risk Response: Reduce


34

Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

Mcjerry

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER


Risk Identifier:

003

Risk Description: Budget Risk Category:

Project

Probability:

3

Impact:

7

Expected Value:

21

Proximity:

Within the

project


Risk Response: Transfer, reduce

Date

Registered:

10/03/2013

Risk Author:

Mcjerry

Risk

Owner:

Mcjerry

Risk Actionee:

Mcjerry

Risk Status:

Closed

RISK REGISTER



35

Risk Identifier:

004

Risk Description: Scope/Complexity Risk

Category:

Project

Probability:

4

Impact:

8

Expected Value:

32

Proximity:

Beyond the

project


Risk Response: Avoid, Reduce

Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER


Risk Identifier:

005

Risk Description: Time Scale Risk

Category:

Project

Probability:

7

Impact:

9

Expected Value:

61

Proximity:

Within the

project



Date Risk Author: Risk Risk Actionee: Risk Status:


36

Registered:

12/03/2013

Mcjerry Owner:

All

Members

All members Closed

RISK REGISTER


Risk Identifier:

006

Risk Description: Poor Estimate Risk

Category:

Project

Probability:

4

Impact:

7

Expected Value:

28

Proximity:

Within the

project



Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

All members

Risk Status:

Active

RISK REGISTER



37

Risk Identifier:

007

Risk Description: Decision Process Risk

Category:

Project

Probability:

4

Impact:

7

Expected Value:

28

Proximity:

Within the

project


Risk Response: reduce

Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER


Risk Identifier:

008

Risk Description: Theft Risk

Category:

Security

Probability:

2

Impact:

8

Expected Value:

16

Proximity:

Beyond the

project



Date Risk Author: Risk Risk Actionee: Risk Status:


38

Registered:

12/03/2013

Mcjerry Owner:

All

Members

Mcjerry Active

RISK REGISTER


Risk Identifier:

009

Risk Description: Natural Disaster Risk

Category:

Security

Probability:

3

Impact:

9

Expected Value:

27

Proximity:

Beyond the

project


Risk Response: Reduce, share

Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER


Risk Identifier:

010

Risk Description: Operational and Maintenance Cost Risk

Category:

Financial


39

Probability:

4

Impact:

5

Expected Value:

20

Proximity:

Beyond the

project

Risk Response Category: Threat, opportunity

Risk Response: Explore, Reduce

Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

All members

Risk Status:

Active

RISK REGISTER


Risk Identifier:

011

Risk Description: Procurement Costs Payments Risk

Category:

Financial

Probability:

2

Impact:

7

Expected Value:

14

Proximity:

Within the

project



Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Closed


40

RISK REGISTER


Risk Identifier:

012

Risk Description: Human Error/Incompetence Risk

Category:

Operational

Probability:

4

Impact:

8

Expected Value:

32

Proximity:

Beyond the

project



Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

Oluwatobi

and David

Risk Actionee:

Mcjerry

Risk Status:

Closed

RISK REGISTER


Risk Identifier:

013

Risk Description: Performance failure Risk

Category:

Operational


41

Probability:

4

Impact:

7

Expected Value:

28

Proximity:

Beyond the

project



Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

Oluwatobi

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER


Risk Identifier:

014

Risk Description: Health and Safety Constraints Risk

Category:

Operational

Probability:

3

Impact:

5

Expected Value:

15

Proximity:

Within the

project


Risk Response: share, reduce

Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Risk Actionee:

Mcjerry

Risk Status:

Active


42

Members

RISK REGISTER


Risk Identifier:

015

Risk Description: Failure to meet projected revenue targets Risk

Category:

Economic

Probability:

2

Impact:

7

Expected Value:

14

Proximity:

Beyond the

project



Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER



43

Risk Identifier:

016

Risk Description: Shortage of working capital Risk

Category:

Economic

Probability:

5

Impact:

7

Expected Value:

35

Proximity:

Beyond the

project


Risk Response: share, reduce

Date

Registered:

12/03/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Closed

RISK REGISTER


Risk Identifier:

017

Risk Description: illness Risk

Category:

Personal

Probability:

3

Impact:

4

Expected Value

12

Proximity:

Within the

project



44

Risk Response: Transfer, reduce

Date

Registered:

12/02/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER


Risk Identifier:

018

Risk Description: Conflict Risk

Category:

Personal

Probability:

5

Impact:

7

Expected Value:

35

Proximity:

Within the

project



Date

Registered:

12/02/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Open

RISK REGISTER



45

Risk Identifier:

019

Risk Description: Commitment Risk

Category:

Personal

Probability:

3

Impact:

7

Expected Value:

21

Proximity:

Within the

project



Date

Registered:

12/02/2013

Risk Author:

Mcjerry

Risk

Owner:

All

Members

Risk Actionee:

Mcjerry

Risk Status:

Active

RISK REGISTER


Risk

Identifier:

020

Risk Description: Motivation Risk Category:

Personal

Probability:

4

Impact:

5

Expected Value:

20

Proximity:

Within the stage



Date

Registered:

Risk Author:

Mcjerry

Risk

Owner:

Risk Actionee:

Mcjerry

Risk Status:

Active


46

12/02/2013 All

Members


47

Appendix III: Quality Management

1.0 Documentation

Project Name: Patient Booking System

Date: 13th of April 2013 Release: Draft/Final

Author:

David Ogunibe

Owner:

Eagle Technologies

Client:

AllSmiles Dental Clinic

Document Number: 02

1.1 Revision History

Revision date Previous revision date Summary of change Changes marked

23/02/2013 24/02/2013 Initial structure Rearrange

headers

1.2 Approvals


48

This document requires the following approvals

This document has been distributed to:

2.0 Purpose

This document is part of the Project Initiation Document (PID). It defines the quality standard and techniques

that will be utilised throughout the project development period.

3.0 Customer’s Quality Exceptions

The project will deliver the Patient Booking System as specified in the proposal and refined in the project plan

document in line with following standards/guidelines:

• Software should meet the high level functional specification as specified in the project plan.

• Software should be robust, maintainable and upgradeable.

4.0 Acceptance Criteria:

Successful completion of an external evaluation of the projects software outputs and development process.

5.0 Quality Responsibilities

Names Roles Quality Responsibilities

McJerry Ogirinye Project Manager Responsible for assigning task and the overall

success of the project

David Ogunibe Quality Assurance Personnel Responsible for Quality Management

Oluwatobi Ojutiku Lead Developer Debugs and develops web application.

Name Signature Title Date of Issue Version

McJerry Ogirinye Project

manager


49

Maryam Musa User Interface Design of graphics for user interface and Software

testing

6.0 Applicable Standards

HTML 4.01, CSS 2.1, PHP 5.4

7.0 Quality Control and Audit Processes

The use of prince2 quality management control method will be used to test product against customer

requirement or expectations. Here are some anticipated product quality we are expecting:

Quality Control Audit Processes

Flexibility Making sure that the product is customizable

Durability Ensuring that the software has long life spam

Dynamic Easy for navigation processes within the web pages.

User friendly Ensuring that the software is easily explored by user, staffs Or client

8.0 Change Management Procedures

The change management process will be controlled by the project manager and the project Board. Small

changes will be controlled by work package leaders. Any changes that are deemed by the work package leader

to be “significant” will be escalated to the project board for consideration.

9.0 Configuration Management Plan

For configuration management, all software and associated documentation will be stored in Google

Drive and will be accessible to members of the project team. Secondly, all report, files and project

management documentation will be versioned and stored in Google Drive.

10.0 Quality Tools

Test Tool Test Criteria Result

WebAIM Web Accessibility Accessibility 6 Errors, 3 Alerts and 4 Features


50

Evaluation Tool

W3C Markup Validation Service Passed, 1 warning(s)

Website Optimization Web Page Speed Report 17/28

Appendix IV: Modules Function and Expected Result

Functions and Modules Super

Adminis

trator

Databas

e

Adminis

trator

Doctors Reception Patient Webmaster

Portal Login X - X X X -

Portal Registration - - - - X -

Reporting System - - X X - -

Messaging X - X X X -

Online Booking System - - X X X -

Electronic Medical Record - - X - X -

Subscription Package - - - X X -

Content Management System - - - - - X

Drug Prescription - - X - X -

View Profile X - X X X -

Edit Profile X - X X X -


51


52

Function Description Expected Result Users Involved

Messaging Inbox It is expected to load the inbox

messaging of the current user

and in a date ascending order

Inbox List of

Messages

Super

Administrator,

Doctor,

Receptionist,

patient

New Message This is a place to create new

messages and send

Ability to view list of

contact associated

with current user

communication level

and also ability to

successfully deliver

the message

Super

Administrator,

Doctor,

Receptionist,

patient

New Booking A working calendar displayed

showing available days of

booking, with dates not bookable

not clickable

The date is selected

and highlighted and

New Booking form

displays the

information required

to fill required

information about

booking

Doctors,

Receptionist and

Patient

New Booking Form

Application

A form to record the details of

booking

A successful

notification about

booking

Doctors,

Receptionist and

Patient

Booking List This is a listed record of people

who have recently made a

booking and booking is not yet

scheduled. The organize button

is expected to be selected to

It is expected that the

link takes the user to

a booking organizer

form that allows user

to schedule the

Receptionist


53

schedule an appointment with

the appropriate staff

boking request

Organise Booking This is a form that displays the

detail of the booking and shows

the staff that is responsible to

handle the booking for easy

appointment scheduling by the

receptionist

A success notification

and message is sent to

the patient about the

booking details and a

log is added to the

staffs calendar event

Receptionist

New Subscription

Form

A form that displays information

required to get a subscription

package from the dental clinic

system

It is expected to show

a successful

notification asking

the user to go activate

the subscription by

making payment

through the selected

payment gateway

Patient

Subscription List A list of information displaying

subscription list and details of

subscription being made by users

of the system

An accurate list

showing the latest

subscription made to

the last subscription

Receptionist

Portal Login A form that enables access to the

dental clinic booking system

A successful

notification that

shows successfully

signed in and a quick

redirect to the profile

page

Super

Administrator,

Receptionist,

Doctors, Patients

Portal Registration A form enabling new users or

patient to signup into the system

A successful

registration

Patients


54

notification and a

redirect to the newly

created patient profile

page

Add Doctor Account,

Receptionist Account,

Patient Account

A form displaying information to

be filled to create either a doctor,

receptionist or a patient account

A successful

notification about

registration

Super

administrator

Edit Profile A form displaying information

required to collect patient

demographics

An update of the

current profile details

Super

administrator,

Doctors,

Receptionist,

Patient


55

Appendix V: Communication Matrix

Communicatio

n Type

Objective of

Communication

Medium Frequency Audience Owner Deliverable Format

Kickoff Meeting Introduce the project team

and the project. Review

project objectives and

management approach.

Face to Face Once

Project Team

Stakeholders Project Manager Agenda

Meeting

Minutes

Soft copy send via

email.

Project Team

Meetings

Review status of the project

with the team.

Face to Face

Weekly Project Team

Project Manager Agenda

Meeting

Minutes

Project schedule

Soft copy send via

email.

Technical

Design Meetings

Discuss and develop

technical design solutions

for the project.

Face to Face As Needed

Project

Technical Staff Technical Lead Agenda

Meeting

Minutes

Soft copy send via

email.

Monthly Project

Status Meetings

Report on the status of the

project to management.

Face to Face

Monthly PMO

Project Manager Slide updates

Project schedule

Soft copy send via

email.

Project Status

Reports

Report the status of the

project including activities,

progress, costs and issues.

Face to Face Weekly

Project Sponsor

Project Team

Stakeholders

PMO

Project Manager Project Status

Report

Project schedule

Soft copy shown to

project sponsor


56

Appendix VI: Site Map


57


58

Appendix VII: Process Flow Diagram


59

Appendix VIII: 3-Tier Architecture


60

Appendix IX: Entity-Relationship Diagram


61

Appendix X: Project Timescale

Analysis/Software Requirements

Design

Development

Testing

Training and Documentation

Post Implementation Review

Deployment

8 WEEKS PROJECTS TIME SCALE

TIMELINE

W1 W2 W3 W4 W5 W6

W7 W8

Activities with Meetings and Milestones

KEY MILESTONES

PROJECT DURATION IN MONTHS: JANUARY - March 2013


62

Appendix XI: Gantt chart


63

Appendix XII: Business Case

BUSINESS CASE

Project: All Smiles Clinic Project PRINCE2

Author: Group Eagle

Owner: Group Eagle

Client: Allsmiles Clinic

Version No: 1.0

All Smiles Clinic

Business Case

Date: 22/02/2013


64

Purpose

Eagle Technologies is a premier provider of information technology service in Africa with over 35

clients spread across 7 countries with experiences, which has made us amongst the best choice for

developing for major clients locally and internationally. We are willing to provide AllSmiles, an

online patient booking system (PBS) with a robust end-to-end technology solution. The purpose is to

ensure that there is proper management of AllSmiles ever increasing client base. We understand the

dynamics of information technology industry in this modern world and we are confident that our

expertise will be critical in helping AllSmiles utilize information technology. The duration for

development and testing is 40days and will have an estimated cost of Rs 1,068,215.00. For our goal is

provide a holistic software solution that will include a complete electronic health records, practice

management, scheduling, electronic billing and Multilanguage support.

Reasons

The reason for this report is to point out why the outcomes of the proposed system are needed. As

explained by the client, the clinic is expected to grow in terms of customers and it will be difficult to

maintain it. The reason why the outcomes are need is to acquire the expected benefits which are

written in a section below.

Options

The project can be executed in either of two ways

Customize an open source software to tailor the needs of the client

Create a new software from the scratch

The project team chose to create the software from the scratch in order to claim full ownership of the

software. They also chose to do so in order to make it easier for maintenance.

Benefits Expected

The expected benefits of this project are;

Improved efficiency and speed in terms of internal operations

Check human error in the booking/appointment system by automating reports and reminders

Centralized record storage

Easy access of patient files by doctors and or the clinic

Reduction in cost of operation


65

Full automation of the clinic management system

Risks

The key risks identified in this document are categorized according to their nature. They are analyzed

based on their impact and proximity within the project context. The categories include:

Government risk

Project risk

Security risk

Financial risk

Operational risk

Economic risks

Personal risks

COST

Development Team Cost (Rs) Hours Sub-total (Rs)

Project Manager 1,000.00 51 51,000.00

Programmer/Developer 1,200.00 104 124,800.00

Designer 1,000.00 56 56,000.00

Tester 500.00 48 24,000.00

Support Team 300.00 168 50,400.00

SUBTOTAL 306,200.00

Resource Cost (Rs)

COMPLETE SERVER MACHINE 200,000.00

PRINTER 5,000.00

PAPER 500.00


66

ROUTER 1,000.00

SWITCH 1,000.00

LAPTOPS (x5) 150,000.00

SUBTOTAL 357,500.00

SOFTWARE COST

Resource Cost (Rs)

WINDOWS SERVER 2010 40,000.00

ANTI-VIRUS 10,000.00

WEBSUITE SOFTWARE 3,000.00

DATABASE SOFTWARE 20,000.00

SUBTOTAL 73,000.00

OTHER COSTS

CONTIGENCY (10%) 73,670.00

SUPPORT CHARGE (5%) 36,835.00

SERVICE CHARGE (25%) 184,175.00

OTHER COST (10%) 36,835.00

COST TOTAL Rs. 1,068,215.00

There will be 4 payment milestones

Upfront payment as advance towards the project: 20%

Completion of design and Software Requirement: 30 %

Project midpoint: 30%


67

Project completion: 20%

Timescales

The project lifespan is 8 weeks. Below is a detailed chart to show the processes carried out in the

project and the deliverables at every stage.

Analysis/Software Requirements

Design

Development

Testing

Training and Documentation

Post Implementation Review

Deployment

8 WEEKS PROJECTS TIME SCALE

TIMELINE

W1 W2 W3 W4 W5 W6

W7 W8

Activities with Meetings and Milestones

KEY MILESTONES

PROJECT DURATION IN MONTHS: JANUARY - March 2013


68

Appendix XIII: Software Test Plan Documentation

---------------------------------------------------

Test Items:

Admin Interface:

Patient Demographics

Messaging Interface

Booking System

Payment System

Notification System

Reports

User Interface

User Management

Content Management System

References

Use Case Diagram

Features to be tested:

Admin Interface:

Dentist / Orthodonist / Assistant Dentist Anestheics Dashboard

Profile Page

Messages

Booking

Subscription

Features not to be tested:

NA

Entry Criteria:

Test Execution:

Availability of Test Lab


69

Readiness of AUT

Exit Criteria:

All test case has been executed

Most of the bugs fixed

Successful test result

Limitation on Time

Suspension Criteria:

Critical bug found

Major change in requirements

Test Environment / Lab

Application Type: Web Application, Internet and Public

Server side:

Localhost / Linux Server

Bugzilla Tool

Xdebug

Webcachegrind

Browser IE 9.0, Mozilla 20.01and Chrome 26.0.1410.64 m

------------------------------------

Client side:

Windows 7 + SP2

Mozilla 20.01and Chrome 26.0.1410.64 m

Opera emulator mobile browser

---------------------------------------------

AUT Environment

Apache webserver

MySQL Database server


70

---------------------------------------------------

Test Deliverables

Review Reports


71

Message

Booking


72

Subscription

Error Report Log


73

Edit profile


74


75

Appendix XIV: Minutes of Meeting

DATE TIME LOCATION DESCRIPTION ATTENDANCE

22/01/2013 1pm Maryam’s House To introduce the course work

and explain it clearly to every

group member. Also to set

ground rules meeting venue

and time.

All members

02/02/2013 10am McJerry’s House To find the most suitable

open source software for the

group project.

All members

05/02/2013 10am McJerry’s House To dedicate work to group

members for the project

proposal

All members

12/02/2013 10am McJerry’s House To write proposal and draft

work breakdown structure

All members

19/02/2013 10am McJerry’s House To create a Gantt chart for the

group project

All members

26/02/2013 To dedicate work to group

members for project

documentation.

All members

05/03/2013 10am McJerry’s House To check on the interface

design and development of

the open source

All members

12/03/2013 10am McJerry’s House To dedicate extra work to

group members for the

appendix part of the project

documentation.

All Members

19/03/2013 10am McJerry’s House To check on individual

progress of the task assigned,

and also overall progress of

the project.

All Members

29/03/2013 10am Mcjerry’s House To conduct the first phase of

develop unity test

All Members


76

02/04/2013 10am McJerry’s House To check on the work

progress in terms of the

development and report

writing

All members

06/04/2013 10am McJerry’s House Project documentation and

coding (continued)

All members

09/04/2013 10am McJerry’s House Testing and Documentation All members

16/04/2013 6pm McJerry’s House Final group meeting All members

Detailed Minutes of Meeting

DATE: Tuesday 22nd January, 2013

LOCATION: Maryam’s House

TIME: 1pm

ATTENDANCE: All members

DESCRIPTION: Introductory Meeting

The meeting started at 1pm. The team leader (Mcjerry) read the project question out loud. He

introduced the coursework to the group members and explained every section of the project question.

Meeting time and date were set. The time and day for weekly meetings is 10am every Tuesday.

Before closing the meeting, the team drafted the ground rules for the project and a team name. The

name given to the team is ‘Group Eagle’. The meeting closed at 3pm.

DATE: Saturday 2nd February, 2013

LOCATION: McJerry’s House

TIME: 10am


DESCRIPTION: To find the most suitable open source software for the group project.


77

Meeting started at 10am with all the group members present. The team leader explained what needed

to be accomplished. An open session was then started so as to choose the tools to be used for the

software development. All the group members were given time to go online and see if they can find

suitable open source dental software as the question suggested. The group finally agreed on using

‘open EMR’ as the open source software to be modified. Team members were assigned roles. The

meeting closed at 2pm

DATE: Tuesday 5th February, 2013


TIME: 10am


DESCRIPTION: To dedicate work to group members for the project proposal

The proposal submission was due in 2 weeks. The project manager read and explained what is

required for the project proposal. Tasks were given to each group member and were urged to deliver

before the next meeting. Also the project manager chose the people that will design the interface and

write the programming codes. The meeting closed at 12pm.



TIME: 10am


DESCRIPTION: To write proposal and draft work breakdown structure

It’s just a week to deadline for proposal submission. Group members brought all the work they did

from the previous task assigned to them. The group leader read through all of it and assigned David to

put everything together. For the parts that were not done properly (requirements analysis and cost),

the group did them all over again together during the meeting. Before the meeting ended, a draft of

the proposal was written which is to be refined later before submission. The group also made some

research and drafted a WBS for the project. The meeting ended at 4pm.


78



TIME: 10am


DESCRIPTION: To create a Gantt chart for the group project

This week, the meeting was carried out as a brainstorming session. The group leader asked all the

members to open the project question. He then asked everyone to go through it and see if they can

point out tasks and milestones. All group members participated. After everyone point out the ones

he/she could. The group leader used the Microsoft project software to generate a Gantt chart on the

time frame we have till submission. The meeting ended at 2pm.



TIME: 10am


DESCRIPTION: To dedicate work to group members for the project documentation

for this week, the project manager dedicated work to each of the group members according to their

capability written earlier in the beginning of the project. Below is a table showing how the work

breakdown was done.

Name Task

Mcjerry Project Evaluation and Conclusion

David Abstract and Literature Review

Oluwatobi Product description


79

Rohi Problem Definition

Maryam Introduction

Mustapha Requirement Analysis and Design

DATE: Tuesday 5th March, 2013


TIME: 10am


DESCRIPTION: To check on the interface design and development of the open source

The meeting was aimed at reflecting on the progress of the prototype development. Oluwatobi was the

person dedicated to work on the programming alongside David, who designs the interface. So far, the

open source software was almost at the completion stage. All functions were working correctly.

However, some technical hospital terms were yet to be suited along with the software to make it more

clinical. A brainstorming session was carried out to identify the problems with the software so far.

Also ways to perfect it were suggested by some of the group members. The meeting ended at 2pm.



TIME: 10am


DESCRIPTION: To dedicate extra work to group members for the appendix part of the project

documentation.

Meeting started with prayers as usual by the group leader. He quickly checked on the individual

progress of the members on tasks assigned. He then dedicated extra work to each member for the

appendix part of the report. Below is a table to show the tasks assigned;


80

Name Task

Mcjerry Finalizing WBS and commencing of Use Case

diagram

David Readjusted the design and added the login page

Rohi Business case

Oluwatobi

Maryam Communication Matrix

Mustapha Risk Management, Project Life-cycle



TIME: 10am


DESCRIPTION: To check on individual progress of the task assigned, and also overall progress of

the project.

A lot of work has been done so far, it was just few days to easter break. The project submission is due

immediately after the break is over. The project manager made this meeting productive by assessing

all individual work dedicated to members thoroughly. The reason for that is to make sure that

everything is right on schedule and and that all members are doing exactly what they are expected of.

The meeting ended at 3pm.

DATE: Friday 29th March, 2013

LOCATION: Mcjerry’s House


81

TIME: 10am


DESCRIPTION: To conduct the first phase of develop unity test

We started the meeting by 10am, and the project manager in person of Mcjerry open the meeting by

checking all the works assigned to members in the previous week. Later he raised the issue of develop

unit test and agreed by the members. But the test will be conducted by our group of specialist; these

are testers, quality assurance and the developer. The was bring to end with a closing remark from the

project manager, charged every member to carry out assigned tasks so that we can meet up the

deadline.

DATE: Tuesday 2nd April, 2013


TIME: 10am


DESCRIPTION: To check on the work progress in terms of the development and report writing

The meeting started as usual with the group leader checking the works he gave to the members from

previous weeks. So far, the software development has gone far, almost to the finishing point.

However, the report writing is receiving more attention at this point. Mustapha was given a new

template for the minutes of meeting and was asked to transfer all the data from the previous minutes

of meetings to the new template. Rohi was asked to work more on the business case. Oluwatobi was

on the programming side and at the same time writing the technical description of the system. David

was doing great work writing parts of the report and also collating write ups from other members to

make it flow with the whole report. The meeting ended at 4pm.

DATE: Saturday 6th April, 2013


TIME: 10am



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DESCRIPTION: Project documentation and coding (continued)

The meeting started 30mins late than the usual time because of rainfall. The group leader checked all

the work he allotted to the group members before commencing the next task. Mustapha was asked to

re-work on the risk management he was given. Rohi submitted an updated version of the business

case. David and Oluwatobi were working on the programming and interface design. They were also

working on the technical description of the system and structuring of the report respectively. The

group leader was working on the UML and DFD diagrams. The meeting ended at 2pm and all group

members were asked to deliver their work before the next meeting.

DATE: Tuesday 9th April, 2013


TIME: 10am


DESCRIPTION: Testing and Documentation

For this week, the prototype was 98% completed. Test plans were created by the group members. The

testing took place at the meeting spot and plans to host the website on the internet were made. After a

successful test was conducted. The group members continued writing their part of the report. The

meeting ended at 3pm.

DATE: Tuesday 16th April, 2013


TIME: 10am


DESCRIPTION: Final Group Meeting

Today’s meeting was quite unusual, it is the final meeting day before the submission deadline. The

meeting started at 6pm and ended at 4am. The aim of the meeting was to finalise every little thing that

needed to be done for the project. All group members worked to ensure that they submitted all the

tasks they were assigned. The individual chunks of work were sent to the group mail and David added

it to the group report. Before the meeting ended, all the members gathered to finally check if all


83

requirements are met. A checklist was created and every task on the list was checked accordingly. The

meeting ended with prayers by the group leader.


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Appenidx Xv: Group Individual Reflective Report And Personal

Logs

INDIVIDUAL REFLECTIVE REPORT – COMPUTER PROJECT MANAGEMENT

STUDENT NAME: OGIRINYE MCJERRY

STUDENT NO: M00 424931

GROUP - COURSE WORK 2

MODULE – 3342

LECTURE NAME: DR. ADITYA SANTOKHEE

The task assigned to us as a team was to build an automated application for AllSmiles dental

clinic (Computer Based Application). This report demanded that I should write and reflect the

roles I play or handle during the course of the project. However, firstly I joined the whole

team at our first meeting which we get familiar with ourselves and introduced the coursework

for better understanding of the task ahead of us and at the same time setting up of team rules

and selection of team leaders.

I was selected to be the project manager and I accepted the responsibility, because I know I

can do it based on my past experienced I had as a youth leader in the church I worship. Then I

quickly spell out the roles of project manager these are, one who looks into the application of

knowledge, skills, tools, and techniques to describe, organize, oversee and control the various

project processes. Followed are the other tasks I performed aside being a project manager. I

and the group researched on gathering of resources for the whole project and proposal. I was

asked to research specifically on the approach and methodology for the project, which I did

and got a dynamic systems development method (DSDM) and project on the control

environment (PRINCE2).

Later I worked on the project timeline, the requirement and deliverables which we used along

with proposal submission to the client. Also I worked on Ghantts charts, I worked on work

breakdown structure (WBS), I worked on USE CASE diagram and process flow diagram. I


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carried out all the mentioned tasks during the project period successfully. Next I worked on

the product evaluation and conclusion during report writing. Thereafter, I started gathering all

the report writing from all other group members in order to get set for submitting through

Turn It In and the hard copy.

Furthermore, in the course of this project, as the project manager I don’t only know how to

manage the systems and the process. But also know how to manage human resources through

the coordination of team activities such as scheduling of the meetings. Assigning of the

weekly tasks and monitoring and controlling of team resources and tasks to ensure of proper

implementation and completion of the project and the relationship with our tutor as clients. I

make sure there is free flowing of information between the project team and the client team.

Finally, this course work gave me the opportunity to learn how to used prince 2 and DSDM

to manage the project from the beginning to the end of the project. Also I learnt how to

combine this approach and methodology in carrying out projects. So far the course work

taught me how to be more effective and collaborative in the team. The course work gave me a

chance to learn different tools and techniques used in executing projects. Also course works

let me know my weakness and strength when working in a group and the level of my

competency. However, learning is a process and I pledge to strive for knowledge and

improve myself in order to outdo my past and attain more excellence.


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PERSONAL LOGS: OGIRINYE MCJERRY M00424931

Date Time

Spent

Description

22/01/2013 1 Hour Introducing the coursework reading to understand and weekly meeting

schedule and setting up of team rules

02/02/2013 3 Hour Gathering of resources and searching of open source software for the project,

together with other group members.

12/02/2013 3 days Searching for materials on approach and methodology for proposal and the

project. Working on project timeline to be including in the proposal.

19/02/2013 2 Hours Submission of proposal and the Commencement of Work on ghantt charts

26/02/2013

5 days Ghantt chart in progress along with work breakdown structure (WBS)

05/03/2013 4 Hours A Ghantt chart has been finalized. Focus on WBS and the work on use case

has commenced

12/03/2013 2 HURs A WBS has been finalized. Focus on use case diagram

19/03/2013 1:30

minutes

Finalizing of use case diagram; sent for tutor comment (s). and the team

coordination

29/03/203 45

minutes

Amendment of use case diagram based on tutor comments

2/04/2013 2:30

minutes

Working on process flow diagram and I commence on group report writing.

And the part I handle was evaluation and conclusion.

9/04/2013 1:30

minutes

I finalizing the group report writing and commenced my individual reflective

report.

16/04/2013 4:30

minutes

Assembling of group and individual reflective report writing I and David in

preparation for submission


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INDIVIDUAL PROGRESS REPORT AND INDIVIDUAL REFLECTIVE

REPORT

Abiodun David Ogunibe – M00426922

INDIVIDUAL REFLECTIVE REPORT

As it was proposed in the project to develop working software for the automation of the

booking system, information system, inventory system, and to create a database system for

AllSmiles Dental Clinic.The design was achieved by the EAGLES which are in a group of

six. I was given the role of the quality assurance and user interface designer.

As the quality assurance manager, I make sure all the right things to be done at the right time.

I begin by finalizing the write-up for the executive summary living behind any pending

information which I later put down too. I then go ahead to proofread the whole proposal

document and make all necessary adjustments where needed. I provided the analyst with the

user interface requirements then move forward to designing the wireframe for the user

interface.

Since I had previous experiencehas a designer, it was not difficult for me to design the

interface but took me a lot of time to put all the ideas on the functionality of the screen. This

is as a result of assuring the kind of information to be displayed, rules for displaying a certain

kind of information, the effect of different scenarios on the display etc. What I did next was

completing the initial design for development after which I proceed with adjusting the user

interface element.

During this period, I added the dashboard and redesign the login page in order to make it

more professional. I proceed by doing research on materials needed for literature review, and

then make a draft of the executive summary and add it to the project report. Afterward, more

research was made on resources for literature review. I work together with all the group

members in order to compile the final project report, and testing of the application was made

as well.

Once the prototype was ready, I worked with the test team to run several benchmarking and

test to ensure that the application was up to industry standard. The errors and bugs that was


88

discovered was escalated and fixed. This gave me insight into the importance and best

practices of software testing.

Over the course of this project, I have learnt a lot and experience firsthand the importance of

project management. I have also come to realize the amount of work, dedication and

commitment it takes to manage and implement a successful project. Although very robust,

Prince2 can easily be adapted to suit the need of any project regardless of size.

INDIVIDUAL PROGRESS REPORT

Team name: Group Eagle

Seminar group day and time: Group C | Wed. 1pm

Team member’s name and number: Abiodun David Ogunibe – M00426922

DATE TEACHING WEEK TASK

6th of Feb 2013 15 Finalise the write-up for

Executive Summary. There are

still some pending information

to add to it.

13th of Feb 2013 16 Proofread the proposal and

make adjustment if needed.

20th of Feb 2013 17 Analyse required user interface

design requirements

27th of Feb 2013 18 Design the wireframe for user

interface

6th of March 2013 19 Initial Design for Development

Complete

13th of March 2013 20 Adjusted User Interface

Elements – added dashboard

and redesign login page


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20th of March 2013 21 Research materials needed for

literature review

27th of March 2013 22 Draft out part of Executive

summary to add to other

project report

2rd of April 2013 Vacation Researched on Resources for

literature review

10th of April 2013 Vacation Worked with other group

members to compile final

reports and testing of the

application

16th of April 2013 23 Finalise Report with other

group members


90


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INDIVIDUAL REPORT Team Name GROUP EAGLE

Team Members Name and No OJUTIKU OLUWATOBI (M00416593)

Module Name COMPUTER PROJECT MANAGEMENT (CMT3342)

Progree Report Log

DATE 10 TIME

SPENT

DESCRIPTION

6TH, FEB 2013 15 Proposal features research for dental clinics

13TH, FEB 2013 16 Research on open-source software and customisation

20TH, FEB 2013 17 Customisation of open-source software

27TH, FEB 2013 18 Cancelling of opensource design and fresh design from the very start

6TH,MARCH 2013

19 Development of system architecture and Data Flow Diagram

13TH, MARCH 2013 20 Module Messaging, Subscription Worked on and testing

20TH, MARCH 2013 21 Module Booking System, Instant Messaging Worked on and testing

27TH, MARCH 2013 22 System fine tunning

9TH, APRIL 2013

23

Writing of the systems design report


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16TH, APRIL, 2013

24

Finalised the group report with other group members

Reflective Report

Introduction

The 6th of February, 2013 marked the beginning of a project with the All smiles dental clinics.

The overall feeling is being exciting and that of a successful completion. I personally deem the

project a remarkable success.

In the group of six members, I was employed to play the role of a support manager to my

fellow colleagues. Why this task proved to be somewhat tasking, it was also a good experience for me

to share some of my knowledge with my friends, considering that I have some experience in working

as a group. The process of understanding the group members wasn’t a difficult task for me as we have

a Belbin team role report on each and every one of us.

I was assigned the task to develop the final prototype of the All smiles dental clinic systems

as the software developer. Along side my co-member. I was also involved in the writing of the system

design report. It was a fun experience to actually have to study about what the Information System is

like in a dental environment before starting the development of the working prototype which involved

an automated booking system deeply integrated into the system core functions. Although, the system

is just the first released version for use to Allsmiles it was developed modularly to support further

development which will be built more like a complete Information System like the Enterprise

Resource Planning (ERP) system.

The process of the software development was carried out in the agile iteration DSDM/Prince2

methodology. Why I would say this methodology was somewhat stressing for me as a student. It

functions like an ideal methodology for real software developers outside of the school environment.

Conclusion

My thought on the final prototype we developed as Eagles technologies is a real working

solution that can be utilised in the real world. My hopes on this project is one. That it all results in a

very good result as a group. Due to the amount of interest the group members have shown in the

course as it were.


93

INDIVIDUAL PROGRESS REPORT AND SELF REFLECTIVE

REPORT

MARYAM MUSA M00424932

INDIVIDUAL REFLECTIVE REPORT

As it is proposed in this course work for us to create a working software prototype for AllSmiles

dental clinic which will provide a room for automation of their patient booking. We the EAGLES

work as a team to design this software and I was responsible for the communication plan which is the

work of a system analyst.

I help in research for materials used in the proposal, software development methodology,

communication and risk management plan for the project, and also developed a communication plan

for the project. In developing the communication plan, I put it on the back of my mind that it is my

duty to organize actions that will lead to a proper flow of information within the project. I did some

more research on the dental clinic in order to have more understanding of the functions of the clinic in

question. Identifying and defining the basic user requirements and considering the target audience

was the next step I took, which enables me gather both the functional and non-functional requirement

of the clinic. Based on the management plan description (which is to move to a new location, recruit

more staff and use an up to date technology), I was able to have a clear understanding of what was

required for the proposed automated system that will make it more efficient and effective for the

growth of the business.

I then worked in collaboration with the risk manager in order to define the overall team’s project

through requirement gathering. After which I make sure every group member understood their

responsibility, and announce meeting date and location. All the above mention activities enables me

propose new solutions which are IT-based for ease of use, the actions that the system will perform,

and outline the costing of the new proposed system putting into consideration the current status of the

clinic, what is to be executed and what new changes are to be made. Having a good communication

plan helps prevent unwanted surprises and keep communication focused.

I also helped the user interface designer in designing the user interface graphics, Designed Form

elements CSS and HTML structure, after which I proceed to doing research on materials I needed for

the introduction. Furthermore, I put down the introduction by stating the previous state of the clinic

and I gave a brief on how the dental clinic has improved based on the requirement that was needed. I

kept intact with the programmers so that I would have knowledge of any limitations that the

development of the software could have. Working in hand with the other group member as a team, we

finalized the project report.


94

I have learnt a lot during this project and have had a clearer understanding of project management in

general. Finally, I have come to realise the importance of teamwork and the need for a proper

communication in a project is crucial for the success of any project.

Team name: Group Eagle

Seminar group day and time: Group C | Wed. 1pm

Team member’s name and number: Maryam Musa – M00424932

DATE TEACHING WEEK TASK

6TH OF FEB 2013 15 Research Material for Proposal

13TH OF FEB 2013 16 Research Material for Software

Development Methodology

20TH OF FEB 2013 17 Researched on Communication

and Risk Management Plan for

Project

27TH OF FEB 2013 18 Developed Communication

Plan for Project

6TH OF MARCH 2013 19 Designed Graphics for the User

Interface

13TH OF MARCH 2013 20 Designed Form elements CSS

and HTML structure

20TH OF MARCH 2013 21 Research materials needed for

introduction

27TH OF MARCH 2013 22 Develop write-up for

introduction


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2TH OF APRIL

Vacation

Compilation of the group

report

9TH OF APRIL

Vacation

Finalised the group report with

other group members

16TH OF APRIL

23

Finalised the group report with

other group members


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Individual Reflective Report

Mustapha Aliyu Muhammad

M00380639

We have reached the end of a successful project started back in February. Its time to reflect back on

what was being done by me and how it was done. The task was to customize an open source clinic

management system for a client with increasing number of customers. The task was handled as a

group project, which comprises of six members.

At the initial stage, the team tried to bond by asking every member his strengths and weaknesses. This

was done to assist the project manager to know his team better, so as to minimize uncertainties. This

process helped out tremendously by enabling the team leader to know what to assign to everybody.

The team grounded some rules for meetings and weekly schedules.

The methodology used for the project was quite easily acceptable because the team leader acts more

as a colleague rather than a leader. Tasks were carried out successfully according the prince2 and

DSDM methodology. This is the first time I have worked in a team adopting the agile methodology.

The rate at which the development was going and how frequent the product increment was delivered

is just incredible.

I performed several tasks to help in achieving success in the project. The first task assigned to me was

to be the project record keeper. This has to do with keeping minutes of meeting and noting down the

task assigned to everybody and what they are expected to bring for the next meeting. I also worked as

the risk manager, several risks were found and the project team all helped in making sure that the right

methodology was used in reducing the uncertainties.

I worked closely with the programmer to help in coding the software. This was challenging because,

at first the program was just a modification of existing open source software. But later the team

realized there is a greater value in developing the software from the scratch. I assisted in putting down

the business case for the project documentation. I worked selflessly with the team members to see that

the quest is achieved.

I also helped in writing down the project documentation. I was asked to draw a lifecycle for our

project and requirement analysis. I worked closely with some of my group members to ensure that the

assigned tasks are achieved. I also helped other members in completing their given tasks. These were

all tactics and techniques the team used to ensure that the project is delivered efficiently, accurately

and right on time.


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I am really impressed by how the team overcame all possible difficulties and self-differences to work

selflessly and closely together in ensuring the success of the project. I am happy with the way the

project leader headed the project execution all through and the methods he used to ensure that all

members are participating equally. Some conflicts rose along the way of course, but the team always

find a way to resolve them. The team also was helpful in assisting members that are left behind to see

that they meet up with the project pace.

With this experience, I believe I can work in a bigger team and put in my best to see that I offer my

selfless effort to see the tasks given to me through. It was a great experience.


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INDIVIDUAL REFLECTIVE SUMMARY FOR COURSE MODULE CMT3342

SUBMITTED BY: ROHI R. MORAL

[M00430361]

Introduction

We have barely reached the closure of a task that started on February 10; 2013.The generally

speaking feeling in the gathering is that of victory. It is however critical for me to assess my

part for destiny reference and studying. In spite of the fact that the center is on my single part,

I might like a more comprehensive appraisal keeping in mind the end goal to give it a

connection.

The project team was constituted by an assembly of six scholars. Before now, the majority of

us had not taken an interest in a crew venture, so there were introductory tests identifying

with crew conglomeration. Being equivalents in status, it was from the get go challenging as

some were uncomfortable with the thought of administration either from them or over them.

In any case soon that was a success. Specifically utilizing the Prince 2 and DSDM

methodology, where the group guide is less a supervisor but rather more he is a facilitator

Millett, et al. (2010.).

The thought of a self composing crew worked further bolstering good fortune as well. Every

living soul basically played roles that underscored their quality Layton, M. (2012 p.103).

My consideration on the prototype developed is one of incredible appreciation and

admiration. The exact thought of additional power at an easier cost at first appeared to be

outlandish. It is not unlimited that our customer might now be asking why it took so long to

embrace engineering into the practice when the expense is considerably lower than its

benefits.

The AGILE methodology was exceptionally accommodating. My perspective is that, its

accentuation on conveyance and joint effort formed the victory of the task; in light of the fact

that it assisted, to an expansive degree, to change single exertion to group deliberation.

On an individual level, working in a project outside of the norm demonstrated extremely

enhancing. There were obviously anxieties about the absence of earlier experience. Directly I


99

supported in the making of business case which gave me wide comprehension of how tasks

tend to be accomplished likewise assisted in Risk administration and Problem definition

nearby a partner researcher.

A level focus however in the encounter is the actuality of uneven support. The necessity to

outperform can make one convey more than one's pay off of the load.

Another flat focus was the unavoidable distinctions with clash probabilities normal with

aggregations. As per, Belbin, R. M. M. (2012), in number minded group parts could be

potential erosion indicates in any group. Given another chance, I might want to see a change

in my capability to supervise time all the more successfully.

Conclusion

This project helped me to understand the effect of team work as every team member had a

different approach to achieving same results. I wish to emphasize that I have considered my

interest both satisfying, enabling and would be extremely anxious to take part in future

projects.

REFERENCES

• Belbin, R. M. M. (2012). Management Teams. Hoboken, Taylor & Francis.

http://public.eblib.com/Eblpublic/PublicView.do?ptiID=296804.

• Layton, M. (2012). Agile project management for dummies. Hoboken, N.J.,

Wiley.p.103.

• Millett, . et al. (2010.) Pro Agile .NET Development with SCRUM Expert's voice in

.NET SpringerLink : Bücher. Apress, 2011, p.23.

• Schuh (2005) Integrating Agile Development In The Real World Charles River Media

Programming Series Programming Series. Cengage Learning, p.23.


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SUBMITTED BY: ROHI R. MORAL

[M00430361]

Date Time

Spent

Description

22/01/2013 4hrs To present the course work and illustrate it unmistakably to each

aggregation part. Likewise to set standard procedures gathering venue

and time.

02/02/2013 5hrs To discover the most suitable open source programming for the

aggregation project.

12/02/2013 3hrs Dedication of work to group members for project proposal, my task

was to review the requirements and come up with possible ideas for

the prototype

19/02/2013 4hrs To draft down proposal and I was involved in the creation of the work

breakdown structure and Gantt chart.

26/02/2013

2hrs To check the interface design and development of the open source, to

come up with project deliverables, costing and resource requirements.

05/03/2013 3hrs Task were broken down and distributed, I helped in the designing of

and structuring of the database.

12/03/2013 2hrs A checklist of individual progress of task assigned was being

examined and also that of the overall progress of the project.

19/03/2013 3hrs The start of the sever side scripting commenced and design of

database completed.

29/03/203 4hrs Project documentation and coding (continued) and was asked to work


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on the business case for the group writing, which was quite difficult at

first but with time became a success.

2/04/2013 3hrs At the technical level continued work on scripting and coding, trying

to fix bugs and the final checking of documentation.

9/04/2013 2hrs Working with the developer/programmer (Tobs) in the coding room

was thrilling and captivating due to his skilful knowledge on

programming although we had minor issues with bugs which were

fixed later on.

16/04/2013 2hrs Final Documentation is going according to plan project fully

completed and coming to an end.

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