Sample Definition of Scope free essay sample

Definition of scope Olaya Polyclinic Purpose of the project: Olaya Polyclinic has been facing problems due to its paper-based appointment system. With the increase in the number of patients visiting, it has become difficult to manage the appointment system manually. Recording of appointments and creating registers by pen and paper has become a tedious task. Errors such as the entering of the wrong patient ID in the patient file, sending the wrong patient file to the doctor or giving the same patient ID to different patients have become frequent. Also, searching through patient and appointment records and then creating management reports has become a time-consuming task. The increase in staff members to tackle the work load has not proved very successful and rather increased the expenses. The purpose of this project is to solve these complications by creating custom-built database software to manage the appointment system of Olaya Polyclinic. Benefits to the organization: By computerizing its appointment system, Olaya Polyclinic will benefit immensely. We will write a custom essay sample on Sample Definition of Scope or any similar topic specifically for you Do Not WasteYour Time HIRE WRITER Only 13.90 / page ?Unlike the paper-based system, the computerized system will be efficient and hassle-free. Sorting through data will become easier as there will be queries set to search through data and give the relevant results. ?Time will be saved as an appointment can be booked within seconds. ?Reports and appointment sheets will be generated automatically. ?Less chances of errors as there will be no duplication of patients IDs, appointments etc. ?Cost of buying registers etc. will be reduced and less space will be occupied by a computers. ?Cost of paying staff overtime to create and manage registers will be reduced. With errors minimized, the clinic’s service will be well-organized, which will result in satisfied patients and employees. Objectives of the Project: The management of Olaya Polyclinic and the Project Manager, in a meeting, has agreed to the following objectives. The database system should; ? Reduce paper-work, storing of large files and registers to a great extent. ?Reduce t he time taken to book an appointment. ?Prevent any overlapping of appointments ?Prevent the issuing of the same patient ID two different patients ? Be able to store doctors’ data, their availability, patients’ data and the appointments made. Prepare daily appointments for all the doctors ?Be able to print all appointments for a particular patient ? Make the organizing, sorting and searching and deleting of patient files and appointments easier. ?Generate the appointment sheet and management reports automatically, without the need to type them. ?Take back-ups regularly and automatically. ?Be able to add a new patient file, doctor and appointment easily ? Be menu driven with user friendly interface, easy to handle for a user with basic computer knowledge. ?The system should be capable of keeping stored data secure. Be created and tested by the set deadline. Key success criterias: The project will be considered a success, if it fulfills the following criteria; ? The datab ase system meets all the objectives set. ?The employees are satisfied with the system and it reduces their workload and increases efficiency. ?The patients are happy with the service provided and the complaints received are reduced significantly. ?The costs of the project are met within the set budget. ?The project is complete within the set deadline of 23rd February 2011 i. e. within 100 days. Deliverables: Olaya Polyclinic will be provided with an installation CD of the software and the employees will be assisted in installing in the two computers. Also a 3-day general and a 3-day on-the-site training will be given to the users to familiarize them with the software and its usage. A softcopy of the user manual will be provided as well. Constraints: Like any other organization there are some constraints under which the project for Olaya Polyclinic needs to be completed. ?Finance: Since it’s a small clinic, a limited budget has been set to meet the costs of the project and it is important that the project does not exceed the limit. ICT usage: The employees at Olaya Polyclinic know the basic uses of a computer, which means that the database software should not be complicated in any way and a training of no more than one week will be provided. Areas of risk: As with any computerized system, there are some risks involved with the project, which are as follows; ? The software, hardware , files etc. malfunction or become corrupt. ?Malfunctioning of the software or any files could result in data loss. ?Employees may be reluctant to accept the new system because they were used to doing things the traditional way and fear losing their job as they’d no longer be needed. The damage of the above mentioned risks can be minimized by various methods; ? By installing trusted anti-virus software and backing up data regularly. ?Monitor the progress of the organization with the new system in order to detect any employee dissatisfaction at an early stage and take necessary actions. Project roadmap: In order to make sure the project delivers what it promises within the set deadline, a Gantt chart is being prepared, which will show the tasks in detail and the time each task will take to complete. As agreed, the project should be completed on the 23rd of February 2011 and the Gantt chart will make sure the project stays on track and its progress is monitored closely. The Gantt chart will be created as realistically as possible, keeping in mind any risks that may affect the project such as illnesses or delays. The plan will be updated and adjusted regularly as needed. Project Resources: The resources needed to implement the system have been divided into two categories which are as follows: ? Human Resource: (a)Mr. Mohammad Nadeem – Senior Manager (teacher) Mr. Nadeem is an experienced ICT teacher at Pakistan International School. He will ensure that the project meets the requirements of Applied GCE. (b)Mr. Jawed Hussain – General Manager Olaya Polyclinic (c)Mr. Hamza Ali – Nurse, Olaya Polyclinic Mr. Hamza will be one the users of the new system. (d)Ms. Sana Khan Ms. Sana will be one of the users of the new system. (e)Reeha Malik – Peer Reviewer Reeha Malik is a fellow GCE Applied ICT student. ?Physical resource: The physical resources that I’ll need include a computer, printer, a data-transfer device such as a USB, a projector for presentations. Other than the above mentioned resources, the time that I have to complete the project is an important resource too. Project Stakeholders: ?Sara Faiz Rana – Project Manager ?Olaya Polyclinic Organisation (Client) ?Mr. Hamza Ali – Nurse (User) ?Ms. Sana Khan – Nurse (User) ?Mr. Jawed Hussain – General Manager (Snr. Mgmt. Organisation) ? Mr. Mohammed Nadeem – Teacher (Snr. Mgmt. Project Manager) Target Completion date: The target completion date of this project is 23rd February 2011. This is when the project will be handed over to Olaya Polyclinic.