IFSM 438 individual deliverable

Team Genesis, ITP-6 Consolidated Project Management Plan

IFSM 438_6380 Information System Project Management

Marley Dental Clinic IT System Proposal

July 9, 2017

Contributors:

Cristy Conner Edward Guzinski

Yvelisse Orona Tremaine Shivers

Victor Wynn Antonio Jones

Executive Summary

The purpose of this Consolidated Project Plan is to present the details required to successfully execute and control the project, in addition to facilitating communication among project stakeholders, and document approved schedule baselines. The project plan presents a definitive way forward for Marley Dental Clinic, but is subject to change as needed. The Marley Dental Clinic is small dental practice and office that resides in a “store-front” strip-mall. The Dental practice has recently been offered an opportunity to expand their office into a store area adjacent to their current office. This proposed change will double the space for the practice, enabling them to accommodate any additional required staff members and expand the clientele. That said, the current environment does not have any computers, networking, or other IT related systems implemented; all practice records, documentation, and activities are completed manually. As a result, the owners would like to implement an IT system that will enable them to become more efficient. An IT system allows for trained personnel to interact with hardware and software in order to plan, coordinate, and conduct efficient decision making throughout their organization (Business Dictionary: Information System, n.d.). The IT system about to be put in place will allow them to have online banking capabilities for patient payments and payments to the practice’s suppliers. Patients can also make appointments electronically, have immediate access to dental organizations to help with diagnoses, and having the ability to accept and process dental insurance claims and billing.

The new IT System addresses the requirements of Marley Dental. The entire scope of the system entails many types of hardware and software applications as well as network installation. The first step in building this system is installing the hardware. While construction is still underway for the expansion of the office, a network install contractor will install cabling to all PC stations and the server closet. PC stations include the reception desk, each dentist station, and each dental hygienist station. Each dentist station will include a Dell OptiPlex 7040 Microcomputer with 24” monitor. Each dental hygienist station will house a Dell OptiPlex 5250 All in One computer with 22” monitor. The receptionist desk will also include Dell OptiPlex 5250 All in One computers with 22” monitors. Dental assistants and other employees will utilize Microsoft Surface Pro tablets. The server closet will include a router, server, 24 port network switch and firewall. Software applications will be installed to manage the processing of the dental office. One of the industry’s best dental software applications will be installed offering many features Marley Dental Clinic requires. Curve Dental Hero’s many features include charting, credit card processing, insurance and client billing, online dental forms, dental practice analytics and many more (Ropelato, 2017). Curve Dental Hero is an innovative cloud-based solution allowing one to access their patient data from any internet connected device. An Active Directory Server will be utilized as an authentication mechanism, in addition to providing any relevant data permissions. Current total estimates of the IT system project are $80,000. With a $150,000 budget Genesis team is confident this IT system will come within budget and fulfill all the needs and requirements of the Marley Dental Clinic.

A. Project Objective:

Team Genesis will provide Marley Dental Clinic with an IT system in order to digitize record-keeping, allow for online banking, enable patients to pay their balance via the web, and to permit customers to make appointments electronically. In the past, the clinic carried out all their day-to-day operations by paper and pen. This made their workflow cumbersome and inefficient, which created a lot of redundancy and increased errors. The IT system and resulting enhancements will allow for the clinic to operate more efficiently and many mundane tasks will be automated leaving their staff with more time for tasks that need their attention. Lastly, Dr. Bob and Dr. Robert Jr are expanding their location to support two new dentists, two more hygienists, 2 more dental assistants, a full-time bookkeeper, and a part-time receptionist to work alongside current staff. This new system will help support the new staff as well. The end result will leave the clinic feeling renewed and up to speed with leading technologies. The staff will feel the burden of all those redundant tasks lifted off their shoulders and feel confident in the new operations of the business.

B. Project Scope:

The scope of this project includes all the equipment and resources that need to be purchased in order to provide the Marley Dental Clinic with a stable IT infrastructure for them and their patients to use. The scope of this project will specifically identify the products and services that will be purchased, their schedule for deployment, and the available budget. The recommendations specified in this scope is what will be addressed exactly without anything extra being added or removed. If things need to be added or removed from the scope, a change request must be submitted and reviewed by project stakeholders before it will be approved.

The IT infrastructure changes that will be implemented will provide Marley Dental Clinic with several computer terminals that staff can use to schedule appointments, manage patient records, and perform several other administrative functions with. Tablets will also be available for employees to use and will offer a convenient method for patients to verify their records without needing to take them to a stationary computer terminal. A file and Active Directory server will also be placed on site to authenticate employee’s user credentials on the network and store patient files electronically instead of in paper file cabinets. Network cables will also be run throughout the office walls to all medical equipment and IT devices that need them.

All of the office IT equipment, such as the PCs, tablets, and Wi-Fi hotspots will connect to a network switch. This also includes dental equipment such as X-ray machines and the like. The network switch will provide a network connection to all the devices on the network as well as an Internet connection. In order to protect confidential patient information as well as other valuable company data, a firewall will be placed on the network to block any malicious traffic that may attempt to gain access to the network. In order to manage patient appointments, insurance, and other information, the software Curve Dental Hero will be implemented (Curve Dental Hero, n.d.). Anti virus software will also be installed on all computer systems to identify and mitigate threats to the system. Patients will be able to schedule appointments and pay copays either online or over the phone, where Marley Dental employees will record it using Curve Dental Hero.

. Constraints / Assumptions:

Based on the information given, the assumption to charter this project is based on the need for a clear and structured solution to providing Marley Dental Clinic with an IT system. Given the technological advances over the years, there is no reason to continue using pen and paper to organize anything business related. Computer documents allow for a more efficient and less stressful work environment since things can be found, modified, and even sent with the click of a button. With this being said, due to the amount of clientele the clinic has, it is important to properly plan and execute this IT system to prevent any hiccups regarding the day to day work flow. After the roll out of this system, the clinic should be able to fully support more clientele, support staff, and various locations seamlessly.

D. Project Schedule and Milestones:

E. Cost-Benefit Assessment

*Cost based on average healthcare organizations

F. Roles and Responsibilities

Project Sponsor - Cristy Conner - Responsible for providing project objectives and goals, assessing funding, approve project charter and plan, and review strategies to complete goal.

Project Manager - Edward Guzinski - Responsible for preventing scope creep, ensuring all deadlines are met on time, manages team’s performance and intervene when necessary, assesses risk management, and ensures project is within spending requirements.

Requirements - Antonio Jones - Ensures all equipment whether hardware or software is obtained, ensures all former written records are ready for entry into database, makes sure any required licenses for programs are secured, and paperwork is properly accounted for, signed, and documented.

Business Analyst - Yvelisse Orona - Reviews legal and project contract documentation, ensures budget is approved and all paperwork for it is accounted for, maintains a close eye on documented requirements for the project as well as any last minute changes, and ensures things are billed correctly.

Technical Architect - Tremaine Shivers - Plans the hardware layout for the clinic, decides on the software which will be used on the hardware, provides ordering requirements for hardware, software, and peripherals, as well as providing networking plans.

Quality Assurance/Test Engineer - Victor Wynn - Ensures all hardware and software is compatible with each other, tests all processes and functions of the hardware and software to ensure a smooth transition, and document official documentation for quality assurance tests involving the client of the project.

G. Resource Estimates

H. Change Control Procedures

Changes need to be carefully considered and approval granted before implementation of said changes. With a change management plan in place changes are sure to be reviewed for relevance and impact. The following steps will be taken in the event that a change is required:

Step 1: Identify required change

Submit change request form detailing change, reason for change, and business value

Step 2: Log change in Change Request Binder

Submitter will log name, date, and time of submitted request

Step 3: Change request evaluation

Project manager, project team and requester will discuss change request and determine impact to cost, risk, schedule and scope

Step 4: Change request decision

Project manager and/or client and project sponsor (depending on impact of change requested) will discuss change and decision will be made

Step 5: Implement change

Upon approval Project manager and project team will update project plan and scope to reflect change. Change will also be documented in Change Request Binder

I. Work Plan

Success of this project will be measured based on meeting milestones, cost within budget, and project completed within scope. Technical performance will also play an important part in the success of this project. Technical requirements outlined in the project must meet the needs of the client. The success of this project should lead to reduction in appointment scheduling time, an increase in the accuracy of patient and practice records, reduction in patient wait time and increase in efficiency and accuracy or dental insurance claims and billing accuracy.

J. Project Changes / Updates

Obviously, an IT System is a vital element to the operations of any business, so making changes can potentially have a dramatic effect if not handled properly. That said, having the appropriate configuration and setup is a critical component to the success of incorporating new locations i.e. firewall rules, intrusion-detection devices and data repository permissions. As larger data points are captured and transferred over the network - such as dictation, scanned documents, high resolution imaging -- the speed at which the information is delivered becomes crucial to the success of the organization. Another potential change will be adding reliable and available connectivity between each location including load balancing, and dynamic scaling.

K. Approval sign-off form

Project Plan Approval Signatures

Project Name: Marley Dental Clinic IT System

Project Manager

_______________________________________ __________________

(Signature) (Date)

Edward Guzinski – Project Manager

Project Manager

Project Sponsor

_______________________________________ __________________

(Signature) (Date)

Cristy Conner – Project Sponsor

Project Sponsor

Client

_______________________________________ __________________

(Signature) (Date)

Dr. Bob Marley – Client

Client

_______________________________________ __________________

(Signature) (Date)

Dr. Robert Marley Jr. – Client

L. Team contact directory

M. Conclusion

In summary the Project Plan for the Marley Dental clinic has been thoroughly planned out and broken down into sections to which different areas are covered and are provided to Dr. Bob for his review, revision and approval. Through the development of the plan there have been several updates that have been explained independently through the development plan process. The plan has the breakdown of needed software and hardware requirements that will bring this dental clinic into a updated technology era and help Dr. Bob and his office to serve better and increase the amount of clientele that can be served and improve the way business is conducted. The Marley Dental Clinic will now have state of the art technology and increased space in a convenient location at the Mall to better serve the public/people.

APPENDIX A- RISK REGISTER

You may use any number of features to include the updated assignments, including Appendices or embedded documents, among several other possibilities, but all appendices/documents should reflect the changes you’ve experienced through the semester. Please note that the full documents should not be part of the main body of the Project Plan. They are supporting documents only. For example, one embedded or appendix should be an updated Excel spreadsheet Risk Register for all major tasks and at least 2 sub-tasks and 2 sub-sub tasks. Another appendix should be an  updated and expanded version of your project charter that summarizes the project, given what you know now.  (For instance, as but one example, any changes in project schedule, costs, and scope since the original draft of the charter should now be reflected in the updated charter.)

References

Project Management Institute. Project Plan / Project Definition. Retrieved from