Statement Of Work And Work Breakdown Structure For An Online Appointment Booking System

Problem statement

Answer:

The XYZ clinic is based in north side of Melbourne. The clinic does not have patient appointment booking system. The clinic only use walk-in to clinic system that means first arrived will be seen first. This leads patients to wait longer to see their desire doctor.  The patients are constantly complaining about poor communication infrastructure. Because of this, the clinic has dropped its reputation in market. The purpose of the project is to create and implement patient management and appointment booking system to resolve the issue. This system will help doctors in their work as well as view their patient medical progress and also help patient to book their appointment with their desire doctor. The doctors can manage their booking slots and patients can book empty slot of appointment with their desire doctor using this online system. The system has huge database to manage multiple doctors various dates and times and store each patient’s medical history. The system allows users log in for users to view all patient’s records as needed.

The main aim of this project is to create online patient appointment booking system and manage patient’s medical records. The objective that has been determined for the project are presented as below:

• To develop and implement an Online Patient Appointment Booking system for XYZ clinic.
• To manage the patients and their related information in digital form.
• To provide the patients with ease of booking their appointment through online mode.

The main purpose of this project is to develop and implement an online system for Patient appointment booking for XYZ clinic so that the patients do not have to wait in long queues for their desired specialist. The scope of this project is implementation of the online patient appointment booking system however it is not confined to that only as it will also provide benefits to the business of XYZ clinic.

The deliverables for this particular project are presented as below:

• An online system for Patient Appointment booking.
• An easier way to manage the information of patients.
• Suitable management of patient queries.
• Easier access to services provided by XYZ clinic.

The stakeholders that are associated with this particular project on implementation of Patient appointment booking system are listed as below:

Stakeholder	Roles
CEO (Chief Executive Officer)	Owner of the organization or planning head of the XYZ clinic
Steering Committee	Management committee formed for execution of the project
Project Manager	Planning, managing and organizing the project
Analyst	Checking of software modules and designed codes
Developer	Designing of codes for software
Tester	Testing of developed codes
Trainer	Training of staffs on the new system
Technical communicator	Preparation of the technical documents
Deployment team	Installation and deployment of the system

The responsibility matrix 

Task	Steering Committee	Project Manager	Analyst	Developer	Tester	Trainer	Technical communicator	Deployment team
Project Initiation and planning	R	R	I	I	I	I	C	C
Requirements Analysis	C, I	R	R	C	I	I	I	C
Design	I	I	C	R, A	I	I	C	R
Development	I	I	C	R,A	I	I	R,A	C
Testing	I	I	A	C	R,A	I	I	I
Training	R	R	C	I	C	R,A	R	I
Documentation	I	I	I	I	C	A	R,A	C
User Acceptance Testing	C	C	I	C	R,A	I	C	A
Deployment	I	C	I	I	C	I	I	R,A
Post Implementation Project Review	R	R,A	I	C	I	I	I	C

R – Responsible, A – Accountable, C – Consulted, I – Informed

The major constraints that are related to the project are unlike any other project that is Time, Scope and Cost. The detailed explanation and relationship of the constraints are provided below:

Time – It is directly related to cost as if there is delay in the project and it is not going as per the schedule then more budget will be required to complete the project. Further, if there is any changes in scope of the project then it will require more time to complete.

Project objectives

Scope – The changes in project scope may lead to delay or over budgeting which could eventually lead to failure of the project. The time required for implementing changes in project scope could lead to increase in time and budget for the project.

Cost – Cost is another essential factor and it is directly proportional to time and scope as changes in both have a direct impact on cost. The changes in cost may lead to delay or failure of project.

• Adequate time and budget is available to complete the project.
• Adequate resources are available to complete the project.
• Technical issues can be resolved with immediate effect.

Purpose	Channel	Frequency	Audience	Responsible
Progress of project	Email, Team meetings	Weekly	CEO, Steering Committee	Project Manager
Conflict/issues	Team meetings	Bi-weekly, Monthly	Project Manager	Project team members
Resource availability	Email and Telephonic conversations	Monthly	CEO, Steering Committee	Project Manager
Technological aspects	Email	Weekly	Steering Committee	Technical Communicator

The success of the project can be measured with help of certain criteria as mentioned below:

• Benefits achieved by the organization
• Satisfaction of the stakeholders
• Satisfaction of users
• Number of issues being raised since Go-Live
• Measurement of Usability
• Feedback from end users

ID	Task name	Duration	Start	Finish	Cost	Gantt chart
0	Software Development	97.5 days	Tue 25-09-18	Thu 07-02-19	$40,410.00
1	Initiation Phase	7 days	Tue 25-09-18	Wed 03-10-18	$2,560.00
1.1	Determination of project scope	1 day	Tue 25-09-18	Tue 25-09-18	$400.00
1.2	Arrangements for project sponsorship	3 days	Wed 26-09-18	Fri 28-09-18	$1,200.00	2
1.3	Defining of the preliminary resources	2 days	Mon 01-10-18	Tue 02-10-18	$640.00	3
1.4	Securing and acquiring the core resources	1 day	Wed 03-10-18	Wed 03-10-18	$320.00	4
M1	Completion of Initiation Phase	0 days	Wed 03-10-18	Wed 03-10-18	$0.00	5
2	Requirements Analysis Phase	13.25 days	Thu 04-10-18	Tue 23-10-18	$4,290.00
2.1	Gathering of requirements	5 days	Thu 04-10-18	Wed 10-10-18	$1,400.00	6
2.2	Drafting of the preliminary software requirements	3 days	Thu 11-10-18	Mon 15-10-18	$840.00	8
2.3	Development of preliminary budget	2 days	Tue 16-10-18	Wed 17-10-18	$640.00	9
2.4	Review of software specifications and budget with project team	6 hrs	Thu 18-10-18	Thu 18-10-18	$450.00	10
2.5	Incorporating the feedback acquired for software specifications	1 day	Thu 18-10-18	Fri 19-10-18	$280.00	11
2.6	Development of delivery timeline	1 day	Fri 19-10-18	Mon 22-10-18	$320.00	12
2.7	Acquisition of approvals	4 hrs	Mon 22-10-18	Tue 23-10-18	$360.00	13
M2	Completion of Analysis Phase	0 days	Tue 23-10-18	Tue 23-10-18	$0.00	14
3	Design Phase	14.5 days	Tue 23-10-18	Mon 12-11-18	$4,640.00
3.1	Review of preliminary software specifications	2 days	Tue 23-10-18	Thu 25-10-18	$560.00	15
3.2	Development of functional specifications	5 days	Thu 25-10-18	Thu 01-11-18	$1,400.00	17
3.3	Development of the prototype	4 days	Thu 01-11-18	Wed 07-11-18	$1,120.00	18
3.4	Review of functional specifications	2 days	Wed 07-11-18	Fri 09-11-18	$800.00	19
3.5	Incorporating feedback for functional specifications	1 day	Fri 09-11-18	Mon 12-11-18	$400.00	20
3.6	Obtaining approvals	4 hrs	Mon 12-11-18	Mon 12-11-18	$360.00	21
M3	Completion of design phase	0 days	Mon 12-11-18	Mon 12-11-18	$0.00	22
4	Development Phase	21.75 days	Mon 12-11-18	Wed 12-12-18	$6,600.00
4.1	Review of functional specifications	1 day	Mon 12-11-18	Tue 13-11-18	$200.00	23
4.2	Identifying the design parameters	1 day	Tue 13-11-18	Wed 14-11-18	$200.00	25
4.3	Assigning the development staff	1 day	Wed 14-11-18	Thu 15-11-18	$200.00	26
4.4	Development of code	15 days	Thu 15-11-18	Thu 06-12-18	$3,000.00	27
4.5	Testing by developer (primary debugging)	15 days	Wed 21-11-18	Wed 12-12-18	$3,000.00	28FS-75%
M4	Completion of development phase	0 days	Wed 12-12-18	Wed 12-12-18	$0.00	29
5	Testing Phase	48.75 days	Mon 12-11-18	Fri 18-01-19	$8,400.00
5.1	Development of plans for Unit testing	4 days	Mon 12-11-18	Fri 16-11-18	$960.00	23
5.2	Development of plans for integration testing	4 days	Fri 16-11-18	Thu 22-11-18	$960.00	23
5.3	Unit Testing	15 days	Wed 12-12-18	Wed 02-01-19	$3,600.00
5.3.1	Review of modular code	5 days	Wed 12-12-18	Wed 19-12-18	$1,200.00	32,30
5.3.2	Testing the component modules	2 days	Wed 19-12-18	Fri 21-12-18	$480.00	30,35
5.3.3	Identifying the anomalies	3 days	Fri 21-12-18	Wed 26-12-18	$720.00	36
5.3.4	Modification of code	3 days	Wed 26-12-18	Mon 31-12-18	$720.00	37
5.3.5	Re-testing the modified code	2 days	Mon 31-12-18	Wed 02-01-19	$480.00	38
M5	Completion of Unit testing	0 days	Wed 02-01-19	Wed 02-01-19	$0.00	39
5.4	Integration Testing	12 days	Wed 02-01-19	Fri 18-01-19	$2,880.00
5.4.1	Testing the integration of module	5 days	Wed 02-01-19	Wed 09-01-19	$1,200.00	40
5.4.2	Identifying the anomalies	2 days	Wed 09-01-19	Fri 11-01-19	$480.00	42
5.4.3	Modification of code	3 days	Fri 11-01-19	Wed 16-01-19	$720.00	43
5.4.4	Re-testing the modified code	2 days	Wed 16-01-19	Fri 18-01-19	$480.00	44
M6	Completion of Integration testing	0 days	Fri 18-01-19	Fri 18-01-19	$0.00	45
6	Training Phase	43.75 days	Mon 12-11-18	Fri 11-01-19	$4,800.00
6.1	Development of training specifications (end users)	3 days	Mon 12-11-18	Thu 15-11-18	$480.00	23
6.2	Development of training specifications (helpdesk support staff)	3 days	Thu 15-11-18	Tue 20-11-18	$480.00	23
6.3	Identifying the delivery method for training	2 days	Tue 20-11-18	Thu 22-11-18	$320.00	23
6.4	Developing the training materials	3 wks	Wed 12-12-18	Wed 02-01-19	$2,400.00	48,30,49,50
6.5	Conducting the usability study for training	4 days	Wed 02-01-19	Tue 08-01-19	$640.00	51
6.6	Finalizing the materials for training	3 days	Tue 08-01-19	Fri 11-01-19	$480.00	52
M7	Completion of training materials	0 days	Fri 11-01-19	Fri 11-01-19	$0.00	53
7	Documentation Phase	48.75 days	Mon 12-11-18	Fri 18-01-19	$5,040.00
7.1	Development of Help specification	1 day	Mon 12-11-18	Tue 13-11-18	$120.00	23
7.2	Development of Help functions and system	3 wks	Tue 27-11-18	Tue 18-12-18	$1,800.00	56,28FS-50%
7.3	Review of Help documentation	3 days	Tue 08-01-19	Fri 11-01-19	$360.00	57
7.4	Incorporating the feedback on Help documentation	2 days	Wed 16-01-19	Fri 18-01-19	$240.00	58
7.5	Development of specifications for user manuals	2 days	Tue 13-11-18	Thu 15-11-18	$240.00	23
7.6	Developing user manuals	3 wks	Tue 18-12-18	Tue 08-01-19	$1,800.00	60,28FS-50%
7.7	Review of all user documentation	2 days	Fri 11-01-19	Tue 15-01-19	$240.00	61
7.8	Incorporating feedback on user documentation	2 days	Wed 16-01-19	Fri 18-01-19	$240.00	62
M8	Completion of documentation phase	0 days	Fri 18-01-19	Fri 18-01-19	$0.00	63,59
8	User Acceptance Testing	70.25 days	Tue 23-10-18	Tue 29-01-19	$1,720.00
8.1	Identification of the test group	1 day	Tue 23-10-18	Wed 24-10-18	$320.00	15
8.2	Installation and deployment of software	1 day	Fri 18-01-19	Mon 21-01-19	$200.00	46,64,54
8.3	Obtaining the feedback from users	1 wk	Mon 21-01-19	Mon 28-01-19	$1,000.00	67
8.4	Evaluation of testing information	1 day	Mon 28-01-19	Tue 29-01-19	$200.00	68
M9	Completion of User Acceptance testing	0 days	Tue 29-01-19	Tue 29-01-19	$0.00	69
9	Deployment Phase	4 days	Tue 29-01-19	Mon 04-02-19	$800.00
9.1	Determination of strategy for final deployment	1 day	Tue 29-01-19	Wed 30-01-19	$200.00	70
9.2	Securing the resources for deployment	1 day	Wed 30-01-19	Thu 31-01-19	$200.00	72
9.3	Training for support staffs	1 day	Thu 31-01-19	Fri 01-02-19	$200.00	73
9.4	Deployment of system	1 day	Fri 01-02-19	Mon 04-02-19	$200.00	74
M10	Completion of Deployment	0 days	Mon 04-02-19	Mon 04-02-19	$0.00	75
10	Post Implementation Project Review	2 days	Mon 04-02-19	Wed 06-02-19	$640.00
10.1	Documentation of lessons learnt	1 day	Mon 04-02-19	Tue 05-02-19	$320.00	76
10.2	Distribution to project team members	1 day	Tue 05-02-19	Wed 06-02-19	$320.00	78
M11	Completion of Post implementation project review	0 days	Wed 06-02-19	Wed 06-02-19	$0.00	79
11	System Go-Live	1 day	Wed 06-02-19	Thu 07-02-19	$920.00	80

The identified threats relate to this particular project on Implementation of Patient appointment booking system are as below:

• Schedule risk – This risk relates to the project schedule and time required to complete the project.
• Budget risk – This risk relates to the budget required for completion of the project in comparison to progress of the project.
• Scope risk – This risk relates scope creep means deviation of project from the determined scope.
• Resource risk – This risk involves the issues related to resource management for the project.
• Technological risk – This risk includes the technology related issues that may occur while executing the project.
• Human related risk – This risk relates to the human error that may occur while conducting the project.
• Usability risk – This type of risk involves usability of the system that will be produced as outcome from the project.
• Organizational risk – This risk relates to deviation from the organizational goals and objectives upon undertaking of the project.
• Project team risk – This risk relates to issues that may occur within the project team members during execution of the project.
• Strategic risk – This type of risk involves the threats related to strategic planning and development of the organization from future perspective.

The response strategies that can be applied for identified risks related to chosen project for implementation of Patient appointment booking system are as below:

• Avoidance: This strategy relates to removing the tasks that causes risks in the project and it is the easier way to mitigate risks in a project.
• Acceptance: This strategy includes planning of risks identified for the project and if no other response strategy can be identified then accepting the risks will be sufficient to proceed with the project.
• Monitor and Prepare: It involves development of plans for monitoring the triggers by which risks are activated and immediate implementation of action plans after occurrence of the risk.
• Mitigation: It comprises of measures for reducing likelihood of risk occurrence and reducing the impact of risk.
• Transference: It involves transferring the risks onto another party means the consequences of risks will be impose upon third party which is not easy and often overlooked.

Mitigation strategies: The risks can be controlled by implementing mitigation strategies so that consequence of risks can be minimized. The mitigation of risks can be done through different techniques as mentioned in the previous section. The mitigation strategies for risks can help to achieve project success so that desired outcomes are in accordance with the objectives and project requirements.

Contingency planning: This method for controlling risk is termed as development of a plan to manage the outcome if it is other than the expected or actual. This planning can be used for managing exceptional risks although it may have catastrophic consequences.

Backup and Disaster recovery: This control mechanism refers to the planning for managing the outcomes of a risk in case such severe risk occurs in a project. This planning relates to backup and recovery to previous state of work in case risks have impact on progress of the project.

Risk ID	Risk	Risk Impact	Likelihood of risk	Severity of consequences	Level of Risk	Mitigation	Contingency Plan	Risk Owner	Date Logged	Date of Review
01	Delay in progress as per schedule	Medium	Moderately likely	Marginal	Low	Acceptance	Monitoring of project progress on regularly	Project Manager	20/10/18	22/10/18
02	Over budgeting	High	Unlikely	Marginal	High	Monitor and prepare	Proper budget allocation	Steering Committee	25/10/18	26/10/18
02	Scope creep	High	Moderately likely	Critical	Very High	Transference	Approval for changes	Project Manager	30/10/18	02/11/18
04	Inadequate resource during execution	Low	Unlikely	Negligible	Low	Mitigation	Proper resource management strategies	Project Manager	05/11/18	07/11/18
05	Technical risks	Medium	Moderately likely	Marginal	Medium	Avoidance	Technological support as per objectives	Developer, Deployment team	10/11/18	14/11/18
06	Human error	Low	Highly likely	Critical	Low	Avoidance	Proper strategies for human errors	Testers, Analyst	16/11/18	18/11/18
07	Usability risk	High	Moderately likely	Negligible	High	Mitigation	Evaluation of outcomes as per requirements	Developer	22/11/18	25/11/18
08	Organizational risk	High	Unlikely	Marginal	Medium	Transference	Proper determination of the organizational goals and objectives	Trainers	24/11/18	26/11/18
09	Project team risk	Medium	Moderately likely	Marginal	Low	Mitigation	Conflict resolution methods	Project Manager	22/09/18	23/09/18
10	Strategic risk	Low	Unlikely	Negligible	Low	Monitor and prepare	Identification and evaluation of long term goals	Steering Committee	25/09/18	26/09/18

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