Project Review and Project Plan Issues - Case Study Example

NHS LORENZO SYSTEM by Student’s name Code+ course name Professor’s name University name City, State Date 1. Project Lifecycle Review National Program for IT is a medical software application developed for the purpose of improving National Health Services (NHS) in United Kingdom. The project is entitle NHS Lorenzo. The system has eight sub-systems which help the major system to carry out its activities effectively. These subsystems includeN3 infrastructure, Detailed Care Record, Choose & Book, Summary Care Record, Electronic Prescription Service, Mail Service, Picture Archiving System and Data Spine. All these sub-systems have their unique functionalities in the major system. Each of these functionalities is described below. The summary Care Record Sub-system contains major details of a patient. The patient, using an online portal, can be able to view this information. In addition, the information is stored on a National Health Service database making all the staff be able to retrieve it whenever it is needed. The sub-system gives the patient powers to limit its usage by the staff. I addition, a patient can restrain from having his or her portal created for the same. The Detailed Care Record Sub-system handles comprehensive information about the patient. It stores all data regarding treatments the patient has undergone and the medical history. This sub-system is more detailed than the Summary Care Record Sub-system. The system can be used by the staff to store and view the medical records of a patient. N3 sub-system is the networking system used to link different workstations that uses Lorenzo system. This sub-system consist the networking software and applications, protocols and database rules and the networking hardware. This sub-system helps to link different end devices that use the Lorenzo system. Choose & Book Sub-system is a sub-system responsible for booking through electronic means. The sub-system allows the patient to book medical treatment via a portal. The patient reserves an appointment of NHS doctor through this sub-system. This enables the patient to book for treatment without having to take great pains in visiting the hospital to do the same. Electronic Prescription Sub-system is responsible for prescribing the patients. The Sub-system is used by the doctors to prescribe the necessary treatments and drugs for various illnesses in the patients. The system stores this information in the database for future retrieval and use. Data Spine Sub-system stores all the patient data in the system. It acts as the database user interface for the staff of NHS. The sub-system ensures security of the patient data through use of encryptions and passwords. This ensures illegal accesses of private patient information by unintended personnel. The sub-system also connects other sub-systems allowing them to use various data sub-groups from the main data store which is the database. The Picture Archiving Sub-system is responsible for storing all images used in the medical treatment. This includes various X-ray images and other radiology images used to diagnose the patient. This allows easy retrieval of these images when they are used for future reference in treatment of the patient. The Emailing sub-system allows communication through the staff and patient through emails. It ensures online care and support of the patient through addressing their matters of need. Further, it allows sharing of medical knowledge and quick communication on matters of urgency. This ensures continued communication among the staff and patient. Of these subsystems, the major ones are Data Spine, Detailed Care Records and N3 sub-systems. The Detailed Care Sub-system stores all medical information of the patient. In any hospital system, medical information is very vital. Therefore, this sub-system is a key sub-system in Lorenzo system. The N3 Sub-system ensures networking of end user devices. This allows the actual use of the system and all other sub-systems across various different locations. This also makes it another major component of the system. The last major component is the Data Spine. This system actually stores the data used in the system. Data in a system is very essential. Absence of data would mean that a system is not working. This makes the sub-system one of the most important components. 2. Detailed Care Record Sub-system This sub-system is responsible for holding and storing all medical information of a patient. The sub-system is therefore used to keep the medical history and diagnosis of a patient in a hospital. It is one of the major sub-systems of the Lorenzo system. The most effective way to develop this component is through the prototype model (Bell, 2005). In this model, the software developer gets the specifications of the system (Marsic, 2012). Basing on the user requirements, an initial prototype is developed. This prototype has major attributes of the final component. After being developed, it is released to the client for use as the initial build of the component. The client interacts with the prototype and identifies failings and missing programs of the prototype. The client then suggests any changes for the prototype. If the client has no further suggestions and is contented with the build, it is deployed as the final component. Otherwise, the prototype is revised until the client is satisfied with it. Then, it is released as the final component. After release, it is integrated with other sub-systems of the system to make the complete system. This can be shown by the diagram below: Figure 1: Development of Detailed Care Record Sub-system Prototype The advantage of this model of development is that the client is actively involved in the system development. Through this approach, the client suggests for any specifications which might have been left out during the initial stage of project development. This ensures that the final system fits the client’s needs. Although the model takes a lot of time, it ensures that the final component release is robust, effective and error free. During the prototype countercheck with the client, there are several changes that can be made to the prototype. The changes can be suggested by the client or the development team. The changes are identified and documented for further analysis. These changes are analyzed and evaluated after being submitted. Here their necessity is considered. If they are considered necessary, they are approved and the changes implemented. If they are not, they are ignored. This is called configuration control. In this process, the client often communicates with the software development team to suggest changes to the initial prototype. This makes the final component suitable and customized for the client’s use. The process can be shown by the diagram below: Figure 2: Configuration Control of Prototype 3. Project Documentation a. Synoptic Summary Lorenzo project is an IT based healthcare system to be implemented in United Kingdom. The main aim of this system is to make health care service provision more efficient and time friendly. The system has eight subsystems. These subsystems include: Detailed Care Record Sub-system which holds a comprehensive record of patient documents in the system. Summary Care Record Su-system which shows a simplified or rather a highlight of patient details. It is a simpler version of the Detailed Care sub-system. N3 sub-system which acts as the network support for the system to allow usage of the system. Data Spine which stores all data used in the system and allows interfacing of various sub-systems. Picture Archiving Sub-system which stores all images used in the system for medical diagnosis. NHS Mail Sub-system that allows emailing services between various users of the system thus enhancing communication between users. Electronic Prescription Sub-system that allows medical prescription of the patients through the system. Choose and Book Sub-system that allows the patients to book an appointment with the doctor through the system. These are the initial components of the system. As the system development progresses, other components will be added depending on the user needs. These include: Clinical Documents Sub-system that allows medical personnel to access medical information for their specific uses. Consent To Treat that allows the patient to verify any treatment before it is undertaken. Sealing and Locking Sub-system that allows security of vital patient data to ensure Care Records Guarantee. Contract Management Sub-system that helps the staff implements and monitor different contracts for patient services delivery. Coding Sub-system that allows clinical classification and coding. Health Resource Groups Sub-system for grouping of related treatments on patients. Care Plans Sub-system that offers arrangements for individual patient care services. The system will be developed using the Prototype Model. This will ensure that the client is able to use the initial system as it is being developed. Through this method, we will be able to deliver an efficient system at the end of the project period. We have identified potential risks I our project. The system might not be efficient or fitting the customer needs. To solve this issue, we will involve the client during the various stages of the application development. In addition, the project may experience shortage of funds. To solve this issue, we will get funding from the government. This will help our project run to completion. The project period will run for four years and eight months. The first year will be for developing the system. Two months will be used to test the system and a trial implementation carried out for one year. Later, the system performance will be reviewed for six months. The successful system will be implemented within a period of two years where the initial system will be phased out. To implement, we will use pilot approach. System will be implemented at various locations and success evaluated before being implemented in the whole country. b. Project Objectives The main objective of the project is to make medical services provision in United Kingdom more effective and efficient. This will be achieved by use of an electronic medical services provision approach that will ensure delivery of services in time. Other objectives of the project are to minimize time used during the treatment of patients while maintaining quality of services. This will be implemented through use of an electronic prescription system. The project intends to minimize the necessity of visiting doctors in the hospital to book for appointments. This will be addressed by use of an electronic booking system. The other objective of the project is to ensure sharing of medical information of a patient across the country to enable necessary referrals for any complicated medical conditions of a patient. This will ensure efficient medical care of a patient. This will be implemented through use of a networked system that enables storage and retrieval of the data across the country. c. Project Stakeholders The table below gives the key stakeholders involved in development of the project. The stakeholder area is given, the representative and description of the stakeholder. Further, the activities to be carried out by the stakeholder are provided with the expected outcomes of the activities. Stakeholder Area Representative Context Engagements Outcomes Expected Chairman of National Health Service (NHS) Commissioning Board Prof. Sir Malcolm Grant This is the major personnel responsible for directing all the activities of the institution. He is responsible for final approval of the project proposal. Strategic advice for the institution’s project operations. Project endorsement. Chief Executive of NHS Simon Stevens This is the project sponsor. Works with project team ensuring the project meets the customer expectations. Discussion of project suggestions and ideas. Reviewing the project proposal Approval of the project. Patients and Information Tim Kelsey This is the personnel responsible for managing patient data, feedback and needs. He works with the patient (clients of NHS). Carrying out client survey to determine the needs of the clients. Reviewing the user experience of the system. Client survey Survey review Entry of patient data into the system Finance Paul Baumann This is the personnel responsible for financing the project. He monitors the expenses of the project. Financial analysis of the project. Auditing of the project expenses. Financial reports of the project. Financing the project. Commissioning Operations Dame Barbara Hakin This is the personnel responsible for overall functional services provision in NHS. Reviewing the system performance to determine implementation in NHS. Implementation of the project in the units. Nursing Services Jane Cummings This is the personnel responsible for all nursing services in NHS. Assignment of medical personnel to project tasks. Coordination with project team. Implementation of Lorenzo System in the units. Corporate Operations and Transformation Karen Wheeler This is the personnel responsible for IT, service provision and practices in NHS. Analysis for the need of a new system. Reviewing of the IT infrastructure to fit the new system. Integration of Lorenzo system into NHS. Medical Services Prof. Sir Bruce Keogh This is the personnel responsible for all medical services in NHS. Assignment of nursing personnel to project tasks. Coordination with project team. Implementation of Lorenzo System in the units. Commissioning Strategy Ian Dodge This is the personnel responsible for policies, commissioning strategy and analysis in the NHS. He oversees development of new models to provide services and care to patients and staff. Discussion with the project team for changes in the system. Supervision of the project team to ensure the final system is in line with the expectations of the NHS. Implementation of Lorenzo system in NHS. NHS Staff None These are the personnel who interact with the system to provide services to the clients. Personnel training on the use of the system. Use of the system in delivering the services. NHS competitors Private health service providers These are other health service providers in England. Emulation of the system if the project succeeds. Increment in the market share in a situation where the project does not succeed. NHS patients None These are the clients of the NHS who interact with the system. Use of the NHS services. Seeking medical services from NHS. Lorenzo Project Suppliers None These are companies that supply the hardware and software among other stock needed to implement the system. Review of the product requirements. Supply of the stock. Table 1: Stakeholder Analysis for NHS Lorenzo Project d. Project Plan There are various tools that will be used to highlight the plan for our project. These tools include the Gantt chart and the Work Breakdown Structure. i. Work Breakdown Structure This is a tool that shows major activities in design and implementation of NHS Lorenzo system. The table below gives the highlights of major activities: Stage1 Stage 2 Stage3 Submissions Project Management Administrator Launch Comprehensive analysis of the existing system to determine areas of change. Evaluation of the project pros, cons and pitfalls. Requirements definition for the system. Grouping the project stakeholders into various groups. Drafting the project contract to be assessed by the project sponsor. Stakeholder register Project contract documents Development Create the Project Management Plan Carry out requirements engineering Examine the scope of the project Develop the project work structure Draft the project schedule Approximate the costs for the whole project and draft the budget Project’s Management Plan Requirements Documentation Work Breakdown Structure for the project Project Scope Documentation Project Schedule Gantt Chart for the Project Project budget Implementation Monitor project process Enhance quality Assurance checks for the project Create project teams Manage the stakeholders Project’s Management Plan updates Project documentation update Project team progress updates Supervision and management of the project Project progress supervision Project Scope control Project quality control Reporting of the project performance Identify and control risks in the project Project’s Management Plan updates Project documentation update Project Performance reports Risks Documentation Conclusion Close project teams Terminate purchases End the project Debts clearance Project report Project evaluation report NHS Lorenzo System Supervisor Commencement Project Feasibility Study Risks Management Feasibility report Risks Documentation Requirements Specification Software model Development Costs and schedule Management Staff allocation Project Communication to the sponsor System design System coding. Database design and coding. Design of the user interfaces. Testing of system components. Components integration and testing. Project schedule Project teams implementation System development Prototypes implementation System integration System revision Implementation Expansion of the prototype to fit new user needs Integration of the prototypes with the major system Integration of the system in NHS. Complete NHS Lorenzo system Integration of the system components Integration of the system into NHS. Achievement Examine the system performance End the project System performance report Table 2: Work Breakdown Structure for NHS Lorenzo system ii. Gantt Chart The project Gantt chart shows major activities of the project and the time in which they will be carried out. For the Gantt chart of NHS Lorenzo system, see the appendix. e. Risk Management Plan There is an effective Risk Management Plan in place to manage, control and address any risks that might arise during the development period of our project. The table below identifies major risks that may arise in the project. Further it suggests ways of preventing the risks and solutions in case they happen. Risk Level Risk Management Activity Possible Solution after risk occurrence Incompleteness of the Project Medium Working according to project time plan to ensure all the details are completed in time. Extension of project period Minimum Finances for the Project Medium Involvement of the government in funding of the Project. Financial support from the government. Error Prone Components High Testing of the components to detect and remove errors at various stages of development process. Debugging the system before releasing to the client. Working with the client to detect any errors and correction of the errors after deployment of the system. Disagreement among team members and stakeholders Low Continued good rapport between the team members and the stakeholders Negotiation and discussion of conflicting issues to solve disagreements. Components not meeting client needs Medium Involvement of the clients during the development process to identify the user requirements of the system. Revising the prototypes to fit user needs. System Compatibility Issues High Designing a system that is compatible with the existing technology to avoid compatibility issues. Purchasing compatible hardware and software resources to use the system. Restructuring the system if the above does not work. Complexity of the user interface Medium Designing of a friendly Graphical User Interface with navigation guides. Redesign of the user interface to become more user friendly. Misuse of money during project period High Continued auditing of the financial expenses of the project. Accountability for money usage in the project. System Integration Issues High Use of the same language when coding different components of the system. Identify problems in integration and rectify them. Table 3: Risk Management Plan for NHS Lorenzo system 4. Project Management The diagram below gives the project’s critical path. Figure 3: Critical Path for NHS Lorenzo system The project procurement is complex. The system needs various other inputs for it to operate. The hardware needed includes the workstations to be used by clinicians in the units. Further, it includes the networking infrastructure hardware that will be needed to provide the physical linkage of the end devices. Therefore, this process needs good rapport with various suppliers to make it successful. Further, electrical sub-contractors need to be included in the project implementation to make it a success. The risk management used in the system is well defined. The system is implemented in phases to ensure that the implementation does not affect the running of the institution. This ensures that in case the system was not up to the expected standards, there is always an option to resume to the older system as changes are being implemented. Further, development of the system is done in prototypes to ensure that at each different stage, the users are using the system. Hence, the system at the project completion will be meeting the user needs. In case some modules of the stakeholders are not developed, this will lead to problems in using the system. Care Record sub-systems are very vital for both the patient and clinician. The absence of such modules affects the whole system. Therefore, it is evident that if all the stakeholders are not considered in the application development it will lead to ineffectiveness of the system. This will make the system not meet the customer needs. It is advisable to consinder all the stakeholders of the project. References Marsic, Ivan. (2012). Software Engineering. New Brunswick, New Jersey: Rutgers University. Bell, Douglas. (2005). Software Engineering for Students: A Programming Approach. 4thEd. Harlow, England: Pearson Education Limited. Appendix The Gantt chart for the project is attached as a separate excel file. Read More