Assignment 2 involves writing a report using a template. This report should cover the Business Case for the proposed project, drawing on the information provided in the scenario attached below.
- The report should be approximately 500-800 words in length. Diagrams, tables, and figures do contribute to the word count.
- The report must be created using the adapted template provided
Your task is to prepare a revised version of the Project Initiation Documentation (PID) in response to the project scenario (provided at the end of this document).
SCENARIO
A Practice Management System for Stadium Optometry.
You are the project manager for the implementation of a Practice Management System for Stadium Optometry.
Background
Stadium Optometry is an optometrist practice that was set up 2 years ago to accommodate eye care in a newly developed commercial and residential area. The practice opened its doors with one optometrist, an optometrist assistant and an administrative assistant. The systems and processes they had and still maintain to date are largely manual and heavily reliant on paper-based records.
During the two years of operation, the patient base has grown as the residential and commercial development in the area and surrounding suburbs has grown. This has resulted in the addition of two new optometrists consulting in the practice and the appointment of two new optometrist assistants to support the new optometrists. Three new administrative assistants have also been employed to support the Practice Manager who was the only originally appointed administrative assistant when it opened.
As a result of this expansion in patients and staff, there have been a few issues arising in the Practice including:
- Inefficient processes
- Increased waiting times for patients waiting to see an Optometrist
- Incorrect appointments and double bookings being made
- An increase in people not turning up to appointments without prior notification
- Optometrist’s time not being used effectively for appointment bookings
- Inefficient billing processes
- Incorrect issuing of invoices
- Inefficient stock purchasing and monitoring of stock levels
- Decreasing product sales
These issues have been brought to the attention of the owner and multiple Optometrists by the administrative staff, through verbal patient complaints as well as complaints via social media. In order to address the growing concerns, the Practice Manager has discussed the idea of implementing a Practice Management System to facilitate the day-to-day operation, product sales and records management of the Practice. The owner has taken this suggestion on board and decided to go ahead with the project, which will see the implementation of a system that will improve the efficiency of the administrative staff and optometrists and as a result improve service within the Practice.
The resulting system to be installed will include a series of computers installed in the Practice as well as other hardware as deemed necessary to support the operations.
The key functions to be automated by the new system include:
- Appointments
- Reminders
- Patient Records
- Accounts and billing
- Sales
There may also be potential for other functions to be provided within the system (both currently and in the future) to add value to the Practice.
Timeframe
The project has been scheduled to take 6 months from starting the planning to implementation.
Budget
A budget of $100,000 has been allocated by the owner.
Tolerances
10% for budget, and 2 months for timeframe
Project Management Team Structure & Key Members of Staff
| Executive | Practice Owner, |
| Senior User | Practice Manager,. |
| Senior Supplier | Contract IT firm specialising in Practice Management Systems. |
| Project Manager | External contractor (you) as the Practice doesn’t have the skills internally to be able to manage this type of project. |
