SET I DELIVERABLES

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SET I DELIVERABLES

Team 2 Technologies


Matt Chaiko

Ankit Jain

Evan Hill

Diego Bernal Torres

Nara Kim


IST 302

Penn State University

Spring 2012

2


Table of Contents


Letter of Intent

................................
................................
...............

3
-
4


Project Charter
................................
................................
................

5
-
6


Work
Breakdown Structure (WBS) with Milestones

.........................

7
-
8


Proposed Personnel

................................
................................
......

9
-
10


List of Prioritized Risks

................................
................................

1
1
-
1
3


Business Case

................................
................................
..............

1
4
-
1
6


Financial Analysis

................................
................................
........

1
7
-
1
9


Additional Exceptions

................................
................................
.

20
-
21







3


Letter of Intent

Date:
February 27, 2012


Team Two Technologies

113 IST

Burrowes Rd

University Park, PA 16802

HVHS

123 E Park Avenue

State College, PA 16801


LETTER OF
INTENT

for RFP for
Happy Valley Health Systems Telemedicine Implementation


Dear Happy Valley Health Systems,


Team Two T
echnologies is thrilled to
submit this response to Happy Valley Health Systems. We are
delighted in helping HVHS in this area. We are confident that our proposal will provide you with the
necessary information to help you conclude that Team Two Techno
logies has a complete
understand
ing
of

the

HVHS objectives
motivating the project, making us

the perfect consulting firm choice in aiding
HVHS with the proposed project.


Our

proposal brings out our skills as a company, especially in th
e field of consulting where our

company
is the most

heavily involved.


We have confidence that Team Two T
echnologies can effectively support HVHS based on our:




Consulting Experience



End user experience



Experience with similar tasks



Our ability to understand your needs



We have recruited a team that has exceptional skills in the consulting business and we are confident
that our team’s capabilities are unmatched in the consulting world.

4



If selected for this project we would start working right away. U
ntil both companies

complete a
s
tatement of work neither is company is obligated to the project.


Thank you for welcoming Team Two T
echnologies to participate in this project. Our main goals are to
help you resolve your business demands and to earn your trust as a company.
W
e have attached the
required documents for the RFP.


Sincerely,

Team Two Technologies

















5


Project Charter

Project Title
:

Happy Valley Health Systems Telemedicine Implementation


Project Start Date:

May 1, 2012



Projected Finish Date:

May 1, 2014


Budget Information:
The budget has been set at $4,000,000 for this project. This budget will
cover obtaining new hardware and software, development of new software if needed, integration
of new technologies, and training for all employees usi
ng the new technology.


Project Manager:

Ankit Jain, 814
-
555
-
5555,
ankitjain5218@gmail.com


Project Objectives:
Determine which touchpad technology hardware is most efficient for a
telemedicine system and deve
lop a software application to run on the selected hardware. If
existing software cannot be found, a custom package will be developed. Once a telemedicine
system is in place it will give all physicians access to touchpad technology that can be used to
acces
s the electronic medical records of all patients in HVHS as well as add updated information.
The telemedicine system will replace any need for keeping paper
-
based records and increase the
speed and efficiency of the sharing of information throughout HVHS.


Main Project Success Criteria:
The project should replace all paper
-
based information
collection with telemedicine by utilizing touchpad tablets in order to provide a higher quality of
care for all customers.


Approach:



Identify potential touchpad techno
logy vendors and compare costs, benefits, and
risks to determine which should ultimately be used.




Conduct analysis of software solutions to determine if a commercial application
can be tailored to fit the needs of HVHS or if development of a custom
applic
ation is required.


6




Provide a financial analysis that justifies the viability of the solution by detailing
the payback period and Net Present Value.




Develop and provide a high
-
level architecture diagram of the solution.




Define an implementation roadmap
and timeline for the deployment of the
selected telemedicine technologies.




Roles and Responsibilities

Role

Name

Organization/

Position

Contact Information

Project Sponsor

Shekhar Marathe

Deloitte

smarathe@deloitte.com

Project Manager

Ankit Jain

Team

2
Technologies

ankitjain5218@gmail.com

Team Member

Evan Hill

Team 2
Technologies

evanpennstate@gmail.com

Team Member

Nara Kim

Team 2
Technologies

narakim.kim@gmail.com

Team Member

Diego Bernal
Torres

Team 2
Technologies


dwb5166@gmail.com

Team Member

Matt Chaiko

Team 2
Technologies

mac5628@psu.edu

Subject Matter
Expert

Alex Koza

Deloitte

akozak@deloitte.com

Subject Matter
Expert

Matthew Orbin

Deloitte

morbin@deloitte.com






7


Work Breakdown Structure


8














9


Proposed Personnel

Systems programmer/ devloper



Analyze, modify, and review the system. This will include coding, testing,

and
debugging the applications.




Bachelors Degree & 4 years of experience



$75,044 /year



(72 weeks)



Programming


http
://
www
1.
salary
.
com
/
ERP
-
Programmer
-
II
-
Salary
.
html



Systems Analyst



Consult with users to define objectives and clarify operations. Re
view analyze and
modify programs and systems applications including encoding, testing, debugging and
installation.





Bachelors Degree & 5+ yrs. experience



$78,200/year




(2yr.)



IT / Consulting


http://www1.salary.com/Applications
-
Systems
-
Analyst
-
II
-
Salary.html



Installation & Maintenance Technician



Install, test and maintain hardware and communication systems in order to ensure optimal
network usage and quality.



High
-
school Diploma/Bachelors Deg
ree & 4 years of experience



$51,965 /year



(6 weeks)






hardware and telecommunication systems installation and maintenance


http
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swz
.
salary
.
com
/
SalaryWizard
/
Installation
-
Maintenance
-
Technician
-
II
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Salary
-
Details
.
aspx

10



IT Support staff



Support IT operations and functions. Provide end user support and

troubleshooting.
Maintain the IT systems.



Associates Degree & 2
-
5 years of experience



$60,396 /year




(2yrs.+)



IT systems and
operations


http
://
swz
.
salary
.
com
/
SalaryWizard
/
Technical
-
Support
-
Analyst
-
II
-
Salary
-
Details
.
aspx



Consultant



Consults with company. Assists in selecting servers, networks, hardware, systems, etc.
in
order to meet the company’s needs. Responsible for troubleshooting and providing
solutions to problems as well as maintaining and controlling many other system’s needs.



Bachelors Degree and 10+ yrs. experience



$78,200 /year




(2yrs.)



Consulting / IT sy
stems and operations


Clerical Assistant



Enter and Correct data that is being input into new system



High
-
school Diploma/Associates Degree



(26 weeks)






Data entry and retrieval












11


List of Prioritized Risks

Prepared by:

Team 2 Technologies




Date:

2/9/12






Ranking








Potential Risk








Impact on Project








1








Failure of the new system








If the new system fails during any of its stages, there will
undoubtedly be set back in time, money, and many other
resources.








2








Errors or miscalculations
in time and resource
estimates








Errors or miscalculations in time and resources can greatly
effect the project and can cause delays in implementation,
development, and many other various areas.








3








Security of the new system








Should the security of the new system not be up to par, we
risk the loss of vital patient information as well as the
potential for identity theft should the patient records be
stolen.




12






4








Decrease in initial
performance due to the
systems' new introduction
to its users.








The full benefits of the new system may not be seen initially
because of its new design and introduction to the users.








5








Lack of input from sponsor








The project sponsor provides the overall direction and life of
the

project. Should the sponsors not provide sufficient
input or feedback, the project can go in a completely
undesired direction and can also possibly compromise the
project.








6








Unclear scope
requirements








A possibility exists that the project could slow down or miss
a deadline. The requirements of the scope must be clear and
practical.











7








Insufficient training








If the end users receive inadequate training, there will
undoubtedly be frustration and and confusion as well as a
decrease in overall support.








8








Poor system maintenance








If the system should be left unattended and not have proper
maintenance performed, the system can suffer from
everything from slow performance to increased security risks
as well as the possibility for potential system failure should it
escalate to that extent.




13






9








Ineffective or insufficient
promoting

of the use of the
new system








Should

the new system not be promoting for its beneficial
uses, the new users may not want to switch over as easily.











10








Realizing the benefits of
the new system with a
short period








Given the
systems new introduction into the workplace, the
overall befits and value of the system will not be at their full
potential and will increase over time.

















14


Business Case

1.0

Introduction/ Background

Team 2 Technologies (T2T) is a student consulting team focused on providing project
management consulting services to local organizations. The team has been assigned a project
dealing with the Happy Valley Hospital System (HVHS) and their telemedicine agen
da. The
goal of this initiative is to develop and implement a tablet application that is responsible for
storing patient data. This project will lead to the delivery of proper care to patients in the
HVHS network.


2.0

Business Objective

Team 2 Technologies

is devoted to helping their clients achieve higher efficiency in their
technology
-
related initiatives. In the case of HVHS, the consulting team aims to design a
system that will enhance medical care provided to residents of central Pennsylvania by
embraci
ng telemedicine. This new application will speed up communication between
physicians and specialists throughout the HVHS network.


3.0

Current Situation and Problem/Opportunity Statement

The Happy Valley Health System currently has a large collection of elec
tronic records within
the system. However, there are a number of specialists and physicians within the system who
still use paper records. Because of the physical mailing of records from doctor to doctor,
delays and additional costs are incurred. In additi
on, the rural nature of central Pennsylvania
provides a challenge to delivering proper care to patients that require specialized monitoring
or in
-
home care. There is an opportunity to convert all of these processes to an electronic
medium. By implementing
a tablet application, HVHS physicians will be able to send and
receive medical records almost instantaneously. Also, patients requiring specialized
monitoring or in
-
home care will have access to special technologies that will replace the work
of a physical

doctor on site.


4.0

Critical Assumption and Constraints

The proposed tablet application must be a valuable asset for HVHS. Team 2 Technologies
must support the project throughout its entirety with the assistance of various stakeholders.
The project must pay for itself within the first three years by reducing op
erational costs and
generating new business. Most importantly the application must be secure since sensitive
information will be transmitted. Proper authentication will be a core requirement so to keep
unauthorized users away from personal medical informat
ion.


5.0

Analysis of Option and Recommendation

15


There are three options for addressing this opportunity:


1. Do nothing. Although inefficient, HVHS is functioning and can continue to do so without
any telemedicine projects.


2. Design and implement the new
telemedicine system in
-
house by hiring a team of
developers and technical experts. HVHS would have to expand its technical resources in
order to accomplish the project’s requirements.


3. Purchase licensing for an existing application and hire a small team

of developers to
customize it to the needs of HVHS.


With the triple constraint in mind, our team believes option 3 is the best option.


6.0

Preliminary Project Requirements

The main features of the tablet application include the following:


1. An interface for physicians to enter patient data. Using a structured form, a doctor should
be able to fill in data relating to a specific patient. Various forms should be available based on
a patient’s medical needs.


2. An interface for physicians to

retrieve and view patient data.


3.

Seamless integration between the client
-
server architecture. Data saved on the server must
be available to all tablets in the system.


4. Adequate security to only allow authorized users access to certain medical reco
rds.
Information security needs to be in compliance with HIPAA standards.


5. Other features suggested by users, if they add value to the business.

16


7.0

Budget Estimate and Financial Analysis

The budget for this project is not to exceed $4 million. A prelimi
nary estimate of costs for the
entire project is $2,706,268 ($2,570,953 after applying the discount rate of 8%. The costs are
grouped into two categories, initial costs and recurring costs. Initial costs are paid during the
two
-
year development period and
equal $1,910,300. Recurring costs are yearly payments
made to ensure the system runs effectively and equal $198,992 per year. The major initial
costs include purchasing an existing telemedicine technology and hiring a team of developers
to customize it. Ba
sed on prices for similar applications, the team estimates the tConsult
telemedicine software to cost $1 million. The team of 5 developers is estimated to cost a total
of $518,500 over a 72 week period. We decided to purchase 200 tablets so that they are
r
eadily accessible to all physicians in HVHS. These tablets total $140,000. Other minor costs
are listed in the assumptions section in the financial analysis (Exhibit A). There are two main
recurring costs, a two member IT support staff and a systems analys
t. The IT support staff
totals $120,792 per year and the systems analyst totals $78,200 per year.


8.0

Schedule Estimate

The sponsor would like to see the project completed within 2 years of the contract award
date. However, since this project will require additional resources (developers, infrastructure,
etc.) there is a small window of flexibility in the schedule. Our team

also assumes a useful
life of 7 years without replacing the tablets. After seven years, the team assumes the tablets
will need to be replaced but the underlying system can remain intact. The new tablets brings
the total useful life to 14 years when replac
ing the tablets once.


9.0

Potential Risks

There are several risks associated with this project. The most important ones to keep in mind
revolve around security and privacy. Since the project involves sensitive patient data, it is
imperative that the system remains HIPAA
-
compliant throughout its us
eful life. Any breach
of security could result in legal troubles for HVHS, creating a large financial burden. This
would also tarnish Team 2 Technologies’ name. Additional risks involve errors in the team’s
schedule and time estimates. While the team is co
nfident we made accurate estimates, the risk
of venturing off schedule could prove costly to the project. Additional risks can be found in
the Prioritized Risks section.


10.0 Exhibits

Exhibit A: Financial Analysis for HVHS Telemedicine Project

-

See separ
ate Excel file


17


Financial Analysis











Assumptions

(Costs)

200 tablets @ $700/per = $140,000

5 developers @ $36/hour for 40hrs/week for 72 weeks = $518,500

2 server technicians @ $29/hour for 40/week for 6 weeks = $14000

2 servers @ $7000/per
= $14000

2 network storage units @ $6100 = $12200

60 tablet 4g plans @ $30/ month = $21,600/year every year

60 tablet 4g cards @ $40/per = $2400

Software Cost = $1,000,000

2 employees for data entry @ $15/per for 26 weeks = $31,200

18


2 consultants @
$78,200/year = $156,400

2 members of IT support staff @ $60,396/year = $120,792

1 systems analyst @ $78,200/year



Assumptions (Benefits)

Time that nurses spend with patient originally 35 minutes per patient.

Currently spending $1.4 million (44,000 ho
urs
) total paying nurses for time with patients

After telemedicine implementation:

Year 1&2:
20 minutes: total = $800,000,
difference of $600,000

Year 3&4:
15 minutes: total = $600,000,
difference of $800,000

We expect the time spent with patients to
decrease to 20 minutes after telemedicine is in place in
year 1&2 and then down to 15 minutes from then on once all the nurses and doctors become
familiar with the system. This is where we expect to see the most significant benefits.

Decrease in time spen
t with patients will enable HVHS to see more patients and thus increase their
client base.

Estimated benefits:

Yr 1&2: $100,000

Yr 3&4: $100,000

Decrease in h
ospital legal fees (less wrong diagnoses)

Since the EMR system will allow nurses and doctors
better access to patient information it will allow
them to provide better and faster care and cut down on the number of wrong diagnoses resulting in
legal fees.

Estimated benefits

Yr 1&2 : $50,000

Yr 3&4: $100,000




19



Costs Explained:




Telemedicine
system:

o

Cost: $1,000,000 (based on average estimate)




Training for new system:

o

5 day long course

o

cost: $3,000 /day

o

This course will train up to 20 people over a period of 5 days in order to teach the
standard practices and the advanced features for the new

systems development.

http
://
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dba
-
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13


In addition to

the assumptions listed above, w
e have decided to continue to use the CIO
that is already in place and ha
ve decided to use a systems analyst in order to have a more hands
on approach and gain a deeper understanding of the systems and what is needed. Our consulting
firm consists of five people, 2 of whom will be designated as systems analysts as well as projec
t
designers and consultants. In addition to the two systems analysts from our firm, we have also
hired a systems analyst under us that we will be working with throughout the lifetime of this
project in order to increase efficiency and better improve the ne
w system's future potential. We
have also put in place 2 clerical assistants for entering all of the previous paperwork into the new
digital system.

We have also decided to use only 200 tablets for the 300 employees. We have chosen to
do this because not
every employee will be working at one time, therefore we found it sufficient
20


enough to use 200 and have them available for each shift in each individual are that needs to use
them rather than to devote 1 tablet per employee. The data that the doctors and o
ther staff
members will using for their patients will be available across the network so therefore it is not
necessary to devote large amounts of time, money, and data for each tablet as it will be accessed
universally across a network. Even though we are
currently only planning for the use of 200
tablets, we are working to design a system that can allow for much further expansion and
customization based on future needs.




Additional Ex
c
eptions

I.

Project success criteria


a)

Project success will be measured
monthly

with major updates
every quarte
r.
Deliverables will be due every quarter with monthly updates.

i.

During monthly and quarterly meetings there are going to be three main topics;
Scope goals, cost goals, and times goals.

ii.

Issues regarding to deliverabl
es and any changes should be addressed during
monthly updates. Bringing up issues on monthly meetings will help ensure the
project is going in the right direction.

iii.

During

quarterly updates any issues
on the current or future deliverables will be
made awa
re by Team Two Technologies.

iv.

The client has up to 7 business days after every monthly meeting to deny or
request changes to the deliverables that are in production.

v.

Due to monthly meetings the client will have 7 business days to review and
respond to de
liverables on quarterly meetings.


b)

No deliverable should be completed without a complete understanding of the client. The
client is responsible for understanding the content of the meetings. Team Two
Technologies will provide the client with any answers or information about the project.
c)

IT is the client’s responsibility to correct or ask for changes during the monthly meetings.
There will be a total of eight major updates through the life of the project. Quarterly
meetings should be solely to present the deliverables that are due and to d
iscuss future
deliverables.

d)

Deliverables will be made aware to the client every three months. Any progress or
changes will be directly aware to the client. Minor changes will not be made aware to the
client. The client will have the opportunity to ad
dress any concerns or questions.

e)

21


The client has the right to request any updates on the project at any given time. A 7
business day response period will be in place for requested updates out of the scheduled
dates.

f)

Team Two Technologies reserves

the right to deny any changes if no response is received
within the designated time.

g)

Team Two Technologies reserves the right to deny any major changes that were not
agreed upon. Changes such as scope, time, and other that will affect the project in an
y
major way.


h)

Major changes will be considered if they include changes to time, scope, and costs.



II.

Termination

a)

Termination by Client:

Termination will be responsibility of the client if the client decides to terminate the
project early. It will also be the client’s responsibility if scope, time, and budget needs are
not agreed upon.

i.

A fine of one month’s payments will be charged upon te
rmination of the project
to cover the closing costs of the project.

ii.

Any software or hardware that was purchased will be responsibility of the client.

iii.

Team two technologies will not be responsible for returning and/or acquiring any
returns.

iv.

Team Two Techno
logies will return any personal data that was acquired during
the existence of the project.

v.

Team Two Technologies reserves the right to pass any information to another
firm, even if requested by the client.

vi.

The client is responsible for any additional co
sts due to closing of the project.

b)
Termination by Contractor:

Team two technologies will inform with at least one month in advance in cases of
suspected retrieval from the project. Termination by Team Two Technologies will occur
may occur but is not li
mited to one these causes:

i.

Client does not meet regularly scheduled payments.

ii.

Client and Contractor cannot agree on any major changes to be made on the
project. Changes to scope cannot be agreed on.

iii.

Client does not agree on changes made to time goals.

iv.

Cli
ent denies any changes made to the budget.

v.

Team Two Technologies will not refund any received payments.

vi.

Team Two Technologies will not request any closing payments unless the client
requests any additional services.

c)
Termination regarding both parties
:

22


A termination letter must be completed in order to fully terminate the project. The
termination letter should include all of the reasons for terminating the project. The
termination letter should also address any steps to be taken in order to terminate t
he
project.


III.

Business Conduct Information

Decisions should be made considering both parties. Terminating the project should be the
last alternative. All decision must be made based on good business ethics.

i.

Enough time must be allocated for termination of

project.

ii.

Information regarding the project is to be made available to the client.

iii.

Actions should be taken on the best interest of corporations, society, public safety,
etc.

iv.

Team Two Technologies and the client should act in an honest, confidential, and
loyal ways.

v.

The production of this project is to be designed to treat people and the
environment in a fair way.


IV.

Confidentiality

(a)

Information is to be strictly confidential and respect the regulations established in
HIPPA. All information should be ha
ndled in a secure manner. Both the contractor and
the client should have levels of accessibility.

(b)

Any information will be shared with the client. In case of termination any data or
deliverables will be made available to the client. The process of crea
ting such
deliverables will not be shared without the direct authorization of Team Two
Technology’s CEO.

(c)

Applications created with the use of the clients resources will remain property of the
client. Team two technologies reserve the rights to teach
the client how to use such
applications. All programming, hardware, and resources purchased with the clients’
money will be returned upon completion of the project, and or termination. Team Two
Technologies will not retain any hardware or software that was

purchased with the
clients’ money. Any knowledge learned from creating the project may not be shared with
the client.