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 2021

Project Proposal
Euclid Avenue Dental

Prepared by:
Student | s0001001

Assignment 1 - Project Management

Foundations of System Development
1802ICT

1
Table of Contents
1. System Vision Document ............................................................................................................... 3
1.1 Identify the Problem ............................................................................................................ 3
1.1.1 Problem Description........................................................................................................ 3
1.1.2 Systems Capabilities ........................................................................................................ 3
1.1.3 Business Benefits ............................................................................................................. 3
2. Quantifying Project Approval Factors ............................................................................................ 4
2.1.1 Estimated Time for Project Completion ......................................................................... 4
2.1.2 Development Costs of Project ........................................................................................ 4
2.1.3 Estimated Annual Operating Costs of Project ................................................................ 6
2.2 Cost/Benefit Analysis ........................................................................................................... 6
2.2.1 Anticipated Benefits of the Proposed System ................................................................ 6
2.2.2 Estimated Annual Benefits of Project ............................................................................. 7
3. Risk & Feasibility Analysis .............................................................................................................. 9
3.1.1 Organisational Risk & Feasibility .................................................................................... 9
3.1.2 Technological Risk & Feasibility .................................................................................... 10
3.1.3 Resource Risk & Feasibility ........................................................................................... 10
3.1.4 Schedule Risk & Feasibility ............................................................................................ 11
4. Establish the Project Environment .............................................................................................. 11
4.1 Project Tools & Software .................................................................................................... 11
4.2 Project Work Environment ................................................................................................. 12
4.2.1 Hardware/Software ...................................................................................................... 12
4.2.2 Physical Environment .................................................................................................... 13
4.2.3 Support Staff ................................................................................................................. 13
4.3 Project Processes & Procedures ......................................................................................... 13
4.3.1 Reporting & Documentation ......................................................................................... 13
4.3.2 Programming ................................................................................................................. 13
4.3.3 Testing ........................................................................................................................... 14
4.3.4 Deliverables ................................................................................................................... 14
4.3.5 Code & Version Control ................................................................................................. 14
5. Schedule the Work ...................................................................................................................... 14
5.1.1 Project Work Breakdown Structure .............................................................................. 14
5.1.2 Gantt Chart .................................................................................................................... 16
References ........................................................................................................................................... 16

2
1. System Vision Document
1.1 Identify the Problem
1.1.1 Problem Description
Business success depends on a range of elements, including the implementation and use of
effective systems, marketing strategies and online presence of the business. However, the
current system used in Euclid Avenue Dental, a small suburban dental practice, is inefficient
and possesses some deficiencies. Further, the online presence of Euclid Avenue Dental is
currently minimal. Improvements to the current system’s efficiency, including relevant
additions to the system, and an improved website, will increase the quality-of-service Euclid
Avenue Dental has to offer to its employees and patients. These improvements will also
enhance communication between the employees and patients of the dental practice.
Moreover, the advances a proposed system will bring will increase the success and survival
of Euclid Avenue Dental.

1.1.2 Systems Capabilities

The system capabilities, which are proposed at a high level, include:
§ A website that displays products and services of business.
§ A website that includes marketing and promotions.
§ A website which allows patients to book appointments online.
§ A system which allows employees to book patient appointments.
§ A digitalised accounts system.
o Include digital records of patient invoices and billing.
o Allow for electronic billing and payment to patients.
o Allow for discounts to be calculated automatically.
o Provide digital accounts for business.
§ A digitalised system to create patient general and appointment notes.
§ A digitalised system to record and store x-rays and photographs of patients.
§ A digitalised system to record and store patient dental charting and treatment planning.
§ A digitalised system for relevant patient forms and medical information.
§ A digitalised inventory system for business orders.
§ A digitalised equipment maintenance log and schedule.

1.1.3 Business Benefits

The expected benefits the proposed system will provide includes:
§ Increasing the revenue of the business through more efficient in-house systems.
§ Increasing patient referrals to friends and family members.
§ Increasing employee productivity on digital systems.
§ Increasing patient experience in the business.
§ Increasing efficiency of communication and positive interactions between employees
and patients.
§ Attracting new patients through the website using online booking systems.
§ Enhancing the quality of appointment notes of patients.
§ Increasing practice popularity through positive website experience.
§ Decreasing the time and employee labour when ordering stock for the practice.
§ Decreasing patient wait time for billing and payment.

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2. Quantifying Project Approval Factors
2.1.1 Estimated Time for Project Completion
Table 1 outlines the development of the subsystems and estimates a total of 20 weeks for
the project to reach completion. There are nine subsystems involved in this project, as listed
below. The accounts, dental charting and treatment planning, website, written records and
x-ray and photographs subsystems will require improvement on the existing system. The
remaining subsystems will need to be created and developed from the beginning. As a
result, some subsystems will require more or less time to develop, depending on whether it
will be based on the existing subsystem. Moreover, the complexity of each subsystem will
also factor into the development time.

Time Estimate for Euclid Avenue Dental Project

Functional Iterations Estimated
Subsystem
Requirements Required Time
Accounts Subsystem 5 4 4 Weeks
Appointment Bookings Subsystem 5 3 2 Weeks
Dental Charting and Treatment Planning
5 3 3 Weeks
Subsystem
Equipment Maintenance Subsystem 3 3 2 Weeks
Forms and Medical Information Subsystem 3 2 1 Week
Inventory Subsystem 4 2 1 Week
Website Interface Subsystem 6 2 3 Weeks
Written Records Subsystem 2 2 1 Week
X-ray and Photographs Subsystem 3 2 1 Week
Total Development Time 18 Weeks
Final Testing and Deployment Time 2 Weeks
Total Project Time 20 Weeks
Table 1: Estimated Project Completion Time

2.1.2 Development Costs of Project

The total budget for this project is $100,000 (AUD). Table 2 outlines the estimated cost for
the 20 weeks this project is estimated to reach completion. The project requires a total of 5
staff members, including a Project Manager, Business Analyst, Programmer/Developer,
Systems Analyst and Support Technician. The total amount of wages for the staff is
approximately $90,153 (AUD). As for the remaining budget available, this will go towards
facilities, hosting and equipment for the project. There is also some of the budget allocated
to any miscellaneous items that the project may require.

4
 Summary of Development Costs for Euclid Avenue Dental
Expense Category Amount (AUD)
Wages:
1
Project Manager (x1) $16,707
2
Business Analyst (x1) $20,290
3
Programmer/Developer (x1) $20,224
4
Systems Analyst (x1) $17,830
5
Support Technician (x1) $15,102
6
Facilities $8,000
7
Hosting $115
8
Equipment and Miscellaneous $1,732
Total $100,000.00
Table 2: Estimated Project Development Costs
1
Average Project Manager wage is $52.21 per hour. The Project Manager will be responsible
for planning the project, as well as managing and following up with employee progress.
(PayScale Inc., 2021). The Project Manager will work a total of approximately 16 hours a
week, for 20 weeks.
$52.21/hr * 16 hours * 20 weeks = $16,707 (AUD)
2
Average Business Analyst wage is $42.27 per hour. The Business Analyst will be responsible
for analysing the subsystems, particularly the accounts and inventory, in addition to
reporting to the Project Manager (PayScale Inc., 2021). The Business Analyst will work a
total of approximately 26 hours a week, for 20 weeks.
$42.27/hr * 24 hours * 20 weeks = $20,290 (AUD)
3
Average Programmer/Developer wage is $31.60 per hour. The role will include designing,
developing, and programming the subsystems (PayScale Inc., 2021). The
Programmer/Developer will work approximately 32 hours a week, for 20 weeks.
$31.60/hr * 32 hours * 20 weeks = $20,224.00 (AUD)

4
Average Systems Analyst wage is $27.86 per hour. The Systems Analyst will work in
developing, analysing, and testing the subsystems (PayScale Inc., 2021). The Systems Analyst
will work a total of approximately 32 hours a week, for 20 weeks.
$27.86/hr * 32 hours * 20 weeks = $17,830 (AUD)
5
Average Support Technician wage is $25.17 per hour. The Support Technician will be
responsible for supporting other project members and keeping track of the performance of
the system and its subsystems (PayScale Inc., 2021). The Support Technician will work a
total of approximately 30 hours a week, for 20 weeks.
$25.17/hr * 30 hours * 20 weeks = $15,102 (AUD)
6
The approximate cost of facilities is $400 per week (AUD) with a person’s capacity between
5 and 7 (REA Group Ltd., n.d.). As the estimated project time is 20 weeks, the total amount
of rent for facilities is approximately $8,000.00 (AUD).

5
7
The hosting services required for the project will cost approximately $22.90 a month (AUD)
(Digital Pacific, 2021). The project is estimated at 20 weeks, which is approximately 5
months. Therefore, hosting services will cost approximately $115 (AUD) for the total time of
the project.
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The equipment required for the project will include an iPad mini. The cost of purchase for
the iPad mini is $599.00 (AUD) (Apple Inc., 2021). It will be used to help develop a digitalised
patient medical form, in addition to other relevant patient forms. A total of $133.00 (AUD)
will be awarded to miscellaneous items. Additionally, $1000 will be awarded to necessary
employee training, as the project is for a dental practice and more specialised information
will be required. This expense will total to $1,133 (AUD).

2.1.3 Estimated Annual Operating Costs of Project

Table 3 outlines the ongoing annual operating cost for the business after this project. Note
however, this is separate from existing annual business costs, but includes modernised
hosting.
The annual operating costs include the ongoing IT support, the connectivity/hosting the
practice needs and the required employee training. To determine level of support the
practice needs, the IT support will initially begin on a pre-paid plan, suitable for the size of
the business, for the first year. After this, the level of IT support will be revised immediately
before its renewal. This will help the business understand the level of IT support it needs,
while keeping costs low. The connectivity/hosting is based on a similar principle, where it
will be based on the needs of the practice after one year. As for training, this will remain
relatively consistent, and reviewed in the event that the scale of the practice changes.

Summary of Estimated Annual Operating Costs for Euclid Avenue Dental

Recurring Expense Amount (AUD)
1
IT Support $1,100
2
Connectivity/Hosting $275
3
Training $1,252
Total $2,627
Table 3: Estimated Annual Support and Operating Costs
1
IT Support will be pre-paid for the business (Boost IT, 2021).
2
Connectivity/Hosting for the business (Digital Pacific, 2021).
3
Training of employees of proposed system (ATD, 2021).

2.2 Cost/Benefit Analysis

2.2.1 Anticipated Benefits of the Proposed System
The anticipated tangible and intangible benefits of the proposed system are listed below.
The tangible benefits are elements that have a quantitative value which will translate to a
dollar value. Conversely, intangible benefits have a qualitative value, and do not
immediately translate into a dollar value.

6
Tangible Benefits
§ Increasing the revenue of the business:
o Easily tracking and following up on outstanding patient accounts.
o Reducing cost of inventory by eliminating amount of excess stock ordered each
month through the inventory subsystem, which allows for more efficient tracking
on items.
§ Decreasing stationery and printing costs:
o Electronic payment, billing and ordering will significantly reduce the requirement
of paper and stationary.
o Electronic storage of patient records will significantly reduce the requirement of
paper and stationary.
§ Reducing employee wages:
o The cost of employee labour when ordering stock for the practice will be lowered
with the new inventory subsystem.
o Reduced employee labour from increase of system efficiency and electronic
patient files.

Intangible Benefits
§ Increasing patient experience of the practice.
o Patient wait time for payment and billing will be reduced.
o Increasing patient referral of family and friends of existing patients.
§ Increasing the reputation of the practice.
o Positive patient and employee interactions due to effective notes on patient files.
o Attracting potential patients and maintaining existing patients through positive
experience on website and online booking option.
§ Increasing employee satisfaction.
o Increasing productivity of employees through digital subsystems.
o Increasing employee work-life balance.
o Increasing morale of employees.
§ Increasing communication between practitioners, employees, and patients.
o Enhancing the quality and types of appointment notes for patients.
o Improving the quality and detail of patient dental charting and treatment
planning.
o Increased organisation of patient files and notes.

2.2.2 Estimated Annual Benefits of Project

Table 4 outlines the estimated annual benefits of the project, based on the tangible benefits
listed above. The total estimated annual benefit for the business is $258,231 (AUD). This
takes into account the business revenue, the stationary costs and the employee wages.
There should be a significant gain in the business revenue as the proposed system will
increase the efficiency of the practice overall. Concurrently, the reductions in stationary
costs and employee wages will also increase the tangible benefits of the practice with the
introduction of the proposed system.

7
 Estimated Annual Benefits of Euclid Avenue Dental
Benefit/Cost Saving Amount (AUD)
1
Increase of Busines Revenue $243,000
2
Decreased Stationary Costs $3,798
3
Reduced Employee Wages $11,433
Total $258,231
Table 4: Estimated Annual Benefits
1
Increase of Busines Revenue. The estimated revenue for the practice is $2,500,000 (AUD)
(Australian Dental Industry Association (ADIA), 2020). It is estimated that approximately
0.18% of accounts are considered outstanding and that the system can lower this to 0.09%.
Additionally, it is estimated that approximately $1,500 (AUD) of excess stock is ordered for
the practice each month. Therefore, it is estimated that the total gain would be $243,000
(AUD).
$2,500,000 * 0.09% = $225,000 (AUD)
$1,500 * 12 months = $18,000 (AUD)
2
Decreased Stationary Costs. The estimated average cost of stationary for the practice is
$92 (AUD) per month (Hearst, 2019), and a 0.57% reduction of stationary used, and printing
required per year.
($92 * 12 months * 8 employees) * -0.57% = -$5,034.24 (AUD)
($92 * 12 months * 8 employees) * 0.43% = $3,797.76 (AUD)

3
Reduced Employee Wages. It is estimated that employees will spend less time on tasks
after the introduction of the new subsystems by approximately 2.25 hours a week. The
average wage of a dental assistant is $24.21 (AUD), and the average wage of a dental
receptionist is $25.09 (AUD) (PayScale Inc., 2021). Given there are three dental assistants
and one receptionist, this will reduce the amount spent on wages by approximately
$11,433.24 (AUD).
($24.21 * 2.25 * 52 * 3) + ($25.09 * 2.25 * 52) = $11,433.24 (AUD)

2.2.3 Cost/Benefit Analysis Table

Table 5 displays the cost/benefit analysis of Euclid Avenue Dental over a five-year period.
This analysis shows the net present value and payback period of the practice, based on the
previously calculated development costs, annual expenses, and benefit costs (Table 2, 3, 4).
The net present value of the practice after five years of the implementation of the proposed
system is $180,191. The payback period is calculated to be within the first year, with a
breakeven point at 151 days. Thus, Euclid Avenue Dental should achieve a profit within the
first year after the implementation of the proposed system.

8
 Category Year 0 Year 1 Year 2 Year 3 Year 4 Year 5
1 Value of Benefits $258,231 $258,231 $258,231 $258,231 $258,231
2 Development Costs -$100,000
3 Annual Expenses -$2,627 -$2,627 -$2,627 -$2,627 -$2,627
4 Net Benefit/Costs -$100,000 $255,604 $255,604 $255,604 $255,604 $255,604
5 Discount Factor (6%) 1.0000 0.9434 0.8900 0.8396 0.7921 0.7050
6 Net Present Value -$100,000 $241,136 $227,487 $214,610 $202,462 $180,191
7 Cumulative NPV -$100,000 $141,136 $468,622 $442,097 $417,072 $382,653
8 Payback Period 0.41 151.37 151 days
Table 5: Cost/Benefit Analysis

3. Risk & Feasibility Analysis

The current system in place at Euclid Avenue Dental is mostly a paper-based practice, but
also uses simple digital systems. The employees of the practice are hard-working and
enthusiastic. However, a significant amount of their time is dedicated to the existing system
on a daily basis. The introduction of the proposed system will enable employees to become
more productive in their individual roles and to the practice overall. Additionally, employees
will be able to provide a more positive and comprehensive service to existing and future
patients.

3.1.1 Organisational Risk & Feasibility

§ Fear of job loss over the proposed system.
The proposed system will be able to automate and provide more efficient ways to complete
existing tasks. The automation of tasks may provoke fear of job insecurity among the
employees. The automation of tasks may reduce the job responsibilities or overall workload
of individual employees. Allowing employees to understand the proposed system through
transparency and training will support the employees in the transition. Moreover, the
automation of the system will support employees in achieving better work-life balance.

§ Fear of change in the system.

Employees may fear changes the proposed system will provide to the practice as it will be
able to automate some of their current responsibilities. Again, ensuring transparency of the
proposed system and communicating this to employees will reduce this fear. Additionally,
some responsibilities may instead be modified to suit the proposed system, which will also
reduce this fear further.

§ Resistance towards using technology.

As the practice is mostly paper-based, employees may resist or not trust the upgrade in
technology that comes with the proposed system. This may also include a lack of
understanding of how to navigate and use the proposed system. Providing training to
employees in how to use the proposed system and discussing the benefits that it will bring
will aid in the transition from the paper-based system. Training will also provide a way for
the employees to feel comfortable, competent, and confident when using the system.

9
§ Change in practice procedures and protocols.
Some practice procedures and protocols will change with the implementation of the
proposed system. Employees may resist or fear this change, as the current procedures are
more well-known and trusted. Offering transparency of the proposed system to the
employees can aid in the transition and minimise any fear in the procedure and protocol
change.

3.1.2 Technological Risk & Feasibility

§ Training staff for additional and relevant information for the project.
Additional training may be required as the project as dental practices may possess more
specific qualities. To support this, some of the budget has been allocated to training the
staff.

§ Difficulty in creating and deploying online appointment booking system.

The appointment booking subsystem is one of the centre points of the system and must
work faultlessly. Given the importance, the subsystem will be tested several times before it
is deployed. The transition phase will also be able to act as a buffer and any issues that arise
can be solved during this time. Additionally, staff can be trained where necessary.

§ Reliability of account subsystem.

The account subsystem will need to be reliable and secure. Each patient will have their own
file, where their payment and billing history will be stored. The system should be able to
support EFTPOS. When a payment is been made, the system should be able to support
HICAPS, so immediate health insurance claims can be made. Additionally, the system should
allow receipts to be sent via email to the patient immediately after payment.

3.1.3 Resource Risk & Feasibility

§ Possibility of going over prescribed budget.
The possibility of exceeding prescribed budget is undesirable. Hiring skilled and experienced
staff can help mitigate this. In addition, ensuring the Project Manager and staff are informed
of the proposed system and the expectations of the project will help in mitigating against
going over budget.

§ Skill-set available within the team.

Ensuring there is an experienced team on the project will aid in its success. The Project
Manager, the analysts and the support will need to be experienced in their respective fields.
Additionally, staff training, and up-skilling will be considered where necessary.

§ Hardware and software availability and reliability.

Access to the correct hardware and software is paramount to complete the project. The
staff will already have access to most of the required hardware and software prior to the
commencement of the project. Additional required resources will be provided to the staff as
a part of the budget. In addition, daily backups will be made to ensure the project’s progress
is saved.

10
3.1.4 Schedule Risk & Feasibility
§ Unable to meet fixed deadline or critical points of project on-time.
The total estimated time of the project is 20 weeks. To ensure the commitment to the
deadline, both the Project Manager and Business Analyst will be involved in planning and
conformation of the project. Additionally, frequent communication between staff and the
Project Manager will assist the team in keeping all tasks on schedule.

§ Inaccurate estimated time given to project.

An experienced Business Analyst will collaborate with the Project Manager to evaluate and
confirm an accurate amount of time is given to complete the project. This will ensure the
project will not exceed its estimated time.

§ Poor planning of project by the Project Manager.

Several work breakdown structure’s and a Gantt chart will be utilised in planning the
project. To ensure the project is planned and executed appropriately, an experienced
Project Manager will be hired. Additionally, collaboration with an experienced Business
Analyst will help the Project Manager to evaluate and confirm the planning of the project.

§ Poor work ethic of staff in project.

The staff for the project will be hired based on experience, proof of skills and references.
This will help mitigate any potential problems that may arise. Additionally, periodic
meetings and updates between all staff members will occur to ensure good communication
between staff members throughout the project.

4. Establish the Project Environment

4.1 Project Tools & Software
The project tools and software required are outlined in Table 6 below. It specifies the digital
information that is captured throughout the project. In addition, it also identifies the
electronic tools that will be used and the person(s) responsible for updating the
information, and those who can view the information captured.

Most of the electronic tools that will be used throughout the project are available for free
and are often used in these types of projects. All project members will already own and
have access to the remaining software that will be used for the project, namely Microsoft
(MS) software.

Electronic Digital Repositories

Information Captured Electronic Tools Who Can Update/View
Project Reports and Project Manager (update).
MS Word.
Documentation All (view).
Project Manager, Business
Project Requirements
MS Word, Dropbox, Trello. Analyst (update).
Analysis
All (view).
Project Manager, Business
Client and User
MS Word, Dropbox, Trello. Analyst (update).
Documentation
All (view).

11
 Analysts, Programmer, Support
Errors and Outstanding (update).
MS Excel, Dropbox, Trello.
Problems Project Manager, Business
Analyst (view).
Project Schedule GanttProject. All project members view.
Progress Tracking Trello, GanttProject. All project members view.
Project Manager, Business
Team Coordination
Trello, Zoom. Analyst (update).
Meetings
All project members view.
Design Diagrams and
Web Design Tools, Git. Analysts, Programmer (update).
Wireframes
Analysts, Programmer (update).
Program Code Git.
Website Code Web Design Tools, Git. Programmer (update).
Team Communication All project members update and
MS Outlook, Trello.
and Dashboard view.
Table 6: Information Captured

4.2 Project Work Environment

The project work environment is an important factor in the management and production of
the project. Assuring the right equipment, tools, workspace, and support will assist in the
success of the project.

4.2.1 Hardware/Software
The project team will use their personal computers, in addition to an iPad mini that will be
purchased as a part of the project. This will allow the budget to be reduced on expensive
hardware items, such as computers and laptops.

The software to be used will be free, or existing on the project team’s hardware (Table 6).
The free software will include Trello, Git, Zoom, GanttProject, DropBox and open-source
web design tools. Most of the code and other information that is directly related to creating
the system will be stored on Git (Git, n.d.). As for the progress and daily team
communication, this will be centred around Trello (Atlassian, 2021). Additionally, MS
Outlook and Zoom will be used for more formal communication and team meetings. The
limiting, but varied options of communication, will facilitate the project team to be able to
communicate as best as possible.

Open-source web design tools will be used to develop diagrams and wireframes. DropBox,
Trello and Git will be used to deliver, communicate, and store this information, respectively.

GanttProject will be used to create and track the project. Trello will also be used to help
track the progress of the project in a more informal manner, while also facilitating
communication on the progress of the project between team members. This will encourage
the team’s awareness on the project’s critical points, milestones, and deadlines.

Additional software, existing on the staff’s computers, will include MS Word and MS Excel.
MS Word will be used for recording written documents of the project, user, and client. This

12
is a simple and common method to store these types of documents and can be easily
communicated to individuals. MS Excel will be used to record and track outstanding
problems and errors the project team may encounter. Using MS Excel will ensure a
centralised and organised method for recording and attending to problems throughout the
project.

4.2.2 Physical Environment

The physical environment will be in a fully furnished, rented office space. This will allow
each member of staff their own workspace in the office. The environment will also have a
conference room to facilitate in-person project collaboration. Furthermore, equipment for
scanning and printing will be available in the office for the team to use for the duration of
the project, as well as other amenities, including kitchen and toilets.

4.2.3 Support Staff

The support staff will be responsible for administration duties. This includes ensuring the
rented office space is fully equipped with the appropriate equipment and stationery.
Additionally, the support staff will be able to provide technical support to the project team.

4.3 Project Processes & Procedures

4.3.1 Reporting & Documentation
The Project Manager will be primarily responsible for documenting and storing client
information from meetings, as well as project team meetings. This will be done using MS
Word. Additionally, the project’s costs and financial accounts will also be documented by
the Project Manager using MS Excel.

The Business Analyst will be responsible for documenting the iteration progress reports and
project schedule tracking. This information will be documented using MS Word and
GanttProject. The Business Analyst will also record important informal communication using
MS Word.

The Programmer/Developer and Systems Analyst will collaborate in documenting the

programming, design diagrams and outstanding problems of the project. The programming
and design diagrams will be stored in Git, to ensure a central place for managing this
information. The outstanding problems will be documented in MS Excel. Additionally, any
errors or troubleshooting information will also be documented in this MS Excel report.

4.3.2 Programming
The Project Manager and Business Analyst will assign positions to the programming
component of the project. The programming will be completed in pairs, with the
Programmer/Developer and Systems Analyst working together. For the development of the
website, the Programmer/Developer will be the leader of the pair. This will be driven by the
experience the Programmer/Developer has on building websites. As for the remaining
subsystems, the Systems Analyst will be the leader, given the experience and existing
knowledge base.

13
4.3.3 Testing
The Programmer/Developer will be responsible for testing the website and the Systems
Analyst will be responsible for testing the remaining subsystems. All tests will be in-house
programmer tests. However, additional user tests will be completed for the accounts, forms
and medical information, x-ray and photographs, as well as dental charting and treatment
planning subsystems. Items will be marked ready for testing on a centralised Excel
document and be communicated formally in team meetings and via email. This Excel
document will also facilitate the follow-up of bugs as well as troubleshooting information for
the project. The communication of issues in meetings and emails will also provide reminders
and reinforce required follow-ups for the Programmer/Developer and Systems Analyst.

4.3.4 Deliverables
The deliverables will be tested by the Programmer/Developer and the Systems Analyst.
The deliverables of the project are as follows:
o A website with online bookings.
o Digitalised patient accounts and payments.
o Digitalised appointment bookings.
o Digitalised patient forms and medical information.
o Digitalised written records, including appointment notes.
o Storage of digitalised patient x-rays and photographs.
o Recorded digital dental charting and treatment planning.
o Digital record of equipment and maintenance log.
o Digital and customisable inventory system.
The Project Manager will receive the deliverables after testing, ready for approval. Once
they have been approved by the Project Manager, they will be brought to the client for
approval. Upon the client’s approval, they will receive the deliverables through a handover
process, which will involve the installation of the system. The website will not be a part of
the installation process, and instead be handed over through confirmation and activation.

4.3.5 Code & Version Control

As the Programmer/Developer and the Systems Analyst will be collaborating on the project,
the code will be stored in one centralised place, using Git. This will restrict the number of
places the code is stored and reduce any conflict in respect to the version of the code.
Additionally, this will aid in the productivity in the progress of the code, which in turn will
provide a clearer method and time on the release of deliverables. This will also allow for bug
fixing to be more easily identified and resolved.

5. Schedule the Work

5.1.1 Project Work Breakdown Structure
Table 7 demonstrates the third iteration of the work breakdown structure for the
equipment maintenance subsystem. There are components of each core process are
involved in this iteration, focusing on analysis, design, and test tasks.

The project planning will primarily involve the Project Manager and Business Analyst. The
remaining tasks will involve the Programmer/Developer and Systems Analysts, to greater or
lesser degrees in each separate task section.

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 There is a total of 88.5 hours in this iteration. The work breakdown structure involves some
predecessors; however, many tasks can be completed simultaneously with other tasks.
Moreover, both the Programmer/Developer and Systems Analyst will be working together,
which will reduce the overall amount of time spent in this iteration.

Work Breakdown Structure

Equipment Maintenance Subsystem - Iteration 3
Task
Task Description Duration Predecessor
ID
Project Planning
1 Project Manager initial meeting with client 2 hrs 0
2 Meeting with project staff 1 hr 1
3 Develop and schedule WBS 1.5 hrs 2
4 Obtain approval of client 0.5 hr 3
Analysis Tasks
5 Meeting with client to discuss scope and needs 1.5 hrs 3
6 Meeting with project staff 1 hr 5
7 Analyse system requirements 3 hrs 6
8 Perform in-depth fact finding 6 hrs 6
9 Define user experience 0.5 hrs 6
Design Tasks
10 Design system hierarchical structure 2 hrs 6
11 Design class diagrams 2 hrs 9
12 Design screen layouts (input screens, output screens) 4 hrs 10
13 Design equipment register form 1 hr 12
14 Design maintenance log form 1 hr 12
15 Design contact maintenance details form 1 hr 12
16 Design maintenance schedule 1 hr 12
17 Design database schema 4 hrs 10
18 Create detail design 5 hrs 10
19 Meeting with client to present and confirm design 2 hrs 13, 14, 15, 16, 17,18
Build Tasks
20 Build subsystem database 6 hrs 19
21 Write program code 4 days 20
22 Build test data 2 hrs 21
23 Test GUI of program 1.5 hr 21
24 Test logic layer of program 1.5 hr 21
Test Tasks
25 Test user experience of program 0.5 hrs 21, 21, 23, 24
26 Perform user acceptance test 2 hrs 25
27 Report findings of tests 1 hr 23, 24, 25, 26
28 Fix program bugs 2 hrs 27
29 Meeting with client for approval 1 hr 28
30 Perform team retrospection 1 hr 29
Table 7: Work Breakdown Structure

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5.1.2 Gantt Chart
Table 8 demonstrates the above work breakdown structure (Table 7) as a Gantt chart. The
Gantt chart outlines 30 tasks, in the form of ID’s, with the five section headings of the tasks
as their own separate tasks, giving a total of 35 tasks in the chart. The chart also specifies
the start date, end date, duration, and predecessors.

The resources involved in each task are listed on the right-hand side of the chart,
underneath each calendar bar. All meetings with project staff will require all staff to be
present. For client meetings, only the Project Manager will be present for the meeting itself,
however the Business Analyst will be briefed of the information in detail for staff meetings.

The duration of each task is measured in days, which is not particularly accurate for some
tasks as they will take a shorter amount of time. It should be noted that the software used
to create the Gantt chart does not allow for the duration measurement to be customised
into hours. However, based on the Gantt chart, the total time for the equipment
maintenance subsystem, iteration 3, to be completed will be approximately four weeks.
Although, Table 7 indicates the most accurate duration for the iteration, approximately 5
days, and the time spent on each individual task.

Based on the Gantt chart, the project planning stage will take a maximum of four days,
following which the analysis component will take a total of three days. This analysis stage
will primarily involve the Systems Analyst and Programmer/Developer, as well as the
Business Analyst. The following stage, designing, will take approximately four days. This
stage will involve the Systems Analyst and Programmer/Developer, working mostly in
collaboration on the tasks. The next stage is to build the equipment maintenance
subsystem, which will take approximately six days. Again, this stage involves the Systems
Analyst and Programmer/Developer to work in collaboration on the tasks. Some simple test
tasks will be involved in the build stage for practicality. Finally, the last stage of the iteration
will test the created subsystem. This will mostly involve the Systems Analyst and
Programmer/Developer, but the Business Analyst and Project Manager will also be present
on certain tasks. This section will also contain the client follow-up approval meeting and
team retrospection on this iteration of the project.

Each task has at least one predecessor listed, as shown in Table 8. This also assists in the
critical path outlined in the calendar section of the chart. The critical path is shown in the
black diagonal stripes of the blue bars, in addition the red highlights on the ‘Test Tasks’
duration bar. If any of these tasks are delayed, it will extend the estimated time of
completion for this iteration, as well as subsequent iterations.

16
Table 8: Gantt Chart
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