COIT20254 - Information Systems Project

Term 2, 2016

Assessment 1 – Project Progress Report 3

Lecturer/Tutor: Mr Chakradhar Morisetty

Prepared by:

Mamta Walia (s0275441)

Anikate Goyal (s0265913)

Tayyab Khan (s0200510)

Due Date: 07/09/2016

Project Name: Staff Occupational Health Safety Incident Tracking System in Derrimut

Medicals

• Project Manager: Mamta Walia

 • System Designer : Anikate Goyal
• System Analyst : Tayyab Khan

Project as of: 7th September

Executive Summary:

The underlying purpose of this capstone project is testing the project of Incident Management

System at Derrimut Medical. The Incident Management System is an integrated system. The

Incident Management System will create a culture of safety which will make individuals (staff,

patients) trust that they will be treated impartially whenever any close call or adverse event

incurs and will also assure that all events are reported. Now a day’s documenting data and

learning from data trends is very important for all organizations. Considering this, it’s highly

important for Derrimut Medicals to have an efficient system for documenting the incidents

experienced by medical professionals. The key to safer working environment for the medical

professionals is a fool-proof system that can promote safety culture. The data collected from the

Incident Management System will be used by Derrimut Medicals to make their hospital

environment safer and less vulnerable for future incidents. The objectives of this project include

integrating the best existing methods and processes into a combined national framework/model

catering to incident management at Derrimut Medical. In addition, the project aims at developing

a dynamic model which can further evolve after assessment of future prospects of emergency

management, so that new knowledge can competently be incorporated and there is promotion of

organizational learning at Derrimut Medical.

Introduction :
 Derrimut Medicals is situated at Derrimut Village Shopping Centre. The management of

Derrimut Medicals works on extended opening hours and are delivering high end care services to

Albanvale, Caroline Springs, Derrimut, Deer Park and surrounding communities. The

management is committed to provide quality service and aims at improving life of patients. They

have a team of friendly and experienced doctors who work tirelessly to satisfy the needs of

patients. The mission of Derrimut Medicals is: “Our Mission is to improve the general health of

the community through comprehensive and sustainable health care.”

We all consider medial facilities as haven in which injured and sick individuals can go

for medical care needs. Considering this scenario, it seems odd to visualize hospitals as a

probable hazardous environmeny; however truth is that medical facilities can be. On one hand,

medical facilities are focused on improving wellbeing of patients, medical professionals can

experience multiple on-the-job incidents which result in unfavorable consequences. Therefore,

it's very important that hospital management has profound knowledge and awareness about

incidents faced by their staff members to provide then with high quality working environment.

Safety refers to avoiding the long-term and short-term damage to individuals incurring as

a result of preventable adverse events and unsafe acts. This definition of safety remains constant

for patients, staff, patients’ families, visitors or any other individuals coming to a healthcare

facility. However till date, various healthcare facilities have isolated incident management

programs, having different program for staff members and another one for patients. These

isolated incident management systems are usually managed distinctive manner by human clinical

resource. To add on, the data produced by such systems is not integrated and shared with

personnel working throughout the organization. The underlying purpose of this capstone project
is implementing Incident Management System at Derrimut Medical. This Incident Management

System will be an integrated system.

The main idea is that the tools, methods, principles and organizational culture related to

safety and incident management are identical, in spite of the type of population for whom the

system is designed. The Incident Management System will create a culture of safety which will

make individuals (staff, patients) trust that they will be treated impartially whenever any close

call or adverse event incurs and will also assure that all events are reported. The main focus of

this project is tracking the incident of staff members and providing management for handling

issues, for instance needle stick injuries, spill management, etc. After tracking all incidents and

providing appropriate management, this project will improve the current Derrimut Medicals staff

incident system.

Milestone Status:

Milestone Description Week scheduled (baseline) Week Reached

M1 Project Start – after concept review 1 1 (start)

M2 Project Planning – project proposal 2 2

P1 Prototype 1 builds to start 6 6

P2 Prototype 2 builds to start 8 8

M3 Project Execution 3
M1: Project will start after initial group discussion with team members in which topic is

finalized. The finalized topic is further discussed with instructor. Based on feedback the project

topic, research question and model details are finalized.

M2: In project planning, the initial project outline is constructed by project manager and project

designer. The designer further develops risk management, change management and quality

management components associated with the project.

M3: In project execution project specifications are further verified. This is followed by

conducting primary and secondary research. In order to get first hand data, several visits must be

conducted to Derrimut Medicals. Furthermore Project Model needs to be constructed and later on

Project Model is tested.

Description of Change/Status:

As of now, there is no major change in project status or scope. After carrying out primary and

secondary research we have identified details of the current incident reporting system being used

at Derrimut Medicals. The current system consists of keeping manual record of all unfavourable

incidents/events faced by hospital staff. With this system, it's difficult to draw out any trends and

inferences. This realization has helped us in elaborating the underlying objective of our proposed

system which will overcome all these incident reporting related issues at Derrimut Medical. We

have completed the reserach portion of our project.

Schedule Review:

Planned finish date: Fri 14/10/2016

Current estimated finish date: Fri 14/10/2016

Currently the project is as per schedule despite the fact that data collection took longer than

estimated time. We have gathered quite useful primary and secondary data, which is helping in

completing the project in its true sense. Our research collection and compilation task has

successfully been completed. So far, in these two weeks we have not faced any hurdles and work

has been completed as per schedule. We applied the learning gained from previous weeks and

each member helped the other in completing work. Constant feedback and brainstorming

sessions were conducting to analyze the collected data in profound manner.

Risk Review

P = Probability of occurrence (0-1).

I = Degree of impact (1-10)

J = P*I = risk to project’s success

Risk Date P I J Mitigation Strategy

Loss of Database 0.5 8 Keeping extra backup of Project

data.

Risk in change of team 0.5 5 Keeping all team members

members involved and motivated in project

so if one member changes other

can divide his/her responsibility

 with new member.

Risk of conflict in team 0.5 5 Having strong team building

spirit through constant

motivation.

Risk of impromptu 0.4 5 Keeping extra lead time for any

additional requirements in additional requirements.

project scope

Summary:

Currently we are working on project execution phase and so far we have completed the reserach

phase of our project. We have also conducted 2 visits of Derrimut Medical to gather data. With

the help of information gathered through officials of Derrimut Medical and by conducting

comprehensive resreach, we have collected quality data. This data will allow us to sterngthen the

base of our project as it will be based on facts and valid information. There are no major changes

or issues since the last report. In the final report we will include project introduction, project

background, project objectives, project communication information, details of project

management processes and

project organization.