COVID-19 Self-Testing Center

Abhinav Goyal
University of San Diego
HCIN 542: Systems Analytics & Design,
Spring 2022

University of San Diego © 2016. All Rights Reserved.

Document Control
Document Information

Information
©

Document Id CST2022
Document Owner Abhinav Goyal
Project Kick-off Date 2/01/2022
Last Saved Date 5/14/2022
File Name HCIN542_PMP_AbhinavGoyal.docx

Document History

Version Issue Date Changes

[1.0] 2/15/2022 Section 1.1, 1.2, and Appendix A. Project Charter
Section 1.3 to 2.4, Gantt Chart and Appendix B. Work
[3.0] 3/01/2022
Breakdown Structure
[4.0] 3/22/2022 Section 3 and Appendix C. Workflow Analysis
[5.0] 4/05/2022 Section 4 and Appendix D. Stakeholder Analysis
[6.0] 4/19/2022 Section 5 and Appendix E. FMEA

Document Approvals

Role Name Signature © Date

Project Sponsor Dr.Berkovich

Barbara Berkovich, 5/10/2022
PhD
Project Manager Abhinav Goyal 5/10/2022

i
Table of Contents

1 PLANNING BASIS..................................................................................................1
1.1 PROJECT CHARTER.............................................................................................................................1
1.2 SCOPE............................................................................................................................................ 1
1.3 MILESTONES.....................................................................................................................................1
1.4 PHASES........................................................................................................................................... 2
1.5 ACTIVITIES.......................................................................................................................................2
1.6 TASKS.............................................................................................................................................3
1.7 EFFORT...........................................................................................................................................3
1.8 RESOURCES......................................................................................................................................4

2 PROJECT PLAN.....................................................................................................4
2.1 SCHEDULE (GANTT CHART).................................................................................................................. 4
2.2 DEPENDENCIES..................................................................................................................................5
2.3 ASSUMPTIONS...................................................................................................................................6
2.4 CONSTRAINTS................................................................................................................................... 6

3 WORKFLOW ANALYSIS..........................................................................................6
4 STAKEHOLDER ANALYSIS.......................................................................................6
5 RISK REDUCTION.................................................................................................7
6 EVALUATION........................................................................................................8
APPENDIX A. PROJECT CHARTER...................................................................................9
APPENDIX B. WORK BREAKDOWN STRUCTURE.................................................................A
APPENDIX C. WORKFLOW ANALYSIS..............................................................................B
APPENDIX D. STAKEHOLDER ANALYSIS...........................................................................C
APPENDIX E. FAILURE MODE EFFECTS ANALYSIS.............................................................D
APPENDIX F. POST IMPLEMENTATION EVALUATION...........................................................E

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1 Planning Basis

1.1 Project Charter

Due to the sudden emergence of Covid-19 cases, health organizations jumped in quickly to
establish Covid-19 testing facilities on their own sites. As a result, the testing locations were
not as well planned as they should have been. There is a significant need to establish such
Covid-19 testing centers in hospitals and other locations that may simplify the testing
procedure and provide people with a better Covid-19 testing experience and safety. Getting
tested for Covid-19 should not be stressful.
To see complete details, see Appendix A. Project Charter

1.2 Scope

The goal of this project is to establish three Covid-19 self-testing centers at Idyllwild clinic to
address the city's enormous testing needs. This must be completed within 6 weeks with a
budget of $50,000.
The modern testing centers with faster registration, shorter wait times, a simple process, and
faster results, will serve as a model for other hospitals and testing facilities. This will improve
the patient experience and care, as well as assist the institution build a name and the
acquisition of certain financial resources.

1.3 Milestones

Milestone Description Delivery

Date
Charter approved The Business Case has been documented and was 02/27/2022
approved by the Project Sponsor.
Selection of vendor The vendor was approved based on the following 02/27/2022
(PCR Testing lab) services: Testing kits, registration & scheduling software,
and quick PCR results.
Work Break Down WBS approved 03/06/2022
Structure (WBS)
Testing site setup Setting up tents for testing sites at selected locations 03/22/2022
System Staff training completed via zoom, video presentation. 03/26/2022
Validation/Training Email Registrations, calendar appointment systems
checked
Work Schedule Monday to Thursday from 9am to 5pm work schedule 3/25/2022
created with two team members working requirement at
each testing site
Opening and closing instructions added.
Go-live Big Bang approach to go-live followed by continuous 3/27/2022
workflow update.
Workflow update Feedback about tasks, any problems/solutions and 4/4/2022
improvement suggestions to workflow.

1
1.4 Phases

Phase Description © Sequence

Project Initiation Defining the project by developing a Project Charter as well Phase # 1
as recruiting the project team, identifying the stakeholders
and potential vendors.
Procurement plan, WBS creation, workflow mapping, Phase # 2
Project Planning stakeholder analysis, FMEA preparation, evaluation and
program plan submission, risk management, and
communication plan
Project Preparation of the testing site, software installation, training Phase # 3
Implementation & system testing before go-live, FMEA
/Execution Go-Live
Project Monitoring Monitoring & evaluation for future quality assurance. Phase # 4
and Evaluation

1.5 Activities

Phase Activity Description © Sequence

Initiation Develop Project Charter Describe project purpose, risk, Project
Recruit Project Team constraints, scope, resource approval is
List potential PCR requirements, success metrics, key required
testing-lab partner stakeholders, and project team
members

Planning Develop WBS and Plan worksheet with patient registration After the
workflow mapping records and ask project team members Project Plan
Create a patient records to sign up for their work hours. but before
worksheet Produce a document describing Quality the
Create work schedule Assurance, Quality Control, and process formulation
review activities to be undertaken. of supplier
Develop Quality Plan
contracts

Execution Select location, setup Arrange team members training via Training
tents for testing zoom and video presentation. and demo
Hardware Installation Create a chat group for easy run should
Train project members communication and support. be done
Go-live Assign vendor as technical support before go-
Logistics: Follow work live
schedule

Monitoring & Task Feedback Evaluation and monitoring after Go-live Monitor for
Evaluation Quality assurance two weeks
Success metrics

1.6 Tasks

2
 Phase Activity Task Sequence
Initiation Develop Project Define problem statement 1st
Charter Define scope of project 2nd
Recruit Project Team Create project charter 3rd
List potential PCR Select project management team and
testing-lab partner orientation of team members 4th
Select PCR lab (vendor) 5th
Planning Develop WBS and Identify project team member roles 1st
workflow mapping Create Project plan and timeline 2nd
Create a patient Procure resources (testing kits, registration &
records worksheet calendar appointment software from vendor, 3rd
Create work schedule hardware such as laptop, barcode scanner
& logistic support from clinic)
Plan Go-live strategy 4th
Develop Quality Plan
Document Quality Plan (Identify Quality
Targets, Quality Assurance and Control 5th
Techniques)
Implementation Select location, setup Testing site setup 1st
tents for testing Check hardware/software functionality;
location Arrange/purchase if required 2nd
Hardware Installation Check inventory for testing kit supply. 3rd
Train project Train staff using zoom or PowerPoint. 4th
members Demo-run before go-live 5th

Go-live Go-live approach 6th

Logistics: Follow work

schedule
Monitoring & Get Feedback Monitor for workflow improvements and 1st
evaluation Evaluate and update quality.
Organize Zoom meeting for feedback 2nd
Evaluate Success metrics 3rd

1.7 Effort

Task © Effort
Define problem statement 1 day
Define scope of project ½ day
10 days
Create project charter
Select project management team
5 days
Select PCR lab (vendor) 5 days
Identify project team member roles 1 day
Create Project plan and timeline 3 days
Procure resources (testing kits, registration software & calendar
appointment from vendor, hardware such as laptop, barcode scanner) 3 days
Plan Go-live strategy 1 day
Document Quality Plan (Identify Quality Targets, Assurance & Control) 5 days
Testing site setup 7 days
Check hardware/software functionality; Arrange/purchase if required 2 days
Check inventory for testing kit supply. ½ day

3
 Task © Effort
Train staff using zoom or PowerPoint. 2hours/2days
Demo-run before go-live 1 day
Go-live (Big Bang approach) 1 day
Monitor for workflow improvements and quality. 14 days
Evaluate Success metrics 1 day
Organize Zoom for feedback ½ day

1.8 Resources

Task © Resource
Define problem statement Dr. Montague
Define scope of project Dr. Montague
Dr. Montague, Mrs. Jones, Mrs. Miller
Create project charter
Select project management team and orientation of Mrs. Jones, Mrs. Miller
team members
Select PCR lab (vendor) Dr Grant, Dr. Montague
Identify project team member roles Mrs. Jones
Project plan and timeline Dr. Montague, Mrs. Jones
Procure resources (testing kits, registration software &
calendar appointment from vendor, hardware such as Mrs. Miller
laptop, barcode scanner)
Plan Go-live strategy Mrs. Miller
Document Quality Plan (Identify Quality Targets,
Assurance & Control) Dr. Montague
Testing site setup Mrs. Miller and Idyllwild clinic staff
Check hardware/software functionality; Mr. Delacruz
Arrange/purchase if required
Check inventory for testing kit supply. Mr. Delacruz
Train staff using zoom or PowerPoint. Mrs. Vallejo, Affinity Lab
Superuser and testers
Demo-run before go-live
Superuser and testers
Go-live approach (Big Bang)
Evaluate Success metrics Dr Grant
Organize Zoom for feedback Mrs. Miller

2 Project Plan
2.1 Schedule (Gantt chart)

Start Date: 2/14/2022

Go-live date: 3/27/2022 (1 week has been kept as buffer time before the go-live date)

The project plan has been divided into four phases to set up three Covid-19 self-testing
facilities at the Idyllwild clinic in six weeks: initiation, planning, execution, and monitoring.
These phases are further subdivided into tasks that result in the completion of an activity.
Completing the tasks within the time range will assist in meeting milestones, which are
crucial to the project's completion on schedule.

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 DURAT
WBS % of TASK
TASK TITLE TASK OWNER START DATE DUE DATE ION
NUMBER COMPLETE
(Days)

1 Pro je c t Co nc e p tio n & Initia tio n

1.1 Define problem statement Dr. Montague 2/ 14/ 2022 2/ 15/ 2022 1 100%
1.2 Define scope of project Dr. Montague 2/ 15/ 2022 2/ 16/ 2022 1 100%
Dr. Montague, Mrs. Jones,
1.3 Create project charter 2/ 16/ 2022 2/ 26/ 2022 10 100%
Mrs. Miller
1.4 Select project team members Mrs. Jones, Mrs. Miller 2/ 21/ 2022 2/ 26/ 2022 5 100%

1.5 Select PCR lab (vendor) Dr Grant, Dr. Montague 2/ 23/ 2022 2/ 28/ 2022 5 100%
2 Pro je c t De finitio n & Pla nning
2.1 Identify project team member roles Mrs. Jones 2/ 28/ 2022 3/ 1/ 2022 1 100%

2.2 Project plan and timeline Dr. Montague, Mrs. Jones 2/ 28/ 2022 3/ 3/ 2022 3 100%
Procure resources (testing kits, software &
2.3 Mrs. Miller 3/ 4/ 2022 3/ 7/ 2022 3 100%
hardware
2.4 Plan Go-live strategy Mrs. Miller 3/ 7/ 2022 3/ 8/ 2022 1 100%

Document Quality Plan (Identify Quality

2.5 Dr. Montague 3/ 7/ 2022 3/ 12/ 2022 5 100%
Targets, Assurance & Control)

3 Pro je c t La unc h & Exe c utio n

Mrs. Miller and Idyllwild
3.1 Testing site tent set up 3/ 14/ 2022 3/ 21/ 2022 7 70%
clinic staff
Check hardware/software functionality;
3.1.1 Mr. Delacruz 3/ 21/ 2022 3/ 23/ 2022 2 0%
Arrange/purchase if required
3.1.2 Check inventory for testing kit supply. Mr. Delacruz 3/ 23/ 2022 3/ 24/ 2022 1 0%

3.2 Train staff using zoom or PowerPoint. Mrs. Vallejo, Affinity Lab 3/ 23/ 2022 3/ 25/ 2022 2 0%

3.3 Demo-run before go-live Superuser and testers 3/ 25/ 2022 3/ 26/ 2022 1 0%
3.4 Go-live (Big Bang approach) Superuser and testers 3/ 27/ 2022 3/ 28/ 2022 1 0%
4 Pro je c t Pe rfo rm a nc e / Mo nito ring
4.1 Monitor for workflow improvements and quality. Superuser and testers 3/ 27/ 2022 4/ 10/ 2022 14 0%
4.2 Organize Zoom meet for feedback Mrs. Miller 4/ 4/ 2022 4/ 5/ 2022 1 0%
4.3 Evaluate Success metrics Dr. Grant 4/ 10/ 2022 4/ 11/ 2022 1 0%

Note: Refer to the Appendix B. Work Breakdown Structure for a detailed project schedule.

2.2 Dependencies

Activity Depends on © Dependency Type

Set-up Project Sites Appoint Project Team Finish-to-start

Vendor (Testing Key Stakeholders Start-to-start

Lab) Selection
Trained staff prior to Vendor Representatives, Start-to-start
Go-Live Super Users and Staff
Self-Testing Trained Team members Start-to-finish
Easy to understand
instructions
Quick PCR results Lab Partner and Vendor Finish-to-start

2.3 Assumptions

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  Pop-up sites: Outdoor walk-up tent-based testing sites won’t take much space, are
not expensive, easily available and can be easily set up in few days.
 All Project team members are available to work and can get trained easily.
 Available resources such as Laptops, Data servers, apps are functional.
 Lab partner and vendor has the technology, software, and PCR test kits readily
available.

2.4 Constraints
 Budget constraint: $50,000
 Workforce constraint: Due to budget constraints, the number of team members
working on the project will be less.
 Location constraint: Covid testing sites require well-marked entrances, parking
availability and/or exit routes, while also maintaining social distance.
 PCR lab (vendor) coordination and Logistics: The overall success of the project
depends on the coordination of the lab partner, registration, appointments,
transporting test kits to and from the lab.
 Time constraint: Scheduling can limit the number of patients visiting at a time for
walk-up options. Also, limited working days i.e., Mon to Thurs from 9 to 5

3 Workflow Analysis
A swim lane workflow diagram has been created to improve and depict the different stages
(Patient registration, sample collection, and results) of the Covid-19 self-testing procedure.
The patient plays an important role in the Covid-19 self-testing process. The workflow begins
when the patient registers on the app and schedules an appointment. The patient arrives at
the testing site, the tester confirms the patient's information on the worksheet and offers the
testing kit. The patient follows the app's instructions, scans the barcode, and performs the
test. The sample is collected and transported to the lab, where the results are shared via the
app and email within 24-48 hours. The workflow illustrates who is responsible for each step
of the process and aids in understanding job sharing and roles.

To see Covid-19 self-testing workflow diagram, see Appendix C. Workflow Analysis

4 Stakeholder Analysis
The project will be implemented using the big bang method, with the Covid-19 Self-testing
centers set to go operational in 6 weeks, on 3/27/2022. The following table categorizes all
significant stakeholders based on their influence/interest in the project.

6
 Dr. Grant, Mrs. Jones, Mrs. Miller Dr. Montague
Affinity Lab
MANAGE CLOSELY KEEP SATISFIED
High

Superusers (Mrs. Vallejo and Ms. Hillock) Mr. Delacruz

INFLUENCE
MONITOR (MINIMUM EFFORT) KEEP INFORMED

Project Team members (Mr. Patrick, Mr.

Low Dupont, Ms. Whitney, Ms. Riley, Mr. Joshua)

Low INTEREST High

Refer to the Appendix D. Stakeholder Analysis for a detailed analysis on stakeholders.

5 Risk Reduction
To reduce risk, the following actions were performed prior to go-live. The process flow
diagram is used to display the numerous steps in chronological order, and the failure modes
effects analysis grid is used to identify potential problems, their impact, and potential risks
based on severity. This helps in identifying stages with the highest failure risk and taking
corrective action.

The important findings are listed below in decreasing order of severity-

 Server issue during the patient registration step.
 Duplicate Order ID generation by Lab/vendor during registration.
 Typo by staff while checking in a patient
 Error in the specimen sample when performing the test.
 Software Glitch while using the app.

User connectivity/login/password issues, difficulty in barcode scanning, and results delays

are all considered risks, and corrective efforts have been made to minimize these.

To see complete details, see Appendix E. Failure Mode Effects Analysis

6 Evaluation
Monitoring for process and quality improvements will be carried out for two weeks following
go live. After seven days, a zoom meeting will be planned to collect feedback from all

7
project team members. The success metrics will be evaluated in two weeks and again in
three months. A 2-minute survey was pushed via notification message to patients and the
response were recorded.

Evaluation after Target Achieved

Two weeks 60% 70%

Three months 85% 90%

Initially within 2 weeks, the target was to get 60% positive feedback from patients who
used the testing site. We were able to attain 70% in the first two weeks and 90% after
three months. The three-month goal of 85 percent was therefore easily met.

To see complete details, see Appendix G. Post Implementation Evaluation

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 Appendix A. Project Charter

COVID-19 Self-Testing Centers at Idyllwild Clinic

A. General Information
Project Sponsor: Dr. Berkovich
Project Manager: Abhinav Goyal
Prepared by: Abhinav Goyal, Kenny Kong
Date: 2/27/2022

B. Purpose

The goal of this project is to establish three Covid-19 self-testing centers at Idyllwild clinic to address
the city's enormous Covid-19 testing needs. The modern testing centers will provide the following:
• Super easy process: Test will take 5 min or less
• Quicker registrations and appointments
• Shorter wait times
• Faster test results within 24 hours.
• People with health insurance are eligible for free Covid-19 testing. Others will be charged a
nominal fee of $15.
• The whole process from registration to test results can be accessed on any phone with a camera to
scan the barcode.
• Decrease false positive results as the process is contactless which prevents specimen
contamination.
• Video instructions on how to do the self-test as well as how to scan the test tube barcodes will be
provided after the appointment.

C. Constraints and Assumptions

C.1. Constraints:
1. Project management team has limited experience in implementing Health IT programs.
2. Budget restriction: Available funding of $50,000 only.
3. People with scheduled appointments will be prioritized and should they walk in without
appointments, they still must go through registration at the site resulting in longer wait times.
4. Testing sites are mainly set up outdoors and are tent based. So inclement weather can be a
challenge.
5. Staffing requirements: Consider rotating staff shifts frequently to provide breaks.

C.2. Assumptions:
1. The PCR lab doing the tests should be fully functional and reliable.
2. The Registration link and app should work flawlessly.
3. Patients should wear masks and follow social distancing. They should bring their mobile phones
with working internet capabilities to login into their account to get their Covid-19 test linked via
barcode.
4. Idyllwild IT staff will have to install the software to track the registrations with vendor support.

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5. Trained staff for data entry, providing test kits with integrated test tube barcodes.

D. Project Scope Statement

Create three covid-19 testing centers at Idyllwild Clinic within 6 weeks with a budget not exceeding
$50,000.
The project plan will consist of four phases.
• The initiation phase consists of creating the project charter and selecting the project team
members. The project team will decide on the PCR lab partner, cost, inventory, a big bang
installation approach for the three testing centers, training requirements, and workflow. The
expected cost is $50,000 for three workstations to be installed around the Idyllwild facility.
• Phase second is the planning phase which will consist of creating project plan and timeline to
complete tasks and activities.
• Phase three is the implementation phase which will consist of installing the testing centers. The
project team will work with the vendor to obtain testing kit supplies and to ensure quality assurance.
Training for the project team members who will work at the testing site will be done by 2 superusers
in two days. The training will be quick via zoom and simulation demos on-site. Phase three will end
with go live.
• Phase four will comprise ongoing monitoring and evaluation of the testing centers.

Budget/cost analysis: The budget includes a 4% buffer for unforeseen costs, with the idea that non-
recurring costs will decrease with time. The cost of implementing three testing sites is estimated to
be $48000 which also includes the start-up costs and salaries of team members working at the site.

E. Resource Requirements

• Funding source: $50,000 Funding for the project has been obtained from CARES Act, the Paycheck
Protection Program and Healthcare Enhancement Act.
• Technology: Necessary hardware is provided by the vendor (testing lab) such as Specimen Bag,
Cotton Swab, Test Tube with scannable integrated barcode. Hospital Wi-Fi will be used in case
internet connectivity is required.
• People: Project team comprising of key stakeholders, project team members, IT support.

F. Risks
1. Due to the limited budget on the project, if costs become too expensive, the project may need to
make budget cuts on certain areas to meet the deadline and implement. This can be done by
decreasing the testing site locations less than three.
2. People are expected to complete the registration, select one of the Covid-19 testing site and reach
there on time.
3. If testing labs are impacted and become in-operational, this can delay the Go-Live date and cost
extra expenses and place constraints on the project.
4. Staff may have resistance to working outdoors in tent-based setup while wearing protection kits.
5. If there are either hardware or software issues, this can delay the expected completion date and
add costs to the project.
6. Due to the limited number of staff, this may lead to delay in project completion because of
scheduling issues for training.

Dependencies:

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1. Vendor for PCR testing should be reliable.
2. Staff must be trained prior to Go-Live.
3. The Three testing centers must be systems ready and always work at full capacity.

G. Success Metrics: Criteria for Evaluating Project Success and Milestones

These testing centers will enhance patient experience, care, and safety at the Idyllwild Clinic. The
success metrics can be measured by:
1.Patient outcome
•Higher overall patient experience and satisfaction.
•Decrease false positive results and quicker results.
•Reduction of time spent on getting the test done.
•Self-testing will also decrease chances to encounter Covid-19.

2. Financial
•Revenue generation from health insurance as well as from people paying for the tests can be
monitored monthly.
•Government and health organizations can be approached for funding.

3. Regulatory
•System only accessible by authorized users i.e., project team members and stakeholders.
•Feedback from medical professionals working at the Idyllwild clinic that require to get tested
every week regarding the ease of testing, time saving and being compliant.

F. Key Stake Holders

• Dr. Grant, clinic owner and medical director (Project Sponsor)
• Dr. Montague, physician, and clinic partner (Project Manager)
• Mrs. Jones, clinic director (Project Champion)
• Mrs. Miller, physician's assistant (Project Lead)
• Mrs. Vallejo, MSN, NP (project team member- Superuser tester)
• Ms. Hillock, medical assistant (project team member - Superuser Tester)
• Mr. Patrick, Intern (project team member- Tester)
• Mr. Dupont, Intern (project team member- Tester)
• Ms. Whitney, Intern (project team member- Tester)
• Ms. Riley, Intern (project team member- Tester)
• Mr. Joshua, Intern (project team member- Tester)
• Mr. Delacruz, (accounts and billing) (project team member with IT experience)
• Affinity Lab, testing partner and Vendor for Covid-19 test kits.

F. Executive Summary
The healthcare field has seen significant technological advancements in recent years; one critical
improvement is the integration of technology in healthcare practices e.g., patient portals, kiosks,
electronic health record systems which has made life much easier not only for providers but for
patients too. With technology, it is much easier for a person sitting at home to get their appointment
booked via digital calendar appointments to getting the test results via secured email or patient
portals. This advancement has improved the patient experience and quality of care that patients
receive. The Idyllwild Clinic is committed to providing high-quality care safely and efficiently to all
seen patients. To further ensure these goals and objectives will be met, the clinic will implement the

11
creation of a covid-19 testing center. This testing center is aimed to provide the easier and quicker
Covid-19 testing to a huge number of people who wants to get tested routinely to be compliant to
work at their jobs. With the CARES ACT's, the budget for the project will be $50,000; this will cover
the cost of designing, training, and implementing the Covid-19 testing site at three sites all around
the clinic. With the support of our key stakeholders this project will be up and running within 6
weeks. As Covid-19 continues to mutate, survive and new variants are becoming more prevalent in
the healthcare field, it is essential to integrate these advances into the Covid-19 testing sites at
Idyllwild Clinic so that patients who are seen can receive the highest quality of customer experience
and care.

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 Appendix B. Work Breakdown Structure

WORK BREAKDOWN STRUCTURE WITH GANTT CHART

PROJECT TITLE - Covid-19 Self-testing Centres TODAY'S DATE 3/19/2022

PROJECT MANAGER - Dr.Montague START DATE 2/14/2022 PHASE ONE PHASE TWO PHASE THREE PHASE FOUR

Week 9 - April
Week 1 - Feb 14, 2022 Week 2 - Feb 21, 2022 Week 3 - Feb 28, 2022 Week 4 - March 7, 2022 Week 5 - March 14, 2022 Week 6 - March 21, 2022 Week 7 - March 28 Week 8 - April 4
11
DURATI 14 15 16 # 18 19 20 21 22 23 24 25 26 27 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 #
WBS % of TASK
TASK TITLE TASK OWNER START DATE DUE DATE ON
NO. COMPLETE
(Days) M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S MT W T F S S M T W T F S S

1 Pro je c t Co nc e p tio n & Initia tio n

1.1 Define problem statement Dr. Montague 2/ 14/ 2022 2/ 15/ 2022 1 100%
1.2 Define scope of project Dr. Montague 2/ 15/ 2022 2/ 16/ 2022 1 100%

1.3 Create project charter

Dr. Montague, Mrs. Jones,
Mrs. Miller
2/ 16/ 2022 2/ 26/ 2022 10 100% *
1.4 Select project team members Mrs. Jones, Mrs. Miller 2/ 21/ 2022 2/ 26/ 2022 5 100%

1.5 Select PCR lab (vendor) Dr Grant, Dr. Montague 2/ 23/ 2022 2/ 28/ 2022 5 100% *
2 Pro je c t De finitio n & Pla nning
2.1 Identify project team member roles Mrs. Jones 2/ 28/ 2022 3/ 1/ 2022 1 100%

2.2 Project plan and timeline Dr. Montague, Mrs. Jones 2/ 28/ 2022 3/ 3/ 2022 3 100% *
Procure resources (testing kits, software &
2.3 Mrs. Miller 3/ 4/ 2022 3/ 7/ 2022 3 100%
hardware
2.4 Plan Go-live strategy Mrs. Miller 3/ 7/ 2022 3/ 8/ 2022 1 100%

Document Quality Plan (Identify Quality

2.5 Dr. Montague 3/ 7/ 2022 3/ 12/ 2022 5 100%
Targets, Assurance & Control)

3 Pro je c t La unc h & Exe c utio n

3.1 Testing site tent set up

Mrs. Miller and Idyllwild
clinic staff
3/ 14/ 2022 3/ 21/ 2022 7 70% *
3.1. Check hardware/software functionality;
Mr. Delacruz 3/ 21/ 2022 3/ 23/ 2022 2 0%
1 Arrange/purchase if required
3.1.
Check inventory for testing kit supply. Mr. Delacruz 3/ 23/ 2022 3/ 24/ 2022 1 0%
2
3.2 Train staff using zoom or PowerPoint. Mrs. Vallejo, Affinity Lab 3/ 23/ 2022 3/ 25/ 2022 2 0% *
3.3 Demo-run before go-live Superuser and testers 3/ 25/ 2022 3/ 26/ 2022 1 0%
3.4 Go-live (Big Bang approach) Superuser and testers 3/ 27/ 2022 3/ 28/ 2022 1 0% *
4 Pro je c t Pe rfo rm a nc e / Mo nito ring
4.1 Monitor for workflow improvements and quality. Superuser and testers 3/ 27/ 2022 4/ 10/ 2022 14 0%
4.2 Organize Zoom meet for feedback Mrs. Miller 4/ 4/ 2022 4/ 5/ 2022 1 0%
4.3 Evaluate Success metrics Dr. Grant 4/ 10/ 2022 4/ 11/ 2022 1 0%

A
Appendix C. Workflow Analysis

B
 Appendix D. Stakeholder Analysis
Category Name Objectives/Questions Estimate Estimate
 Dependencies  Critical Timelines / Risks  Actions required d Project d Project
Influence Interest
Clinic Owner, Medical Director, Dr. Grant has been the driving force behind this project, which aims to reduce human High High
Project Sponsor errors and effort, reduce repeated testing, limit contamination of collected samples, and
(Clinical/Admin) Dr. Grant increase data exchange with patients.
Physician, Clinic Partner, Dr.Montague Dr. Montague is very supportive of project and team success. High Medium
Project manager
(Clinical/Admin)
Clinic Director, Project Mrs. Jones She has been discussing the project's goals and timelines with the team members. High High
Champion (Admin) She also considered a buffer time for the go live.
Physician’s Assistant Mrs. Miller She received feedback from team members on the project's expectations and is assisting in High High
Project Lead (Clinical) resolving any disagreements. Maintaining high levels of motivation among team members.

MSN, NP (Superuser, Clinical) Mrs. Vallejo The idea of a big bang approach to project implementation appeals to her. She will help in Medium Low
workflow and improvement.
Medical assistant (Superuser) Ms. Hillock Will team up with Mrs. Vallejo to train and monitor the users as well as help with the Medium Low
workflow.
Clinic accounts & Finance Mr. Delacruz He will assist with administrative work and may support the set-up of computers and Low Low
Project Team Member hardware with his IT experience before Go-Live.
Interns - Clinical staff Mr. Patrick Communication via a chat group is essential: Low Low
Mr. Dupont 1) To provide new information or instructions.
Ms. Whitney 2) Users can collaborate with each other regarding shifts and support each other
Ms. Riley regarding any questions and difficulties.
Mr. Joshua 3) Superusers should monitor the users and get feedback
Vendors The vendor is providing training for the super users. However, we may be constrained by High High
Affinity Labs their schedule to receive training and depend on their app to register the users and
schedule appointments.
Action: 1) Ask the vendor for Training videos
2) Back up patient information on a worksheet for Clinic record

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 Appendix E. Failure Mode Effects Analysis
FMEA
Process/Product Name:COVID-19 Self-Testing Center Prepared By:COVID-19 Self-Testing Team

(1 most - 5 least)
Process Process Step Potential Failure Responsible Success Completion

(1 least -5 most)
(1 least -5 most)

Number = I*J*K
OCCURRENCE
Potential Failure Mode Potential Causes Corrective Action

DETECTION

Risk Priority
Step No. Description Effects Party Measure Time Frame

SEVERITY
Who is responsible What is the
How does it What is the process What is the impact on the In how much time
In what ways could the step What causes the step or feature to go What are the recommended actions for reducing the occurrence of the cause or for making sure the percentage
relate to the step or feature under customer/patient if this failure corrective action
or feature go wrong? wrong? (how could it occur?) improving detection? actions are reduction in
workflow? investigation? is not prevented or corrected? can be performed?
completed? RPN?

1) Maintenance
Loss of reliability as well Server and Hardware Maintenance on every weekend. Vendor (lab
Server issue 2) Server load 5 3 5 75 80% Continuous
as patient Background server health diagnostics and warnings partner)

Unoperational App
1) Coding problem Update App Vendor (lab
1 App Registration Software glitch Data Loss 3 3 3 27 30% Continuous
2) Viruses Data Security partner)
Time consuming

Duplicate Order ID Invalid or Incorrect Use Algorithm and Sequenced Order IDs Vendor (lab 1 week
None 5 2 5 50 80%
generated Result Duplicate Order ID warning system partner), IT staff

Delays procedure Forgot passwrod option on app. Vendor (lab

User Password Error Increase testing time
Increase waiting time
Delays procedure
Pateint Log in &
2 Connectivity issue Increase testing time
Check-in
Increase waiting time
Delays procedure
Log in issue Increase testing time
Increase waiting time
Forgot password
1 5 1 5 Confirmation email with order ID. partner), Trained 100% 2 Days
Incorrrect email
Staff training to manually link barcode to patient order id Staff
Wifi or internet is down due to Monitor & make sure wifi connectivity range & strength is good.
4 4 1 16 IT staff 50% Continuous
router congestion or location Use data network
Patient doesn't have a
smartphone
2 5 1 10 Staff Checks in patient and links barcode to the patient profile. Trained Staff 50% 5-10 Minutes
Patient is not internet savvy.

Staff enters the wrong patient Scheduled shifts

Project Manager,
Documentation error information Re-evaluate and reduce staffs workload and working hours
Typing error 5 3 3 45 Project Team 66% Every week
Incorrect information Rush in typing Provide breaktime during working hours
3 Patient matching members
Work fatigue Duplicate data warning system

Too many Walk-ins Identify rush hour and assign more testers at that time.
Longer Waiting time Patients get annoyed 3 3 1 9 Project Manager 66% Initial month
Promote appointments & Increase testers at rush hours.

Software Glitches. Make sure barcodes are working properly. Super users,
4 Barcode Scanning No camera in phone Delay in workflow Works only on specific phones. 2 5 1 10 Manual barcode input instructions. vendor (lab 50% Continuous
Bad camera quality Staff training to manually link barcode to patient order id partner), IT staff

Sample Lost Repeat test Incorrect & careless handling 5 2 2 20 Proper sealed collection bins with trackers Better Logistics 75% Continuous
Delay in sample transfer
Sample Collection, Delays Result Weather, Inaccessible Roads 3 3 1 9 Search for alternate routes Better Logistics 33% Depends
to lab
5 Transport and
Give easy step by step instructions
Results Sample error Repeat test Test not performed correctly 5 2 3 30 Trained Staff 66% Continuous
Observe the patient perform test properly

Results not uploaded Delays Result Time Consuming 4 3 1 12 Automate the app and email update IT staff 66% Before Go-live

D
 Appendix F. Post Implementation Evaluation

EVALUATION SUMMARY

The Self-Testing Covid sites were successfully implemented using the Big Bang Approach.  There
were several issues in the first few weeks after the launch. However, the proactive trained staff
and project team members communicated effectively during that challenging and learning period
and were able to handle the issues successfully. More than 90% of patients who used our covid
testing site stated that the wait time is minimal and that the entire process takes less than 10
minutes.

General Satisfaction with the System

When the patients who were tested at our covid testing location received their test results, they
were requested to complete a 2-minute survey on the app. The survey contained the following
topics for feedback.
 Experience
 Registration and Appointments
 Ease of Use of App (UI)
 Ease of finding the testing site
 Time Taken/ Waiting time
 Check-in process
 Ease of Following Video Instructions and performing the test

Survey Results:
1. Ninety percent of participants gave favourable feedback and were satisfied with the
customer service and overall experience.
2. Ten percent did not respond to the poll, and
*Ten percent had mixed reviews regarding walk-ins because the wait time to get tested
was slightly longer for them.

Problems:
Some people didn’t know how to navigate through the app. They were helped by the trained staff
members present at the covid testing site. These people really liked that walk-in were also
considered and there was someone present to help them with the whole testing process.
E
Frequent used features:
The app. Most of the people got acquainted with the testing process. The people who had to get
tested every week returned every week and were thankful for implementing this kind of testing
site.

Suggested improvements:
People requested more testing sites like this around the city so that there are more options to
select for getting the test done. They don’t have to commute that much and can visit the testing
site near to them.

Current Cost-Benefit Justification

 The budget used for implementation has been recovered within three months.
 The clinics popularity has increased dramatically. Prior to the testing site, the clinic's ranking
was number 9, but it has risen to number 6 in just three months.
 The number of patients visiting the clinic for services has doubled. The number of registrations
measured for three months before and after the introduction of the covid site confirmed this.

Needed Changes or Enhancements

The User Interface (UI) of the app can be greatly improved so that navigating through the app is
easier and more efficient. The process of enhancing the software, dealing with bugs, updating
the UI interface, and making the app work more smoothly is an ongoing one.