Executive Summary

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Executive Summary

• Thank you for giving us such a great chance to
  serve the Kowloon Hospital - Occupational Therapy
  (OT) department.

2
Executive Summary

• In the presentation, We will mention that
• The background of the project
• The current environmental description
• The problems in the current situation
• Two alternative solutions
• The design of the two new systems
• The draft financial assessment and the draft
  project-developing plan
• Our professional opinion and recommendation

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Introduction
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Problems in Current Situation

• Time consuming Duplicate work
• Spending more time on generating the same format
  of reports and documents
• Efficiency
• Spending time on note down the patients details
  then enter the result of consultation to the
  database
• Resources
• Wasting papers and pens

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Problems in Current Situation(contd)

• Space Storage
• Waste places for keeping the paper works
• Accuracy
• Poor handwriting causes misunderstanding
• Morale
• Lots of workload and pressure weakens morale

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Proposed Solution

• Computerizing the word processing
• Reduce the work processing time
• Adding a PDA System to the system
• Patients details and the result of consultation
  can store in the PDA
• Using PDA/computers for data input
• Reduce the stationery

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Proposed Solution (contd)

• Storing all Data into the Database PDA system
• Reduce the paper usages
• Reducing the data conversion by human
• Manual error can be prevented
• Strengthening the work morale
• Reduce workload inspirit of morale

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Extra Problems and Suggested Solution

• Current
• Standalone computer system
• Problem
• Cannot file sharing
• Advice
• Set up a network

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Extra Problems and Suggested Solution (contd)

• Current
• The Booking time of the patient shows in the
  board
• Problem
• Inconvenience to write down or change the booking
  time
• Advice
• Computerizing the whole training booking process

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Extra Problems and Suggested Solution (contd)

• Current
• The training rooms tools are using FIFO
• Problem
• Using the same training tools at the same time
• Advice
• Computerizing the booking system of training tools

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Recommended Alternatives

• Two alternatives are recommended
• Develop from modifying the original system
• Develop a totally new system

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The First Alternative

• Modifying the Original System
• More Compatible with the PDA system
• The Original hardware and the existing database
  system can be retained

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Modifying the Original System

• The Function of the PDA
• Conversing the patient details from the database
  to the PDA for the daily jobs of the doctor/OT.

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Modifying the Original System

• The Procedure of Using PDA
• Scanning the patients bar code for
  identification
• Synchronizing and updating the database from the
  PDA after finishing OT/doctors jobs

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Modifying the Original System

• Hardware Requirement Recommendation
• PDA x 30 pcs
• Computer x 4 sets
• Bar code scanner x 30 pcs
• Laser printer x 4 sets

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Modifying the Original System

• Cost Estimation
• Development Cost
• Operational Cost

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Modifying the Original System

• Development Cost
• Training Cost (Total HK 2700)
• Hardware Setting Cost (Total about HK90000)
• Two kinds of PDA in the market
• Palm (uses with Palm OS)
• Pocket PC (uses with Windows CE)

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Modifying the Original System
? Suggested type of PDA There are more
details and reference enclosed in the Appendix
(A1 A12)
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Modifying the Original System

• Hardware setting cost (Contd)
• PDA (about HK1500 each) x 30
• Bar Code Scanner (about HK 500 each) x 30
• Desktop Computer (about HK5000 each set) x 4
• Printer (about HK2500 each) x 4

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Modifying the Original System

• Labor Cost (Total HK 37100)
• Programmer (HK 14000 each person) x 2
• To develop the program 
• Analyst (HK 8400)
• To analyze the current system flow
• Data Entry (HK 700)
• To implement the data conversion

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Modifying the Original System

• Produce Documentation (Total HK 2000)
• A user guide for user to refer the detail of
  software
• Overall System Test (Total HK 3000)
• An over all test to ensure the current system and
  new system are well integrated.

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Modifying the Original System

• Operational Cost
• Stationary (about HK 1000 per month)
• A4 paper
• Printer tone
• Electricity fee (about HK 1000 increases per
  month)
• System Maintenance (about HK 5000 per month)
• A regular check or maintain the system

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Modifying the Original System

• Benefits
• Cheaper to implement the system
• Time Saving
• Better privacy protection confidential Security
• Standardize the format of document
• Enhance impression
• Better relation between OT and patient

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Modifying the Original System Grannt Chart
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The Second alternative

• Develop a Totally New System
• system will include two parts
• PDA system development
• Network System development

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Develop a Totally New System

• PDA system Development
• Same as the PDA system in the first alterative
• Converse the patient details from the database to
  the PDA for the daily jobs of the doctors/OTs

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Develop a Totally New System

• Network System Development
• A Local Area Network(LAN) will be developed that
• providing an intranet environment of data
  transfer
• LAN includes
• 4 - 8 computers will be installed
• Links to a file server
• Firewall will be installed

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Develop a Totally New System Network System
development

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Develop a Totally New System

• Requirement Recommendation
• Hardware
• Software

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Develop a Totally New System

• Hardware Requirement Recommendation
• PDA x 30 pcs
• Server x 1 set
• Computer x 4 sets
• Bar code scanner x 30 pcs
• Laser Printer x 4 sets
• Switch x 1 set
• Cable (around 500 meters long)

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Develop a Totally New System

• Software requirement recommendations
• Oracle 9 server / Microsoft SQL server 2000
• Database software that provides an operating
  environment for create, modify, update and delete
  the data.

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Develop a Totally New System

• Cost Estimation
• Development Cost
• Operational Cost

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Develop a Totally New System

• Development Cost
• Training Cost (Total - HK 3000)
• Software Cost (Total about HK 5000-10000)
• Oracle 9 server / Microsoft SQL Server 2000
  (Database software)

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Develop a Totally New System

• Hardware setting cost (Total about HK 120000)
  
• PDA (about HK 1500 each) x 30
• Server/File Sever (about HK 25000 each) x 1
• Bar Code Scanner (about HK 500 each) x 30
• Desktop Computer (about HK5000 set) x 4
• Printer (about HK 2500 each) x 4
• Switch (about HK 2500 each)
• Cable (about 20 / per 3 meters, 200 meters long
  is about HK 2500)

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Develop a Totally New System

• Labor Cost (Total - HK 49100)
• Programmer (HK 14000 each person) x 2
• To develop the program 
• Analyst (HK 8400)
• To analyze the current system flow
• Data Entry (HK 700)
• To implement the data conversion
• Network Engineer (HK 12000)
• To implement the Network connection

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Develop a Totally New System

• Produce Documentation (Total - HK 2000)
• A user guide for user to refer the detail of
  software
• Overall System Test (Total - HK 3000)
• To ensure the current system and new system are
  well integration

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Develop a Totally New System

• Operational Cost
• Stationary (about HK1000 per month)
• A4 Paper
• Printer ink/toner 
• Electricity fee (about HK 1000 increases per
  month) 
• System Maintenance (HK 5000 per month)
• A regular check or maintain the system

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Develop a Totally New System

• Benefits
• Better data backup
• Avoid losing valuable data
• Backup to keep the data safely.
• Save billions of data by using few spaces
• Better monitor and supervision
• Better monitor to their patients information

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Develop a Totally New System

• Better privacy protection confidential
  Security
• Computer password security system is built up to
  prevent the unauthorized people to access such
  information
• Enhance the patients confidence by improve data
  security
• Standardize the format of documentation
• reduce misunderstand of poor handwriting in the
  current system.

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Develop a Totally New System

• Enhance impression
• Enhance the hospital impression
• give more confidence to the patients. 
• Relation between OT and patient
• An enhance the relationship between the OT and
  patients.

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Develop a Totally New System Grannt Chart
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Conclusion Recommendation

• Two possible systems are designed
• Developing from modifying the current system
• PDA System is appended and integrated
• Developing a totally new system
• New Database is developed
• PDA System is appended and integrated
• Network availability

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Conclusion Recommendation

• Both of the systems
• Advantages
• providing a better service for patients
• Providing a better working environment for
  OT/Doctors
• Providing a fluent workflow
• Reducing the fault of the medical treatment
• Increasing the productivity
• Building up a better image to the patients
• A long-term benefit will be attained
• Disadvantages
• Need time to adapt a new workflow
• Increasing the operation cost

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Conclusion Recommendation

• Modifying the current system
• Advantages
• Simplifying the works of the OT/Doctors
• Easy to handle
• Disadvantages
• Data Integration is poor
• Database of PDA system may not compatible with
  the current one
• Lack of Network support

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Conclusion Recommendation

• Developing a new system
• Advantages
• More effective
• More efficient
• Disadvantages
• The whole workflow is altered
• Users need more time to learn and handle
• Develop-time is longer
• Develop Budget is increased
• Affect the services to the patients, temporarily
  stop the services for installing the new
  equipment

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Conclusion Recommendation

• From the Point of our view
• Modifying the current system is a possible and
  acceptable improvement.
• As
• Strengthening the function of the current system
• Less training for handling
• Cheaper Budget, reduce the departments financial
  burden

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The END

• Thank you for your Attention