“Batteries Not Included” Team G

1. “Batteries Not Included” Team G Erica Hinkal Team Lead/Business Major Benjamin Good Research/Business Major Fatumi Bako Research/Business Major Adam Walters Editor/Business Major Ganiu Oshodi Co-Lead/Business Major Todd French Developer/CIS Major Eric Blevins Developer/CIS Major

2. Existing State Primary Challenges ·Several internal processes are too labor intensive. ·Several internal processes are not efficiently accomplishing the stated task. ·Several internal processes are never completed given the problems they possess. (they are always a “work in progress”)

3. Existing State Four Practice Locations Doctors Scheduling • Four days a week Staff Scheduling • Currently no system implemented Document Sharing • Courier

4. Existing State Recommendations • Automate Labor Intensive Processes. • Streamline and Simplify Existing Methods. • Improve Communication within the organization through web site and e-mail implementation.

5. Existing StateRecommendations (cont.) • Create an easier way to construct and distribute doctor schedules. • Create an easier way to construct and distribute staff schedules. • Provide up-to-date, online document sharing for all staff.

6. BusinessNeeds • A single scheduling mechanism that could be used to schedule the doctors. • The transportation of documents. • Scheduling application that could be used to schedule the staff.

7. Solutions Solution 1 • Scheduling application for doctors- An ASP application was created to enable Pediatric Associates to view and update the doctor’s schedules. Solution 2 • The transportation of documents-We enhanced the current website to allow the users to download useful PDF forms and documents.

8. Solutions (Cont.) Solution 3 • Scheduling application for staff- Our review revealed that the project would yield definite benefits to the staff, however this could not be accomplished due to time constraints. This was not the primary project to which we devoted the vast majority of our effort and resources.

9. Solution 1 Justification • Pediatric Associates requires an ASP web application that will allow an administrator to input and change doctor’s and staff schedules as needed. The new web scheduling application will allow them the opportunity to view, and print, the schedule without assistance from the Office Administrator.

10. Solution 1 Description • As many as three scheduling calendars are required. • The scheduling calendars will automatically come up with the proper dates according to month and year. • The ability to print off the schedules so they are legible and no information is cut off. • The schedules will be printed on multiple pages with page numbers.

11. Solution 1 Deliverables • Three ASP scheduling calendars that will include: • Buttons for adding, updating, and deleting information. • A drop down list box with physician names. • Text boxes for entering work times. • Administrator and user manuals.

12. Solution 1 Objectives • Three working scheduling applications. • Legible, printable schedules. • Administrator and user comprehension and satisfaction. • Completed project by February 14, 2005.

13. Solution 2 Justification • Pediatric Associates requires modifications to their existing ASP webpage. These additions include: • Links that enable doctors and staff to download forms directly. • Links for staff to visit outside resources. • Links that enable patients to download forms directly. • Links for patients to visit outside resources. • These modifications would reduce if not eliminate the need for a courier service.

14. Solution 2 Description • The ability for doctors to retrieve forms such as: • Monday-Thursday Call Schedule • Annual Call Schedule • Time Off Request Form • Schedule for Doctor Time Off Requests • Extended Doctor Schedule • Minimums Service Levels • Doctor Schedule

15. Solution 2 Description (cont.) • The ability for staff to retrieve forms and visit links such as: • The Employee Handbook • 401K Companies Website • Employee Phone List • Time Off Request Forms

16. Solution 2 Description (cont.) • The ability for patients to retrieve forms and visit links such as: • New Patient Handbook • Link to Children’s Hospital Website • Link to the American Academy of Pediatrics Website • HIPAA Form • Change and Update Insurance Information Form • Consent for Office Visit Form • Request for Medical Record and Immunization Records Form • Billing Information Form

17. Solution 2 Deliverables • Buttons for patient, staff, and doctors on the main webpage that gives access to the appropriate forms and web links. • Administrator and user manuals.

18. Solution 2 Objectives • Working logins • Working downloadable forms • Working outside web links • Administrator and user comprehension and satisfaction • Completed project by February 14, 2005

19. Solution 1 & 2 Assumptions/Constraints • Assumptions • Client will not change the scope. • We have all the appropriate forms to upload. • Constraints • Limited resources and time.

20. New State and Key Business Measures Before: Schedule • Doctors schedules were created in excel. • Distributed by hand/courier. • Required a considerable amount of time to complete. • Consequently making Pediatric Associates less effective.

21. New State and Key Business Measures (cont.) Before: Documents • Were distributed by courier. • Employees had to wait on an updated version. • New documents were made, due to the loss of hardcopies.

22. New State and Key Business Measures (cont.) Now: Schedule • Doctor’s schedule is now available to view and update via the company website. • Labor required to produce the schedule will be reduced by 50%. • Doctors will be able to view, save, and print complete schedules. • Courier cost will be reduced by $40 per day.

23. New State and Key Business Measures (cont.) Now: Documents • Staff will be able to view and print current and updated versions of documents online in a PDF. • Elimination of lost time searching for a document. • Reduction in courier cost. • Increase in staff efficiency by 25%.

24. New State and Key Business Measures (cont.) Pediatric Associates will be affected in the following areas: • Technology • Economic • Time saved • Competitive

25. Technical Solution Web Updates, Scheduling App, and Online Documents

26. Overview of the Solution • Defined and Expanded upon the Private Site of the Client’s Web Site • explanation (based upon login and password the user is directed to one of three destinations)

27. Overview of the Changes Staff Side • documents • scheduling application (read only access) Doctor Side • documents • scheduling application (read only access) Administrator • scheduling application (full access) Link: • Pediatric Associates

28. Online Documents • Explanation • Staff Documents Pediatric Associates • Doctor Documents Pediatric Associates **important note- Nearly All of the Links in the document section are to documents that are in PDF, (portable document format). This requires the user to have a functioning copy Adobe Acrobat Reader** • User and admin manuals also online in the document section

29. The Scheduling Application • Explanation of capabilities • Demo Pediatric Associates

30. Change Management Understanding the need a new scheduling application: • The scheduling application will improve the process by saving time and resources. • Instead of four days the schedule can be made in less than a day. • Any changes can be made it a few minutes and instantly updated to the website.

31. Change Management (cont.) Understanding the need for PDF documents: • The time lost from document searching will all but be recovered. • A staff member can now go online and retrieve his/her own documents and print them off.

32. Change Management (cont.) Vision and Strategic Planning • Our Vision: To use the staff’s resources to their fullest potential. • The time saved can be put to better uses. • The best indications that our efforts have paid off are the client’s approval and employees accepting the new applications.

33. Change Management (cont.) Implementation & Training • The new coded web pages have been uploaded to the clients’ FTP site. • Fully train the assistant administrator how to use the new scheduling application and how to update the databases to better serve her needs. • Administration manuals as well as user manuals have been written to help in this process. • They have been uploaded to the website as well.

34. Change Management (cont.) Transition • This application was the primary objective of our client. • Making transition time very short. • The new downloadable forms buttons are integrated with the original forms buttons so there will be a low transition time there as well. • The staff need only be aware that they are available on the website.

35. Change Management (cont.) Follow-Up • A follow-up session will determine how well the changes were accepted. • This should be held next semester by the consulting team to ensure that our teams’ efforts were a success. • In two semesters a consulting team needs to check in with Pediatric Associates to see if they need any other assistance.

36. Questions & Answers