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Efficient Scheduling System for Pregnancy Centers

Improve CAPC's scheduling process for enhanced efficiency, customer service, and record-keeping. Centralized application for two locations.

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Efficient Scheduling System for Pregnancy Centers

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  1. Milestone 1 By: CAPC Team Team Liaison: Regie Simon February 6, 2006

  2. Project Proposal Overview of Project and Sponsor Organization • Our project is for the Capital Area Pregnancy Centers with locations in Camp Hill and Carlisle. The scheduling system will benefit CAPC by providing a centralized application to be used at both locations. • CAPC is a Crisis Pregnancy Center under the CareNet umbrella. These centers provide support for young women who are, or at risk of being pregnant as well as those who have had abortions. The scheduling application will allow the staff to more effectively enter and track appointments and client information. The distance between the two centers will be rendered insignificant due to the coordinated communication provided by the Information System. • Our project team liaison is Regie Simon, and the key point of contact with the organization is Judy Kline, Director of Operations.

  3. Project Proposal (Cont.) Problem Statement • The problem is that they have an inefficient and uncoordinated scheduling system that is handwritten. The major problem with this is that it allows for client information to be lost or mis-scheduled. There is also a lack of communication between the two locations regarding scheduling and which facility would best suit the needs of the individual clients. No long term plan for record keeping exists. Project Objectives • The desired improvements would be an increase in quality control, efficiency and customer service within the client scheduling process. This would allow for faster and more informative initial client interaction to allow for a more comfortable and helpful service to be provided. There is also a need to standardize the scheduling process between all of the centers. This means that there would be less need for training and the staff to be synchronized.

  4. Project Proposal (Cont.) Project Scope and Constraints • This application will provide a calendar function that allows for meeting scheduling between center staff and clients. This application will be able to be accessed from each of the two current sites by any employee that is set up with a user name. This application also keeps record of past meetings and appointment times. The non technical side of this project is the training needed to be provided to the staff of the centers. • The constraints that are in our environment are that we must be running my SQL, Apache and PHP on the server. Other constraints are not known due to the lack of knowledge about the centers hardware. • We are under a great constraint of time and possible difficulty in coordinating schedules.

  5. Project Proposal (Cont.) Project Strategy • We are going to attempt to follow the milestones that are set for us. • We haven’t foreseen any deviations from the milestones set at this time. Any deviations from the milestones will be done only if necessary. Budget • We are using open-source software, and therefore we do not have any costs for this project. • An unknown item in our budget is the necessity of a server or server space. This could be an area where the sponsor organization may need to spend money. Resources and Roles • We are using open-source software, and therefore we do not have any costs for this project. • An unknown item in our budget is the necessity of a server or server space. This could be an area where the sponsor organization may need to spend money.

  6. Project Proposal (Cont.) Logistics • At the present time, we have met with Judy Kline on February 2 at 2:30 to discuss the overall purpose and goal of the CAPC for 45 minutes. On Thursday, February 9 at 1:30, the project team will be traveling to the CAPC in Camp Hill to take a tour of the facilities and see current operations and input of clients and scheduling. From that point, we will discuss later times to meet. • Starting Monday, February 6, the project team will meet on Monday nights at 6:00 in Frey 151, and at 4:45 on Thursday in Frey 151. Each day we will meet for an hour and a half to two hours. Project Justification • The proposed project is a good candidate for a BIS team project because the overall development of this project will go through the 4 phases taught in Systems Analysis and Design. We are currently planning what to do for the project, next we will analyze their system and develop the to-be system, then we will design the application and implement it on their machine.

  7. Milestone Completion Summary Summarize Results of Milestone: • This milestone allowed us to get a better overview of the entire project and formulate our ability to work as a team. We were able to assess what critical information we do not know. Strengths of Milestone: • This milestone is a good introduction to the project and helps us to start planning for the future of the project. Weaknesses of Milestone: • We are not completely prepared for this milestone because we do not know the full range of the project. This project is solely focused on the distributive scheduling feature and may not cover the full needs of the centers. Status • Green

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