Project Charter

An Official Website with Dental

Management System for A.D.
Ramoneda Dental Clinic
Project Start: September, 2015

Project End: September, 2016

Dr. Luz Manalo-Soria Dental Clinic

Brgy. Sto. Domingo, Angeles City
Contents
1. Project Description .......................................................................................................... 3
2. Project Objectives ........................................................................................................... 3
3. Business Case ................................................................................................................ 3
4. Project Requirements ...................................................................................................... 3
5. Approach ......................................................................................................................... 4
6. Constraints ...................................................................................................................... 5
7. Risks ............................................................................................................................... 5
8. Project Deliverables......................................................................................................... 6
9. Project Milestones ........................................................................................................... 6
10. Project Manager .......................................................................................................... 9
11. Project Roles and Responsibilities ............................................................................... 9
12. Project Life Cycle Methodology and Tools ..................................................................10
13. Authorization ...............................................................................................................11
1. Project Description
Dental Records are the detailed document of the history of the illness, physical examination,
diagnosis, treatment, and management of a patient. Professional dentists are compelled by law
to produce and maintain adequate patient records. With the increasing awareness among the
general public of legal issues surrounding healthcare, and with the worrying rise in malpractice
cases, a thorough knowledge of dental record issues is essential for any practitioner. The ability
of clinical practitioners to produce and maintain accurate dental records is essential for good
quality patient care as well as it being a legal obligation. The dental record provides for the
continuity of care for the patient and is critical in the event of a malpractice insurance claim.

For over 700 patients and soon to be patients and clients, Dr. Luz is having a hard time
manipulating each patient’s records. Having a dental management system which we propose
has the possibilities to make her work convenient and faster. Thus, having it in an online basis
will provide an easier way of transacting from patients/clients to the dentist or vice versa.

The project team envisions to create a website for Dr. Luz Manalo-Soria Dental Clinic. The site
aims to ease the hard time of the Dentist in manipulating patient records. We also want to make
sure that patients can have a faster and easier way to check for any updates and appointments
through the site whenever or wherever they are.

2. Project Objectives
2.1. General Objective

The main objective of the project is to provide a website that will serve as a medium between
the dentist and patient/client transaction. The site includes a dental management system
wherein the dentist will have a database for her patient’s records and diagnosis. This site helps
the dentist to easily search, add, update and delete patient’s records.

2.2. Specific Objective

 To promote and market Dr. Luz Manalo-Soria Dental Clinic

 To provide information about the Dentistry
 To provide information about the location and services offered by the clinic
 To provide an account for the dentist
 To provide an account for the patients/clients
 To provide an Online scheduling of appointment to patients/clients
 To create a system to easily manipulate patients’/clients’ records. Business Case

By building this website, it will help patients/clients to see updates and information about their
personal records and on the new services offered by the clinic. Patients/clients can have an
account by signing up to the website. We created this website so that patients/clients have the
chance to easily transact via internet and by that, the percentage of the clinic being known or
marketed becomes higher. Before, the clinic uses a manual method of record keeping, buying of
shelves for patient’s folders and records that is sorted and arranged, issuing a receipt and
medicine prescription manually but now with the technology and everything in the World Wide

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Web it is better for both dentist and patient to transact online. An about us tab is included so that
they can contact the clinic and ask questions.

Micro blogging sites and Facebook pages were also considered as alternatives but were turned
down by the project team due to customization limits of the said sites.

3. Project Requirements
4.1 Hardware Requirements

 Laptop
 Lectures

4.2 Software Requirements

The software requirements specification provides description of all the functions and
specification of the Dental Management System. The expected audiences of this document are
authorized personnel only. This would serve as a reference for people who check the sites
online.

Below is a listing of the software we use:

 Internet Access
 MS Word
 MS Project
 Notepad
 PDF
 Adobe Photoshop
 Adobe Flash

4.3 Human Resource Requirements

 Carlo Ramoneda – Project Manager, Web Developer and Designer

 Mark Vincent Duero–Technical Writer
 Maria Cathrina Mamangun–Technical Writer
 Keith Aaron Mallari – Assistant developer/researcher
 Cedrick Pangilinan – Assistant developer /researcher
 Dr. Luz Manalo-Soria Dental Clinic– Project Client/Sponsor

4. Approach
The following details will be implemented for the completion of the project.

 Gather and analyze all necessary information for the completion and improvement of the
website.
 Identify the equipment to be used in designing the website
 Develop cost estimate for the project
 Keep the stakeholders to be informed about the outcome of each project phase

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5. Constraints
 The project must be completed 25% of the system within the first 2 months.
 No requirement for an additional hardware.
 End-user will not be available for testing during January and March 2016.

6. Risks
 Underestimating the Project Timeline
It is commonly thought that a large website can be planned, designed, built, tested and
launched within four weeks. People are shocked when they are told this generally isn't the
case. Sure, a new basic site with little to no customization and an "out of the box" design
(e.g. an existing drupal theme used exactly as it is) can be accomplished within 4 weeks
assuming there are no delays.The truth is, the planning phase alone can take from one
week to two months depending on the project. Then you have to factor in the time it will take
to build the functional requirements, to have the design created and approved, to have the
templates for the design built, to migrate existing content or populate the site with new
content, and to tackle problems found while testing. There is also training that needs to be
scheduled on how to use the site.A timeline is meant to act as a guideline to follow when it
comes to the goals you wish to accomplish within a reasonable timeframe. It is better to
overestimate the amount of time each phase will take.

 Huge Change Requests Late in the Project

This is pretty straightforward. If we decide to add to the original functional requirements
(which generally outline all the 'High Priority' bits of customization you want) or make drastic
changes to the way parts of the site will function, we should be ready for the delay this will
create. We should discuss with the development team what affect the proposed changes will
have on the project timeline and budget.

 Unable to Appreciate Causality

Each phase of development affects the next. A decision about content affects when
development or design can happen. If we don’t know how a list of content needs to be
sorted, the developer can't build it. If we don't know the specific details of items that will
appear on the homepage, the designer can't incorporate them. If one phase of development
comes to a standstill, the rest of the project will most likely be delayed

 Fixating on Low Priority Details

During the development process, items for the website should be identified as being Low
Priority and High Priority. Low Priority are details that can easily be changed, or items that
"would be nice to have" if time and budget allows. High priority are items that are time
consuming, sometimes difficult to change, and a "must have". The status of these items can
be revised throughout the process. The point is to focus on the high priority items to make
sure they are implemented first before the lower priority items are started. We should not
cause a delay by fixating on a low priority our development team assures we can - and
should – we will be dealt with at a later date.

 Alert

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 Something will go wrong. We don't know what. No one will know how. But something won't
work the way it is supposed to. A little code demon will sneak in and cause some sort of
conflict. It will defy logic, and will take some time to make right.

7. Project Deliverables
Listed below are the key products to be produced as part of the project. Included
are the performance indicators for each expected output. Performance indicators describe
the quality expectations, and the nature and/or content of the deliverable.

Expected Output (deliverable) Performance Indicators

Initiating

Project charter This document certifies and identifies the project.

Project start and end date, project manager,
objectives, approach, roles and responsibilities and
key stakeholders are noted.

Planning

Develop Scope and Limitation This document will provide all information about the
services and limitation of access of the website.

Develop Work Breakdown This document provides resource allocation, task

Structure assignment, responsibilities, measurement and
control of the project.

Create and Develop Project This document provides overall planning,

Management Plan monitoring, and implementation of a project.

Determine Task Resources This document provides the all the resources that
we use.

Establish Design This document provides you on how you

create/plan the design of the website

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 Create Infrastructure This document contains application where users
interact directly and capability to communicate with
the required resource.

Create Content This document includes information about our

website. It also includes the home page and the
gallery.

Executing

Coding Process This piece of hardware is a specialized computer to

view videos from security camera. It also enables
the admin to share files and resources, such as fax
machines and printers, among multiple computers.
It must run on Windows OS, and meet the following
specifications:

 Motherboard: GIGABYTE GA-H61M-S2-B3

HD,DDR3,5.1CH,GLAN
 Processor: Intel Core i3 (3.06GHz, 73W,
733 FSB, 4MB)
 Cache Memory: 1 x 4MB Level 3 cache
 Video Card: TOPSTAR GT220 1GB DDR3
128BIT
 Memory: 4GB DDR3 PC10600/1333
 Hard Drive: 1 Terabyte SATA HDD
 Optical Drive 16x SATA DVD-ROM

Create content summary These computers are connected to the server as

clients. Client computers can request Information
and Resources from the server but they don’t have
the permission to view the security cameras.

specifications:

 Memory: 2GB DDR3

 Hardisk: 320Gig SATA
 Operating System: Windows 7

Establish content details This piece of hardware delivers routing functionality

along with traditional switching capabilities at very
high rates of speed and efficiency. It should provide
integrated intelligence for filtering and security, as

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 well as flexibility for network design and traffic
patterns.

Assign content creation This piece of hardware will be used to transmit data
over telephone or cable lines. It is needed to
connect to the Internet. The modem to be installed
must eliminate the need to install a modem for each
computer.

Coding compilation This device provides security to the network to

prevent unauthorized access from other computer.
Every data that is entering or leaving the network
will pass through the firewall, which filter every data
or message and blocks the data that do not meet
the specified security criteria.

Closing

Final project report This document serves as a project summary. It

includes project objectives, project results
summary, start and end dates, budget and project
estimates, transition plan, measured approach of
annual project benefits. Necessary documents
related to the product and project management are
also attached.

Lessons learned This document points the significant things that we

learned on handling the said project and use these
on upcoming activities. It deliberates the
observations whether project was successful, if its
objectives were met, if corresponding actions were
right, the usage of management instruments and
methods, and every members own assessment
base on their experiences on making the project.

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8. Project Milestones
Milestone Date Milestone Name Milestone Description
January 2016 Initial Data gathering Initial data, information and requirements are
and analysis gathered for analysis and planning.
Complete
January 2016 System Requirements System requirements version 1.0 are approved
Complete and base lined so that the project can begin
design and development.
June 2016 Development Software development is complete and ready for
Complete integration testing
September Deployed to System passes integration and end-user
2016 Production acceptance testing and is deployed to production

9. Project Manager
The project manager for this certain project is Carlo Ramoneda. At the same time, he is also the
lead developer and designer of this project. As a project manager, the following responsibilities
should be considered:

 Develop the project plans – He must document all of the important tasks and
milestones and keep up with the status. With this the team will be much closer to
a well-managed project
 Manage the project stakeholders – He must keep the persons involved in the
project to be updated on the latest progress.
 Manage the communication – Despite the fact that he will be managing the
stakeholders, including the project sponsor, he must find a way for good
interaction in order to be in touch with the real challenges of the project and
understand the real issues within the team.
 Manage the project schedule – He must put everything to schedule. The
schedule must be appropriately distributed among team members.

10. Project Roles and Responsibilities

Define the other key roles and responsibilities within the project team. For example, if the
project team has functional team leads, then document them here. The table below provides a
quick way to identify specific people within a role:

Name Role Responsibilities

Carlo Ramoneda Testing Lead  Plan and complete testing in all stages of
Team Lead testing.

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  Maintain traceability to requirements to
ensure that all requirements are tested.
Responsible for testing tools
 Lead the team in the whole development of
the project

Mark Vincent Risk Management  Lead the risk management team to ensure
Duero risk identification, analysis and mitigation.
Maria Cathrina Research  In charge in all related research and
Mamangun Management benchmarking
Keith Aaron Mallari Research  In charge in all related research and
Management benchmarking
Cedrick Pangilinan Research  In charge in all related research and
Management benchmarking

11. Project Life Cycle Methodology and Tools

Our project will be using the AGILE Methodology.

Some benefits of AGILE Methodology are:

• Lower Cost

• Enables clients to be happier with the end product by making improvements and
involving clients with development decisions throughout the process.

• Encourages open communication among team members, and clients.

• Providing teams with a competitive advantage by catching defects and making

changes throughout the development process, instead of at the end.

• Speeds up time spent on evaluations since each evaluation is only on a small part of
the whole project.

• Ensures changes can be made quicker and throughout the development process by
having consistent evaluations to assess the product with the expected outcomes
requested.

• It keeps each project transparent by having regular consistent meetings with the clients
and systems that allow everyone involved to access the project data and progress.

We’ve defined our project methodology as AGILE because agile method anticipates change and
allows for much more flexibility than traditional methods. Clients can make small objective
changes without huge amendments to the budget or schedule. The process involves breaking
down each project into prioritized requirements, and delivering each individually within an
iterative cycle. An iteration is the routine of developing small sections of a project at a time.
Each iteration is reviewed and assessed by the development team and client. The insights
gained from the assessment are used to determine the next step in development. Clients come
to prescheduled regular meetings to review the work completed the previous iteration, and to

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plan work for the upcoming iteration. Detailed goals are set in each iteration meeting such as;
expected changes, time estimates, priorities and budgets.

12. Authorization
Provide the names of those stakeholders that must sign the Project Charter. Once the project
Charter is signed by the project sponsors, the project is authorized to start.

Prepared by:

Carlo Ramoneda
Project Manager

Mark Vincent Duero

Technical Writer/Team member

Maria Cathrina Mamangun

Technical Writer/Team member

Mallari, Keith Aaron

Researcher/Team member

Cedrick Pangilinan
Researcher/Team member

Approved by:

_____________________________________ Date: _________________

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