1. PMM 12/2004 1 Project Charter
Paperless Office – Aggie Medical Group
Project Charter
A. General Information
Project Id: AMG123 Date: 02/11/2015
Controlling Agency: Aggie Medical Group Modification Date: 02/12/2015
Prepared by: Nia Johnson, Theresa Anderson,
Emily Conaway, Siddharth
Shah
Authorized by: Chief Information
Officer, Aggie
Medical
Group
B. Project Purpose
The purpose of this project is to implement appropriate strategy to make operations related to
patient interaction paperless. This project will include various analyses and planning, strategies
to implement right technologies in place as well as appropriate metrics to measure project’s
ultimate outcome.
C. Project Objective
Agency Goals Project Objectives
Provide high tech patient focused care Enable doctors and nurses with easier access to
patients’ medical record via digital records
storage
Make it convenient for patients to get timely
access to services
Convert patient admittance process to a digital
form so that appropriate personnel can complete
admittance process quickly and easily
Achieve efficiency in patient related
activities
Reduce errors that occur due to inconsistencies
in paper records. Improve transfer of
information between different divisions of the
hospital, for example the doctor’s office and the
pharmacy. Enable automatic medical bill
distribution to patients after care.
D. Project Scope
Project Results
1. Customer information database analysis and design
2. Customer information database system
3. Customer information database documentation
4. Training material
5. Recommendations for backup hosting

2. PMM 12/2004 2 Project Charter
Content of the Project
• Turn patient related activities i.e. patient admittance and care, prescriptions and billing into paperless
operations with use of appropriate and available as well as easily usable and manageable technologies
• Improve the flow of information between various divisions of the hospital to be more efficient and flawless
Exclusions
• Make other departments of Aggie Med paperless
• Absolutely eradicate the use of paper from Aggie Med
Key Stakeholders
1. Patients
2. Aggie Med upper management
3. Staff of Aggie Med
4. Potential vendors of information system software
5. Paper suppliers
Assumptions
• Reduce time searching for records.
• End user approval and acceptance after testing after each project phase.
• Reduced physical space needed for file storage.
• Reduced cost on paper and filing supplies
Constraints
• Only direct interactions between Aggie Medical Group and customers will be effected by this system
change.
• All past, present and future customer records will be inputted into the database.
E. Project Authority
• Authorization
This project has been authorized by the Chief Information Officer and the upper management of Aggie Med to be
carried out by the selected project personnel from the IT and other various departments.
• Project Manager
Nia Johnson, Vice President of Information Technology at Aggie Med, is exclusively in charge of the Paperless
Office Project. She has extensive experience in carrying out projects with heavy lenience on information technology
in medical and healthcare industries as well as an impressive track record of successes in previous projects initiated
and implemented at Aggie Med.
Nia Johnson, as the project manager for this project, will have exclusive authority over final implementation of any
project deliverable. She will also assign and supervise work performed by each of her three subordinates.
• Oversight (Steering) Committee
The Chief Information Officer, Vice President of Patient Operations, Vice President of Pharmaceutical Operations,
and Chief Hospital Administrator are the members of the Steering Committee that will handle the oversight of the
project. They will have monthly meetings as well as continuous communication with Nia Johnson, the project
manager, to get updates on the status of the project.
• Controls
• Any changes to the scope of the project after the design and analysis phase must be approved by the
Steering Committee
• Extensive testing must be performed before implementation of a deliverable
• End user approval is required at each phase of the project
• Peer review of each completed deliverable must be done after each project phase is finished

3. PMM 12/2004 3 Project Charter
F. Roles and Responsibilities
• Project Organization Overview
Major
Milestones
Functional Roles
Oversight
Committee
Physicians
& Nurses
Paper Suppliers IT Department Outsourcing
Entity
Project
Sponsor
Project
Initiation
A,C I E E
Project
Planning
C C E C C
Analysis &
Design
C C E C I
Database
Development
I C E C I
User Testing C E C I
User Training C E C I
System
Implementation
I I E E I
Project Closing A E E I
Legend:
E = responsible for execution (may be shared) C = must be consulted
A = final approval for authority I = must be informed
G. Management Checkpoints
Checkpoint Evaluation Criteria
End of initial analysis phase Evaluate whether the project is feasible to carry
out
End of design and planning phase Evaluate whether such design would allow timely
completion of the project. If not, make
appropriate changes to the project.
Beginning of implementation phase Evaluate impacted stakeholders (if changed from
the ones mentioned in the charter) and make an
appropriate strategy to facilitate user testing from
them
H. Signatures
Name/Title Signature (initials) Date
Nia Johnson NJ 2/12/2015
Emily Conaway EC 2/12/2015
Theresa Anderson TA 2/12/2015
Siddharth Shah SS 2/12/2015

4. Paperless Office – Aggie Medical Group Prepared by: AMG IT Team
Project Scope Statement Date: February 24, 2015
ISYS-630-604 - Group 3
Anderson, Conaway, Johnson, Shah
Project Scope Statement (Revised)
February 24, 2015
Document Version 2 Page 1 of 2
Project Objectives
Enable doctors and nurses with easier access to patients’ medical record via digital records
storage. Reduce errors that occur due to inconsistencies in paper records. Convert patient
admittance process to a digital form to make the process quick and easy. Improve transfer of
information between different divisions of the hospital; for example, between the doctor’s
office and the pharmacy. Enable automatic medical bill distribution to patients after care.
Product or Service Requirements and Characteristics
Efficiently notify pharmacy of new patient prescriptions as doctors issue them. Database
storage of medical records for real time information updates to reduce redundancy and
inconsistencies, as well as erroneous data. Database should have security features which
enable only appropriate personnel access to medical records and confidential files. End
product should comply with the federal Health Insurance Portability and Accountability Act
(HIPAA) on all levels. All patient interaction is streamlined into digital updates of the
medical records.
Project Boundaries
Only direct interactions between Aggie Medical Group and customers will be affected by this
system change. All past, present, and future customer records will be inputted into the
database.
Deliverables
Customer Information Database Analysis and Design, Customer Information Database
System, Customer Information Database Documentation, Training Materials,
Recommendations for Backup Hosting
Product Acceptance Criteria
Reduced search time for records. End user approval and acceptance after testing at the end of
each project phase. Reduced physical space needed for file storage. Reduced cost on paper
and filing supplies.
Project Assumptions and Constraints
Hardware will be provided in the form of tablets to doctors and nurses to facilitate real-time
information updates. The database will be accessible via Aggie Medical Group Intranet
Network. Information storage and backups will be provided by an external entity.
Organizational Structure for the Project
Project players include the following:
End user control group for consult and testing; Technical IT personnel group; Project
Manager, Nia Johnson; Oversight Committee; and Project Sponsor, Larry Thomas, Aggie
Medical Group, CFO

5. Paperless Office – Aggie Medical Group Prepared by: AMG IT Team
Project Scope Statement Date: February 24, 2015
ISYS-630-604 - Group 3
Anderson, Conaway, Johnson, Shah
Project Scope Statement (Revised)
February 24, 2015
Document Version 2 Page 2 of 2
Defined Risks
System Downtime, Corrupted Backup Files, HIPAA Requirements, End User Resistance
Scheduled Milestones
Project Initiation, Project Planning, System Analysis and Design, Database Development,
User Testing, User Training, System Implementation, Project Closing
Magnitude Cost Estimate
Labor 70%, Outsourcing Data Storage 17%, Hardware 7%, Software 6%
Configuration Management Requirements
Ensure team work complies with the style, execution, and operating requirements of Aggie
Medical Group.
Description of Approval Requirements
Approval of deliverables at the end of each milestone is mandatory. Approval of changes
within 48 hours of implementing a decision is also required. Acceptance is implicit unless
otherwise stated within the 48 hour period. Approval can be granted by the steering
committee and the project manager.

6. End User Testing

7. ISYS-630-604 - Group 3
Anderson, Conaway, Johnson, Shah
Stakeholder Analysis Matrix
February 24, 2015
Document Version 1
STAKEHOLDER ANALYSIS MATRIX
Project Title: Paperless Office - Aggie Medical Group Date Prepared: 2/24/2015
High Power, High Interest
1. Steering committee - Members of the steering committee are overseeing the project throughout its
planning and implementation. This group has high influence as well as high interest in the success of this
project. They will have the final call on the design of the changes being put into action. It is imperative to
communicate with them constantly and effectively to keep them updated on work in progress as well as take
detailed feedback following each project management phase.
2. Project Manager - Nia Johnson, VP of Information Technology at Aggie Med is leading the Paperless
Office project and has the authority to make decisions at every stage of the process. Ms. Johnson must
oversee and review each and every task completed by the members of the project team.
High Power, Low Interest
1. CEO of Aggie Med - The Chief Executive Officer of Aggie Med ultimately makes the decisions about
major changes at the clinic and thus has high potential of influencing the current projects under way. It is
important to make him aware of the potential benefits of the Paperless Office project’s success and the
resources being used in the process.

8. ISYS-630-604 - Group 3
Anderson, Conaway, Johnson, Shah
Stakeholder Analysis Matrix
February 24, 2015
Document Version 1
Low Power, High Interest
1. Staff -- This includes doctors, nurses and other administrative staff currently employed at Aggie Med.
Although they have little influence over the day-to-day operations of the project, they are being highly
affected by the success of the project. The staff will have to be trained with the new system at the end of the
project as well as participate in testing phase. Their feedback will be highly regarded to measure the success
of the project.
Low Power, Low Interest
1. Patients - The project is mainly focused on improving the internal efficiency in patient and
pharmaceutical operations and thus patients will have neither much influence nor much interest in this
project. Yet it is important to monitor them throughout the process and take feedback from patients during
testing phase.
2. Potential vendors of IT software and hardware - They will have very little interest in the outcome of
the project as they are in no way affected by the end result of the project. However, potential vendors will be
researched and communicated with often during the project to determine which vendor and products would
be best suited for the needs of the project. Negotiating with vendors will be crucial for obtaining the right
product and services needed.