Design and Analysis of an Electronic Healthcare Management System

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E-Scribe: Centralized Electronic Healthcare Record Management System
Final Report
Group #1
Dung Phuong Vu(dpv110020),
Jun Ma(jxm144230),
Melody Uche(mtu170030),
Nilabja Ghosh Chowdhury(nxg170530),
Nujella V S L N Karthik(nxv171630),
Rounak Burad(rrb170330)

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Contents
Executive Summary ................................................................................................................... 3
System Proposal and Problem Statement.................................................................................. 4
Problem Statement................................................................................................................. 4
Expected Value ...................................................................................................................... 4
Project Name.......................................................................................................................... 4
Background and Justification.................................................................................................. 4
Project Objectives .................................................................................................................. 5
Assumptions........................................................................................................................... 5
Deliverables............................................................................................................................ 5
Project Scope......................................................................................................................... 5
Project Success Criteria ......................................................................................................... 6
Requirements Definition............................................................................................................. 6
Functional requirements ......................................................................................................... 6
Non-functional requirements................................................................................................... 8
Behavioral Models ....................................................................................................................10
Use Case Diagram 1: Appointment Scenario.........................................................................10
Use Case Diagram 2: Generate Invoice (Payment) ...............................................................12
Use Case Diagram 3: Treatment Services.............................................................................14
Use Case Diagram 4: Medical Reports..................................................................................16
Structural Models......................................................................................................................18
Class Diagram.......................................................................................................................18
Dynamic Models .......................................................................................................................19
Create Appointment Sequence Diagram ...............................................................................19
Generate Invoice Sequence Diagram....................................................................................20
Design Documents....................................................................................................................21
Software Design Specifications .............................................................................................21
UI Design ..............................................................................................................................24
UI Prototypes.........................................................................................................................25
Testing......................................................................................................................................27
Test Cases ............................................................................................................................27
Test Strategy.........................................................................................................................28
Project Management Documents ..............................................................................................29
Work Breakdown Structure....................................................................................................29
Minutes of Meeting ................................................................................................................34
Lessons Learnt .........................................................................................................................37

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Executive Summary
Currently, many healthcare facilities are using a local computer-based system to manage
healthcare record, which poses many limitations. First of all, it is inconvenient for the patient to
access their information. If they need a copy of their record, they have to contact the facility to
request during office hours. There’s also limited data accessibility among facilities in the same
organization. If a patient moves to a new hospital, doctors cannot access their previous records
instantly. This issue is extremely serious in emergency situations.
That’s why we’re bringing in E-Scribe, a cloud-based healthcare record system. The goal is to
transfer data stored from a local computer to a centralized cloud-based system. Doctor, Patients,
hospital front desk and the system administrator will be granted different levels of access. Since
data came from different clinics, the project requires data harmonization, which will be discussed
further below. This system will address the issues mentioned above and will also improve data
reliability, data security, efficiency of the medical facility and overall customer experience.
Key Points Considered:
● The main objective of the proposed EHR system is to record a person’s medical history
and to grant access to all the clinics under Richardson National at all times
● The system will keep updating the records based on all the subsequent visits by the
patient to a clinic making sure that the data in the record is current
● The Interface of the EHR system will be compatible with all devices (PC, mobiles,
tablets) so that data can be recorded, updated and viewed easily
● Currently, clinics using a local system for recording, each facility might use a different
system, therefore, the data format might defer through all facilities. Standardizing the
data format is an important task for the EHR system
The proposed EHR system will be a B2B project. From practical instances at Richardson
National, it has been observed that, at times, the lab results of patients are not accessible to
other clinics or doctors. Occasionally, hard copies of radiology reports are missing or misplaced.
Nowadays, most healthcare providers are looking for a Centralized Electronic Health Record
system that helps make reports ready at the point of care. Hence, migrating to a comprehensive
healthcare record system will increase efficiency & productivity of the clinic, eliminate
restrictions caused by physical bookkeeping, lack of accessibility to local computers and
improve quality of care and patient safety. EHR improves legibility of clinical notes,
reduces duplication, send notifications of scheduled tests and services that are due, supports
clinical decisions, and also aids in financial savings. After a thorough investigation, the
Infrastructure costs (cloud storage, maintenance costs) have to be determined. The software
implementation will happen in three phases mainly, requirements analysis & POC, Identification
& Implementation of Software, Data Migration & Deployment.

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System Proposal and Problem Statement
Problem Statement
The importance of medical records to both patient care and medical education cannot be
overemphasized, and with technological advancement, the use of local servers to store medical
records is outdated and no longer efficient. There is the limited accessibility of records between
sister organizations, and therefore whenever a patient goes to another hospital, the same
information has to be filled over and over. A cloud-based storage system, however, will lead to
data harmonization, hence making records available, anywhere, and anytime.
Expected Value
With E-scribe there will be data harmonization and synchronization. Patient’s medical records will
be readily accessible at sister clinics, eliminating the need for patients to fill redundant paperwork,
and constant record transfers. Increase in efficiency will lead to better healthcare services.
Project Name
E-scribe: Centralized Electronic Healthcare Record Management System
Background and Justification
The current local Electronic Healthcare Record Management systems and the additional project
management software operate in different silos in a disconnected way across the different clinics
of Richardson National. They operate on on-premise servers on a yearly lease which is becoming
an expensive option every year with increased lease rate, power consumption and maintenance
costs. We have a ballpark estimate where five clinics of Richardson National in North Texas are
burning $250,896 a year on operating costs for Server Hardware, Power backup, Server Backup,
Individual licenses for EHR software, the space occupied and Server management. Moreover,
three out of the four clinics are using 2005 version of the Practice EHR software, while the other
two smaller clinics in Denton are relying solely on Excel-based spreadsheets and paper-based
maintenance. This is causing a lot of inconsistency – radiology reports are going missing, no
collaboration between sister clinics, case and dictation notes are forgotten, doctors relying on
patient’s accounts in recurring cases. Not only is it affecting the quality of care, but also impacting
revenue generation by lowering the number of referrals, appointments and follow-ups. We
propose to migrate the individual silos to a central cloud-based solution where all the clinics will
use the same interface to store and monitor data. We estimate that a cloud-based solution would
result in an operating cost of approximately, $67,000 annually for all five clinics (under the current
number of doctors) which is a 73 % reduction in operating costs.
The main objective of our cloud transformation is to provide the best quality healthcare to our
patients. With the transformation, appointments can be recorded via a web browser, mobile or
tablet applications. The radiology reports, the scan results can be attached to the unique

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identification number of a patient which can be accessed by the multiple doctors in case the
patient needs multiple specialist attention across multiple locations. A patient can just refer to
his/her email id/unique phone number registered to identify himself/herself and book an
appointment quickly and seamlessly. This will eliminate the use of any unsecured means of data
storage like a spreadsheet and enable tighter security and compliance, which can be federated
as per role (like doctors will have a higher visibility access than support staff). Also, the cloud
transformation would mean outsourcing of IT infrastructure maintenance, which is a big step
towards resource optimization.
Lastly, we expect an overall increase in customer satisfaction, increase in referrals and easy
expansion of Richardson national to other locations empowered by cloud.
Project Objectives
 Eliminate isolated On-premise servers for management of EHR system and other
supporting software
 The cloud platform will store and hold patient’s data electronically through a user-friendly
interface compatible with mobile devices
 It should have higher data security and remain compliant with HIPAA and related legal
restrictions
 The patient's record will be updated for subsequent visits and all the reports, scans,
related medical notes will be attached to the patient record
 The same system should be accessible in all branches of the clinic to ensure data
harmonization
Assumptions
 Users should use an up-to-date internet browser such as Internet Explorer/Mozilla
Firefox/Google Chrome/Safari
 Users accept privacy agreement before accessing the system
 The database is accessible and updated in real time
Deliverables
 A user-friendly cloud-based record system
 Faster customer services at clinics
 Paperless document management
Project Scope
The scope of the project is to create a multi-device compatible web application, that can be
accessed from tablets, phones, or laptop. Basically, it’s a cloud-based system, for ease of access.
The system will cover the development of a Graphical User Interface for online access of the
patients' reports and migrating the backend application on a cloud environment, to visually track
patients’ entire medical records over years, for his/her ease of assessment on their health

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condition. The patient documents can be accessed from any branch hospital of the existing parent
hospital, so that patient can visit any of the branches to get a consultation if needed. While
developing the system, there will be spaces for further modifications, adding additional features,
without disturbing the existing model.
There will be a proper documentation so that further enhancement becomes easy and on
additional modifications, a user can get to know why that particular feature has been added &
also how to use it. On top of the text documentation, video documentation/tutorials will be
available to guide the user on how to productively use the application. The system will provide
patients with options to look at the details of the existing reports, visually track records for the
specific time frame, or based on the type of department of the consultation like cardiology,
gastroenterology, endoscopy, neurology etc. or based on the doctor consulted etc. The system
allows the patient to update his personal details such as phone number, change of address, email
id etc. The administrator can alter all the system data. Even the doctor can check the prescriptions
he/she has suggested to the patients, also the prescriptions suggested by the ex-doctors the
patient has visited earlier, to treat him better!
Verifying and validating patients’ identity or health insurance details are out of scope for this
project. When adding or deleting a new service, the application process can be frustratingly
delayed and time-consuming, so dealing with the maintenance issues isn’t a scope of this project.
The following can be considered to be concerns/issues in a cloud-based healthcare management
system:
 Retrieving and transmitting health data for patients to/from external sources which have
security, privacy and provenance issues
 Managing the privacy and security of patient health data generally
 Ensuring availability of patient health data
 Ensuring timely synchronization of patient health data
Project Success Criteria
 The project serves its purposes
 The project receives end-user satisfaction & positive feedback
 The project meets the timelines
 The project meets all the business requirements
 The project meets the quality and security standards
 The project meets the estimated budget requirements
 The project passes all User Acceptance Tests
Requirements Definition
Functional requirements
These are statements of services the system should provide, how the system should react to
input, and how the system should behave in different situations. It specifies the software

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functionality that the developers must build into the product to enable users to accomplish their
tasks.
Registration
 New patients must be able to register on the ‘E-Scribe’ system.
 The system should notify if the patient already exists in the database.
 The system should display the terms and conditions to new users and provide options
for them to accept and reject.
 The system should also display the reasons of collecting private data so that the patients
know why their personal information is being collected.
Appointments
 Patients should be able to view the availability of doctor at the clinic
 Patients should be able to book an appointment.
 Patients should be able to cancel an appointment.
 Patients should be able to reschedule an appointment.
 Patients should be notified if there is a change in the doctor’s schedule affecting their
appointment and they should be prompted to reschedule.
 Patient should be able to book an appointment online and also by calling the clinic front
desk
 Employee should be able to create an appointment on behalf of a patient
 Patient should be able to book an appointment as a guest as well even if he/she doesn’t
have an account
Login/Logout
 The system should allow everyone to login with their usernames and passwords.
 If someone forgets their password, the system should help them regain control of their
account by answering a few preset questions.
 The system should allow everyone to logout of their accounts.
 If a patient tried to schedule an appointment without logging-in, the system should first
redirect them to the login section.
 If the patient wants to continue as a guest, system should provide that option as well
Portal
 Patient himself/herself, the doctor and authorized employees should be able to access the
patient’s medical history.
 Medical History can only be accessed after user authentication
 A patient should be able to update his/her personal information.
 Employee should be able to update a doctor’s availability on the system.
 Doctors should be able to upload test results of a patient to his/her account.
 Doctor should be able to view a patient’s recent and past medical records.
 Doctor must be able to add new prescription or make changes to current one in the
patient’s account.
 Doctors should be able to view all the appointments they have in their account.
 All patients (new or returning) should be able to view professional background (Name,
Designation, Specialty) of all the doctors and employees on the portal.
Insurance
 New patients should be able to enter their insurance details into the system.
 Returning patients should be able to update their insurance details.

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 Insurance companies should be notified about the verification of insurance details of a
patient.
 Insurance companies should be able to update insurance verification status of a patient
on his/her account.
 Employees should be able to view verified insurance details in a patient’s account during
his/her appointment.
 Patients with no insurance should be able to skip the part of filling the insurance details.
Payment
 Employees should be able to view past dues of a patient when he/she books an
appointment.
 Patients should be able to save their payment methods on their accounts.
 Patients should also have an option of auto-payment.
 Patients should be notified the co-pay amount due after the insurance company covers
their part of the payment.
 Patients should be able to make partial payments and the remaining amount should be
transferred to the patient’s past due.
 If a patient pays in cash, the employee should be able to update the payment in the
patient’s account.
 Banks should be notified of payment request from a patient’s account.
 Bank should verify the payment and the payment should be reflected in a patient’s
account.
 If a patient has an overdue balance, the system should be able to notify the patient and
reflect on the patient account before booking next visit.
Medical reports and prescriptions
 With proper authorization, doctors from all branches should be able to access the
patients’ medical records, reports and past prescriptions
 Doctor’s can attach prescriptions to the Medical Reports as well
 Scan Images, X-Ray images or other imagery analysis should be attached to the
descriptive reports in the system
Non-functional requirements
Non-functional requirements, as the name suggests, are requirements that are not directly
concerned with the specific services delivered by the system to its users. They may relate to
emergency system properties such as reliability, response time, and store occupancy.
Alternatively, they may define constraints on the system implementation such as the capabilities
of I/O devices or the data representations used in interfaces with other systems. Non-functional
requirements, such as performance, security, or availability, usually specify or constrain
characteristics of the system.
Usability
 The system should be accessible on all OS platforms.
 The system should be accessible from all types of devices including mobile devices
 The system should provide help menu for the ease of accessibility to users.
 The system should be user-friendly for people of all ages.
Security

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 The system should have different level of access to different people to prevent
unauthorized usage of sensitive information.
 The system should not grant anyone access until the correct username-password
combination has been entered.
 The system should only permit 3 failed attempts to login. After that, the account should be
suspended and the user will have to contact the clinic system administrator and pass a
security challenge in order to unlock the account
Availability
 The system should be available 24*7 i.e. at all times.
 The system should not fail more than 3 times a year.
 When the system fails, it should not take more than a day to start back-up to avoid
additional problems.
Performance
 The system response time for every activity performed by the user must not exceed 10
seconds.
Integrity
 The data on the system is very sensitive and it should be accurate and consistent.

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Behavioral Models
Use Case Diagram 1: Appointment Scenario
Use Case Description: Create Appointment
Use Case Name: Create Appointment
Primary Actor: Patient, Employee

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Secondary Actor: Cloud Instance Appointment Database, Cloud Instance
Patient’s Database
Brief Description: This use case is for appointment creation by either calling into
the clinic to have an employee create an appointment or the
patient can login to clinic website to book an appointment
Trigger: When patient wants to create an appointment
Normal flow of events: 1. Patient goes to the clinic website
2. Patient can log in with user-id
3. The credentials are validated against the patient’s
database
4. Doctor is selected
5. Doctor’s availability is verified against appointments
database
6. Appointment is created
7. Doctor’s availability is updated
Subflows: 1. The patient may choose to continue as a guest login
and not create login
2. The patient may choose to sign up and create an
account
Alternate/Exception flow: Alternative:
1. Patient calls the clinic
2. The Customer Support executive verifies the patient
information
3. Doctor is selected
4. The Customer Support executive checks Doctor’s
availability
5. Customer Support Executive creates appointment
6. Appointment database is updated
Exception:
Customer can recover credentials using forgot
username/password option

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Use Case Diagram 2: Generate Invoice (Payment)
Use Case Description: Generate Invoice (Payment)
Use Case Name: Generate Patient Invoice (payment)
Primary Actor: Patient, Employee

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Secondary Actor: Cloud Instance Appointment Database, Cloud Instance
Patient Services Database, Insurance Company System,
Cloud Instance Payment Database
Brief Description: This use case is for invoicing the patient
Trigger: When the customer needs to pay for the medical services
Normal flow of events: 1. Patient Checks-in at the Clinic
2. Patient record is created/verified
3. Patient Services Summary Created
4. Customer proceeds to pay, with Insurance
5. Insurance Details are verified
6. Insurance Claim is sent to the Insurance Company
7. Customer requested to pay the co-pay amount
8. Customer can pay the amount via Credit Card, Debit
Card or Cash
9. Payment Database is updated
10. Invoice is generated and given to customer
Subflows: Patient pays with-out insurance, pays full amount with credit
card, debit card or cash
Alternate/Exception flow: If Insurance is not verified or Clinic is not in the network of
the provider’s coverage, full payment flow will be followed

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Use Case Diagram 3: Treatment Services
Use Case Description: Create Prescription
Use Case Name: Create Prescription
Primary Actor: Doctor, Patient
Secondary Actor: Cloud Instance Tests & Reports Database, Cloud Instance
Employee Database, Cloud Instance Patients Database,
Cloud Instance Appointments Database
Brief Description: This use case is used for providing treatment services to the
patient, when a doctor sees a patient
Trigger: When the doctor needs to create a prescription for the patient
and provides treatment

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Normal flow of events: 1. Patient goes to the doctor and provides name/id
2. Doctor verifies the appointment
3. Doctor logs into the system after authentication
4. Doctor retrieves the patient profile/history
5. Doctor examines the patient and creates a prescription
6. Doctor updates the patient profile with notes
Alternate/Exception flow: If the login/authentication process fails, there will be options
to recover password/credentials

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Use Case Diagram 4: Medical Reports
Update Test Report Use Case Description
Use Case Name: Update Test Report
Primary Actor: Doctor, Authorized Pathologist (Employee)

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Secondary Actor: Cloud Instance Tests & Reports Database, Cloud Instance
Employee Database, Cloud Instance Patients Database
Brief Description: This use case is used for updating medical test reports
Trigger: When a doctor or a pathologist needs to update medical
reports
Normal flow of events: 1. The Doctor/Employee Logs In
2. System verifies the authorization
3. The Doctor/Employee updates the medical report
4. The Medical reports database is updated
5. Patient is notified in the email
Alternate/Exception flow: If the login/authentication process fails, there will be options
to recover password/credentials

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Structural Models
Class Diagram

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Dynamic Models
Create Appointment Sequence Diagram

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Generate Invoice Sequence Diagram

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Design Documents
Software Design Specifications
As a part of Software Design, we have chosen three important methods that we would like to
elaborate on:
scheduleAppointment – Primary method for creating appointments
Method Name:
scheduleAppointment
Class Name: Appointment
Description of responsibilities:
This method implements the necessary behavior to read the existing schedule of Doctor and book an
appointment, preferably in the desired date and time of the customer
Arguments Received:
employeeID
patientID
appointmentDate
appointmentTime
Data Type:
String
Int
Date
Time
Return Value:
appointmentID
Data Type:
Int
Message and Example:
scheduleAppointment(employeeID, patientID, appointmentDate, appointmentTime)
appointmentID = scheduleAppointment(E7859, 45698, 2018-11-22, 09:15:00)
Algorithm Specification:
Check the appointment database for entries with employeeID, Date, Time.
If entry found:
Select all entries for database for same employeeID +-5days
Prompt patient with Information Message about Booked and Available time
Else
Generate appointment ID
Update the Appointments Database
Return appointmentID
cancelAppointment – The primary method to cancel appointment
Method Name:
cancelAppointment
Class Name: Appointment
Description of responsibilities:
This method implements the necessary behavior to fetch an existing appointment, cancel it and free
the respective Doctor’s calender
Arguments Received:
appointmentID
Data Type:
Int

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Return Value:
Void
Data Type:
Message and Example:
cancelAppointment(appointmentID)
cancelAppointment(45879)
Algorithm Specification:
Fetch the appointment details from appointments database table
Update the Appointment Status as ‘Cancelled’ in appointments database
Read the Doctor’s table with employeeID
Update the Doctor’s schedule and make the time-slot available for next appointment
createPayment – The primary method by which payments are initiated
Method Name:
createPayment
Class Name: Payment
Description of responsibilities:
This method implements the necessary behavior to initiate a payment transaction by calculating the
total amount based on patient’s bill
Arguments Received:
appointmentID
Data Type:
Int
Return Value:
paymentID
Data Type:
String
Message and Example:
createPayment(appointmentID)
paymentID = createPayment(45983)
Algorithm Specification:
Fetch appointment details from appointments database with appointmentID
If appointmentType = ‘Consultation’
Calculate consultation fees and taxes
Generate paymentID and update payment status to pending
Elseif appointmentType = ‘MedicalTest’
Calculate Test charges and taxes
Generate paymentID and update payment status to pending
Update the Payment Database and call viewPayment method

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createReport – The primary method which generates a medical report template as per the
report type
Method Name:
createReport
Class Name: Medical Report
Description of responsibilities:
This method implements the necessary behavior to create a medical report
Arguments Received:
reportType
Data Type:
String
Return Value:
reportID
Data Type:
String
Message and Example:
createReport(reportType)
reportType = createReport(‘CTS’)
Algorithm Specification:
Read configuration table ReportTemplate with the ReportType
IF reportType = ‘CTS’
Generate template for CT Scan Report
Generate Report ID
ELSEIF reportType = ‘XRAY’
Generate template for X-Ray Report
Generate Report ID
ELSEIF reportType=’MRI’
Generate template for MRI
Genreate reportID
ELSEIF reportType=’ECHO’
Generate template for Echo Cardiogram
Generate reportID
ELSEIF reportType=’TMT’
Generate template for Treadmill Test
Generate reportID
ENDIF
return reportID
Call View Report Method

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UI Design
Below is the Windows Navigation Diagram for the most important UI screens. Most of our
connections are two-way as pressing the back button will take us back to previous page except
for a few cases of payment and specialized login

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UI Prototypes
Home Page
Create Appointment – Selection of Doctors

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Create New User
Appointment Confirmation

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Testing
Test Cases
Some of the test cases that have been identified for this project are:
Test case no 1:
TC Name: Create new user account.
Purpose: Enable users to use the system.
Precondition: User has valid email id and a phone number
Test Steps: Browse to the Customer Login from Home Page. Click sign up button. Provide
required information such as name, email, phone no.
Expected Results: User will be registered in the system, confirmation email will be sent to the
email account and a text will be sent to the phone number given
Test case no 2:
TC Name: User log in.
Purpose: Enable Users to log in to the system.
Precondition: User has required credentials to log in.
Test Steps: Provide username, Provide password. Verify username, password
Expected Results: If verified, grant access to the system. If not, show error message.
Test case no 3:
TC Name: View available doctors.
Purpose: Enable users to view all available doctors and time-slots to schedule an appointment.
Precondition: Doctor details should be updated in the system
Test Steps: Users have to browse to the Staff page from Home Page. They will select the
Doctors option to see doctors’ profile. Once a Doctor is selected, from the drop-down calendar
select a date.
Expected result: User will be able to see all the doctors available at clinic and details like their
specialization and available hours.
Test case no 4:
TC Name: Schedule an appointment.
Purpose: Enable users to schedule an appointment at the clinic
Precondition: User is logged in/Can continue as a guest
Test Steps: Browse to the Appointments Page. Click on schedule an appointment. Users input
information about Doctor, Specialty and Time
Expected result: User will receive a message of successful scheduling of their appointment.
Test case no 5:
TC Name: Cancel Appointment.
Purpose: Enable user to cancel appointment at the clinic.
Precondition: User is logged in. User has an appointment scheduled.
Test Steps: Select cancel appointment. Notification of successful cancelation will be displayed.
Expected Results: User will receive a notification of successful cancelation of the appointment.

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Test case no 6:
TC Name: View Medical history.
Purpose: Enable users with certain level of access to view a patient’s medical history.
Precondition: The user must be logged in. User has the access to the medical history database.
Test steps: Go to a patient’s profile link from Home Page. Click on medical history.
Expected Results: The user will be able to view the reports from previous visits, medical
condition of a patient.
Test case no 7:
TC Name: View test results.
Purpose: View medical reports.
Precondition: The user must be logged in. The reports have been uploaded.
Test Steps: Browse to Reports/Prescriptions link. Click on view reports.
Expected Result: The medical reports will be displayed along with a comment on what the next
steps will be from the doctor.
Test case no 8:
TC Name: View payment due
Purpose: View the past and present dues
Precondition: The user is logged in and checkup and tests have been done.
Test steps: Click on payments.
Expected result: User should be able to see their total current due amount and option to make a
payment
Test case no 9:
TC Name: Make payment electronically.
Purpose: To be able to pay the current/past dues
Precondition: The user is logged in and on the payments window. The current due is updated
and displayed. User has a bank account or credit/debit card added to the account.
Test steps: Click on make payment. Select the current due amount or enter the amount you
want to pay now and click on the pay option. If multiple accounts or cards are added to the
account, select the one that you want to use for the payment.
Expected result: Users will be able to pay the complete or partial current due amount. The
calculated amount will be displayed after possible adjustment with Insurance option. There
should be terms and conditions statement which the user has to agree which states that if the
insurance claim is declined by insurance company, user has to pay the balance.
Test Strategy
The testing approach of the project goes like this:
Unit testing: This type of testing is followed to test each individual component (often a
program) to ensure it is as defect-free as possible. This will be done at the development stage
by the developers themselves. Once they are satisfied with the development quality, they will

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ship the code to QA environment. Minimal test data should be present in the Development
environment
Integration testing: After integrating the developed component to the code base we’ll go for
the Integration testing. This occurs between unit and system testing to test for any bugs due to
integration. Integration testing will be done, after Round 1 of Mock Data migration has been
completed. 50% data should be replicated in the system.
System testing: This is used to test the entire system as one entity
Performance Testing: This is used to test the performance of the system against 50
concurrent users. We will work parallel account creation, creation and cancellation of
appointments to check consistency of data in the backend and user messages displayed.
Moreover, we will test out failover cloud instances in case of server failure.
Functional Testing: The test cases will be designed from requirements to test the
functionalities with both positive and negative scenarios. Demonstrate that the software
performs according to the functional requirements. Both functional and non-functional
requirements have to be tested here.
Security Testing: As this is a healthcare system, we have to comply by HIPAA and HITECH. In
addition to this we will test our audit tables to see the change data capture. Lastly, we will
conduct 2 penetration tests to check system vulnerability to outside attack.
User acceptance testing: This is the last one and is an independent test performed by end
users prior to accepting the delivered system. UAT will happen after Round 2 of Mock Data
Upload. With each test case, we need user sign-off.
Project Management Documents
Work Breakdown Structure
Task Name Effort(da
ys)
Estimate
d Start
Date
Estimate
d Finish
Date
Predecess
ors
Resource
Assigned
E-scribe
project
52 Tue, Sep
25, 2018
Tue, Nov
27, 2018
1 Project
Initiation
6 Tue, Sep
25, 2018
Tue, Oct
2, 2018

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1.1 Project Charter 2 Tue, Sep
25, 2018
Wed,
Sep 26,
2018 Rounak
1.2 Deciding the
project model
2 Thu, Sep
27, 2018
Fri, Sep
28, 2018
1.1
Rounak
1.3 Deciding the
project
schedule
2 Mon, Oct
1, 2018
Tue, Oct
2, 2018
1.2
Jenny
2 Analysis 10 Wed,
Oct 3,
2018
Tue, Oct
16, 2018
2.1 Estimating
Budget
1 Wed, Oct
3, 2018
Wed, Oct
3, 2018
1.3
Nilabja
2.2 Gathering
Functional
requirements
2 Thu, Oct
4, 2018
Fri, Oct
5, 2018
2.1
Karthik,
Juan
2.3 Gathering Non-
Functional
requirements
2 Mon, Oct
8, 2018
Tue, Oct
9, 2018
2.2
Melody,
Juan
2.4 Software
requirement
2 Wed, Oct
10, 2018
Thu, Oct
11, 2018
2.3
External
Consultant
(TBD)
2.5 Cloud Platform
Selection
2 Fri, Oct
12, 2018
Mon, Oct
15, 2018
2.4
External
Consultant
(TBD)
2.6 Class diagram 1 Tue, Oct
16, 2018
Tue, Oct
16, 2018
2.5
External
Consultant
(TBD)

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3 Design 10 Wed,
Oct 17,
2018
Fri, Oct
26, 2018
3.1 Architecture of
complete
system
1 Wed, Oct
17, 2018
Wed, Oct
17, 2018
2.6
Nilabja,
Karthik,
External
Consultant
(TBD)
3.2 Software
Design
3 Thu, Oct
18, 2018
Mon, Oct
22, 2018
3.1
External
Consultant
(TBD)
3.3 Cloud Services
Mapping
2 Mon, Oct
22, 2018
Wed, Oct
24, 2018
3.1
External
Consultant
(TBD)
3.4 UI Design 2 Tue, Oct
23, 2018
Wed, Oct
24, 2018
3.2
External
Consultant
(TBD)
3.5 Test Cases 2 Thu, Oct
25, 2018
Fri, Oct
26, 2018
3.4
Melody,
Jenny
4 Implementatio
n
17 Mon,
Oct 29,
2018
Thu,
Nov 15,
2018

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4.1 Database
Creation(Cloud
Instance)
4 Mon, Oct
29, 2018
Fri, Nov
2, 2018
3.5
External
Consultant
(TBD)
4.2 Data Migration,
Optimization &
Harmonization
5 Mon,
Nov 5,
2018
Wed,
Nov 7,
2018
4.1
External
Consultant
(TBD)
4.3 Application
Creation/Migrati
on
5 Tue, Nov
6, 2018
Mon,
Nov 12,
2018
4.1
External
Consultant
(TBD)
4.4 User Interface
Implementation
3 Tue, Nov
13, 2018
Thu, Nov
15, 2018
4.3
External
Consultant
(TBD)
5 Testing 7 Fri, Nov
16, 2018
Fri, Nov
23, 2018
5.1 Unit Testing 2 Fri, Nov
16, 2018
Mon,
Nov 19,
2018
4.4
External
Consultant
(TBD)
5.2 Integration
Testing
2 Tue, Nov
20, 2018
Wed,
Nov 21,
2018
5.1
Rounak,
Karthik
5.3 Security or
Penetration
Testing
1 Thu, Nov
22, 2018
Thu, Nov
22, 2018
5.2
Nilabja

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5.4 User
Acceptance
Testing
2 Thu, Nov
22, 2018
Fri, Nov
23, 2018
5.3
Melody,
Jenny, Juan
6 Project
Closure
2 Mon,
Nov 26,
2018
Tue, Nov
27, 2018
6.1 Final review 1 Mon,
Nov 26,
2018
Mon,
Nov 26,
2018
5.4
Executive
Managemen
t (TBD)
6.2 Reports 1 Tue, Nov
27, 2018
Tue, Nov
27, 2018
6.1
Executive
Managemen
t (TBD)
WBS Glossary:
Index Term Description
1.1 Project Charter A project charter is the signed document by the
stakeholders which formally recognizes the
existence of a project. It provides the guidelines of
what exactly the project will achieve. The charter
sets a direction and a sense of purpose to the
management from start to end.

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4.2 Data Migration and
Optimization
Data Migration includes migrating the data from
local systems to Cloud Based Centralized system
in a secured way. Data optimization involves
maximizing the speed and efficiency with which
data is retrieved. Data harmonization is the
process of bringing together your data of varying
file formats, naming conventions, and columns,
and transforming it into one cohesive data set.
5.2 Integration Testing Integration testing deals with testing the interaction
between the different units or modules of the
system. It focuses on the overall performance of
the system.
5.3 Security or Penetration
Testing
Checking the security of our cloud datastore, by
attempting to breach the same
Minutes of Meeting
Meeting 1
Date: 09/20/2018
Location: Graduate Lounge, JSOM.
Members Present: Dung Phuong Vu (Jenny)
Jun Ma
Melody Uche
Nilabja Ghosh Chowdhury
Nujella V S L N Karthik
Rounak Burad
Agenda:
● Discussion about executive summary and project charter
● Determining the project scope
● Work on the deliverables of the project
● Determine the work breakdown structure.
Action items:
● Analyzing the project scope and discussing the work breakdown structure for the said
scope
● Deciding the users of the system and different accesses provided to different users
Decisions Reached:
● Discussed the high-level requirement of the project

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● Discussed the scope of the project
● Worked on the project charter to clearly state the objectives and stakeholders involved in
the project
● Tasks assigned to each member to further progress in the respective topics
Meeting 2
Date: 10/22/2018
Location: Graduate Lounge, JSOM.
Members Present: Dung Phuong Vu
Jun Ma
Melody Uche
Nilabja Ghosh Chowdhury
Nujella V S L N Karthik
Rounak Burad
Agenda:
● Requirement Analysis.
● Discussion about the used-case diagrams, class diagrams and sequence diagrams.
● Distribution of work amongst all the members.
Summary of discussion:
● Analyzed the requirements that needed to be fulfilled by the system.
● Discussed the diagrams, various users, scenarios, classes and the sequence of
occurrence of events.
Conclusion of the meeting:
● The meeting concluded after thorough discussion about all the topics on agenda and
everyone agreed to the work assigned to them.
Action item:
Action Group Member(s)
Requirement Analysis Rounak
Used-case diagrams Nilabja, Jun
Class diagram Melody
Sequence diagram Karthik
Minutes of meeting Rounak
Proofreading and Documentation Dung Vu
Meeting 3
Date: 11/17/2018
Location: Graduate Lounge, JSOM.

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Members Present: Dung Phuong Vu
Jun Ma
Melody Uche
Nilabja Ghosh Chowdhury
Nujella V S L N Karthik
Rounak Burad
Agenda:
● Discuss about Software Design, Testing, UID and Controls, Final report and presentation.
● Decide tasks to be performed by each member
Summary of discussion:
● In this meeting, we discussed about the various Software design parameters, Design,
Testing, UID.
● The team finalized the work division. Everyone in the meeting agreed to be work on their
part and help each other out as needed.
Conclusion of the meeting:
● The meeting concluded with everyone working on their respective part.
Action item:
Action Group members
Software Design Nilabja
Testing Rounak
UI Design Melody, Jenny
Report Jun
Presentation Karthik
Minutes of Meeting Rounak
Meeting 4
Date: 11/25/2018
Location: Graduate Lounge, JSOM.
Members Present: Dung Phuong Vu
Jun Ma
Melody Uche
Nilabja Ghosh Chowdhury
Nujella V S L N Karthik
Rounak Burad
Agenda:
● Discussing and evaluating the work completed so far and discussing the changes needed
to be done.

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● Discussion about the presentation.
Summary of discussion:
● In this meeting, we went over the work completed so far and made changes wherever
necessary.
● The team discussed the presentation and what each group member will present.
Conclusion of the meeting:
● The meeting concluded with everyone agreeing to be prepare for the presentation and
completing their respective remaining work.
Action items:
Action Group members
Editing and proof reading Nilabja
Final Report and presentation proof reading Nilabja, Jun, Jenny, Karthik, Melody, Rounak
Final Document Uploading Nilabja
Lessons Learnt
Nilabja Ghosh Chowdhury
Coming from an ERP consultancy background and being engaged in multiple projects in the
past as a developer, I was curious to learn the theoretical aspect of Systems Analysis and
Project Management. But what I learnt from this course transcends my expectations with
respect to both theory and the practical applications of the subject. As a developer, I never
understood the project from the perspective of a project manager, or moreover, in terms of the
high-level objective of the project. So much intricacy is involved from the inception of a project,
its proposal, its sponsorship, its design and its execution as a whole. Like for example, knowing
how a contract works, knowing about the triple constraints of a project, has helped me relate to
my previous experiences of the past, like resource onboarding and rollover, different
expectations from off-shore resources and on-shore resources etc. Ground-up system analysis
is also something totally new that I learned – from gathering requirements, analyzing from a
behavioural, structural and dynamic perspective and ultimately culminating in the system
design, ready for development. The relationship between different graphical representations
made sense now, like gathering the puzzle pieces of a big picture. Knowing and applying
different project management methods and knowledge areas in this project has given me the
confidence now to go and re-join the workforce, with better clarity of a project function.
As far as our project team is concerned, the best thing I liked about this course and the project
is the power of coordination, teamwork and transparent communication. We have successfully
executed this project in a methodical way, dividing the work tactfully among ourselves based on

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individual core strengths. This, in fact, made us implement some concepts of effective
communication into play. This project led us to research the medical software industry and
many interesting facets of technology being leveraged in healthcare. Step-by-step in different
milestones, we analyzed and implemented the concepts taught in class, in further details,
mapping them into our idea of an Electronic Healthcare Record Management System based on
the cloud. Critically analyzing the project objectives, financial benefits led us to discover many
real-life examples of IT projects. Building an application involves implementations of various
modules – backend, middleware and frontend development. Usually, as a developer, we are
constrained to think about our own objects, but this project helped me understand how all the
three aspects of development get connected and how testing is derived from the functional
requirement and use cases.
Overall, from a theoretical and practical perspective, this project was an enriching experience.
Melody Uche
Prior to embarking on this project this semester, I had no experience in either the IT field or
Project Management, therefore this project almost had me feeling like a fish out of water.
However, being a part of a great team of people made the experience worthwhile. This project
has given me a glimpse into what it takes to be a project manager, identifying tasks to be
performed, and ensuring the functionality of a project, and working as a Project team member,
contributing insights, developing, and working towards achieving the end goal, which is
producing a deliverable as specified by the client. It has also shown me the importance of
project management in an organization and why its value cannot be undermined, the
importance of having team members who are team players, willing to share their strengths and
weaknesses and working with one another in order to achieve the end goal of the project.
Our project was to provide a cloud-based documentation system for a healthcare organization in
order to improve efficiency leading to better healthcare delivery. The project was divided into
four milestones, giving us a chance to work through the project in steps and not feel
overwhelmed by the amount of work needed. Each member of the group had opportunities to
contribute in their areas of strength and was willing to also help group members who were not
as technically inclined. We had regular meetings and we also communicated regularly on the
group chat. Through the class and use-case diagrams, the structural and behavioural
components of the project became clear and easy to define and explain. The sequence
diagram, user interface design, and software design showed the flow and functionality of the
proposed system.
In the end, this project has given me a new-found respect for project managers and the work
they put into ensuring that a superb deliverable is delivered. The project has shown me the
importance of having good people on a team who are willing to work together towards achieving
a common goal. Also, the support of the project sponsor(s) cannot be overemphasized as it
directly correlates to the success of a project, and the support was abundant in this project. I am
elated to have had this opportunity, as it has broadened my knowledge scope and improved my
ability to work under time constraints, my problem-solving skills and communication skills.

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Jun Ma
First thing I have learned from this project is teamwork. We have a great team, everyone tries
their best to join team meeting and provide valuable inputs to the team meeting. During each
meeting. We go over the requirement of the milestone and everyone shares their idea about
each task. Great teamwork gives each team member an opportunity to learn from each other. In
our meetings, we are not simply put each person's idea together, we have a lot of discussion
and discussion. But we always find the best solution at the end. Everyone learned from each
other from discussions.
At the end of a meeting, we split the tasks each member take care of one part. When finishing
our own part, we will put it to the shared drive for other people to review and edit. With this team
meeting process, each team member has their own focused task and also have to consider
every task. Everyone read project requirement before meeting so we can provide idea during a
meeting. After everyone finishes their own task everyone will read, provide recommendations or
edit other person’s work to make everyone satisfied. I believe we found a good balance
between efficiency and good output.
This project also gave us a great opportunity to practice what we just learned in class. Put
hands on it is always the best way to get familiar with newly learned knowledge. Most of us do
not have the opportunity to apply project management knowledge just learned in class to work
at this moment. When time goes by, we might forget this knowledge. By working on the project,
it helped us on understanding how this knowledge can help a project. For example, why project
chatter is important, how the sequence diagram can help with a project.
Rounak Burad
Someone once said, “Alone we can do so little, together we can do so much” which is as true
today as it was centuries ago. My experience has been kind of on the same lines. The simple
fact is if you try to achieve something alone, it might take time and a lot of effort but if you share
the task with others and do it together a group, the result might be achieved quickly, with less
effort and the result might be better than what it would have been had u done it alone.
We as a team worked on an electronic healthcare record management system called “E-
Scribe”. We started by presenting a project charter for gathering requirement to making UML
diagrams and finally testing and deployment. Throughout the project, we all got equal chance to
work and we all completed our parts successfully and as a team, we put in 100% effort to
deliver each milestone deliverables on time and an as expected.
During this project, I learnt the different stages a project goes through before finally reaching its
goal. I learnt the importance of a project charter, how the requirements are gathered and how
they evolve with the project. I also understood various diagrams and individually what each of
those diagrams represented. I learnt a lot about the final phase where design, testing and
deployment were done. During all these phases, sometimes we would face challenges which
we all tackled as a team by helping each other out.
All in all, I learnt a great deal about project management through this project. I understood how
a project essentially flows through different stages, what is expected at each stage and how to

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tackle various project management related problems. Moreover, I got to work with some great
people on this project and it helped me be a good team player and work well together with
others.
Karthik Nujella
With the end of the project work, I can truly say that we have grown much as a team along with
individual growth. Capturing lessons learnt is the most important part of every project
irrespective of the size of the project, as it serves several purposes for the betterment of the
project. It is a useful means of sharing information from the previous projects and also learning
from the failures to avoid any such circumstances in the future.
My work experience provided me with an insight into the material capability requirements and
how to work with resources efficiently. And gratefully, the team members in our project brought
a great potential and thus lead to the successful completion of our project.
To be honest, though I have worked in IT industry and have a clear idea as to what’s the use of
use case diagrams, class diagrams, sequence diagrams and so on, I still don’t know many
things that were explained in this subject. Having taken this subject and working on this project,
I could correlate every topic in this subject with my work experience and this is what that made
me understand things better & made real sense to what exactly happens in the business world.
This project particularly gave a clear insight as to, before starting a project what should we be
ready with, what should we know, how should we plan things, what to understand and lot more.
This is kind of a mini project and helps an individual learn the project workflow from start to end,
of course, not including the development part but the plan to develop.
As mentioned, the knowledge gained in this subject and also while doing this project is
wonderful, and I am very sure that this can help me be an integral part of any project I will be
dealing with in near future, be successful. The learning curve is really great in this lecture. I
might have had some knowledge on this earlier, but after taking this subject, I have a clear idea
as to where to start, how to start, what are the prerequisites to start a new project. This idea
before starting a project is really of high importance, and also now everything is lined up in my
brain when it comes to how to deal with a project from scratch to end. Most importantly how the
work breakdown structure helps you in tracking the progress of the project and also leaves us
with no surprises from anyone!
Dung Phuong Vu
When I registered for the class, I didn’t know what to expect. Since I had no IT background, and
knowing that the class is one of the core requirements, I thought it might be another theoretical
and boring class. However, from the day one, I was surprised to learn there’s a high need for
project management and if we tackle it with knowledge and methods, a project can be much
more successful and beneficial. I also learn that the topic was not that dry and it’s actually very
practical and easy to understand. Some of the key concepts are repetitive from other courses
but nowhere else I got to practice hands-on with all the use cases, class diagram, sequence
diagrams and etc. In addition, I became more inspired to learn when the class is laptop free and

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distraction free. I figured the class engaged the students to look from different perspectives and
to get the best out of every team member.
For the group project, we worked on a cloud-based system for a user-friendly portal to book an
appointment with the clinic and also to access the patients’ medical records online. The project
was divided into four milestones and required participation from all members, which in most
college group projects, are very challenging. With the straightforward instructions given, our
group had a clear and focused goal in mind, which guided us a lot in our group meetings.
Despite our difference in backgrounds, strengths and weaknesses, we were able to divide the
tasks, collaborate on hard topics, and learn from each other knowledge. This is a good practice
for future projects as, learning from the class, more projects failed than they succeeded. We are
all human and we make mistakes. However, by equipping ourselves with adequate knowledge
and practising methodologies, we can identify issues and better manage the outcomes. These
lessons I learned can be applied basically to any field of work that requires human resources.