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IS480 Team wiki: 2015T1 4Sight Change Management

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Change Management Process

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Priority Index Priority Priority Description
0 Reject Inform sponsor reasons for rejection of request
1 Low change requested can be added into tertiary function for future consideration
2 Medium Discuss with sponsor to re-scope the project by reducing current functionalities, in order to cater to the change
3 High Change requested is important and requires immediate attention. PM to schedule task into sprint and make the necessary adjustment to project timeline, if needed

Change Requests from Sponsor

ID Sprint Change Request Date Change Description Reason of Change Change Feasibility Priority Index Accept/ Reject Reason for accepting/ rejecting Action Status
1 1 6/6/2015 Include a module for sending out online survey form The clinic wants to know if they have met patients' expectations before and after their eyecare services. The data collected from the survey results will be used to evaluate the efficiency and effectiveness of their business processes and find out which marketing channels are more effective/ appealing to potential patients. In addition, data collected will also help Clearvsion better undestand their patients' needs Set up SMTP server to send email by providing a survey google form link 2 Accept Accepting this request would not affect the project schedule. Proceed as planned. Added relevant user stories and tasks under the notification module and planned to complete these tasks in later sprint (sprint 7) Completed
2 4 22/7/2015 Sort calendar items by appointment type followed by time It is easier to see if appointments in a particular time slot are first grouped by their appointment type followed by the time of the appointments. In addition, the admin clerks are recording appointments in this order.Therefore, keeping it the same, would minimize changes in their current process. Simple front-end logic to do the sorting and arranging of appointment types and timings 3 Accept Accepting this request would not affect the project schedule. Proceed as planned. Added a new task into the current sprint to cater to this new request. Completed
3 4 22/7/2015 Separate doctors' calendar schedule This would help facilitate viewing of respective doctor's schedule. Add new tabs to separate both views 3 Accept Accepting this request would not affect the project schedule. Proceed as planned. Added a new user story and relevant tasks.To be scheduled in subsequent sprint (sprint 5) Completed
4 4 22/7/2015 Audit Trail is not an important feature for the application More priority and emphasis to be placed in the more important features such as the analytics dashboard as well as the calendar to manage appointments. In addition, since the appointment data captured is not sensitive or confidential information that requires high security, an audit trail is not neccessary. N.A 3 Accept As this feature does not provide much value to Clearvision's current business process, our team have accepted the change request to re-scope project. Removed audit trail from project scope and timeline. Project timeline does not require any adjustment Completed
5 6 12/8/2015 Allow for the edit of patient name and contact in the "edit appointment" form There are situations in which a patient wants to change their contact number. This happens most often when an appointment is made on behalf of someone (eg: parent booking an appointment for their children). If that is the case, the information captured might not belong to the patient but their parent. To capture patient's data accurately, these fields have to be editable. Enable patient name and contact number to be editable 3 Accept Accepting this request would not affect the project schedule. Proceed as planned. Added tasks to fulfill the change request in current sprint Completed
6 6 12/8/2015 Validate for international phone number Clearvision has patients from abroad. Create appointment form has to allow for more than 8 digits phone number input. Remove validations for 8 digits and check for either 8 or 9 as the starting number 3 Accept Accepting this request would not affect the project schedule. Proceed as planned. Added new task to remove validations in subsequent sprint (sprint 9) Completed
7 6 12/8/2015 Block time slots in calendar Enable the blocking of time slots to prevent Admin Clerk from booking an appointment on time slots/ days when the doctors are on MC/ leave/ at a seminars etc. Create a form to allow admin clerk to block out time slots 3 Accept Adjustment needed for project scope and timeline. However, accepting this request would not affect the overall project schedule. Proceed as planned. Re-scope the project to include block appointment time slots in the appointment module. To add a new user story and relevant tasks for this change request. To be scheduled in sprint 9. Completed
8 6 12/8/2015 Remove SMS notification for appointment cancellation Clearvision prefers to call patients to inform them of last minute cancellation of appointment as they require quick response/ acknowledgement from patients N.A 3 Accept Sending an SMS might not be efficient as Clearvision requires almost immediate reply from patient. A SMS notification in this case might not be useful especially so when patients are not able to send back a response Re-scope the project to include the archiving of no show patient records function in the queue management module. PM added new user story and tasks in this current sprint to cater to this new change request. Completed
9 7 28/8/2015 Archive patient no show record Clearvision wants a list of no show patient records to be kept. A patient who decides not to turn up for the appointment will have his/her appointment details archived. The archived appointment records are subsequently used for analytics purposes Create an additional tab in the queue management for user to view the entire list of archived patient appointment records 3 Accept This new feature will help ease the workload of the admin clerk as the current process of checking for no show appointment is done manually. Hence,the addition of this feature will greatly improve on the efficiency and accuracy of the business process. Accepting this request would not affect the overall project schedule. Re-scope the project to include the archiving of no show patient records function in the queue management module. PM added new user story and tasks in this current sprint to cater to this new change request. Completed
10 7 28/8/2015 Remove survey results analysis dashboard Clearvision suggested to remove this feature due to the high risk and cost associated to having to change the codes each time an amendment is made to the survey questions (remove/edit or add a question). A wrong changed made to the codes might caused the survey results dashboard to crash. Hence, they would prefer to manage it separately and do their own visualization. Moreover we are using google form to do up the survey results and google does provide some basic analytics features that will be sufficient for Clearvision. N.A 3 Accept As this feature might give Clearvision more problem/issue than helping them to improve on their curent business process, we have decided to accept the change request and only help push out survey links to patients. Re-scope the project to account for the removal of survey results dashboard feature in analytics module and remove it from project schedule timeline Completed
11 7 28/8/2015 Give patient an option to opt out from SMS reminder Clearvision wants to provide the flexibility for patients to decide on whether they would want to receive text messages from Clearvision on the possible swap and appointment reminder Add an additional field in the create new appointment form to allow patients to opt out from the SMS reminder feature 3 Accept Accepting the request would not affect the project schedule To add a new user story for this change request and to be scheduled in subsequent sprint Completed
12 7 28/8/2015 Remove SMS notification for appointment cancellation Clearvision prefers to call patients to inform them of last minute cancellation of appointment as they require quick response/ acknowledgement from patients N.A 3 Accept Sending an SMS might not be efficient as Clearvision requires almost immediate reply from patient. A SMS notification in this case might not be useful especially so when patients are not able to send back a response Re-scope the project to include the archiving of no show patient records function in the queue management module. PM added new user story and tasks in this current sprint to cater to this new change request. Completed
13 8 16/9/2015 Remove datepicker in custom filter for ROI dashboard Marketing team commented that a custom filter for user to select date range to view charts is not required. They are only interested in monthly results as it is easier for them to do their monthly reporting to Dr. Ho Remove datepicker for date range 1 Accept Accepting this request would not affect the project schedule. Proceed as planned. Add a new task to remove datepicker from custom filter Completed
14 8 16/9/2015 Remove pending appointments from appointment scheduling dashboard Marketing team commented that they are not interested in pending appointments because they are not able to derive much analysis from it. No show, appeared and cancelled appointments will be sufficient Remove pending appointments 2 Accept Accepting this request would not affect the project schedule. Proceed as planned. Add a new task to remove pending appointments from appointment scheduling dashboard Completed
15 8 16/9/2015 Expenditure input form for marketing team Marketing team requested for a form that allows her to input their marketing expeditures at the end of every month. This will enable her to track the ROI on every marketing dollar spent Create a form to input marketing expenditure 2 Accept Accepting this request would not affect the project schedule. Proceed as planned. Add a new user story and relevant tasks in subsequent sprint. This new change request is part of the marketing analysis dashboard in analytics module. Hence no change is required for project scope and timeline Completed
16 8 16/9/2015 Remove dashboard summary Marketing team does not need a summary dashboard page as the current dashboards (Appointment scheduling, survey results, ROI and conversion) are sufficient. They are more interested in doing in-depth analysis than having an overview of all dashboards. Doctor will not be viewing the summary dashboard as marketing team will prepare a detailed report at the end of every month N.A 3 Accept As this feature does not provide much value to Clearvision's current business process, our team felt that the development cost is too high since Clearvision might not use it often. Hence, our team have accepted the change request to remove this feature and re-scope project. Removed summary dashboard of Analytics Module from project scope and timeline. Completed
17 9 24/9/2015 change deployment from server to heroku The client has decided to change the deployment location to heroku as they have another project with students taking Social Analytics module in SMU and was recommended by Prof to use a cloud solution. Team has deployed to heroku during acceptance. 3 Accept Accepting this request would not affect the project schedule. Proceed as planned. Delay in deployment due to change request. Deployment is set on 28 Sep 2015 instead of 25 Sep 2015 Completed
18 10 10/10/2015 Periodic appointment backup The client requested for all appointments to be backup on a periodic basis. This is to ensure that no data is lost when the application crashes or in worst case scenario, when the database is wiped out. A backup is like a safety net for the clinic so that business will not be affected and operates as per normal in such events. Setting up of SMPT server to send out emails periodically 2 Accept Accepting this request would affect the project schedule. However, the sponsor confirmed that this feature is of utmost importance compared to the scaling module (see change request 19). Hence, the team has made the necessary changes to ensure that the project schedule will not be affected with the addition of this feature. Re-scoped project scope and re-scheduled project schedule. Periodic appointment backup is added as a sub module of admin module and scheduled to be completed in Sprint 11 Completed
19 10 10/10/2015 Remove mobile calendar module Good to have feature that is of no importance to the client. The chances of doctors using this feature is very slim. Hence, the development cost in implementing this feature will outweigh the value to the sponsor. As such, we have decided to drop this feature and focus on other change requests. Nil 3 Accept Accepting this request would not affect the project schedule. Proceed as planned. Removed mobile calendar module from project timeline and scope Completed
20 11 24/10/2015 Remove clinic expansion sub module from admin module Client pointed out that there is no crucial need for a scaling module and it is unlikely that they will ever use it. In addition, client prefers that we focus on improving and enhancing on the current features based on users' feedback. Nil 3 Accept Accepting this request will not affect the project schedule. Proceed as planned. Removing this module will save the team 2 weeks worth of development costs which can be used to make the application more intelligent and user friendly through continuous enhancement. Removed clinic expansion sub module from project timeline and scope Completed
21 11 24/10/2015 Forecast appointment slots availability based on historical data In our discussion on how to make the application more intelligent, our team proposed to improve on the existing suggestion of appointment time slot feature. Instead of just listing the next earliest available time slot, we suggested to do a forecast of appointment time slots availability based on historical data (previous months appointment schedule). This means that the availability of a particular time slot is not based on the existing number of patients in that time slot (heatmap visualization) but are inferred based on historical data of appointments that were previously scheduled on the same day, time, appointment type and doctor. Change the logic of existing suggestion of appointment time slot feature 3 Accept Accepting this request will not affect the project schedule. Team will be using the 2 weeks development cost saved as mentioned in change request 20. No change to project scope. Slight modication of project schedule to include the enhancement of suggestion of appointment time slot feature. Completed
22 11 24/10/2015 Tracking of KPI Client mentioned that the tracking of monthly KPI will be useful in helping them to evaluate on the effectiveness of the marketing campaigns. This ties in with the existing conversion rates we have in our current analytics module in which users are able to track the number of conversions(surgery) for each marketing channels. Visual representations and simple manipulation of data 3 Accept Accepting this request will not affect the project schedule. Team will be using the 2 weeks development cost saved as mentioned in change request 20. Added feature to project scope and timeline Completed
23 11 24/10/2015 Forecast conversions based on number of pre-evaluations scheduled Client suggested to do a forecast on the number of surgeries they can anticipate for the current month and upcoming months based on the number of scheduled pre-evaluations. With this forecasted value, users can take the neccessary action such as investing more on marketing campigns to attract more patients when forecasted number of surgeries is low (vice versa). This figure will also be a good gauge in determining if a particular month's KPI can be achieved or not. Visual representations and simple manipulation of data 3 Accept Accepting this request will not affect the project schedule. Team will be using the 2 weeks development cost saved as mentioned in change request 20. Added feature to project scope and timeline Completed