Question

Milestone #1: Pre-Planning

Purpose

In this milestone your will be working as an analyst and IT consultant for Universal Wellness Group (UWG). UWG offers a holistic approach to health care with an emphasis on preventive medicine as well as traditional medical care. In your role as an IT consultant, you will help Universal develop a new information system. Every project before it can officially kick-off needs to have some pre-planning work completed. In this milestone you will perform some pre-planning work to gain an understanding of the business profile of UWG and start identifying system needs of UWG. In this milestone you will start to lay the groundwork for what the overall system needs are for UWG and how you will be moving forward to the next milestone.

Background

Ten years ago, internal medicine specialists Timothy Jones and Dolores Garcia decided to combine

their individual practices in Brea, California, to form Universal Wellness Group. They wanted

to create a clinic that would concentrate on preventive medicine and fitness, as well as traditional

medical care. UWG has competition from other health care providers, but no other clinic offers the same range of services.

UWG’s practice has grown and now includes four primary care physicians, one nurse practitioner, four physical therapists, one registered nutritionist, eight nurses, and eight support staff people. The clinic currently has a patient base of 8,000 patients from 325 different employers, many of which provide insurance coverage for employee wellness and health maintenance. Currently, UWG accepts insurance plans from 25 licensed health insurance providers. UWG is also considering opening another location, near a new medical center.

Doctor Jones and Doctor Garcia recently decided that the practice needs a modern information system to support its business and health information management needs. The new system would replace a mix of paper-based and legacy systems. Dr. Jones asked you to design an information system that could support the clinic’s current operations and future growth.

In your first meeting, Dr. Jones provided an overview of the clinic’s business processes and staff

members. He told you that Anita Davenport, who has been with Universal since its inception, is the office manager. She supervises the support staff of seven people. Fred Brown handles human resources and employee benefits. Corinne Summers reports directly to Fred and works with payroll, tax reporting, and profit distribution among the associates. Susan Gifford is responsible for the maintenance of patient medical records. Tom Capaletti handles accounts receivables and Tammy Alipio is the insurance billing specialist. Lisa Sung is responsible for managing appointments. Her duties include reminder calls to patients and preparing daily appointment lists. Carla Herrera is concerned primarily with ordering and organizing office and medical supplies.

After studying this information, you start to prepare for your next meeting with Dr. Jones.

Tasks

1. Use the background information above and from the interview summary to create a business profile for UWG. The profile should include an organization chart for UWG. You can create the chart using Microsoft Word or a similar program, or you can draw it by hand. In Word 2010, click the Insert tab on the Ribbon, then Smart Art, then Organization Chart.

2. Identify six business processes. A business process is a verb, something that is being completed by an employee at UWG. An example could be “Prepare Daily Appointment list”. Identify the process and explain who has primary responsibility for each process. Also, describe what data is required and what information is generated by each process.

3. UWG has a variety of information systems they could adopt. Why would UWG implement a transaction processing system, a business support system or an ERP system? What information system would you recommend UWG to implement? Fully explain your recommendation.

4. Briefly introduce the three systems development methods discussed in the chapter. Select one approach and explain the strengths and weaknesses of using your selected method.

Format

If you like, you can use the template on the following page to format your work.

UWG-Pre Planning

UWG Clinic

Task 1) - Business Profile

Create a business profile for UWG. In addition to the business profile, be sure to include an organization chart of UWG.

Org. Chart

Task 2) - Business Processes

Identify six business processes that UWG performs and explain who has primary responsibility for each process. Also describe what data is required and what information is generated by each process.

Process	Primary Owner	Data Required	Info Generated

Task 3)
Opportunities

UWG has a variety of information systems they could adopt. Why would UWG implement a transaction processing system, a business support system or an ERP system?

Recommendation

What information system would you recommend UWG to implement?

Task 4) - Development Methodology

Briefly introduce the three systems development methods discussed in the chapter. Select one approach and explain the strengths and weaknesses of using your selected method.

Answer 1

Universal Wellness Group (UWG)

                                                                                                                                                               

Business Name: Universal Wellness Group (UWG)

Business Address: Brea, California

Customer Base: 8000 Patients from 325 Organizations

Total number of Employees: 26

Number of Employees at Head Office: 8

Primary Line of Business: Preventive medicine and fitness

Task 2 : Business Process

Anita Davenport (Support Staff) Office manager

Fred Brown (Support Staff) Human Resource & employee benefits

Corinne summers (Support Staff) Finance

Susan Gifford (Support Staff) patient medical records (Customer)

Tom Capaletti (Support Staff) Accounts Receivable

Tammy Alipio (Support Staff) Insurance Billing Specialist

Lisa Sung (Support Staff) Appointments & reminder

Carla Herrera (Support Staff) ordering and organizing office.

Process	Primary Owner	Data Required	Info Generated
Human Resource	Fred Brown	Employee Profile, Salary & bonus, Employee Ratings, Training	Employee Tenure, Pay Scale, Performance Score, Leave Records.
Administration	Carla Herrera	List of Items in Office, Stock keeping	Item List, Inventory, Expiry, Requirement List, Activity list.
Customer Relations	Lisa Sung	Customer Appointment Schedule, Next visit date, Follow up/Reminder Date, Feedback & greviences.	Customer name, Organisation, previous case history, Next visit Date,
Database Team	Susan Gifford	Customer Profile, Case History, treatment Record, No of claims	Customer complete details, Treatment history
Finance	Corinne summers	Payroll, Tax Calculation, Tax submission, Profit Calculation & distribution	Salary, Tax Computation, Commission, Profit & loss
Operations	Anita Davenport	Managing all teams in Organization	Managing Daily routine in office.

Task 3: Implementation of ERP System.

UWG should implement ERP system because the organization does not just deal only will transactions & daily operations but it performs a whole task of employee data record keeping, Customer data record, next appointment schedule due, Previous dues, Credit notes processing, sales Tracking, tax computation, Inventory records & many other activities which cannot be fulfilled by Transaction processing system & business support system to meet with it day to day works and activities the organization need to adopt an ERP i.e. Enterprise resource planning systems.

Task 4:

Transaction processing system:

A transaction processing system commonly used in business are the systems employed by major credit card companies found in almost every retail store. These are usually used to process a transaction on inward and outward & check the balance stock.

Business support system: BSS solutions are built around the core utility business management functions: revenue assurance and billing.

Mostly used by telecommunications companies desperately struggling for customers, needed new services, flexible tariffs and customer base analysis by value and segment

ERP system: ERP collates all the data from all the company's applications and then integrates, consolidates and analyses key performance indicators to enable corporate reporting.