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UNIVERSITY OF ENGINEERING AND TECHNOLOGY, TAXILA

FACULTY OF TELECOMMUNICATION AND INFORMATION ENGINEERING

COMPUTER ENGINEERING DEPARTMENT

COMPUTER ENGINEERING PROJECT

MANAGEMENT

ORGANIZATIONAL VISIT REPORT

SUBMITTED BY:

EMAN KULSOOM (21-CP-11)

FARWA RUBAB (21-CP-29)

SUBMITTED TO:

SIR FAWAD HUSSAIN

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TABLE OF CONTENT

1. Objective ……………………………………………………………………………… 3

2. About the Organization ……………………………………………………………… 4

3. About the Team ………………………………………………………………………. 7

4. About the Project …………………………………………………………………….. 9

5. Topic Discussed ………………………………………………………………………. 12

6. Time Duration …………………………………………………………………………13

7. Cost Estimation ………………………………………………………………………..13

8. Resource Management ………………………………………………………………..13

9. Revenue ………………………………………………………………………………..14

10. Risk Factors …………………………………………………………………………... 14

11. Market Potential ……………………………………………………………………… 14

12. Client Acceptance …………………………………………………………………….. 15

13. Conclusion …………………………………………………………………………….. 16

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DISCLAMIER
The information provided by the organization is authentic and is for general informational purposes only.
We make no representation or warranty of any kind, express or implied, regarding the accuracy,
adequacy, validity, reliability, availability, or completeness of any information.
UNDER NO CIRCUMSTANCE SHALL WE HAVE ANY LIABILITY TO YOU FOR ANY LOSS OR
DAMAGE OF ANY KIND INCURRED AS A RESULT OF THE USE OF THIS REPORT.

OBJECTIVE:

The primary objective of this organizational visit was to gather insights into the ongoing Hospital
Management System (HMS) project at the Project Management Organization (PMO). We aimed
to explore how the PMO manages projects within the healthcare sector, focusing on their project
management methodologies, tools, and strategies for successful project execution. We sought to
understand the development processes of the HMS, including the features implemented, risk
management practices, revenue generation models, and team dynamics. This visit significantly
enhanced our practical understanding of project management principles in a healthcare context,
preparing us to manage our future projects more effectively.

ABOUT THE ORANIZATION:

The organization we visited is a Project Management Organization (PMO) located in Taxila

specializing in many project domains including advancing engineering solutions, particularly in
the realm of ground-launched cruise missiles and other munitions systems. Their engineering
department also specializes in the development and implementation of Oracle-based systems,
including Human Resource Management Systems (HRMS), Financial Management Systems
(FMS), Hospital Management Systems (HMS), Production Management Systems (PMS), and
Quality Control Management Systems (QCMS), but we discussed healthcare solutions. The
PMO is also dedicated to improving healthcare delivery through innovative technology and
efficient management practices. Their flagship project, the Hospital Management System, aims
to streamline operations, enhance patient care, and optimize resource allocation in hospitals.

The PMO employs a team of experienced consultants, project managers, and software
developers, all committed to delivering high-quality solutions tailored to the unique needs of
healthcare providers. Their services encompass consultation, system design, software
development, and training, ensuring a comprehensive approach to healthcare project
management.
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Services Offered in HMS:

 Custom Software Solutions: Tailored software development for specific healthcare needs.
 Consultation Services: Expert advice on best practices in healthcare project management.
 Training Programs: Empowering healthcare staff with the skills needed to effectively use new
systems.

ABOUT THE TEAM:

The team involved in the Hospital Management System project consists of seven members, each
bringing expertise from different domains:

 Project Manager: Responsible for overseeing project planning, execution, and delivery,
ensuring alignment with strategic goals.
 Software Developer: Engaged in coding and developing the HMS application, focusing
on user-friendly interfaces and functionality.
 Database Administrator: Manages the database, ensuring the secure and efficient
storage of patient and hospital data.
 Quality Assurance Analyst: Conducts rigorous testing to ensure the software meets all
functional and performance criteria.
 Business Analyst: Works closely with healthcare stakeholders to gather requirements
and ensure the system meets user needs.
 UI/UX Designer: Focuses on creating an intuitive and engaging user experience for
healthcare professionals using the system.
 Healthcare Consultant: Provides insights into industry standards and practices, ensuring
the system complies with healthcare regulations.

ABOUT THE PROJECT:

What is the Hospital Management System?

The Hospital Management System (HMS) is a comprehensive software solution designed to

manage all aspects of hospital operations, from patient registration to billing and reporting. The
HMS aims to enhance the efficiency of healthcare service delivery by automating administrative
processes and improving patient care.

Key Features:

 Patient Management: Streamlines patient registration, appointment scheduling, and medical

record management.
 Billing and Invoicing: Automates billing processes, ensuring accurate invoicing and payment
tracking.
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 Inventory Management: Monitors medical supplies and equipment, ensuring timely

replenishment.
 Reporting and Analytics: Generates insightful reports to help management make data-driven
decisions.

Objectives of the Project:

1. To develop an integrated system that simplifies hospital operations.

2. To create a secure database for storing patient and operational data.
3. To provide management with functional reports for improved decision-making.
4. To enhance patient satisfaction through efficient service delivery.

TOPIC DISSCUSSED:
The main topics we are going to discuss are about the project they are working on are

1. Time Duration
Project duration is the total amount of time it takes to finish a project, which you
measure in business days, hours, weeks, or months. The duration can be seen at the
timeline for project delivery, whether it is five days or five years.
2. Cost Estimation
Cost estimation in project management is the process of forecasting the financial and
other resources needed to complete a project within a defined scope. Cost estimation
accounts for each element required for the project—from materials to labor—and
calculates a total amount that determines a project’s budget. An initial cost estimate can
determine whether an organization greenlights a project, and if the project moves
forward, the estimate can be a factor in defining the project’s scope.
3. Resource Management
In organizational studies, resource management is the efficient and effective development
of an organization's resources when they are needed. Such resources may include the
financial resources, inventory, human skills, production resources, or information
technology and natural resources.
4. Revenue
Revenue definition says that it is the total amount of money received from carrying out
the business operations such as sales. On the income statement, it is also known as sales.
It is the top line figure as it is shown first on the income statement of any company.
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5. Risk Factors
Within project management, risk management refers to activities for minimizing project
risks, and thereby ensuring that a project is completed within time and budget, as well as
fulfilling its goals.
6. Market Potential
Market potential is the valuation of the sales revenue from all the supplying channels in a
market. The potential of the market is the population who is interested in the product or
service which is being made or offered by an organization.
7. Client Acceptance
It is your job as the project manager to demonstrate that the deliverables (whether
products or services) meet client specifications. For small projects, this acceptance can be
very informal and ceremonial, or it can be very formal, involving extensive acceptance
testing against the client's performance specifications.

TIME DURATION:
Duration is the total time that it takes to complete a project measured in work days, hours or
weeks. The duration depends on the availability and capacity of resources. Effort is the number
of people hours needed to complete a task, i.e. it’s the actual time that is spent on working on the
project. Effort can be measured in people hours, days or weeks. In order to estimate the duration
of a project, the project manager will have to determine the effort first.

The overall duration of the HMS project is planned for 18 months, divided into distinct phases:

 Phase 1 (Planning and Requirement Gathering): 3 months

 Phase 2 (Design and Development): 9 months
 Phase 3 (Testing and Quality Assurance): 4 months
 Phase 4 (Deployment and Training): 2 months

COST ESTIMATION:
Cost estimation in project management is the process of forecasting the financial and other
resources needed to complete a project within a defined scope. Cost estimation accounts for each
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element required for the project—from materials to labor—and calculates a total amount that
determines a project's budget.

The software we are using to estimate the cost estimation is STRUPPY.

Cost estimation is conducted using industry-standard methodologies to forecast the financial

resources required. The total estimated cost for the HMS is PKR 15 million, covering:

 Development Costs: PKR 10 million

 Implementation Costs: PKR 3 million
 Training and Support: PKR 2 million

RESOURCE MANAGMENT:
Resource management is an aspect of the project management process that plans, organizes,
manages, and measures people’s work. Its purpose is to plan, allocate and schedule the
company’s resources as efficiently as possible. This is done by maximizing each resource’s
utilization.

The tool they have used for Resource management is PLUTO.

REVENUE:

Projected revenue streams for the HMS include:

 Subscription Fees: Charged to hospitals for using the software.

 Maintenance Contracts: Ongoing support and updates for the system.
 Training Services: Additional training sessions for hospital staff.

The PMO anticipates reaching the break-even point within two years post-launch.

RISK FACTORS:
Within project management, risk management refers to activities for minimizing project risks,
and thereby ensuring that a project is completed within time and budget, as well as fulfilling its
goals.
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Identified risks include:

 Technological Challenges: Potential issues with software integration and compatibility.

 User Adoption: Resistance to change from healthcare staff may impact system
utilization.
 Data Security: Ensuring compliance with health data regulations is paramount.

Mitigation strategies are in place, including comprehensive training and strong data protection
measures.

MARKETING POTENTIAL:
The market for Hospital Management Systems is robust, driven by the need for improved healthcare
services. Pre-pandemic data indicated a market potential of approximately PKR 5 billion, with growth
expected as hospitals seek to modernize their operations in the post-COVID environment

CLIENT ACCEPTANCE:

A structured acceptance plan has been developed to ensure that the HMS meets client
expectations. This includes:

 Regular Feedback Sessions: Engaging hospital staff during development to gather

insights.
 Formal Acceptance Testing: Ensuring that the system performs as intended before final
approval.
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CONCLUSION:
The project undertaken by the PMO focuses on developing a comprehensive Hospital Management
System aimed at revolutionizing healthcare operations. Spanning approximately 18 months with an
estimated budget of PKR 15 million, the HMS is designed to enhance efficiency and improve patient
care. The project team, comprising seven dedicated professionals from various fields, is committed to
overcoming challenges and achieving success. Our visit to the PMO has provided valuable insights into
the practical application of project management principles in the healthcare sector, equipping us with
knowledge that will aid us in our future endeavors.