Project Plan, Meeting Notes and Current Stage

Project Goals and Objectives

The core objective of this project is to improve the systems of rostering across Disability Service. It can be split into the following sub-objective.

a.       Review rostering systems across DS, especially the management time taken in developing monthly rosters

b.      Review IT programs related to rostering across DS. Clarify capabilities of Diverse IT programs in DS not fully understood or integrated.

c.       Comparative analysis of existing rostering system and those available in the marketplace

d.      Analyse and identify deficits in the IT area to generate rosters for improved work practices, match between skill sets and work needs, and client safety.

e.       Develop recommendations for improving the generation of rosters in DS accommodation services to support client, organisation and staff needs.

f.       Present outcomes and recommendations to the Accommodation executive.

Project Milestone

The whole project can be divided into phases:

Phase I       Understanding the current system and operation (Interview)

Phase II      Describe the current system and operation (Documentation)

Phase III     Understanding client’s expected system (Interview)

Phase IV      Searching for available purchase options to fill in the gap (Research)

Phase V        Analyzing the advantage/disadvantage of each option

Phase VI       Describe the analysis (Documentation)

Phase VII      Presentation

Schedule

Period	Job	Deliverable
Week 6, Oct 8th	Interview with all parties involved	Interview notes (See Appendix I)
Week 7, Oct 15th	Current situation description and analysis (documentation)	Description of current system and operation
Week 8, Oct 22th	Further Interviews (if necessary), with all parties involved	Interview notes and Refine current system document
Week 9, Oct 29th	Searching for available purchase options in the market;	Description of expected system and operation
Week 10, Nov 5th	Put forward solutions and substantiate each of them.	Brief report
Week 11, Nov 12th	Analysing advantage/disadvantage of each option	Brief report
Week 12, Nov 19th	Interview with all parties involved to get their opinion, writing analysis report	Interview notes, outline of final report
Week 13, Nov 26th	Writing analysis report	Final research report

Oct.12th Meeting Notes

Title: Exchange information got from interviews

Time: 6: 30 - 8:00 pm

Attendees: all expect Qiulu

Note taker: Tanya

Topic：

1. Information exchange and interview summary 

Judy and Tanya shared information got from Keith (KRONOS System Administrator) that: 

   (1) KRONOS is chosen by the government

   (2) KRONOS keeps the information of all the staff under DS accommodation service. There are about 2,500 staffs. All most 2,000 of them have fix rosters.Other teams, like Highgate park, has about 500 staffs need to have their rosters re-generated per month according to their needs and preference.

   (3) KRONOS can have changes. Keith can help us contact relevant technician if we need to build an interface between different system or integrate a roster-generating modular into it. 

And we got a HANDBOOK for further study in KRONOS's function and role within DS. 

Darren and Mark talked with the IT consultant who provide the following information:

   (1) The SALEFORCE system keeps information of real-time available staffs and vacancy situation of different work sites. It can be used to book staffs to fill vacancies.

   (2) SALEFORCE is a framework and it can be adjusted to fulfill needs easily. 

   (3) The IT consultant has developed a similar bus system. We can give a rostering document to him and let him check whether they work in a similar logic and whether we can automatically generate rosters using this existing bus system by making minute changes to it. 

2. Recommendation Brainstorming & Assignment for next week

According to the information we have now, we put forward three potential choices to address the rostering problems within DS accomodation service.

  Choice 1: Customize KRONOS  

  Assignment: KRONOS description (KRONOS HANDBOOK) -- Judy

  Choice 2: Customize SALEFORCE (IT consultant: Bus system)

  Assignment:

        1. roster document – how the rosters are generated? (Darren & Gillian)   
           another interview with IT consultant? 

           Can the Bus system work? 
           Can the system communicate with KRONOS?

        2. SALEFORCE Description (Mark, Akwasi)

   Choice 3: Find independent rostering system and develop interface between current systems

   Assignment:  Search the existing rostering system (Qiulu)