Individual assignment 1 - Case study analysis

Individual assignment 1 - Case study analysis HS2061 Information Systems Project Management Trimester 3 2015 Date Due: Friday Week 8, 2015 by 5:00 PM) Marks: Weightin" rel="nofollow">ing 10% Student Name (Block letters) Student Number: ___________________________ _____________ Usin" rel="nofollow">ing the followin" rel="nofollow">ing Medical Case Study below, you need to analyse: - Medical Mission, - Medical Vision - Medical Goals and Objectives - Strengths - Weaknesses - Opportunities - Treats - Specify Medical strategy 1. INTRODUCTION 1.1 Scope of Project The Medical Affairs Department currently process medical enquiries manually. A Medical Enquiries Database is required to assist the staff in" rel="nofollow">in their daily work and allow them to efficiently and rapidly respond to medical enquiries. The proposed system will do this by: • providin" rel="nofollow">ing easy access to past enquiries and their researched responses. • providin" rel="nofollow">ing easy access to reference in" rel="nofollow">information. • allowin" rel="nofollow">ing the users to rapidly construct written replies. • providin" rel="nofollow">ing a statistical analysis of medical enquiries previously received. 1.2 Company Overview An important role of the Medical Affairs Department is to answer medical enquiries concernin" rel="nofollow">ing Medical products. Medical enquiries are usually received from in" rel="nofollow">internal customers such as representatives, as well as external customers in" rel="nofollow">includin" rel="nofollow">ing doctors, retail and hospital pharmacists, drug in" rel="nofollow">information centres, consumers and others. Medical enquiries may be received via telephone, fax, letter or in" rel="nofollow">in person and can range from very simple questions which can be readily answered over the telephone to very complex enquiries which may require many hours of research in" rel="nofollow">in order to formulate an appropriate response. With the merger of two Pharmaceutical companies, the Medical Affairs Department are now required to answer a greater number of enquiries for an in" rel="nofollow">increased portfolio of products. 1.3 Current Busin" rel="nofollow">iness Environment The current system for recordin" rel="nofollow">ing the receipt of and reply to medical enquiries is a paper based system. The system is both time consumin" rel="nofollow">ing and in" rel="nofollow">inefficient due to records of previous enquiries and reference in" rel="nofollow">information not bein" rel="nofollow">ing easily accessible. This makes the task of supplyin" rel="nofollow">ing in" rel="nofollow">information even more difficult for Medical Associates answerin" rel="nofollow">ing enquiries for products that are not normally within" rel="nofollow">in their area of expertise (for example when rostered to take calls received via the toll free telephone number). When an enquiry is received, details of the enquiry are written on an Enquiry Report Form. A Medical Associate may provide an answer to the enquiry usin" rel="nofollow">ing their previous experience and knowledge of the product and either provide the in" rel="nofollow">information directly over the telephone or if requested, construct a written reply; When constructin" rel="nofollow">ing a written reply, a Medical Associate would typically manually search for the appropriate "standard letter", transfer the address in" rel="nofollow">information from the Enquiry Report Form and then prin" rel="nofollow">int the reply. (A "standard letter" is, in" rel="nofollow">in the context of the above text, a MS word document that contain" rel="nofollow">ins in" rel="nofollow">information relatin" rel="nofollow">ing to a specific subject for a specific product. While the document is called a "standard letter", the in" rel="nofollow">information in" rel="nofollow">in the "standard letter" may also be adapted to construct a memo, a fax or a letter as required). Details of the reply provided are transcribed manually to the Enquiry Report Form which is then filed accordin" rel="nofollow">ing to product. Where the Medical Associate is not familiar with the appropriate answer to an enquiry or there is no suitable "standard letter", the Medical Associate will manually search a range of alternate sources of in" rel="nofollow">information such as past enquiries, consumer product in" rel="nofollow">information CPI's), compliance guides, product in" rel="nofollow">information (Pi's) foreign product listin" rel="nofollow">ings, textbooks, registration dossiers or range of literature databases. The number and type of in" rel="nofollow">information sources used will depend entirely upon the nature of the enquiry. Once the appropriate in" rel="nofollow">information has been located, the response is prepared (as a MS word document). Again" rel="nofollow">in the Enquiry Report Form is completed and filed for future reference. The Medical Affairs Department also monitor the number, importance and type of medical enquiries received and a range of other associated parameters (e.g. source of the enquiry, the mode by which the enquiry was received etc). This is also a paper based system where Medical Associates manually record a range of parameters, collate the data and transcribe it in" rel="nofollow">into Excel spreadsheets to generate tabular and graphical reports. The main" rel="nofollow">in deficiencies of the current busin" rel="nofollow">iness environment are summarised below: • It is extremely difficult and time consumin" rel="nofollow">ing to locate an Enquiry Report Form (historical data) pertain" rel="nofollow">inin" rel="nofollow">ing to a specific previous enquiry. • Reference in" rel="nofollow">information pertain" rel="nofollow">inin" rel="nofollow">ing to a specific enquiry cannot be located quickly. • "standard letters" become obsolete as there is no systematic review and update of them. • enquirers often cannot receive an immediate verbal response due to the Medical Associate bein" rel="nofollow">ing unable to quickly target the required historical data and reference in" rel="nofollow">information if it is outside their current area of specialisation. • Medical Associates are forced to provide an in" rel="nofollow">increased number of written replies in" rel="nofollow">in place of verbal reply's due to the in" rel="nofollow">inability of the Medical Associate to quickly target the required historical data and reference in" rel="nofollow">information. • There is duplication of effort and expense as Medical Associates review reference in" rel="nofollow">information for enquiries that have been answered previously due to difficulties in" rel="nofollow">in locatin" rel="nofollow">ing a specific previous enquiry and response. • A significant amount of time and resource is required to collate and generate statistical data on the number and type of medical enquiries received. 1.4 Future Busin" rel="nofollow">iness Environment It is proposed that a Medical Enquiries Database be used to address the in" rel="nofollow">inefficiencies outlin" rel="nofollow">ined above. The diagram on the followin" rel="nofollow">ing page together with the followin" rel="nofollow">ing text passage, aim to describe how it is envisaged that the future busin" rel="nofollow">iness environment would operate and highlight the benefits of the use of such a database. It is envisaged that when an enquiry is received, details of the enquiry will be recorded on the database. The Medical Associate may then search the database for either historical data or "standard letters" by enterin" rel="nofollow">ing one or more search criteria. For example, a Medical Associate may request from the system a list of all the Zantac enquiries received durin" rel="nofollow">ing the last 12 months or request a list of all "standard letters" that contain" rel="nofollow">in the words "Zantac and side effects". Once an appropriate past enquiry or "standard letter" has been identified, the in" rel="nofollow">information can be provided immediately to the enquirer over the telephone. If required, this may be further supplemented with a hard copy of the required in" rel="nofollow">information which can be quickly prin" rel="nofollow">inted from the system as it automatically merges together enquirer address/mailin" rel="nofollow">ing details and the required in" rel="nofollow">information. Should the system not contain" rel="nofollow">in in" rel="nofollow">information pertain" rel="nofollow">inin" rel="nofollow">ing to a particular question, only then will the Medical Associate utilise other sources of in" rel="nofollow">information. Ideally, in" rel="nofollow">information such as such product in" rel="nofollow">information sheets (Pi's), consumer product in" rel="nofollow">information sheets (CPFs), compliance guides and foreign product lists will also be held as electronic copies in" rel="nofollow">in the database. Failin" rel="nofollow">ing this, only then will the Medical Associate need to carry out an extensive literature search via text books, registration dossiers and a range of literature databases. Once the appropriate in" rel="nofollow">information is found, a response is prepared which is held on the database for future use. With all enquiries now held within" rel="nofollow">in an electronic database, the Medical Affairs Department will also be able to perform statistical analyses of the enquiries received usin" rel="nofollow">ing a large range of criteria without the need for manual collation and transcription of data. This in" rel="nofollow">information could then be used by the sales and marketin" rel="nofollow">ing force to assist in" rel="nofollow">in determin" rel="nofollow">inin" rel="nofollow">ing market direction and the effectiveness of in" rel="nofollow">information provided to medical professionals. For example, a report detailin" rel="nofollow">ing the type of enquiries received for a product, could provide an early in" rel="nofollow">indication of market in" rel="nofollow">interest, direction or concern. (Examples of an enquiry type may in" rel="nofollow">include an enquiry related to an adverse event, an enquiry related to use of a product durin" rel="nofollow">ing pregnancy, an enquiry related to a comparison between Medical product and a competitor product.) The main" rel="nofollow">in busin" rel="nofollow">iness benefits of implementin" rel="nofollow">ing such an in" rel="nofollow">information management system are summarised in" rel="nofollow">in me followin" rel="nofollow">ing section. 1.5 Busin" rel="nofollow">iness Objectives The busin" rel="nofollow">iness objectives of the system can be summarised as follows: • Increase the number of enquiries that can be answered immediately over the telephone. • Decrease me time taken to prepare written responses. • Decrease the time taken to locate appropriate historical data and "Standard letters". • Decrease the time taken to prepare a statistical analysis of enquiries Received. • Increase departmental efficiency, freein" rel="nofollow">ing up resource for other activities. • Increase utility of the data provided to the sales and marketin" rel="nofollow">ing areas. Assignment Submission: Assignment 1 Date Due: Friday Week 8, 2016 by 5:00 PM Please submit your hard copy of your assignment in" rel="nofollow">in the class to your lecturer or submit your hard copy of your assignment at Holmes Institute reception ground level, 185 Sprin" rel="nofollow">ing Street.