Case Management System For Rtc Of Antipolo

Case Management System

PROJECT PLAN

Submitted by:

EASYSTEMS

Ma. Shalijah Humangit

Ruby Grace Javier

Kris Albert Lee

Cesar Julian Pato

Roy Sanchez

1st Semester, 2006-2007

Instructor, Wilson Gan

Table of Contents

Section 1. Executive Summary 1

Business Case for the Regional Trial Court of Antipolo City, Branch 73 2

Section 2. The Company Overview 7

Section 3. The Project 8

3.1 Project Summary 8

3.3 Numeric Project Model 9

Section 4. Project Scope 13

Section 5. Project Organization 20

5.1 Organizational Chart 20

5.1.1 Project Reporting Structure 20

5.2 Roles and Responsibilities 21

5.2.1 Skills Matrix 23

5.2.2 Responsibility Matrix 23

Section 6. Work Breakdown Structure 28

Section 7. GANTT Chart 40

7.1 Project Duration 40

7.1.1 Assumptions 40

7.1.2 Duration Computation 41

7.2 GANTT Chart 43

Section 8. Project Estimate 44

8.1 Project Estimate 44

8.2 Financial Schedule 44

8.3 Assumptions 47

Section 9. Risk Management 48

Section 10. Change Management 53

Section 11. Communications Management 58

10.1 Project Stakeholders 58

10.2 Communication Activities 59

Section 12. Quality Assurance 64

12.1 Quality Assurance Plan 64

Section 13. Project Monitoring and Tracking 72

Section 14. Project Closure 76

Section 15. Lessons Learnt 78

Section 1. Executive Summary

The Regional Trial Court of Antipolo, Branch 73 currently conducts their processes manually and thus, due to the heavy case load it is difficult for them to avoid the backlog of cases that interrupt and hinder the court's efficiency. The presiding judge of Branch 73, Judge Ronaldo Martin, has expressed his vision of a more efficient court where he wishes for better data organization and faster access to case information. The project team is to implement a case management system for the Regional Trial Court of Antipolo, Branch 73. This system shall feature a case diary -- to view, record and update cases, a search engine -- to enable faster look up of cases and case information and a report generator to enable the issuance of reports. This system shall be integrated with a website that features an online court calendar. The project team is also responsible for establishing a network (LAN) for the Court. Included in this project plan is the scope of the project.

The project is planned to Kick Off during the last week of October 2006 and last for 3 months until closure by the first week of February 2007. This deliverable identifies the project team and their roles and responsibilities in the project. It also breaks down the different project phases into tasks and subtasks which are outlined in the Work Breakdown Structure that also identifies the deliverables to be per task, its duration and the task owner.

The main objective of this deliverable is to discuss in detail the project team's plans for the duration of the project. This includes the management of major possible risks that are a threat to the project's completion and success, like delays in phases, insufficient budget or excessive bugs and errors are surfaced. To combat these risks, the project team has outlined contingency plans to prevent these risks from materializing and preventing the project's success. The project plan also explains how the project team is to manage change requests to be made to the project. Maintaining the quality of each phase is also discussed as part of the project team's quality assurance plans. An explanation of how the project team will be communicating these different aspects (such as plans, updates, information, reports) to each other throughout the duration of the project is further stated. The different ways of project monitoring and tracking, to make sure the project is going as planned, is also discussed.

BUSINESS CASE for the Regional Trial Court of Antipolo City, Branch 73

The Business Environment

Most courts in the Philippines are still running using manual processes. There have been plans to implement IT solutions to the court process but political issues, expensive costs and user resistance have hindered this transformation. Currently, the Supreme Court also shares the vision of a centralized court system but political and budget issues have barred this vision from fully materializing.

Judge Ronaldo Martin of the Regional Trial Court of Antipolo- Branch 73 was enlightened by Judge Marivic Daray, a judge who pioneered an implementation of a case monitoring system in her trial court, and has decided to implement one for his own court to achieve his vision more sooner than later.

The Problems

The Regional Trial Court of Antipolo- Branch 73 has been experiencing many problems to date stated as follows:-

Manual data recording. The manual recording of data per case makes their progress slow as it leads to a backlog of cases.

Burden. Judge Martin has stated that he has trouble having to read through thick stacks of cases and would