Appendix 1 – Project Case Study – Term 2, 2010

BUNDABERRY HEALTH CENTRE

The Business

Bundaberry Health Centre (BHC) offers 7-days-a-week health-related services to the local community within Bundaberg city area with the trading hours 9am to 5pm. It has been in operation for 4 years. Part of the services offered to their clients is a transport facility (i.e. within a 5 kilometres radius of BHC) to clients who are very sick, need emergency treatments and are rather old and weak patients. This facility enables these clients without other forms of transport, to attend Doctors, and other health-related appointments (clients however return at own expenses).

In order to accomplish this, BHC owns a fleet of 6 (six) vehicles. There is 1 (one) Mitsubishi Colt, 2 (two) Hyundai Tucson’s, 2 (two) Mitsubishi Magna’s and 1 (one) Hyundai Imax 8 seater bus. These vehicles are also used by other staff at the Centre to attend meetings and other events. Six employees, Sally, Jackie, Amy, Georgia, Carol and Tanya are employed as administration staff with designated vehicle-driver responsibility for the six vehicles above (i.e. Sally – Mitsubishi Cot and so forth). Being a driver to pick up clients is their priority duty. However, they resume other normal administrative duties when client pickups are not required or when any staff member uses a vehicle.

There is an existing established computerized Client Health Records system in use where healthcare appointment booking is a part of the system. A BHC client must book a medical appointment first before booking a transport. After knowing the appointment date and time, a client must notify Administration Staff at least 24 hours prior to their appointment to book the transport. Disabled clients who book for transport will use Hyundai Imax 8 seater bus with a secure disabled access and a seat behind the driver seat area. Clients from a group or a same family who make an appointment to visit a doctor together are allowed to make only one transport booking and will be placed in a vehicle that can take all passengers. All clients must book transport personally and any transport bookings that happen less than 24 hours is not allowed. Transport is not provided to new clients who have not visited BHC. All vehicles might be used occasionally, hence administration staff might have to gently decline some clients of some bookings or the Hyundai Imax 8 seater bus for disabled access is booked at the required date and time. The same booking process is followed regardless of staff or client booking. Administration staff, including the six designated vehicle drivers for client pick ups, are responsible to make transport booking.

For a Client booking the following information is required.

• Name of Client

• Time and Date of Pick-up

• Location of Pick-up

• Purpose of vehicle use is default to ‘client pick-up’

• Approximate duration of journey

• Name of Driver

Staff requiring bookings for vehicles to attend meetings (e.g. surgeon group meeting, medical association meeting) and events (house call, conference, seminar, health trade show) must book at least 24 hours in advance. Although one or more staff can attend a same meeting/event in a same vehicle, only a staff member is required to make a booking. The staff member who makes a booking to use a vehicle by a group may or may not drive the vehicle. A staff member who drives a vehicle must have a current valid licence.

For a Staff booking the following information is required.

• Name of Staff member

• Time and Date of meeting or event

• Location of meeting or event

• meeting or event name (as purpose of vehicle use)

• Approximate duration of meeting or event that needs the vehicle

• Name of Driver

For management purposes, all staff who drive a vehicle in a trip are required to log down kilometres travelled and fuel used. Any driver who fills up a fuel tank during a journey using a corporate card has to report the amount spent on fuel. The fuel expense reporting must be supported by a receipt to be returned to the transport facility office when a vehicle is signed in. A log book is handed out to a driver of a vehicle together with a key, each time a vehicle is signed out from the transport facility office, which is located right behind the BHC building with 12 sheltered carports. The log book contains:

• Make and model of vehicle (appear once only)

• Registration details – Registration number (appear once only), registration renewal date (a new renewal date is entered after each renewal)

• Service details – dates of last service, date of next service (updated by transport facility office)

• Kilometres travelled in each trip for each vehicle (each one a new entry; travelling to and fro to pick up a client, or attend an event is counted as one trip)

• Fuel in litre and fuel expense recorded as fuel used for each vehicle (may leave blank if fuel is not added during a journey; each fuel expense is a new entry)

Three different types of report (see samples of report attached) are required by Management at the end of each month:

• Transport given to clients

• Transport needed to facilitate work of staff

• A BHS transport report detailing each vehicle’s service (showing valid registration and proper regular maintenance) and use (indicating monthly kilometres travelled and fuel consumption) based on all related compiled hand-written log book entries.

To date, these bookings and records have been kept on Excel spreadsheets (see samples of each types of recording attached). However, this has become too cumbersome as there are now over 1000 clients and 40 staff.

BHC Transport System Project

Bundaberry Health Centre has allocated a total of $140,000 and 6 months for a new Transport Booking System to be developed. Your group has been engaged to complete the project of a single computerised ‘BHC Transport System’ that facilitates both staff and client booking. Your computerised BHC transport system will need all hand-written log book entries to be input into the system at the end of each trip made.

Current System

The Centre currently has installed a Windows Small Business Server and runs Windows 2007 and Office 2007. There is also a specialised DBMS for the Client Health Records. This is on a separate server with remote access link to the developers. These do not have to interact with the Transport System. There are 30 Desktop PC’s in the Office attached to the server. There is a networked printer/fax /scanner for all the PC’s and a dedicated scanner for the Client Health Records attached to the PC’s in Administration.

Additional Attachments

BHC has given to your group the following work samples used in current booking process:

• Print out of staff and client tables obtained from a specialised DBMS for the Client Health Records.

• Spreadsheets that record all bookings, vehicle registration and service details, and trip log.

• Three types of word-processed month-end management report.

(Created by Donna Green - July 2009; Updated by Dr Lisa Soon – March 2010)

Client Details from Client Health Records System

Client

Number DOB

First

Name

Last

Name

Unit

Number

Street

Number Street Name Suburb City Postcode Phone Mobile Email

10001 02/02/1939 Maryam Kennan 7 Takalvan Street Bundaberg Bundaberg 4670

4152 6765

10002 12/09/1995 Annie Lloyd 203 Bourbong Street Bundaberg Bundaberg 4670 4150 8684 0403855383 cya@gmail.com

10003 03/07/1990 Geoff King 9 Louise Court Bundaberg Bundaberg 4670 4150 0222 0423285430 g.king@yahoo.com.au

10004 05/10/1947 Clint Jefferson 29 Cummins Road Bundaberg Bundaberg 4670 4159 5066

10005 25/12/1969 Branden Andrews 55 Roses Moore Park Road Bundaberg Bundaberg 4670 4131 5430 0412898999 bdrews@live.com.au

10006 06/03/1979 Amy Holden 2 85 Back Springfield Road Bundaberg Bundaberg 4670 4159 9723 0401755853 agholden@bigpond.com.au

10007 05/08/1973 George Holden 2 85 Back Springfield Road Bundaberg Bundaberg 4670 4155 6264 0401285043 agholden@bigpond.com.au

10008 11/11/1980 Karrie Smith 1 Johanna Boulevard Bundaberg Bundaberg 4670 4152 1233 0412840755 smithk@yahoo.com

10009 07/08/1983 John Anderson 3 Maryborough Street Bundaberg Bundaberg 4670 4151 2555 0434185777 rollo@gmail.com

10010 05/07/1950 Tracey Rolland 109 Quay St Bundaberg Bundaberg 4670 4151 8186.

Staff Details from Client Health Records System

Staff Number

First

Name

Last

Name Job Title Responsibility Type Phone Mobile

171 Debra Jonathan General Practitioner Health Care 4150 2122 403751493

555 David Edmonds General Practitioner Health Care 4150 2153 403415538

1000 Lyn Hay Administration officer Administration 4150 2178 420281410

565 Christie Jefferson Administration officer Administration 4150 2120 404897544

880 Brandon Andrews Administration officer Administration 4150 2143 412898333

102 Amy Holden Administration officer Administration 4150 2165 401652053

432 Joseph Fletcher Surgeon Health Care 4150 2150 401852043

510 Heather Smiths Nurse Health Care 4150 2158 412423755

720 Tania Tye Nurse Health Care 4150 2151 433155999

656 Carol Rolland Administration officer Administration Driver 4150 2174 434444777

Each vehicle uses a booking page in a book each day for a particular vehicle. This is a sample of Mitsubishi Colt 718JXG that Sally Simmons drives to pick up

clients. The booking page was entered showing the times a vehicle is taken out. Blank spots show the unused timeslots. You can see that some staff

members used the vehicle for house calls, meeting or events that day.

Bundaberry Health Centre Transport Booking

Monday 15th June 2009

Mitsubishi Colt 718JXG

Booking

Number User Name

Driver

Name Time Purpose Destination Duration

40011

Maryam

Kennan

Sally

Simmons 9am-9.30am Client pick-up 7 Takalvan Street Bundaberg

Bundaberg 4670 0.5 hour

40012

Danny

Richard

Sally

Simmons 9.30am-10.00am Client pick-up 60 Bourbong Street Bundaberg

Bundaberg 4670 0.5 hour

10am-10.30am

40013 Tannia Tye

Tannia

Tye 10.30am-11pm House call 2a Bourbong Street Bundaberg 4670 1.5 hours

40013 Tannia Tye

Tannia

Tye 11am-11.30pm House call 2a Bourbong Street Bundaberg 4671

40013 Tannia Tye

Tannia

Tye 11.30am-12pm House call 2a Bourbong Street Bundaberg 4672

12pm-12.30pm

40014

Joseph

Fletcher

Joseph

Fletcher 12.30pm-1pm House call 7 Quay Street Bundaberg 4670 1 hour

40014

Joseph

Fletcher

Joseph

Fletcher 1pm-1.30pm House call 8 Quay Street Bundaberg 4670

40015

David

Edmonds

David

Edmonds 1.30pm-2pm AGPA meeting 10 Rath Court Bundaberg North

4670 2 hours

40015

David

Edmonds

David

Edmonds 2pm-2.30pm AGPA meeting 10 Rath Court Bundaberg North

4670

Bundaberry Health Centre Transport Booking

Monday 15th June 2009

Mitsubishi Colt 718JXG

Booking

Number User Name

Driver

Name Time Purpose Destination Duration

40015

David

Edmonds

David

Edmonds 2.30pm-3pm AGPA meeting 10 Rath Court Bundaberg North

4670

40015

David

Edmonds

David

Edmonds 3pm-3.30pm AGPA meeting 10 Rath Court Bundaberg North

4670

3.30pm-4pm

40013 Lyn Hay

Amy

Holden 4pm-4.30pm

Workplace Health and Safety

Training 22 Electra St Bundaberg 4670 2 hours

40014 Lyn Hay

Amy

Holden 4.30pm-5pm

Workplace Health and Safety

Training 23 Electra St Bundaberg 4670

40015 Lyn Hay

Amy

Holden 5pm-5.30pm

Workplace Health and Safety

Training 24 Electra St Bundaberg 4670

40016 Lyn Hay

Amy

Holden 5.30pm-6pm

Workplace Health and Safety

Training 25 Electra St Bundaberg 4670

A spreadsheet containing the six vehicles service details

Vehicle Service Details as at 3rd January 2010

Make Model

Registration

No. Registration Renewal Date

Last Service

Date

Next Service

Date

Mitsubishi Colt 718JXG 05/05/2010 31/08/2009 31/08/2010

Hyundai Tucson 221LYQ 10/11/2010 01/09/2009 01/09/2010

Hyundai Tucson 828LSL 27/06/2010 02/05/2009 02/05/2010

Mitsubishi Magna 271JLN 10/10/2010 23/07/2009 23/07/2010

Mitsubishi Magna 835GTZ 09/09/2010 04/09/2009 04/09/2010

Hyundai Imax 151GIZ 12/01/2011 30/12/2009 30/12/2010

A spreadsheet showing the vehicle trip log of Mitsubishi Colt in the month of March 2009:

Vehicle Trip Log

Mitsubishi Colt Registration Number: 718JXG

Trips in March 2009 as at 1st April 2009 No. Start Odometer End Odometer Distance Travel Fuel in litre Fuel expense

1 12780 12789 9 40 $ 44.80

2 12789 12855 66 10 $ 11.20

3 12855 12861 6

$ -

4 12861 12961 100 45 $ 50.40

5 12961 12969 8

$ -

6 12969 12974 5

$ -

7 12974 12985 11

$ -

8 12985 12994 9

$ -

9 12994 13000 6

$ -

10 13000 13010 10

$ -

11 13010 13019 9

$ -

12 13019 13028 9

$ -

13 13028 13034 6

$ -

14 13034 13044 10 40 $ 45.20

15 13044 13055 11

$ -

16 13055 13062 7

$ -

17 13062 13070 8

$ -

18 13070 13077 7

$ -

19 13077 13085 8

$ -

20 13085 13091 6

$ -

21 13091 13131 40

$ -

22 13131 13141 10 49 $ 55.37

23 13141 13150 9

$ -

24 13150 13155 5

$ -

25 13155 13162 7

$ -

26 13162 13170 8

$ -

27 13170 13179 9

$ -

28 13179 13189 10

$ -

29 13189 13192 3

$ -

30 13192 13202 10

$ -

31 13202 13210 8

$ -

32 13210 13220 10

$ -

33 13220 13230 10

$ -

34 13230 13238 8

$ -

35 13238 13245 7

$ -

36 13245 13256 11

$ -

37 13256 13268 12 45 $ 50.85

38 13268 13275 7

$ -

39 13275 13283 8

$ -

40 13283 13294 11

$ -

229 $ 257.82

A simple word-processed report about transport given to clients

Bundaberry Health Centre Transport Provided to Clients in the Month of March 2009

No. Vehicle Make Model Total Client Pickup Distance

1 718JXG Mitsubishi Colt 348

2 221LYQ Hyundai Tucson 432

3 828LSL Hyundai Tucson 398

4 271JLN Mitsubishi Magna 333

5 835GTZ Mitsubishi Magna 320

6 151GIZ Hyundai Imax 198

A word-processed report about transport needed to facilitate work of staff

Bundaberry Health Centre

Month-end Report of Transport for Staff

March 2009

Staff Name Date Purpose of vehicle use Vehicle used Distance Travelled

Lyn Hay 03/03/2009 Customer care training Mitsubishi Colt 718JXG 66

Christie Jefferson 12/03/2009 Workplace health & safety training Mitsubishi Magna 271JLN 35

Joseph Fletcher 16/03/2009 Surgical Operations World Conference Hyundai Tucson 828LSL 19

Tania Tye 18/03/2009 Nursing care advanced training Hyundai Tucson 221LYQ 21

David Edmonds 23/03/2009 Medical practitioner meeting Hyundai Tucson 221LYQ 30

Debra Jonathan 26/03/2009 Green Healthcare Seminar Mitsubishi Colt 718JXG 25

Amy Holden 27/03/2009 Patience Needs Conference Mitsubishi Magna 835GTZ 34

Christie Jefferson 27/03/2009 Patience Needs Conference Mitsubishi Magna 835GTZ 40

Brandon Andrews 30/03/2009 Effective time management training Mitsubishi Colt 718JXG 51

Anne Fitzgerald 31/03/2009 Qld Healthcare Association meeting Hyundai Imax 151GIZ 78

Total distance travelled by staff in March 2009: 399km

A word-processed report about BHS transport report about vehicle service and use within a month. (showing valid registration and proper regular maintenance) (indicating monthly kilometres travelled and fuel consumption) based on all related compiled hand-written log book entries.

Bundaberry Health Centre

Month-end Report of Vehicle Service and Use

January 2010 Vehicle Service

No. Vehicle Last Service Next Service Registration Renewal

1. Mitsubishi Colt 718JXG 31/08/2009 31/08/2010 05/05/2010

2. Hyundai Tucson 221LYQ 01/09/2009 01/09/2010 10/11/2010

3. Hyundai Tucson 828LSL 02/05/2009 02/05/2010 27/06/2010

4. Mitsubishi Magna 271JLN 23/07/2009 23/07/2010 10/10/2010

5. Mitsubishi Magna 835GTZ 04/09/2009 04/09/2010 09/09/2010

6. Hyundai Imax 151GIZ 31/12/2009 31/12/2010 12/01/2011

Vehicle Use

No. Vehicle Distance Travelled Fuel Expenses

1. Mitsubishi Colt 718JXG 992 $560.00

2. Hyundai Tucson 221LYQ 1426 $1,603.00

3. Hyundai Tucson 828LSL 1230 $1,120.00

4. Mitsubishi Magna 271JLN 988 $899.00

5. Mitsubishi Magna 835GTZ 1205 $1,200.00

6. Hyundai Imax 151GIZ 798 $987.00

Total distance travelled in January 2010: 6639km

Total Fuel Expenses in January 2010: $6,369.00