SOFTWARE PROJECT MANAGEMENT ASSIGNMENT

Group Members

[Link] Blaise 26229

2. JIBU Joyau Joseph 27685

3. Shema Karasira Ivan 23006

4. Murenzi Munyambaraga Ivan 25868

5. Mugwaneza Parfait 26022

Project: Smart Medical Inventory Tracker

PART 1: NEEDS ASSESSMENT & BUSINESS CASE

Background information

Manual inventory management in healthcare facilities in Rwanda leads to critical issues like stock outs of
essential medical supplies, expiration of unused items, and inefficient use of staff time. The Smart
Medical Inventory Tracker project addresses these challenges by developing an automated system that
provides real-time tracking, automated alerts, and intelligent reporting for medical inventory management
tailored to Rwandan healthcare settings.

Business Objectives

● Reduce inventory-related costs by 15% within first year of implementation

● Eliminate stock outs of critical medical supplies
● Reduce manual inventory counting time by 50%
● Achieve 100% compliance with no expired medical items in stock
● Improve staff efficiency by automating inventory management tasks

Current Situation and Problem/Opportunity Statement

Current Problem: Healthcare facilities in Rwanda currently use manual spreadsheets and paper-based
systems for inventory tracking, resulting in:

● Frequent stock outs of essential items affecting patient care

● Overstocking leading to expired medical products
● Staff spending excessive time on manual counts and reconciliations
● Lack of real-time visibility into inventory levels
● Difficulty in tracking medication expiration dates
Opportunity: Implementing an automated inventory tracking system will:

● Provide real-time stock level visibility

● Automate reordering processes
● Reduce waste from expired products
● Free up medical staff to focus on patient care
● Improve healthcare service delivery in Rwandan clinics

Critical Assumptions and Constraints

Assumptions:

● Healthcare facilities have stable internet connectivity and basic computer equipment
● Staff will participate in training sessions
● Historical inventory data is available for system setup
● Management will enforce system adoption
● Systems will be available in both English and Kinyarwanda

Constraints:

● Maximum project budget: RWF 14,000,000

● Project completion within 12 weeks
● Must comply with Rwanda healthcare data privacy regulations
● System must integrate with existing clinic computers
● Must work with limited bandwidth conditions

Analysis of Options and Recommendation

Option 1: Commercial Off-the-Shelf Software

What it is: Purchasing a ready-made software program that already exists from an external vendor.

Advantages Faster Implementation: Can be deployed in 2-3 weeks

● Lower Initial Cost: Minimal setup fees

● Proven & Tested: Already used by other clinics, major bugs fixed
● Vendor Support: Technical support and updates provided
● Less Technical Burden: No development team required

Disadvantages:

● Limited Customization: May not fit Rwandan clinic workflows perfectly

● Recurring Costs: Ongoing subscription fees (RWF 200,000-300,000/month)
● Unnecessary Features: Paying for features clinics won't use
● Vendor Dependency: Risk if vendor goes out of business or increases prices
● Data Control Concerns: Data stored on international servers
● Limited Local Support: Lack of local technical support in Rwanda
Option 2: Custom-Built System

What it is: Developing a tailored software solution specifically for Rwandan healthcare facilities' needs.

Advantages (Pros):

● Perfect Fit: Designed specifically for Rwandan clinic workflows

● One-Time Cost: No recurring subscription fees
● Full Control: Complete ownership and customization capabilities
● Data Security: Data stored on local servers in Rwanda
● Scalability: Can be easily modified as needs change
● Local Support: Rwandan-based development and support team

Disadvantages (Cons):

● Longer Development: 12-week implementation timeline

● Higher Initial Cost: Significant upfront investment required
● Technical Expertise Needed: Requires development team and maintenance
● Development Risks: Potential for delays or technical challenges

Recommendation:

Option 2: Custom-Built System is recommended because:

● Provides perfect alignment with Rwandan healthcare specific requirements

● Offers better long-term value with no recurring costs in foreign currency
● Gives full control over system features and data security within Rwanda
● Higher initial investment but superior return on investment over 3-5 years
● Can be tailored exactly to staff workflows and existing processes in Rwandan context
● Supports local IT industry development in Rwanda

Preliminary Project Requirements

1. User authentication with role-based access (Admin, Nurse, Staff)

2. Real-time dashboard showing inventory status
3. Low stock and expiration date alerts
4. Barcode scanning functionality
5. Inventory check-in/check-out tracking
6. Automated report generation
7. Supplier management module
8. Mobile accessibility for quick checks
9. Multi-language support (English & Kinyarwanda)
10. Offline functionality for limited connectivity areas
Budget Estimate and Financial Analysis in RWF

Budget Breakdown:

Category Item Cost (RWF)

Personnel Project Manager 3,000,000

Software Developer (200 hours @ RWF 5,000,000

25,000/hr)

UI/UX Designer (20 hours @ RWF 20,000/hr) 400,000

Quality Assurance Tester (40 hours @ RWF 600,000

15,000/hr)

Software & Tools Project Management Tools 200,000

Cloud Hosting & Services 500,000

Database License 200,000

Development Software Licenses 300,000

Training & Staff Training Materials 400,000

Implementation

On-site Implementation Support 600,000

Contingency 15% of total costs 1,800,000

TOTAL BUDGET RWF

14,000,000

Financial Analysis:

● Payback Period: 2.8 years

● Annual Savings: RWF 5,000,000 (from reduced waste and efficiency gains)
 ● ROI: 257% over 5 years
● Break-even Point: 33 months

Schedule Estimate

● Total Project Duration: 12 weeks

● Phase 1: Requirements & Planning (2 weeks)
● Phase 2: Design & Prototyping (2 weeks)
● Phase 3: Development (5 weeks)
● Phase 4: Testing & Training (2 weeks)
● Phase 5: Deployment (1 week)

Potential Risks

1. Technical Risks: Integration challenges with existing systems

2. Schedule Risks: Developer delays affecting timeline
3. Budget Risks: Unforeseen technical requirements increasing costs
4. Adoption Risks: Staff resistance to new system
5. Data Risks: Data migration issues from old system
6. Infrastructure Risks: Internet connectivity issues in some regions

Risk Mitigation Strategies:

● Regular progress reviews and milestone tracking

● 15% contingency budget allocation
● Comprehensive staff training program in local language
● Phased implementation approach
● Offline functionality for areas with poor connectivity

Exhibits

● Preliminary system mockups and wireframes

● Competitive analysis of existing solutions
● Staff workflow diagrams
● Cost-benefit analysis details
● Vendor comparison charts
● Rwanda healthcare infrastructure assessment

PART 2: IDENTIFYING AND ENGAGING STAKEHOLDERS

Stakeholder Register

Stakeholder Role Department Influence Interest Requirements

 Clinic Director Sponsor Management High High Cost reduction,
compliance

Head Nurse Primary User Medical Medium High Easy to use,

reliable

Inventory Clerk Daily User Operations Low High Efficient

workflows

IT Manager Technical IT Medium Medium System

Support compatibility

Finance Manager Approver Finance High Medium Budget control,

ROI

Medical Staff End Users Medical Low Medium Minimal disruption

MOH Regulatory Government Medium Low Compliance with

Representative standards

Stakeholder Mapping - Power/Interest Grid

High Power, High Interest (Manage Closely)

● Clinic Director: Key decision-maker, requires regular updates and involvement

● Finance Manager: Controls budget, needs detailed financial reporting

High Power, Low Interest (Keep Satisfied)

● IT Manager: Ensures technical compatibility, provide technical documentation

● MOH Representative: Ensure regulatory compliance

Low Power, High Interest (Keep Informed)

● Head Nurse: Primary user, involve in design decisions and testing

● Inventory Clerk: Daily user, provide training and support

Low Power, Low Interest (Monitor)

● General Medical Staff: Minimal updates, provide basic training

PART 3: FORMING THE TEAM

RACI Chart

(R=Responsible, A=Accountable, C=Consulted, I=Informed)

Task Project Manager Developer Designer Tester Clinic Director

Project Planning A R C I C

System Design I R A C I

Development I A C R I

Testing A C I R I

Deployment R A I C C

Training R C I I A

Budget Control A I I I C

Status Reporting R I I I A

Team Charter

Team Mission:

"To develop and deliver a reliable, user-friendly Smart Medical Inventory Tracker that transforms manual
inventory processes into an automated, efficient system specifically designed for Rwandan healthcare
facilities, ultimately enhancing patient care through better resource management while staying within
budget and timeline constraints."

Team Values:

● Collaboration: Open communication, knowledge sharing, and mutual support

● Quality: Commitment to delivering robust, error-free functionality
● Transparency: Regular progress updates and honest discussion of challenges
● User-Centric: Prioritizing end-user needs and experience in all decisions
● Innovation: Embracing creative solutions to solve complex problems in Rwandan context
● Local Relevance: Ensuring solutions work within Rwandan infrastructure constraints
Ground Rules

Communication Protocols:

● Daily stand-up meetings at 9:00 AM (15 minutes maximum)

● Weekly progress review meetings every Friday
● Immediate escalation of blockers or issues
● All official communication through designated project channels
● 24-hour response time for urgent requests
● Communication in both English and Kinyarwanda as needed

Work Management:

● Update task status daily in project management system

● Document all code changes and design decisions
● Time tracking for all project activities
● Regular backup of all work and documentation
● Version control for all project artifacts

Meeting Guidelines:

● Agenda circulated 24 hours before all meetings

● Punctuality is mandatory
● Action items documented and assigned during meetings
● Decisions recorded in meeting minutes
● Mobile devices on silent during meetings

Quality Standards:

● Code review required before all deployments

● Comprehensive testing for all new features
● Documentation updated with each release
● Regular user feedback sessions and incorporation
● Performance benchmarks established and monitored

Conflict Resolution:

● Address issues directly and professionally

● Escalate unresolved conflicts to Project Manager
● Focus on solutions rather than blame
● Respect diverse perspectives and expertise
● Maintain professional demeanor at all times

Success Metrics:

● On-time delivery of all project milestones

 ● Stay within allocated budget of RWF 14,000,000
● Achieve all defined business objectives
● Positive user feedback and adoption rates
● System performance meeting all requirements

PART 4: PROJECT SCOPE MANAGEMENT

Detailed Product Scope

The Smart Medical Inventory Tracker is a web-based application that will provide comprehensive
inventory management capabilities for Rwandan medical facilities, including:

Core Functional Areas:

1. User Management & Security

2. Inventory Tracking & Management
3. Alert & Notification System
4. Reporting & Analytics
5. System Administration
6. Multi-language Support

Requirements Traceability Matrix with MoSCoW Prioritization

ID Requirement Type MoSCoW Source Status

Description

USER
MANAGEMENT

REQ-01 Users must Functional MUST Sponsor Approved

authenticate
with username
and password

REQ-02 Role-based Functional MUST Sponsor Approved

access control
(Admin, Nurse,
Staff)
REQ-03 Password reset Functional SHOULD Users Approved
functionality

REQ-04 Session Non- MUST Security Approved

timeout after Functional
15 minutes of
inactivity

INVENTORY
MANAGEMENT

REQ-05 Add new Functional MUST Users Approved

inventory items
with details
(name,
category,
quantity,
expiry)

REQ-06 Edit existing Functional MUST Users Approved

inventory items

REQ-07 Delete Functional MUST Users Approved

inventory items
(with
confirmation)

REQ-08 Barcode Functional SHOULD Users Approved

scanning for
quick item
lookup

REQ-09 Bulk import of Functional COULD Admin Approved

inventory via
CSV file

REQ-10 Check-in/ Functional MUST Users Approved

check-out
tracking with
user attribution
ALERTS &
NOTIFICATIONS

REQ-11 Low stock Functional MUST Users Approved

alerts when
quantity falls
below
threshold

REQ-12 Expiry date Functional MUST Compliance Approved

alerts (30-day
advance
notice)

REQ-13 SMS Functional SHOULD Admin Approved

notifications
for critical
alerts

REQ-14 Dashboard Functional MUST Users Approved

with alert
summary

REPORTING

REQ-15 Generate Functional MUST Management Approved

monthly
consumption
reports

REQ-16 Export reports Functional SHOULD Users Approved

to PDF format

REQ-17 Real-time Functional MUST Users Approved

inventory
dashboard

REQ-18 Expense Functional COULD Finance Approved

tracking and
reporting
SYSTEM
PERFORMANCE

REQ-19 System must Non- MUST IT Approved

support 30 Functional
concurrent
users

REQ-20 Page load time Non- SHOULD Users Approved

under 5 Functional
seconds

REQ-21 Mobile- Non- SHOULD Users Approved

responsive Functional
design

REQ-22 Data backup Non- MUST IT Approved

automated Functional
daily

LANGUAGE &
LOCALIZATION

REQ-23 English Functional MUST Sponsor Approved

interface
language

REQ-24 Kinyarwanda Functional SHOULD Users Approved

interface
language

ADDITIONAL
FEATURES

REQ-25 Supplier Functional COULD Admin Approved

management
module

REQ-26 Predictive Functional WON'T Management Deferred

reordering
suggestions
MoSCoW Analysis Explanation

MUST HAVE (Critical):

● Essential requirements without which the system cannot go live

● 15 requirements classified as MUST HAVE
● Includes core authentication, basic CRUD operations, critical alerts

SHOULD HAVE (Important):

● Important but not vital requirements

● 7 requirements classified as SHOULD HAVE
● Includes enhanced usability features and reporting capabilities

COULD HAVE (Desirable):

● Nice-to-have features that can be added if time permits

● 3 requirements classified as COULD HAVE
● Includes advanced import/export and supplier management

WON'T HAVE (Deferred):

● Excluded from current release

● 1 requirement classified as WON'T HAVE
● Predictive analytics deferred to future phase

Acceptance Criteria

For Inventory Management (REQ-05 to REQ-07):

● User can successfully add a new item with all required fields
● System validates all input fields and shows appropriate error messages
● Edited items retain their transaction history
● Deleted items require confirmation and are moved to archive

For Alert System (REQ-11 to REQ-13):

● Low stock alerts trigger when quantity ≤ minimum threshold

● Expiry alerts appear 30 days before expiration date
● SMS notifications are sent for critical stock levels (< 2 items)
● Dashboard displays unacknowledged alerts prominently

For Reporting (REQ-15 to REQ-17):

 ● Monthly reports include: consumption summary, expired items, cost analysis
● PDF export maintains formatting and includes clinic branding
● Dashboard shows real-time data updated within 5 minutes of changes

For System Performance (REQ-19 to REQ-22):

● System handles 30 concurrent users without performance degradation

● All key pages load within 5 seconds under normal load
● Interface adapts to tablet and mobile screen sizes
● Automated backups occur daily at 2:00 AM and verify successfully

Required Deliverables

Primary Deliverables:

1. Web Application: Fully functional Smart Medical Inventory Tracker

2. User Documentation: Comprehensive user manual and training materials in English and
Kinyarwanda
3. Technical Documentation: System architecture, database schema, API documentation
4. Source Code: Complete, well-commented source code with version history
5. Test Reports: Comprehensive testing documentation and results

Supporting Deliverables:
6. Installation Guide: Step-by-step deployment instructions
7. Training Materials: Presentation slides and quick reference guides in both languages
8. Project Closure Report: Final project summary and lessons learned

Out-of-Scope Items

Explicitly Excluded from Current Project:

1. Mobile App Development: Native iOS/Android applications

2. Integration with EHR Systems: Electronic Health Records integration
3. Advanced Analytics: Predictive ordering, machine learning features
4. Multi-location Support: Inventory management across multiple clinics
5. Purchase Order Automation: Direct ordering from suppliers
6. Patient Management: Any patient record or scheduling functionality
7. Accounting Integration: Connection to financial accounting systems
8. Hardware Integration: Integration with weighing scales or RFID systems
9. Integration with Rwanda MOH Systems: Connection to government health systems

Constraints and Assumptions

Project Constraints:

1. Budget Constraint: Total project budget not to exceed RWF 14,000,000

 2. Time Constraint: Project must be completed within 12 weeks
3. Technical Constraint: Must work on existing clinic computers and browsers
4. Resource Constraint: Limited to one developer and part-time project manager
5. Regulatory Constraint: Must comply with Rwanda healthcare data privacy standards
6. Infrastructure Constraint: Must function with limited internet bandwidth

Technical Assumptions:

1. Stable internet connectivity available at most clinic locations

2. Existing computers meet minimum system requirements
3. Clinic staff have basic computer literacy skills
4. Historical inventory data is available in electronic format
5. Clinic IT support available for basic technical issues
6. Mobile network coverage available for SMS notifications

Business Assumptions:

1. Management will enforce system adoption across all staff

2. Staff will participate in scheduled training sessions
3. No major organizational changes during project timeline
4. Key stakeholders will be available for review and feedback sessions
5. Business requirements will remain relatively stable during development
6. Rwanda MOH regulations will remain stable during project period

Dependencies:

1. Availability of clinical staff for requirement gathering and testing

2. Access to existing inventory data for migration
3. IT infrastructure readiness for system deployment
4. Timely approval from project sponsor at key milestones
5. Availability of local technical resources

PROJECT CHARTER

1. Project Title

Smart Medical Inventory Tracker

2. Project Start and End Dates

Start Date: 12th October 2025

End Date: 12th Jan 2026

3. Project Manager
Name: Mushimiyumukiza Blaise
Contact Information: 0789785870
Organization: Elegant Solutions

4. Project Sponsor

Name: Clinic Director

Department: Management
Organization: Polyclinic LifeGuard

5. Project Purpose and Business Case

Manual inventory management in Rwandan healthcare facilities results in stockouts of critical supplies,
wastage from expired products, and inefficient use of staff time. This project aims to develop an
automated inventory tracking system tailored for Rwandan contexts to:

● Reduce inventory-related costs by 15% within the first year

● Eliminate stockouts of essential medical items
● Reduce manual inventory counting time by 50%
● Ensure 100% compliance with no expired items in stock
● Improve healthcare service delivery in Rwanda

6. Project Objectives (SMART)

● Specific: Develop a web-based inventory tracking system with barcode scanning, real-time alerts,
and reporting capabilities for Rwandan clinics
● Measurable: Achieve 15% cost reduction, 50% time savings, and zero stockouts/expired items
● Achievable: Within 12-week timeline and RWF 14,000,000 budget
● Relevant: Aligns with Rwanda's goals of improving healthcare access and operational efficiency
● Time-bound: Complete implementation within 12 weeks

7. High-Level Requirements

● User authentication with role-based access (Admin, Nurse, Staff)

● Real-time dashboard showing inventory status
● Low stock and expiration date alert system
● Barcode scanning functionality
● Inventory check-in/check-out tracking
● Automated report generation
● Mobile accessibility for quick checks
● Multi-language support (English & Kinyarwanda)
● SMS notifications for critical alerts

8. Key Deliverables

● Fully functional web-based inventory management system

 ● User training manual and documentation in English and Kinyarwanda
● Technical documentation and source code
● Trained staff capable of using the system
● Deployment on clinic's servers
● Project closure report

9. High-Level Project Risks

● Technical: Integration challenges with existing systems

● Schedule: Developer delays affecting timeline
● Budget: Unforeseen technical requirements increasing costs
● Adoption: Staff resistance to new system
● Data: Migration issues from old system
● Infrastructure: Internet connectivity issues in some regions

10. Budget Summary

Total Approved Budget: RWF 14,000,000

Breakdown:

● Personnel Costs: RWF 9,000,000

● Software & Tools: RWF 1,200,000
● Training & Implementation: RWF 1,000,000
● Contingency (15%): RWF 1,800,000

11. Success Criteria

● System meets all functional requirements

● Project completed within RWF 14,000,000 budget
● Project delivered within 12-week timeline
● Users successfully trained and using system
● Achievement of business objectives measured post-implementation
● Positive feedback from healthcare staff

12. Approval Requirements

The Project Manager is authorized to approve expenditures up to RWF 500,000. Any changes to scope,
budget, or timeline require formal approval from the Project Sponsor.

13. Stakeholders

Name Role Department

Clinic Director Sponsor Management

 Head Nurse Primary User Medical

Inventory Clerk Daily User Operations

IT Manager Technical Support IT

Finance Manager Approver Finance

Medical Staff End Users Medical

MOH Representative Regulatory Government

14. Project Team Members

Name Role Responsibilities

[Link] Blaise Project Overall project management

Manager

2. JIBU Joyau Joseph Software System development

Developer

5. Mugwaneza Parfait UI/UX Interface design

Designer

5. Karasira Yvan Quality System testing

Assurance

Murenzi Munyembaraga Clinical Healthcare workflow guidance

Advisor

15. Authorized By

Project Sponsor: Murenz Jules

Clinic Director
Date: 10th October 2025

Project Manager:

Mushimiyumukiza Blaise

Date: 10th October 2025