08- Installation and Maintenance of Health IT Systems- Unit 4- Structured Systems Analysis and Design

8/12/2019 08- Installation and Maintenance of Health IT Systems- Unit 4- Structured Systems Analysis and Design

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Installation and Maintenance ofHealth IT Systems

Structured Systems

Analysis and Design

This material Comp8_Unit4 was developed by Duke University, funded by the Department of Health and Human

Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000024.


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Structured SystemsAnalysisand Design

Learning Objectives

2

1. Identify the 8 basic components to aproject plan

2. Define the role of a project manager3. Equate the basic project plan

components to a typical EHR

implementation plan4. Create a project plan for system designand implementation

Health IT Workforce Curriculum

Version 3.0/Spring 2012

Installation and Maintenance of Health IT Systems

Structured Systems Analysis and Design


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What is Project Management

3Health IT Workforce Curriculum


Installation and Maintenance of Health IT SystemsStructured Systems Analysis and Design

Carefully planned and organized effort toaccomplish a specific, (usually) one-time

objective

Includes:

Developing project plan

Managing plans implementation, along with

appropriate controls to monitor performance

Changing plan and schedule when needed

Evaluating project outcomes(Lonergan, 2010)


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Project Management: Phases




Projects usually follow major phases. Feasibility: Is project beneficial for

organization as a whole?

Definition, determining the scope of theproject: Who is affected/involved?

Planning

Implementation

Evaluation

Support, maintenance(Roadmap)


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Project Management:Competing Pressures




(Launi, 1999; Wikipedia, 2011; Brown, 2009)

Image by Scott Neal


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Project Manager




Focal point of project, ensuring successful

completion

Directly responsible for activities of allparticipants, tasks, & deliverables

NOT the top of a typical hierarchical

management role


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The Project Managers Role

Image by Scott Neal





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What is a Project Plan?

8

Formally accepted blueprint charting entire

project start to finish

Detailed vs. summarized, as needed

Balances all components: scope, time,

cost, quality, & outcome expectations

Anticipates & plans for potentialnegatively-impacting issues





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Project Plan: Typical Contents

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Applicable agreements Purpose

Organizational/project goals & objectives

Scope & expectations Roles & responsibilities of Project staff/affiliates

Assumptions & constraints

Quality management approach Project management approach

Policies and procedures(Hohly, 2010)





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Factor Analysis

10

In Creating a Project Plan, Joe Launi

outlines the technique of factor analysis:

Consider before you finalize your project

plan.

Disciplined technique for investigating,

analyzing, & understanding a project prior

to making any formal commitments

(Launi, 1999)

Health IT Workforce CurriculumVersion 3.0/Spring 2012



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Factor Analysis: Ten Factors

1. Project

definition/scope

2. Resources

3. Time

4. Procedures

5. Environment

(Launi, 1999)

11Health IT Workforce CurriculumVersion 3.0/Spring 2012


6. Change

7. Communications

8. Level of

commitment

9. Expectations

10. Risks


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8-Part Project Plan

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1. Introduction Purpose of project

What is the mission?

Background information

2. Goals/Objectives

Goal: aspiration that states a direction in which

company will focus efforts in support of mission

Objective: short-term target (typically 12-24months or less) of defined, measurable

achievement(Hohly, 2010)




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8-Part Project Plan

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2. Goals/Objectives (contd)

Clearly define project goals & objectives andhow they harmonize with overall

mission/goals. Establish timeframe.

Reaffirm benefits of successful projectcompletion.

Define method for measuring progress andchange management procedures.

(Hohly, 2010)




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8-Part Project Plan

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3. Scope

Project scope

Work needing to be accomplished

Focused on work

Product scope

Features & functions which characterize a

product, service, or result

Focused on functional requirements

(Turbit, 2005; Wikipedia, 2010)




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8-Part Project Plan

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3. Scope (contd)

Provides a clear detail of the work to be

accomplished (scope definition).

States which organizational resources

will be utilized for the project.

Deters scope creep.(Turbit, 2005; Wikipedia, 2010)




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8-Part Project Plan

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3. Scope (contd)

List of products/deliverables Tangible items or specific results

Details in Appendix: name, description, purpose,task(s), audience, sign-off

Milestones Timeline of project

Completion of specific events resulting in a significantor highly visible result

Hard deadlines which must be met to ensure projectsuccess

(Turbit, 2005; Wikipedia, 2010)




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8-Part Project Plan

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4. Assumptions

Relevant to successful completion

e.g., resources, scope, expectations,

schedules

5. Constraints

Specific limitations under which the project

must be conducted e.g., upgrades must be performed after

closing




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8-Part Project Plan

18

5. Constraints(contd)

Related projects: Other projects influenced by

project, and how

Critical dependencies: Important relationships

between tasks and subtasks which may

influence timeline or completion




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8-Part Project Plan

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6. Quality management Define measurable ways of determining

whether deliverables are meetingexpectations.

What performance-measuring activities will beneeded and when?

What special tools, skills, techniques?

What quality standards?

Who manages quality assurance?

(Hohly, 2010)




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8-Part Project Plan

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7. Project Management Rules agreed to by team; e.g., reporting,

communication, naming conventions, acceptancecriteria

Roles & responsibilities Mechanism for effective communication acrossteam; directory of all team members & liaisons

Method to determine & communicate progress

8. Approvals How to address variations that arise?

(Hohly, 2010)




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Managing an EHRImplementation Project

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1. Assessment

2. Planning

3. Selection4. Implementation

5. Evaluation

6. Improvement

(Roadmap)




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EHR Projects for Smaller Practices

Successful implementation takes time 12-

18 months or longer).

EHR Implementation should be guided byyour long term goals for the practice

A thorough workflow evaluation is also

critical for successful implementation

(Columbus, 2006; DerGurahian, 2010; )




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EHR Projects for Smaller Practices

Costs and Resources are stronger factors

A successful EHR implementation requires

a PARTNERSHIP between the practiceand the vendor




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Structured SystemsAnalysis and Design

Summary



Project management - a carefully planned

and organized effort to accomplish a specific,

and usually one-time, objective.

A Project Manager - Oversees all aspects of

the project.

Projects have major phases.

Factor Analysishelps organize the project.


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Summary A project plan should have at least eight components,

each of which is essentially a work product resulting from

subtasks.

EHR Project Implementations typically follow six stages:

Assessment

Planning

Selection Implementation

Evaluation

Improvement




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ReferencesReferences:

Brown, C (2009, March). It Used to be the Iron Triangle [Internet].Available from

http://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.html.

Columbus, Suzanne. "Small Practice, Big Decision: Selecting an EHR System for Small Physician Practices."

Journal of AHIMA77, no.5 (May 2006): 42-46. Available on the Internet:

http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_031357.hcsp?dDocName=bok1_031357. DerGurahian, Jean (2010, March). Slow, steady EHR implementation plan better for doctors offices [Internet].

Available from: http://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-

better-for-doctors-offices.

Hohly, Marge. Project Plan Definition[Internet]. 2007. [Cited July 2010]: [about 5 screens].

http://www.cerritos.edu/hohly/WorkExperience/project plan_instructions.htm

Launi, Joe. Creating a Project Plan. JNM [serial on the Internet]. 1999 Sept; [cited 2010 August 15]

http://www.tdan.com/view-articles/5266

Lonergan, Kevin. Project Management. Free Management Library [Internet]; [cited 2010 August 5]; Available from:http://www.managementhelp.org/plan_dec/project/project.htm

A Roadmap for an EHR Implementation at a Practice. Binary Spectrum [Internet].

http://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for implementation-of-

EHRsystem-at-a-practice.html



St t d S t
http://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_031357.hcsp?dDocName=bok1_031357http://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://www.cerritos.edu/hohly/WorkExperience/project%20plan_instructions.htmhttp://www.tdan.com/view-articles/5266http://www.managementhelp.org/plan_dec/project/project.htmhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.binaryspectrum.com/HealthcareSolutions/ElectronicMedicalRecords/Roadmap-for-implementation-of-EHRsystem-at-a-practice.htmlhttp://www.managementhelp.org/plan_dec/project/project.htmhttp://www.tdan.com/view-articles/5266http://www.tdan.com/view-articles/5266http://www.tdan.com/view-articles/5266http://www.cerritos.edu/hohly/WorkExperience/project%20plan_instructions.htmhttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://searchhealthit.techtarget.com/news/2240016960/Slow-steady-EHR-implementation-plan-better-for-doctors-officeshttp://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_031357.hcsp?dDocName=bok1_031357http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_031357.hcsp?dDocName=bok1_031357http://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.htmlhttp://www.betterprojects.net/2009/03/it-used-to-be-iron-triangle.html


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ReferencesReferences: Turbit, Neville(2005,June). Defining the Scope of a Project [Internet]. PerfectProject.com.Available From:

http://www.projectperfect.com.au/info_define_the_scope.php.

Wikipedia (2011, December). Scope (Project Management) [Internet]. Cited December 2011 from Wikipedia.com:

http://en.wikipedia.org/wiki/Scope_(project_management.

Wikipedia (2010, December). Scope (Project Management) [Internet]. Cited December 2010 from

Wikipedia.com: http://en.wikipedia.org/wiki/Scope_(project_management

Images

Slide 5 : The Project Diamond. Courtesy Scott Neal. Used with permission.

Slide 7 : The Role of a Project Manager. Courtesy Scott Neal. Used with permission.

27Health IT Workforce CurriculumVersion 3 0/Spring 2012

http://www.projectperfect.com.au/info_define_the_scope.phphttp://en.wikipedia.org/wiki/Scope_(project_managementhttp://en.wikipedia.org/wiki/Scope_(project_managementhttp://en.wikipedia.org/wiki/Scope_(project_managementhttp://en.wikipedia.org/wiki/Scope_(project_managementhttp://en.wikipedia.org/wiki/Scope_(project_managementhttp://www.projectperfect.com.au/info_define_the_scope.php

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08- Installation and Maintenance of Health IT Systems- Unit 4- Structured Systems Analysis and Design