KSA PACS IMPLEMENTATION AT 200 MOH HOSPITALS PROGRAM · 2018-05-25 · PROJECT MANAGEMENT OVERVIEW – OVERVIEW MOH is implementing a comprehensive solution that will be used for

PMP Course 2012

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KSA PACS IMPLEMENTATION AT 200 MOH

HOSPITALS PROGRAM

Project Management

Plan (PMP)

PHASE I – 10 HOSPITALS

PACS PROJECT

CONTENTS

PACS Introduction

Project Management Overview Overview

Objectives

Constraints & Assumptions

Stakeholders Analysis Context Diagram

Register List

Analysis Diagram

Strategy & Approach

Project Scope Work Breakdown Structure Diagram

Project Schedule

Project Critical Path

Milestones & Deliverables

Project Budget & Cost

Project Org. & Mgt

Organization Chart

Roles & Resp. Matrix

Positions Description

Quality Plan

Quality Standards

Benchmarks Review

Communications Mgt.

Risks Mgt.

PACS INTRODUCTION

PACS stands for Picture Archiving and Communication System. This new system will allow users to acquire, transmit, store, retrieve and modify digital images taken from modalities in Radiology Departments throughout Group Health Cooperative.

PACS INTRODUCTION – BEFORE PACS

Average 6

Days

Turnaround

PACS INTRODUCTION – AFTER PACS

Average <3

Days

Turnaround

PROJECT MANAGEMENT OVERVIEW – OVERVIEW

MOH is implementing a comprehensive solution that will be used for archiving patient PACs in the Ministry of Health hospitals included in this project, achieving system, and digital communications support, the need to reduce radiology films print, and upgrade radiology departments to work in filmless and paperless solution environment with support of a wide range of diagnostic applications.

This Program consists of multiple projects. This is the initial project, which will cover the complete implementation requirements, installation at MOH central site and deployment to 10 Hospitals.

The project timing is 18 months implementation and 36M of O&SM

The Project includes the procurement for a full large scale PACS. This will include the following:

Servers, LAN & WAN, Storage Media, Display WS, Image Data Compression SW, PACS SW, and others.

PROJECT MANAGEMENT OVERVIEW - OBJECTIVES

Allow easy access of penitent's radiology image at any time from any location.

Achieve excellency in health care, by better quality and reduced time.

Remote consultants can participate in the diagnoses and review of any patient's radiology image.

Establish the PACS platform and infrastructure to deploy and install PACS at the remaining MOH hospitals.

Reduce Cost and operate a filmless environment.

Allow better distribution of Radiology skills around the kingdom.

Enrich the health care knowledge by allowing the access and share of critical and scares cases.

PROJECT MANAGEMENT OVERVIEW – CONSTRAINTS &

ASSUMPTIONS

Constraints:

The rollout is at multiple cities and regions.

The contract period is limited to 18 months including the rollout.

Assumptions:

MOH is responsible to have all the sites ready and prepared for the system installation.

Communication Links will be paid by MOH directly based on requisition from PACS Team

MOH is responsible to have all hospitals assigned acceptance teams available as per the project schedule.

MOH is responsible to have all facilities available for installation teams as per the schedule.

PROJECT MANAGEMENT OVERVIEW –

STAKEHOLDERS ANALYSIS

MOH HQHealth

Private Sect.

Hospitals

Directorates

Subcont./

SuppliersMedia

Other Gov.

Org

PACS



SN Stakeholder Requirements (Expectations) Interest Power

1 MOH – PACS

Project Team

Approval, Supervision

and Authentication

Submit SOW

Submit Project Plans

Submit Monthly Progress Reports

Submit System Final Specifications and Design

Obtain Project Acceptance

Obtain Payment Acceptance based on Milestones Completion

High High

2 MOH Hospitals –

IT Dept. Site Tech Support

Request Site Readiness based on agreed specifications

Obtain Site Acceptance Support High Medium

3 MOH Hospitals –

Radiology Dept. Site Acceptance

Obtain Requirements Review via Super Users Workshops

To Participate in System Acceptance

Provide Users Training

Request Site Acceptance

Supervise their Operations at Sites

Monitor Users System Utilization

High High

4 Ministry of

Finance

Project Payments

Support Submit Invoices Regularly Low High

5 Media Health Awareness Provide them with some updates of the system advancements when it is

necessary to notify the public Low Low

6 Private Hospitals Potential

Customer/User

Provide them with the project advancements by inviting them to go live

events and post Implementation High Low

7 Customs

Department Supply Support Provide complete customs requirements to avoid any delay Low High

8

Internet and

Comm. Service

Providers

Tech Service Provider Request sites connectivity

Follow up and monitor the installation Low High

9 Ministry of Labor HR Support Submit recruitments application requests Low High



Manage CloslyKeep Satisfied

Keep InformedMonitior

High

HighLow

Low

Interest

Po

we

r

Media

MOL Cust.

MOF Comm.

MOH

Pro.

Team

Hospt.

Radi.

Hospt.

IT

Priv.

Hospt.

PROJECT SCOPE - WBS

PACS Project

0

PACS Hospital

Sites

3

PACS Hospital

Sites Roll-out

4

PACS Sys.

Central Site

2

Training

5

Proj. Mgt.

1

Operations &

Service Mgt.

6

Execution

1.3

Monitoring &

Control

1.4

Planning

1.2

Project Closing

1.5

Initiation

1.1

Procurement

2.5

Sys. Cust & Dev.

2.6

Site Preparation

2.4

Deployment &

Installation

2.7

Site Survey

2.3

Integration

2.8

Acceptance

2.9

Sys. Req & Sizing

2.1

Development

3.4

Test

3.5

Procurement

3.3

Acceptance

3.6

Design

3.2

Pilot Site

Deployment

3.7

Req. Analysis

3.1

Deployment

4.3

Integration

4.4

Preparation

4.2

Test

4.5

Site Survey

4.1

Acceptance

4.6

System Tech

Training

5.3

User Training

5.4

Trainers Training

5.2

Acceptance

5.5

Training

Management

5.1

O&SM Tools

Integration

6.3

O&SM Processes &

Procedures

6.4

Est. O&SM Org

6.2

Help Desk Mgt.

6.5

SLC Mgt.

6.1

Preventive Maint.

6.6

Sys. Design

2.2

PROJECT SCOPE – PROJECT SCHEDULE

PROJECT SCOPE –CRITICAL PATH

PROJECT SCOPE – DELIVERABLES

Deliverable Document

Name Description Language

Statement of Work (SOW) Includes detailed description of work and high level schedule to be performed by PACS

Team and MOH Team, including project deliverables. English

Project Management Plan

Defines project, provides planning information for executing, monitoring, and controlling

project. This includes the following components

Master Project Schedule

Project Execution Plan

Deployment Management Plan

Risk Management Plan

Documentation Plan

Configuration Management Plan

English

Master Project Schedule PACS Master Project Schedule English

Training Plan

Training Plan specifies work required to develop training materials and to deliver training

classes, or use operational system to provide additional experience. This includes Training

and Awareness Sessions.

English

System Specification

Defines the Allocated, Design, and Product baselines as prepared during the project.

Includes:

Requirements specification

Technical design

Specialized software descriptions

Security design and specifications

Risk management approach

Interface documents for HIS and RIS

As-built documentation

Technical documenation for airlines

English

PROJECT SCOPE – DELIVERABLES

Deliverable Document

Name Description

Langua

ge

Business Process Change

Strategy

Includes the following content:

Concept of Operations

Business Process Change Plan

To Be Business Processes

Benefits Realization

Business Process Training

English

Installation Procedures Documents requirements and sequence of software installation on hardware systems. Addresses all

site types. Maintained to address update installations English

Final Test Plan Plan for formal test and acceptance and includes Final Test Procedures. Defines overall approach,

facilities, coverage, method of requirements acceptance, definition of test coverage per release English

Final Test Report and Test

Case Results Documents results of formal test conduct. English

Final Acceptance Document Defines and documents results of Final Acceptance Test English

Operations and Service

Management Plan

Defines how PACS Team will work with MOH to operate and maintain the new PACS systems.

Includes:

Service Level Contract Document

Disaster Recovery Planning

IT Service Continuity Planning

Hospitals Assistance Plan

Spares List

English

System Operator’s Manual System Operator’s Manual is reference handbook for system operators. English

PACS User Manual PACS operations for External and Internal Users English,

Arabic

PROJECT BUDGET & COST

WBS Activity by WBS Cost Percentage % Cost Amount

1 Project Management 100% 3,000,000.00

1.1 Initiation 10 % 300,000.00

1.2 Planning 22 % 660,000.00

1.3 Execution 23 % 690,000.00

1.4 Monitoring & controlling 15 % 450,000.00

1.5 Closing 20 % 600,000.00



2 PACS Sys Central Sites 100% 15,000,000.00

2.1 Sys req & sizing 10% 1,500,000.00

2.2 Sys Design 12% 1,800,000.00

2.3 Sys Survay 1% 150,000.00

2.4 Sys Preperation 15% 2,250,000.00

2.5 Procurement -

2.5.1 HW 15% 2,250,000.00

2.5.2 SW 3% 450,000.00

2.5.3 Others 2% 300,000.00

2.6 Sys Cust & Dev 32% 4,800,000.00

2.7 Deployment &

Installation 8% 1,200,000.00

2.8 Integration 2% 300,000.00



3 PACS Hospital Sites 100% 30,000,000.00

3.1 Req Analysis 18 % 5,400,000.00

3.2 Design 21 % 6,300,000.00

3.3 Procurement 22 % 6,600,000.00

3.4 Development 28 % 8,400,000.00

3.5 Test 2 % 600,000.00

3.6 Approval 1 % 300,000.00

3.7 Pilot Site Deployment 8 % 2,400,000.00



4 PACS Hospital Sites Roll

Out 100% 5,000,000.00

4.1 Site Survey 0.5 % 25,000.00

4.2 Preparation 35 % 1,750,000.00

4.3 Deployment 30 % 1,500,000.00

4.4 Integration 10 % 500,000.00

4.5 Test 24 % 1,200,000.00

4.6 Acceptance 0.5 % 25,000.00



5 Training 100% 5,000,000.00

5.1 Training Management 10 % 500,000.00

5.2 Trainers Training 35 % 1,750,000.00

5.3 System Tech Training 30 % 1,500,000.00

5.4 User Training 23 % 1,150,000.00

5.5 Acceptance 2 % 100,000.00

PROJECT ORG & MGT – ORGANIZATIONAL CHART

PROJECT ORG & MGT – ROLES & RESP. MATRIX

PROJECT ORG & MGT – POSITIONS DESCRIPTION

PACS PM JOB DESCRIPTION

Designation : Project Manager - Picture Archiving & Communications System (PACs)

Grade : A Salary SAR 45,000

Hours : 44 H per week

Responsibleto : PACS Project Manager

Will Attend: Phase One PACS Project Board

Phase One PACS Project Meetings

MOH PACS Project Meetings

Role : The primary function of the post will be to manage the PACS Project from inception to completion.

The role will involve working with Project Teams within Radiology and other MOH organisations in and suppliers. In terms of focus extensive liaison with

clinical staff especially in Radiology will be required and ensuring that the completed project are capable of being supported by the First, Second, Third

Line Support teams in PACS project.

RESPONSIBILITIES (Smaple):-

Project Management: The primary function of the post will be to manage the PACS Project from inception to completion. This will require the post

holder to.

Specification Development: Review the national PACS Specification and work with the PACS Team to ensure local requirements are accurately reflected

in the local version.

Contract Development: Review the national PACS Contract and work with the MOH PACS Team to ensure local requirements are accurately reflected.

QUALITY PLAN

- QUALITY STANDARDS

DICOM

(Digital Imaging and

Communications in

Medicine)

The DICOM standard was established to aid the distribution and viewing of digital

medical image data. Conformance to the DICOM standards helps devices within a PACS

to communicate. It should be noted that merely “conforming to DICOM” does not

guarantee that any two devices will be able successfully to communicate; it must be

ensured that the devices’ particular implementation of DICOM is complementary

IHE

(Integrating the

Healthcare

Enterprise)

IHE is an initiative by healthcare professionals and industry to improve the way computer

systems in healthcare share information. IHE promotes the coordinated use of

established standards such as DICOM and HL7 to address specific clinical need in

support of optimal patient care. Systems developed in accordance with IHE

communicate with one another better, are easier to implement, and enable care

providers to use information more effectively

HL7

Health Level Seven

It is standard for exchanging information between different Information systems

deployed in healthcare setup.DICOM is used for the integration of RIS PACS with

Modalities(CT,MR etc) but HL7 is required for the integration of RIS with different

Information system in the hospital like HIS Master patient index,EMR etc.

Currently, interfacing systems can be difficult due to the different standards – and implementation of those standards – employed by such systems. IHE aims to define how existing standards may be used in order to facilitate communications between computer systems used in healthcare; initially, IHE will concentrate on DICOM and HL7 but mat extend to other standards if necessary.

QUALITY PLAN

Project Area Benchmark PACS

Implementation

Lessons Learned /Approach

Remote Access Fraser Health

Authority (Canada)

Consider how support will be provided to remote

users, outside of the network.

Project Team

Logistics

Fraser Health

Authority (Canada)

PACS Project Team should be on-site for at least

three months - one month prior to Go-live, one

month during, and one month after Go live.

Planning NHS (UK) A network survey must be done, the bandwidth

of both backbone and branches must be

assessed and any upgrading work undertaken.

Leadership/Proj

ect

Management

Fraser Health

Authority (Canada)

Recognize that project fatigue can become an

issue with large scale, multi-site

implementations.

- BENCHMARKS REVIEW

COMMUNICATION MGT.

Communica

tion Activity

Description Repetiti

on

Communi

cation

Media

Responsi

ble

Audience Form

Project Senior

Officers

Meeting

To monitor the status of

the project , constraints

and additional needs

Weekly Meeting PM Senior Officers

in the Project

MS Power

Point

Project

Performance

Meeting

Review the completed

tasks in daily basis.

Daily Quick

Meeting

TLs TMs MS Project

Customer

Monthly

Report

Monthly reports that

show the project

achievements

Monthly By Hand Project

Controller

Customer’s

Project Team &

Sponsor

MS Word

Change

Request

Orders Report

To provide change

requests , and to follow

the approval procedures.

As

Needed

E-mail TLs & PM Customer’s

Project Team,

PMO & Sponsor

MS Word

RISKS MGT.

No. Risk Impact Prob. Response Indicators

1 Sites Infrastructure

aren’t ready H L Transfer, Outsource Site Survey

2 Connection isn’t ready H M Transfer, to (V-SAT)

Technology

Far Sites like villages

3 Delivery Delay from

Vendor H L Avoid, Signing with other

Vendor

Manufactured outside

theRegion with Limit

vendors can delivery

4 Cost over Budget H L Mitigate, More mange &

control the budget and

Reduce the extra costs

Increase price of

equipment and

manpower

5 Suddenly Terminations

from Project team L M Transfer, Signing with many

Outsourcing Companies.

If no contracts with

Project team

PACS TEAM

Jehad Aldobayyan

Amer Alsarhan

Saied Abo Qasem

Fahad Aldobayyan

Abdullah Alenizi

Abdulaziz Alfadhel

Abdullah Alzahrani

ويف اخلتام أتوجه إليكم

بالشكر اجلزيل على منحي هذه الفرصة ألكون معكم

حمبكم مازن الوحش

للتواصل

[email protected] +966531099537 www.alwahsh.me

@mazen_1976 MAZEN ALWAHSH