RELIABLE PHARMACEUTICALSObject oriented approach

WildKatz – R & R Consulting

Group Members

• Ansar Khalil – Project Manager

• Paul Knorr – Sr. Systems Engineer

• Anthony Moss – Sr. Database Engineer

• Randal Oden – Sr. Application Architect

• Jeannette Roden – CEO of R & R Consulting

Agenda• Project Plan• Application Architecture Plan • Database Design• User Interface Design• Implementation Plan• Q & A

Project Plan – Background

Reliable Pharmaceuticals has hired R & R Consulting to redesign the company network systems to accommodate web-based ordering, inventory, tracking and shipping.

Current State

• Operational procedures are ineffective and outdated

• Order entry, billing, and inventory systems are inadequate

• Sales and revenue are down due to increased control for Medicare and Medicaid reimbursement

Management’s Strategic Plan - Requirements for the New System

− Streamline operations to improve services

− Reduce costs

− Allow for expansion into neighboring states

− Improve ordering, billing and inventory management system

− Implement wireless technology

− Create an Application Architecture Plan and Technology Architecture Plan to follow for the next five years

Scope

• What's in scope?

Web Based Order Fulfillment System

Inventory Management

Shipping and Delivery

• What's not in Scope?

Accounts Payable and Receivable

New System Capabilities

− A web interface where personnel at health care facilities can easily navigate and submit patient information.

− A secure and reliable system which meets HIPAA regulations for data.

− Inventory tracking systems with automated alerts and ordering capabilities.

− Maintain history to support analysis of product turnover ratios and profit margins.

− Integrates accounting and billing capability for Medicare, Medicaid, insurance company, health care facilities and direct-patient reimbursement.

Anticipated Benefits of System Redesign

• Personnel at each health care facility can submit patient prescriptions via a web interface.

• Increased inventory turnover.

• Maintain or reduce operations staff and pharmacy assistants.

• Reduced errors caused by manual processing of orders.

• Centrally managed data.

• Statistical information easily derived via centralized database.

Project Timeline

System Function Duration (months) Risk

Inventory and Purchasing 9 Moderate

Order Fulfillment (manual data entry)

6 Low

Web-based order entry 9 High

Prescription warning 12 High

Billing 18 High

Project Roles and ResponsibilitiesItem/Description Ansar Jeannette Anthony Paul Ryan Reliable

Project Plan

CA I I I R A

-- Proposed project schedule -- Chart of responsibilities for each team member -- Team contract -- Communication plan

Application Architecture Plan

CA T I I I A

-- Diagram of major application components -- Component diagram -- Detailed diagram including all aspects of data flow -- Deployment diagram -- Confirm navigation visibility

Project Roles and Responsibilities (continue)

Project Roles and Responsibilities (continue)

Communication Plan - ExampleWhat Who/ Purpose When/ Type/

Target Frequency Method(s)

Initiation Meeting All stakeholders Gather information for Design plan

Saturday April 14, 2009 Meeting

Distribute Project Initiation Plan

All stakeholders Distribute Plan to alert stakeholders of project scope and project plan.

Saturday April 18, 2009 Document distributed via Blackboard

Status Reports All Wildkatz team members

Update Eva (Member of the board) with individual progress reports

Every Sunday Interactively Through Blackboard

Team Meetings Entire Wildkatz Project Team and Eva (Member of the board)

To review detailed plans (tasks, assignments, and action items).

Every Saturday from 9:00 to 12:00

In person at location

P.M. Status Report Managers provide information to Ansar (P.M)

Inform Ansar on the current deliverable status

AS-NEEDED. This will vary as the project progresses

Email, Telephone

Formal Documents Team Wildkatz to Eva

Where Drafts/Finals are to be posted

AS-NEEDED Deliverables

Key Considerations for System Redesign

• System must meet regulatory requirements (such as HIPPA)

• All communication between the client and Reliable's system will be encrypted and secure

• System must be user friendly and easier to support

• System must meet the project requirements and management’s strategic vision

• System must be completed on time and within budget

• System must have proper error handling and reporting

Application Architecture Plan

• Three-Layer Application Architecture

Presentation Layer (Customer-Facing)

Application Layer or Business Logic Layer (Middle Tier)

Database Layer (Back-End System)

Presentation Layer

• What is the Presentation Layer?

Contains the User Interface

Web pages

Interaction between the customer and the application

Takes data and presents it to the backend application

Takes information from the application and presents it to the customer

Application Layer or Business Logic Layer

• What is the Application Layer or Business Logic Layer?

Contains the programs that implement the business rules

Performs functions requested by the Presentation Layer

Manipulates data, performs various checks and produces required results for customers and the company

Interacts between the Presentation Layer and the Data Layer

Database Layer

• What is the Database Layer?

– Interacts with the Data and Business Logic Layer

– Performs reads, write modifications, deletes

– Fulfills data access requests

– Provides reports on demand for capacity planning, performance, auditing, and future enhancements

Application Architecture Plan

Database Design

User Interface Design

• What is the User Interface?

– How users interact with the system – also known as Human to Machine Interface (HMI)

• User Interface allows:

– Input – Allows user to manipulate the system

– Output - Allows the system to indicate the effects of the users' manipulation

Key Feature of Reliable’s User Interface Design

• Allows user to change password

• Allows user to reset forgotten password

• Allows facility to create new accounts, add/delete patients info

• Query account balances

• Allows the ability to refill prescriptions

• Provides live help

• Provides secure communication to Reliable’s system

• All information between the medical facility to the Reliable system is encrypted

Reliable’s User Interface

Password Change Page

Video Tutorials Page

Live Help Page

Create New Account Page

Main Page

New Order Page

Order Review Page

Order Confirmation Page

Order Refill Page

Order History Page

Current Order Status Page

Birds-Eye View - How Pages Are Linked

Implementation Plan

• System Development Plan

• System Implementation Approach

• System Readiness

• User Training

• Ongoing Support and Maintenance

System Development Plan

• Development approach

• How different network environments will be setup

– Lab, Pre-Production, and Production

• How codes will be managed from Lab Pre-Production Production

• How bugs ( Features - ) will be tracked

• How changes will be tracked and documented

Development Approach

• Top-Down Approach – In house Development

– Overview of the system is first formulated, specifying but not detailing any first-level subsystems

– Allows breakdown of system into its compositional sub-systems to get a better understanding of each component

Development Team Structure

• Single Project Manager for the entire Project

• Two Developers

• One Sr. systems Engineer

• One Database Engineer

• One Application Architect

System Development Plan - Isolated Lab Network• Develop Codes• Perform Basic Code Validation• Perform Beta Testing• Use Visual Safe Source (VSS) to

Manage Codes

System Development Plan – Pre-Production

• Perform QA Testing• Perform Load Testing• Perform End-to-End Testing• Document bugs• Implement fixes• Validate functionality with other

systems• Perform External System Testing

System Development Plan – Production Network

• Applications deployed in Production

• System backups and health Checks are performed on a daily basis

• Ongoing maintenance is performed

Production Logical Network Diagram

How Code Will Be Managed

• Use Visual Safe Source (VSS) to Manage Code

– Provides integration with development tools (such as Microsoft Visual Studio)

– Protects users from accidental file loss.

– Allows back-tracking to previous versions of a file.

– Allows branching, sharing, merging, and management of file releases.

– Tracks versions of entire projects.

– Tracks modular code (one file that is reused, or shared, by multiple projects).

Bug Tracking

• Use Bug Tracking Software – Mantis - Free Tool

– Simple user interface

– Web-based

– Supports any platform (Windows, Linux, Mac)

– Simple and advanced issues pages

– Provides different level of access per project

– Supports Change Log

– All bugs will be documented

Change Management and Documentation

• All changes will coordinated through change control process comprised of different business areas of the company

• All changes will be documented, reviewed, and approved before implementation

Implementation Approach

• Three Implementation Approaches were analyzed:

– Direct Cut-Over

– Parallel Operation

– Phased Operation

• Recommended Approach

– Direct Cut-Over with Pilot Phase

Pilot Phase• Reduction in the risk of system failure as compared to Direct Cut-

Over, since the pilot site is able to use the web-based system during regular operations.

• Less expensive than the Parallel Operation approach, since Reliable Pharmaceuticals would only have to maintain both systems at the pilot site.

• Chang over period can be shorter then the Parallel Operation approach to complete the implementation after the pilot site proves successful.

What Would Pilot Phase Achieve?

• Validate that the instructions given are comprehensible

• Validate liaison between the end user and support is effective

• Validate that first, second and third level support is sufficiently skilled and effective

• Check the correct operation of the equipment and web application software

• Validates the functionality and integration of web-based system with database and user interface

Pros and Cons of Direct Cut-Over Approach

• Pros

– Reliable Pharmaceuticals will only have to support one system

– Useful if old and new systems are incompatible or in organizations that cannot support old and new systems simultaneously.

– Reliable Pharmaceuticals project team members would only be required to support only one type of order intake system.

– Quick implementation

Pros and Cons of Direct Cut-Over Approach

• Cons:

– Considered the highest risk approach due to the likelihood of problems encountered with user error, untested situations, or large volumes of live data.

– Difficult to detect minor errors since users will not be able to verify web-based system output with old system.

– Multiple system could confuse the customers

– May be difficult to time the direct cut-over in organizations that operate on a cyclical information cycle.

User Training

• User training will consist of two core areas, which are:

– System Operators

– End User

User Training – System OperatorsWill be in charge of performing on-going maintenance and changes to the system as needed. Reliable Pharmaceutical System Operation staff will work directly with the implementation engineers during the final stages of implementation. All documentation will be given to the system operation staff to help develop and learn the system. Activities that will be covered:

– Starting or stopping the system

– Querying system status

– Backing up data to archive

– Recovering data from archives

– Installing or upgrading software

User Training - End User– Training will emphasize hands-on use and application of the

system for a specific business process or function, such as order entry, inventory control, and accounting.

– Training for users in learning and adapting to the new system’s way of performing the same types of tasks

– Interim user manuals

– System demonstrations to show existing legacy system users how the new system operates and how they can perform comparable tasks

– Mentoring services to help key users transition their work to the new system

Readiness

• Reliable Pharmaceuticals users will be ready to “go live” with the new system when they can demonstrate the following competencies:

• New Systems are Operational

– The new web site is built

– The new web site has been tested

– The new wireless system is in place

– The new bar code readers are operational

– New process flows have been updated

Readiness (continued)

– New process flows have been tested

– Systems have been checked for error handling

– All integrations have been checked for accuracy

– All new servers are being backed up on the time required

– Server backups have been tested

– Backup servers are in place in the event that the website server fails

– Backup servers are tested

Readiness (Continue)

• Users Know How to Use the New System

– Phone sales clerks know how to use new system to take orders

– PAs understand the new process to fill orders

– Pharmacist understands new process to check new orders

– Pharmacist understands new process to check filled orders

– Shipping clerks understand new shipping processes

– Phone clerks know how to handle the new returns process

Ongoing Maintenance and Support• After the system is implemented, ongoing support and

maintenance will be handled primarily by the Reliable Pharmaceutical IT staff.

• Technical problems with the new online system will be reported to the internal Help Desk by phone or email.

• The Help Desk is responsible for documenting, troubleshooting and fixing the technical problems.

• An ongoing log of technical errors and related fixes will be available to all IT group members on the network.

Ongoing Support and Maintenance (continued)• Non-technical problems with the new web site should be directed

to the primary or secondary contact

• If neither contact is available, the user can contact the internal Help Desk by phone or email.

• The Help Desk is capable of handling non-technical problems with the new system and has access to all versions of the new user manual.

Summary

Project Plan

Application Architecture Plan

Key Considerations for System Redesign

Database Design

User Interface Design

Implementation Plan

Q & A