Best Practices in Implementing New Technology. Peggy Patton RN, COS-C, BS, MHCL The Corridor Group, Inc.

Transcription

1 Best Practices in Implementing New Technology Peggy Patton RN, COS-C, BS, MHCL The Corridor Group, Inc.

2 Presentation Outline Basic Questions to Ask About New Technology Getting Started Research Know What You Want Implementation On-Going Training The Vendor Relationship Conclusion

3 6 BASIC QUESTIONS YOU NEED TO ASK What is the return on our investment? What do we NEED? What do we WANT? Do we have a plan? What are the constraints? What is the budget? What is available?

4 What are the Requirements? What do you WANT? What would be NICE? What do you really NEED?

5 What are the constraints? Understand your limitations What currently exists hardware & software Know what is important Know what isn t important

6 What is available? Understand your options Identify your requirements Prioritize your requirements Narrow your choices

7 What is the budget? Understand the costs Don t forget hardware and supporting infrastructure Internal expenses Consider scope creep

8 Do You Have a Plan? Do you know how to create one and what you need in the plan? Identify the players Outline the processes Define the time line

9 What is the ROI? Justify the investment Define how you will measure and monitor success Set expectations so you know if you do or don t meet them

10 GETTING STARTED

11 Build Your Business Case Articulate rationale for new technology project Secure support from all stakeholders Need support of tangible goals

12 Complete Financial Analysis Know if there is a tangible ROI Understand the intangible components to the ROI Define how you will measure success put a plan in place and do it

13 Documentation Current-state work flow processes As Is Future-state work flow processes Ideal Reality-state work flow processes Should Be

14 Gather Requirements Document all requirements Requirements developed with a cross functional team covering all business lines Know the must haves from the nice to haves

15 Prioritize Requirements Organize all requirements by function Prioritize by business line show stoppers need to be at the top of the list Assign priority list to project team members for validation in selection process

16 Research all Options Create the Short List Hundreds of vendors Research vendors using priority requirements Reports Vendor websites Talk to peers in industry Review KLAS rating

17 Request for Information from Identified Vendors (RFI) Submit RFI to each vendor on short list Include full list of priority requirements Include scenarios for scripting for functionality Include process flows Details around selection process Confidentiality agreement

18 Schedule Vendor Demonstrations You create the Agenda! Schedule on-site demos of RFI respondents You create the agenda to showcase and validate your defined requirements Assign facilitator from project team to monitor time and ensure agenda items covered Determine scoring scale

19 Analysis of Score Cards Most scoring awards points on sliding scale: Solution fully meets requirements Solution fully meets requirements with customization Solution meets requirements with added prepackaged integration Solution requires customization to meet any requirements Vendor can not meet requirements

20 Select the Best Option or the Solution Tabulate scores of Choice (SOC) More and likely no vendor meets your requirements 100% Discussion required to further decipher close or like scores Understand feasibility of desired solution

21 NOW THE WORK BEGINS

22 Identify the Project Team Identify the right skills, the right knowledge for the right time Share the vision, the objectives and expected outcomes Understand and embrace the process and recommendations

23 Project Team Members Responsibilities Report to Project Manager Identify risks associated with tasks Document toward project Work collaboratively and collectively Deliver on-time, on-budget

24 Create the Timeline Define Milestones Create the timeline divide into weeks and specific dates up to planned completion date Timeline based on actual goals and desired outcomes Specific milestones are measurements of progress Milestones match timeline

25 Installation of Network and Hardware Key to remember especially in software implementations Must be part of timeline and associated with milestone Often times overlooked

26 Validate Security Generally component of vendor selection process especially in healthcare Significant aspect of network and hardware configurations IT function

27 Develop and Communicate Testing and Training Plan This is a strategy for success Project team responsible Testing and Training plan imperative Completion of each should be a milestone Key in meeting production milestone

28 Data Conversion Data conversion may not be necessary Important if retaining or moving data to new system If necessary may require importing, interfacing or manual data entry Depends on technology being implemented

29 Transition to Production Huge Milestone! Requires significant focus Added resources to support new users in production environment Won t be perfect Productivity will be impacted

30 Post-Implementation Evaluation Evaluate all aspects none were perfect Identify problems and shortcomings Opportunity for process improvement for future implementations Identify and address success Document project closure

31 On-Going Training Understand learning curve Mitigate risk with re-fresher sessions for users Plan for turnover during, after and ongoing Must plan trainings for future upgrades or system changes A process today, is not always the process of tomorrow

32 Vendor Relationship Relationship and Partnership key for ongoing success Vendor engagement needed after the sale Assign point person in organization to be main point of contact Demand the same from vendor

33 Conclusion Teamwork is the ability to work together toward a common vision. The ability to direct individual accomplishments toward organizational objectives. It is the fuel that allows common people to attain uncommon results. Andrew Carnegie

34 References Ahlstrom, Janice. RN, BSN, CPHIMS, Best Practices for EMR/HER Software Selection. July, 2009 Best Practices for Software Selection, retrieved from Implementation Methodology, retrieved from Project Close-Out: Post-Implementation Report and Lessons Learned. Project Management Methodology, The Project Management Tools and Resources, retrieved from ment.html