Digital Acceptability in Health Care Systems - Business Plan Example

High Level Plan- Final Plan 2 5 COMPANY Enterprise Integration Project Plan General Information Information to beprovided in this section is general in nature and provides the necessary information about the organization of the project and project participants. Project Name: Digital acceptability in Health Care Systems to improve quality, reduce costs and enhance efficiency in work flow processes Date: 16th February, 2013 Controlling Agency: Modification Date:       Executive Summary This paper whose project name is “Digital acceptability in Health Care Systems so as to improve the quality, reduce costs and enhance efficiency in work flow processes” seeks to provide a methodology and key action steps for high level planning in the digitization of health care procedures and also ensures that the resulting product is effective and applied decision making. In addition to that, the frame work advocated for standardization and transparency of procedures and processes which directly increased performance quality in various operational units and administered accountability respectively. Availability of resources boosted efficiency of work flow operations and thus most challenges that were faced with the lack of digitization and unification were now fully catered for by the system. The project was administered by the US health care system so as to counter the challenges that they were facing as health care expenses has rocketed to levels that were never fore seen. That is health care expenses were attributing to a total of 16% of the gross domestic product (GDP). The plan represented a methodology that sought to cut down on these expenses and come up with a better way to manage the problem and this would result to better services. In 2011, Trinity Health sought to increase the number of employees for better services to 55,000. The number of physicians totalled to 9,000 and it was operating in a total of 47 hospitals, 401 outpatient clinic and 31 long term care facilities. As a result revenues grew to 9B dollars and whose net income was 683M dollars. Currently they operate 47 acute-care hospitals, 432 outpatient facilities, 33 long-term care facilities, and numerous home health offices and hospice programs in ten statesup to 432 outpatient clinic facilities, 33 long term care facilities and other home health care offices. IT infrastructure was a key factor in the entire process and adverse investment would be important. They sought to implement a centralized Enterprise IS, IT applications and other field work operations. The budget for this initiative totalled to around 100 to 120M dollars per annum. Other estimated costs in the project included the leveraging of data and analytics that is collecting and analyzing data. As a result by 2011, data collected accumulated to 8.4 million health care records, although the availability of a centralised Unified Data Warehouse made the entire data transaction very efficient. The same year, Trinity had a stable digitalized platform that was aiding in decision making solutions. To ensure better analytical variables, management had to clearly lay out a plan as to who would handle and have access to data at different levels. This led to the structuring of a governance protocol that would ensure what to access, the top level access group being the clinical and business intelligence advisory committee. As a benchmark, by 2011 some key goals had been established one of them being the digitization of a total of 8.4 million health care records successful strategies to perform data mining on the data collected. Another goal was the establishment of the best and cost effective health care that could be adopted by using the data for predicting operating and financial performance. In addition to that, the data collected could help set better standards and finally target the right customers. The project was authorised by the CERN Council on 20 September 2001, and the key committees had first meetings before the end of the year. A workshop was held at CERN on 11-15 March 2002 at which the main directions and priorities of the project were discussed. The project was authorised by the CERN Council on 20 September 2001, and the key committees had first meetings before the end of the year. A workshop was held at CERN on 11-15 March 2002 at which the main directions and priorities of the project were discussed. Digital acceptability in Health Care Systems to improve quality, reduce costs and enhance efficiency in work flow processes Digital acceptability in Health Care Systems to improve quality, reduce costs and enhance efficiency in work flow processes Digital acceptability in Health Care Systems to improve quality, reduce costs and enhance efficiency in work flow processes Digital acceptability in Health Care Systems to improve quality, reduce costs and enhance efficiency in work flow processes Digital acceptability in Health Care Systems to improve quality, reduce costs and enhance efficiency in work flow processes Digital acceptability in Health Care Systems to improve quality, reduce costs and enhance efficiency in work flow processes Digital acceptability in Health Care Systems to improve quality, reduce costs and enhance efficiency in work flow processesChallenges encountered included the maintaining and upgrading of the implemented digital platform with regard to factors such as economic variations, health care reforms, technological advancements and operational costs. Other challenges included the need to expound on digitization and analytics so as to be incorporated into the system. This included entities such as physician offices, hospital programs, health programs, housing communities and rehabilitation centre’s so as to be placed into the digital platform. Another challenge was to maintain the Enterprise model that they have adopted with regard to difference in size of entities where some were fairly small and others quite big with massive applications and integrated systems. Lastly they did not have a viable procedure to handle analytical thoughts and questions. What is to be performed includes ensuring that the Trinity system works to the best as described with regard to factors such as costs estimation of what it will cost, a plan of its implementation, reporting and decision making requirements and output and finally data reliability to aid in sound decision making. Trinity health also faces the challenge of keeping up with new entities in the industry as it expands. Some of the project objectives include creating a centralized enterprise system that could be accessed at a local central point and it would prove precise and reliable evidence based information. Another option would be to develop a strategy where each Unified Service Organization (USO) could act as a competency centre independently of others of which would lead to better decision making outcomes. In addition to that the USO’s could be governed so as to ensure Enterprise analytics and also to enhance the collaboration of these entities among each other that will lead to better analytical solutions. Another objective was to ensure that the electronic health records were available across all the states where the system had been implemented and also the different applications were constantly up and running and they provided accurate information. Another objective would be to maintain the project scope in terms of providing a higher quality service and reduced costs and ensuring that there is accessibility to the Care services. The best and most effective way to approach the project is to come up with the variables that need to be changed and then setting up solutions that are going to address the problems being faced. For this case, the problems and challenges have already been addressed. And the project objectives are set out right to aid in solving the current faced challenges. Project Scope Statement This entails detailing the IT infrastructure for the analytical processing of the health care data for the available entities both large and small. This includes both applications and programs that will be incorporated and also a way forward to provide support of application software and lastly the development of a methodology that will assist the available services needed to be stored and also processed thus providing a better facility to access information that is highly defined. Project Results/Completion Criteria On completion some of the results to be encountered include better and reliable information that can be used for decision making. A fast and accurate system that can aid dependability of the data retrieved from it. On completion, it is also likely that operations will be fast and efficient. Better centralized data can allow for follow up from different states where Trinity health care system has been incorporated. There should also be standardization criteria in all the units involved, applications and processes and this will lead to increased quality of performance metrics and performance among the units. The units that happen to be role models or other should seek to help other units that might be lagging behind so that they can also adopt and learn from the best practices. Content of the Project A Work Breakdown Structure (WBS) describes all the tasks and works that need to be carried out so as to complete the project. It has a hierarchical breakdown where tasks to be done are outlines comprehensively, resources to be used are identified, responsibilities are precisely defined and what is to be delivered at the end is clearly outlined. Some of the goals to be achieved by the WBS include: The team in charge should seek to schedule the plan to its end. Collection of the information about tasks that need to be carried out. Organization of tasks to be carried out in small and manageable units that will ease up the effort required to achieve the project goals. Critical Success Factors Some of the critical success factors in this project include the fact that the project should aim to satisfy the shareholders and users of the Health care system being implemented. This is with due to the fact that the system is being implemented to solve challenges that are being faced. So with that in mind the Health care system should seek to satisfy the major aims of it being implemented, otherwise it would be a waste putting it into place. Meet the projects objectives will be analysed with response to whether all of the requirements have to be delivered at that instance. With regard to the care system there should also be a way to determine what objectives are critical to be done and those that if left will not highly impact the system deliverables. Meet an agreed budget is essential to avoid over spending. The resultant procedure should be clearly stating what will be done once the budget in above the set one. Deliver on time is another major factor where the output of the project should be portrayed at the time it is supposed to end. Going overboard with time will lead to additional costs that will not have been stated in the budget. The project deadline is a critical success factor to be adhered to strictly. But in the even the deadline cannot be met, strategic measures can be put in place so ensure that the outcome and quality of the project is not hindered. Add value is a factor where the project should seek to add value to what is existing currently. Else if not value is added, the project has no aim or importance. Meet quality requirements is another critical factor where the project quality recommendations and outlines should be adhered to, to the letter. Standards to be attained need to be stated and counter actions need to be revealed in the even the standard is not met. Additional Project Requirements Provide additional requirements necessary for completion. These include: Business and Functional Requirements: involves starting with project requirements and WHAT the project entails. Design Requirements: involves defining the design specifications and HOW to come up with the right solution to the project. This is done by the team and users of the project. Project Phases: involves coming up with project phases and where at the end of each phase goals are measured to ensure the project plan is adhered to. Project Schedule: involves coming up with a plan as to HOW the project will be conducted and its timelines and goals to be achieved. Test Plans: involves writing and executing test plans as per project phase completion and after that it’s checked to ensure that each requirement is good. Completion: a project is successful after execution of the test plan confirms that the project has met the targets and it’s completed in a timely manner and under the project deliverables. Technical Project Components Provide a high level description of the process for assessing software, hardware and network needs. Assessing hardware may be done with the trigger of certain events such as failure, leases run out thus replacement should be done and again new software may require different hardware requirements that should be met. At times the hardware assessing may be done in relation to management changes where an ICT manager may choose to change hardware based on their preferred choices. Assessing software is done with preference to the goals the software is likely to achieve, who will be using it and how best it can be maintained with little challenges. Software assessment is also prior to the type of information that it will capture by the system in the organization. Network assessment depends on how you want to access information, either centrally or in a distributed methodology, computing and scalability requirements of the Health care system, number of people to use the network, costs associated with networking devices, access controls in the network, backup procedures in the network in the event the system shuts down. It also involves network security issues such as type of the network to be deployed as either peer to peer or server based or how to manage security breaches in the network and even where back up data is to be stored and the technologies to be used in data backup and its storage. Project Plan Documents Summary Identify and describe documents used in the summary (provide summary information for each section included) WORK BREAKDOWN STRUCTURE: Describes a deliverable-oriented grouping of project elements which organize and define the total scope of the project. RESOURCE PLAN: Describes the major resources needed to proceed with the execution of the project. PROJECT SCHEDULE: Provides the project schedule using a Gantt chart. The schedule must include milestones, task dependencies, task duration, work product delivery dates, quality milestones, and action items. RISK MANAGEMENT PLAN: Provide a description of all risks identified for the project and a plan to integrate risk management throughout the project. QUALITY CONTROL PLAN: Provides a Quality Plan that defines the person(s) responsible for project quality assurance, procedures used and resources required to conduct quality assurance. COMMUNICATIONS PLAN: Defines the information needs of the project stakeholders and the project team by documenting what, when, and how the information will be distributed. CHANGE MANAGEMENT PLAN: Provides the project team with a change management methodology for identifying and controlling project scope. TRINITY HEALTH Enterprise Integration Work Breakdown Structure WBS Element Activity/Task Name Effort/ Duration Cost 1.0 Initiation Familiarization 1 DAY 100 2.0 Planning Project Planning 30 DAYS 100 Kickoff Meeting 1 DAY 100 Process Discovery Software Selection and Procurement 7 DAYS 2000 Hardware Selection and Procurement 7 DAYS 2000 Networking Selection and Procurement 7 DAYS 2000 3.0 Execution Hardware Installation 3 DAYS 1000 Network Configuration 3 DAYS 1000 Software Installation and Configuration 2 DAYS 1000 Software Integration 4 DAYS 1000 System Testing 2 DAYS 500 4.0 Control Control Environment 1 DAY 800 Change Management 2 DAYS 800 Security 2 DAYS 800 Technical Support 1 DAY 800 Disaster Recovery Training 4 DAYS 1000 5.0 Closeout Demonstration Meeting 2 DAYS 1000 Training 4 DAYS 1000 Follow-up Site Visits CONTINUOUS NIL 17000 TRINITY HEALTH Enterprise Integration Resource Plan RESOURCE PROFILES: Determine the major resources that will be needed in order to proceed with the execution of the project. These resources may include the following: People, money, equipment, facilities, materials and supplies, and information technology. PROJECT RESOURCE INFORMATION: For each of the resources needed on the project determine the following: 1) Cost estimates for each resource, 2) Availability of each resource, and 3) Estimated classification and output of people and equipment resources. Resource Cost Estimate Availability Output PEOPLE 62 6 MONTHS MONEY 5270 6 MONTHS HARDWARE 4000 SOFTWARE 2000 RESOURCE STAFFING PLAN After establishing the human resources required for the project, develop a staffing plan that shows the number of personnel, by type, that will be required on the project on a monthly basis. Personnel Category Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Management 1 1 1 1 1 1 Control 4 4 4 4 2 2 Installation 2 2 2 2 2 2 Training 2 2 2 2 2 2 Follow-up 2 2 2 2 2 2 TRINITY HEALTH Enterprise Integration, Project Schedule Provides the project schedule using a Gantt chart. The schedule must include milestones, task dependencies, task duration, work product delivery dates, quality milestones, and action items. TASK NAME MONTHS MONTH 1 MONTH 2 MONTH 3 MONTH 4 MONTH 5 MONTH 6   WEEKS W1W2 W3 W4 W1W2 W3 W4 W1W2 W3 W4 W1W2 W3 W4 W1W2 W3 W4 W1W2 W3 W4 PREPARATION               Involves project initiation and planning and management               SPECIFICATIONS               Involves setting out the controls to be implemented and who is to implement them                     MILESTONE 1         ARCHITECTURE               Planning out the design to be used in setting specifications and their implementation                       MILESTONE 2       PLANNING               DETAIL DESIGN                       MILESTONE 3       DEVELOPMENT               TEST PLAN               TESTING AND QUALITY ASSURANCE               Involves implementing the system, drafting a test plan to test the installed system, doing quality assurance checks               DOCUMENTATION AND FOLLOW UP               Used to make sure that the project has been documented well and that follow ups are being made to ensure smooth running of the system.               Risk Management RISK MANAGEMENT STRATEGY Define the risk management methodology to be used, the risk assumptions, the roles and responsibilities, the timeframes, risk ranking / scoring techniques, establish risk thresholds, define risk communications, and develop a risk tracking process. Prioritize risks 1. Develop a risk register 2. Develop a scale for risk assessment probability of occurrence impact of occurrence 3. Rate risks by probability level of impact 4. Prioritize risks multiply values to create a risk index 5. Develop a risk management plan, selecting at least one of the following approaches for each risk: Avoidance Prevention Mitigation (reduction Sharing Acceptance (retention Quality Control Plan ACCEPTANCE CRITERIA: Describe acceptance criteria for deliverables as they will be used in product acceptance testing. QUALITY ASSURANCE ACTIVITIES: Define Quality Assurance Activities for the project including test and acceptance processes, documentation and operational support transition, milestone checklist, requirement verification processes, schedule and communication activities, and continuous improvement processes. PROJECT MONITORING AND CONTROL: Define in-process control plans which address quality assurance activity areas, how control information will be collected, how information will be used to control processes and deliverables, what and when audits and reviews are required, and how variance to acceptable criteria will be reported and resolved. PROJECT TEAM QUALITY RESPONSIBILITIES: Describe quality-related responsibilities of the project team including specific tasks such as acceptance test, audit, review and checklist responsibility assignments. Communications Plan ROLES IN SENDING AND RECEIVING COMMUNICATION Describe how each role will be impacted by communication and what each role is responsible for in sending and/or receiving communications regarding the project. Stakeholders: Stakeholders ensuring resources are readily available to ensure project success. They also pitch ideas into the project based on experienced outcomes. Sponsor: are communicated to about a project idea and they take charge to provide resources for it. A sponsor communicates directly with the project manager and at times the project team and stakeholders mostly when issues have arisen. Project Manager: Accountable for all those in the project. Ensures that all planned is carried out and in a timely manner. Hands out responsibilities and communicates with Project sponsor and team leads on any issue that needs resources of attention respectively. Also communicates project schedule to team members. Project Team: take charge in delivery of the project. Ensure project objectives and all the stated targets are achieved and responsibilities are communicated. With regard to plans drawn, they make sure that performance adheres to the plan. Procurement: deal in obtain goods and services with regard to the organizational needs. They communicate with Project Managers on what is to be obtained and at what point in time and in return project managers communicate with sponsors on the same. They also manage internal operations like procurement staff through communication of the purpose of each operation, the pay off, and also instill that team work is important in operations of the project. Quality: ensures quality checks are done in a professional manner and can also conduct quality checks from time to time. INFORMATION TYPE: Describe how different types of information will be disseminated. (Voice, electronic mail, spreadsheet, formal presentation.) EXISTING SYSTEMS Discuss the communication systems already in place and how they will be leveraged on the project. Include any political environmental considerations. Email: Email could be used to send massive email broadcast to all the project team members, System users and all those involved with the system. For example at Trinity Health, Email could be used to communicate status reports to the head office of all the progress being achieved. In addition to that since it the Care system has been implemented in over 10 other stated, Email would be essential to communicate such kind of information. Voice: could be used to communicate instant and quick information. Trinity Health could use voice to communicate to Project sponsors in the event that immediate resources that are needed need to be communicated to the Project sponsors. Formal presentation could be used to represent scorecards of success graphically and use formal presentation such as PowerPoint to communicate this to other Project members. This can also be used to communicate WBS and Organizational structure. Spreadsheets: could be used to communicate project variables and even milestones through the form of Gantt charts. They can also communicate performance results and even be programmed to communicate status report to the head office. LENGTH OF INVOLVEMENT Describe how long individual stakeholders will continue to receive information on the project. The individual stake holders will continue to get project information from the initial project phase, through to the installation and implementation, test phase and Quality assurance check. ENVIRONMENTAL CONSIDERATIONS Identify the political environment; understand stakeholder requirements and other environmental considerations. METHOD FOR UPDATING THE COMMUNICATION PLAN Describe how and when the Communications Plan will be updated throughout the project. Communication plan will be updated through a communications matrix that is to be developed when the project starts. The method used to update the plan is through using or referring to the Project plan that will guide the manager to know what to communicate at what point in time to the stakeholders. When the communication plan will be updated is at each level. That is once a particular milestone has been achieved, the communication plan is undertaken and updated at that instance. Change Management Plan Describe the roles and responsibilities of the following project roles pertaining to reacting to, documenting, reviewing, approving, implementing, and monitoring changes imposed on this project. Project Sponsor: Also known as a project director is basically interested in the outcome of the project. Focus on funding and monitor how the funding is utilized. The Project Sponsor will be involved in project initiation and top level project planning. The Project Sponsor also helps the Project Manager to solve any issues, conflicts and seeks to find solutions to problems. Plans the project scope and approves scope changes. Chairs the steering committee on large projects and can also delegate his responsibilities to an individual in or out of the Project Team Project Manager: Plans and executes the project to its completion. Develops Project Plan with the project team and oversees the team’s overall performance. Ensures deliverables stated by stakeholders and Project sponsor are met. Responsible for developing a communications matrix for daily or weekly status reporting and reporting issues that have happened and cannot be solved, risk management procedures and ensures that the project follows its description. Customer/Client Management: Manages the customers who are or will be using the project and ensures that their needs and questions have been addressed comprehensively. They also showcase the business units’ for the project and the deliverables that best showcase what the project outcome will be. They also communicate all the project details back to the Customer staff. As the project takes its homestretch, Customer management test the business unit product or service so as to ensure that it has been successfully evaluated and tested and then the result is communicated to the Project team. Customer/Client Staff: The final recipient of project deliverables and its advantages. Project Team Leads: Provide task and technical leadership in a project. Project Team Members: Responsible for executing tasks and producing deliverables as portrayed in the stated project Plan. Read More