21CI's Implementation Methodology
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Transcript of 21CI's Implementation Methodology
21CI’s Project Implementation Methodology
Jointly-Done Client 21CI
PSC Review
To finalize solution
Project Steering Committee
- PSC Formation &
Orientation
Business Process
Confirmation
User Acceptance
Test & sign off
End User
Training
End User
CertificationGO LIVE
Onsite Post
live Support
Site Handover &
Project Closure
Parallel Run Data Migration
Master data Preparation
Configure System
Delivery of
Configured System
Key User
Training
Solution-Mapping
PSC and Project Team Formation & Orientation
Project Steering Committee
PSC Formation &
Orientation
Project Progress
PSC and Project Team Formation & Orientation
Scope Reconfirmation, Plan Preparation & Presentation
Expected Team of Customer
• Senior Management
• Function Heads
21CI Team Composition
• Account Head
• Delivery Head
• PM
Pre Requisites
• Senior Management & Key Users
availability
Deliverables
• Project Plan including resource
requirement plan
• Project Team
• Presentation of Kick-Off Meeting
Infrastructure Requirements
• 15 Seater Conference Room with White Board, Markers, Projector
Typical Timeline: 1 Day
BPC
Project Progress
Business Process Confirmation
• Understand Existing Processes
• Recommend ICT Enabled Process Improvements & Finalize TO Processes &
Policies
• Business Process Blueprint Preparation by 21CI Consultants & Acceptance by
Customer
Expected Team Composition of
Customer
• Senior Management
• PM
• Function / Department Heads
• IT Resources
21CI Team Composition
• PM
• Functional Consultants
Pre Requisites
• Availability of above Team Members
• Document of AS IS Processes (preferred)
Deliverables
• Business Process Blueprint
Infrastructure Requirements
• TWO 10 Seater Conference Rooms with White Board, Markers, Projector, Laser
Printer in each
Typical Timeline: BPC – About a Month
Business Process
Consulting
Solution Mapping
Project Progress
Solution Mapping
• Understand Existing Activity Details - Documents, Reports, MIS, Screens with
Sample Data for clarity of discussion
• Orient on the new system in light with the TO BE Processes & above understanding
• Identify Gaps & Approach to resolve the same by Workarounds, Customization
• Finalize the TO BE Solution
Expected Team Composition of
Customer
• Key Users
• PM
• Function / Department Heads
21CI Team Composition
• PM
• Functional Consultants
Pre Requisites
• Availability of above Team Members
• Availability of AS IS Details –Documents, Reports, MIS, Screens,
Sample Data for clarity of discussion
• List of Equipments finalized &
technical manual available.
Deliverables
• Solution Mapping Document
Infrastructure Requirements
• TWO 10 Seater Conference Rooms with White Board, Markers, Projector, Laser
Printer in each
Typical Timeline: BPC – 1 to 1.5 Month & SM – 1 month
Solution-Mapping
Master Data Preparation
Project Progress
Master Data Preparation
• Orientation on Master Data Templates
• Users to Create Master Data in Excel Sheets
• Update / Upload Master Data in the system
Expected Team Composition of
Customer
• Key Users
• IT Resources
21CI Team Composition
• Functional Consultants
• Techno Functional Consultants
Pre Requisites
• Key Users availability.
• Master data availability
• Availability of IT Resources
Deliverables
• Master Data List
• Master Data Templates
Infrastructure Requirements
• PC / Laptop for users to create master data in excel templates
Typical Timeline: 1-2 Months
Master data Preparation
Configure System & Delivery of Configured System
Project Progress
Configure System & Delivery of Configured System – Off Site
• Prepare Traceability Matrix for each module
• Prepare Client specific Acceptance Test Plan
• Configure / Customize the system
• Test and Release the Configured system
Expected Team Composition of
Customer
21CI Team Composition
• Techno Functional Consultants
Pre Requisites
• Business Blueprint & Solution Mapping
signed off.
• Sample / Large Part of Master data
available
Deliverables
• CD containing the configured licensed
software and the database
Typical Timeline: 1-2 Months
Delivery of
Configured System
Configure System
Key User Training & UCT
Project Progress
Key User Training & UAT
• Train the Key Users
• Access the training by quizzes / Tests
• Conduct UCT based on scenarios finalized during solution mapping
Expected Team Composition of
Customer
• Key Users
• IT Resources
• PM
21CI Team Composition
• Functional Consultants
• PM
Pre Requisites
• Key Users availability.
• Key Users continued from Solution
Mapping stage
• Large part of master data is complete.
Deliverables
• KUT - Training Manual & attendance
sheets
• UAT Sign off
Infrastructure Requirements
• TWO Conference Rooms with White Board, Markers, Projector, Laser Printer in
each, Internet access, PC’s connected to the Test / Main Server to run the
application
• Infrastructure specified for Test Environment available and ready to use.
• Gadgets agreed during solution mapping are procured & installed
Typical Timeline: 1.5 to 2 month
Key User Training
User Confirmation
Test & sign off
End User Training
Project Progress
End User Training
• Key Users to train the End Users
• Inform 21CI on completion of training
Expected Team Composition of
Customer
• End Users
• Key Users
• IT Resources
21CI Team Composition
• Techno Functional Consultants
Pre Requisites
• Trained Key Users availability.
• End Users availability
• Availability of IT Resources
Deliverables
• Training Attendance Sheet
• Intimation to 21CI of Training
Completion
Infrastructure Requirements
• Training Room as per above specification
Typical Timeline: 15 days to a month
End User Training
End User Certification
Project Progress
End User Certification
• Test the End Users
• Certify End Users
Expected Team Composition of
Customer
• End Users
• Key Users
• IT Resources
• PM
21CI Team Composition
• Techno Functional Consultants
• PM
Pre Requisites
• Intimation to 21CI of Training
Completion.
• End Users availability
• Availability of IT Resources
Deliverables
• End User Training Certificate
Infrastructure Requirements
• Training Room as per above specification
Typical Timeline: 2 -4 days
End User
Certification
Parallel Run / Dry Run
Project Progress
Parallel Run / Dry Run
• Parallel Run in the Training Environment
• Parallel Run in Production Environment
Expected Team Composition of
Customer
• End Users
• Key Users
• IT Resources
• PM
21CI Team Composition
• Techno Functional Consultants
• PM
Pre Requisites
• Master data 100% Complete
• Lab Equipments available and ready to
be interfaced.
• Imaging Modalities available and ready
to be interfaced.
Infrastructure Requirements
• Infrastructure specified for Production Environment available and ready to use.
• Gadgets agreed during solution mapping are procured & installed
Typical Timeline: 2 Weeks
Parallel Run
Data Migration
Project Progress
Data Migration
• Data Migration Strategy
• Key Users & IT to Prepare Data as per strategy
• Map the Fields and Import data
• Test & verify the Imported data
Expected Team Composition of
Customer
• IT Resources
• End Users
• Key Users
• PM
21CI Team Composition
• Techno Functional Consultants
• PM
Pre Requisites
• Data Availability
• IT Team
Deliverables
• Migrated Data as per Migration
Strategy
Infrastructure Requirements
• Production Server available for use.
Typical Timeline: 2 -6 days
Note: Data Migration is not relevant in a Green Field project if the Site
goes live from the launch date.
Data Migration
Go Live
Project Progress
Go Live
Expected Team Composition of
Customer
• IT Resources
• End Users
• Key Users
21CI Team Composition
• PM
• Functional Consultants
• Techno Functional Consultants
Pre Requisites
• Parallel Run Signed off
• Data Migration Completed & Accepted.
Deliverables
• Live System
Typical Timeline: 1 Day in a big bang approach
: 1 Day per Module in a modular approach
GO LIVE
Post Live Support
Project Progress
Post Live Support
• On Site Support to Key Users & IT
Expected Team Composition of
Customer
• IT Resources
• End Users
• Key Users
• PM
21CI Team Composition
• PM
• Techno Functional Consultants
Pre Requisites
• Go Live
• Key Users availability
• IT Team availability
Deliverables
• Support Log
Infrastructure Requirements
• Support Room available for the work area of 21CI Consultants
Typical Timeline: 15 Days
Onsite Post
live Support
Site Handover & Project Closure
Project Progress
Site Handover & Project Closure
• Prepare Project Closure document
• Conduct Closure Meeting
• Signoff on Project Closure
Expected Team Composition of
Customer
• PM
• Function / Department Heads
• Key Users
• IT Resources
21CI Team Composition
• PM
• Techno Functional Consultants
Pre Requisites
• Project Head
• Key Users
• IT Team
Deliverables
• Handover Document.
Infrastructure Requirements
• 15 Seater Conference Room with Projector
Project Governance
Project Sponsor
Chief Executive Officer
Client
Key Users
Client
IT
21CI
Business
Analyst
21CI
Implementation
Consultants
21CI
Configuration
Consultants In India
Project Steering Committee (PSC)
Client 21CI
CEO, CFO
& CIO
CEO, Consultant
(PM) & Head –
Implementation
Project HeadClient
IT Manager21CI
Senior Project
Manager
Project Organization – Roles & Responsibility
Project Steering Committee
To provide direction to project and take policy decisions
Review Project status against plan
Authorize any changes to project plan
Authorize and drive Change Management
Empower Project Team
Control and confirm Project Scope
Project Organization – Roles & Responsibility
Client Project Head / 21CI Project Head
Responsible for overall Success of the project on-
time and within budget
Prioritize and provide required infrastructure
Report Project status and escalate risks and critical
issues to PSC
Manage & provide required information and policy
decisions on time
Manage operational project tasks and activities
Maintain and manage Project reporting matrices
Ensure availability of resources
Ensure availability of Key Users / Consultants
Managing Change Control
Project Organization – Roles & Responsibility
Client: Key-Users
They are owners of new system and processes
Provide/ confirm detailed Business Information
about Processes
Validate and confirm Solution Mapping Document
Provide complete and validated Master Data
Conduct End user training and provide Ist line of
support after Go-live
Prepare detailed User Confirmation test cases /
data and conduct User Confirmation Test (UCT)
Sign-off confirmation after successful UCT
Project Organization – Roles & Responsibility
Client: IT Team
Provide/confirm detailed Business Information
about Processes along with Key Users
Validate and confirm Solution Mapping Document
Conduct End user training and provide Ist line of
support after Go-Live
Prepare detailed User Confirmation test cases /
data and conduct User Confirmation Test (UCT)
Sign-off confirmation after successful UCT
Provide required IT and other infrastructure
Manage installation of required IT infrastructure and its operations
Extract, transform and validate existing Master, history data and provide as per requirements for
uploading to new system
Co-ordinate with LOBs for Key Users availability
Participate and learn in Configuration / Customerization of System
Configure / Customerize the systems for all LOB locations after initial implementation by 21CI
Project Organization – Roles & Responsibility
21CI Business Analyst
Recommend and finalize good clinical & business
practices, business processes and policies TO BE
incorporated
Prepare Solution Mapping draft consisting of final
documents
Ensure quality and timely deliverables
Provide guidance and system knowledge to Client
team
Regular status and activity reporting and
maintaining required matrices information
Policies
Processes
Input Screens
Outputs & report layouts
Gap analysis
Project Organization – Roles & Responsibility
21CI Implementation Consultant
Facilitate and conduct UCT
Conduct Key user training
Support during end user training and hand holding
after Go-live
Maintain Issue log and update status
Project Organization – Roles & Responsibility
21CI Configuration Consultant
Configure the system as per Solution Mapping
Document
Train Client IT team on 21 CI IT team on
configuration
Upload Master Data provided by Client
Test the System functions meeting Solution
Mapping Document
Support Implementation team after delivery of
configured system until hand over to Help Desk
team
Assumptions
General Assumptions
• Client will provide the necessary IT infrastructure, manpower resources and timely decisions and sign-offs
required for the smooth implementation of the 21CI Apex Enterprise Health Information System.
• Client will adhere to the 21CI Rapid Implementation Methodology (RIM) to ensure effective implementation
of the 21CI Apex Enterprise Health Information System as per schedules decided jointly by the management
teams of both sides. Client will ensure active involvement of top and operational management and key users
in the implementation process.
• It is understood that customization, if any, would be undertaken by 21CI only after it is ratified at the highest
level within Client and 21CI. 21CI reserves the right to refuse customization, which in its opinion would
compromise on the stability or data integrity of the 21CI Apex Enterprise Health Information System.
• If the project has to be extended / kept on hold due to non-availability of Users or infrastructure requirements
from the Client, 21CI could discuss this with the Client Project Head and withdraw a few / all team members
for a period that is mutually agreed upon.
Assumptions 2
• Any additional system functions, business processes, source systems, etc. identified during the project would be handled through theChange Management process.
• Any additional system functions, business processes, source systems, etc. identified during the project may increase the overallproject cost and/or timelines.
• No changes to Standard 21CI Apex Enterprise Health Information System basic code. Exceptions to this would be discussed andagreed in the Project Steering committee as it can have adverse effect on 21CI Apex Enterprise Health Information System supportand maintenance.
• Project deliverables, if impacted due to external factors (Hardware issues, Software issues & manpower issues) would result in scopechange request. This would have cost & timeline implications.
• There would be no breaks in the Project. If there are breaks in the Project due to factors beyond the control of 21CI then it would resultin a scope change request & would have implications on the timelines & the associated costs.
• 21CI would be suitably represented in the Steering Committee.
• The scope does not cover any customization effort.
• Project team (21CI & Client) will have access to the system & relevant processes during the concurrency of the project.
• 21CI consulting business is prone to normal attrition rate. 21CI at its own discretion may engage partner resources, as & when theneed arises.
• Based on progression of the project, 21CI reserves the right to suitably increase or decrease the number of consultants, withoutaffecting the deliverables.
Assumptions 3
Management of the Client’s Project Team• It is assumed that the Management of the Client’s Project Team will be done by the Client Project
Head. As such, 21CI will not be responsible for the deliverables, quality of work, or any other
related issue to the work of the Client’s Project Team, and therefore will not be liable for any delays
incurred by the Client’s Project Team.
Training Assumptions• All training will be conducted on-site or as otherwise indicated. It is assumed that the CLIENT shall
make arrangements to provide a training room, and facilities to conduct the training such as
terminals, connectivity to Servers, Overhead Projector and whiteboard/Markers.
• This training does not include any delivery of any prerequisite training identified by the training plan.
• Course materials (One set soft & hard copy) will only be provided in the English language.
• Any changes to the number of Key users (i.e. maximum of 10 Key users per module) to be reviewed
by 21CI.
Assumptions 4
Technical Assumptions
• Data Conversion and Migration
• Being a brown field project, 21CI assumes that there will be Data conversion of key masters
as also important summary transactional data during migration.
• Interfaces
• Interfaces to External Applications except for Integration with Financial Accounting and Human
Resources are excluded from the scope of this proposal.
• Constraints and Dependencies
• The Constraints and Dependencies for the successful completion of this proposal are
presented below:
• Availability of required infrastructure for carrying out the activities at the Client sites.
• Availability of appropriate Client resources for the project.
• Prior Training of Core team members
• Availability of data in the required format.
Risk & Mitigation Plan
Risk Description Impact Probability Mitigation
All sub-processes not communicated or
communicated with some gaps during Solution
Mapping by key Users
Medium (Some of the
functionality may not be
configured in the system)
Low
Multiple presentations to Key users, Functional heads to be
made.
However it will still help if additional knowledgeable users go
through the Solution Mapping Document and Identify the
gaps or variations (if any)
Some of the sub-processes being used in other
branches not communicated during Solution
Mapping exercise
Low (Some of the functionality
may not be configured in the
system)
LowSolution Mapping Document will be forwarded to Functional
Heads for their validation and identification of Gaps if any.
Master Data incomplete or inaccurate
Medium to High ( Wrong
information or decision making /
Inaccurate Billing in case of
inaccurate service pricing /
discounts
HighMaster data should be prepared in advance and validated by
two / three people.
Insufficient Knowledge by Key Users after training Medium Medium
Key User with good process knowledge and good
communication skills shall go through the training and shall
continue practicing after their training. Shall clarify all the
doubts till confident. Testing of Key users is planned to
mitigate this risk
Non availability of End users for Training Medium High
Being 'just sufficient' people in most organizations, it may not
be possible to release all the people for training. It will help if
the shift timings are aligned from the end user training till Go
Live.
Insufficient Knowledge by End Users after training Medium Medium to
High
End Users shall continue practice after training and also Key
users shall support the End Users for one week after Go-Live.
This period shall help End Users to gain sufficient experience
High | Med | Low
Risk & Mitigation Plan
Risk Description Impact Probability Mitigation
EMR not being used by Doctors / Nurses LowMedium to
High
Complete patient details will not be available for future
diagnosis and manual records will be required to be
maintained. Management need to contnuously convince the
Doctors to fill the required information and worst case Data
Entry Operators may be used at very busy Doctors
Hard Disk Crash High Low
1.Daily backup shall be taken on Tape media and tested
properly and preserved to restore in case of such crash.
2. Hard Disk shall be configured in Mirrored image form (RAID
1) or RAID5) 3. Manual Process
shall be initiated till the time New Hard disk is installed and all
manual records shall be entered
Deletion of Database High Low
1. Data Base Password shall be with one or two
knowledgeable people 2. Daily
Backup shall be taken / tested and preserved properly.
Server Crash High Low
1.Daily backup shall be taken on Tape media and tested
properly and preserved to restore in case of such crash.
2. Manual Process shall be initiated till the time New Hard
disk is installed and all manual records shall be entered
Malacious act by an Individual High Low
Proper validation mechanism shall be in place to get
information from any individual, in case the person finds any
deviation in atleast key and important Data. Printing Facility
for EMR, MIS and other Patient related data etc. shall be
limited.
High | Med | Low