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Best Practices for Implementing An Information Solution By Even Brande.

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Presentation on theme: "Best Practices for Implementing An Information Solution By Even Brande."— Presentation transcript:

1 Best Practices for Implementing An Information Solution By Even Brande

2 Session Description At Handel we have implemented many significant IT projects since founding the company in With all these projects under our belt we have gained invaluable experience that we will share with you in this workshop about the critical elements that distinguish successful IT projects from unsuccessful ones. The workshop will include some common myths about large-scale IT projects, how to best prepare for your system implementation, implementing your system, and post implementation. This session is ideal for those who are just starting out and those who have implemented a system and are dealing with post-implementation issues. Time: 90 minutes October – The Stanley Hotel – Estes Park, Colorado

3 Who Should Attend? Those who are currently involved in implementing an IT project Those who will be involved in implementing an IT project October – The Stanley Hotel – Estes Park, Colorado

4 Agenda Ten Tips for a Successful System Implementation Contract Development Project Management Vendor Management Staff Management Data Gathering JAD Sessions Weekly Calls System Development Go Live Post-Live Issues On-Going Vendor Relationship October – The Stanley Hotel – Estes Park, Colorado

5 Introductions Who I Am Who You Are – Name – Title – Organization – Why You Are Here

6 Why This Session? Because 15% of all major IT projects fail outright Because over 50% of all major IT projects fail to reach their promised potential Most of these failures are due to people, not technology. Source: InfoWorld Source: InfoWorld

7 10 Tips for a Successful System Implementation Make sure you have buy-in from all the key players in your agency or organization. Establish a clear project plan with clear definitions of expected end results. Assign an internal project manager to be responsible for all key communication with the vendor. Insist that the vendor assigns a key person that is your primary point of contact with them. Use the opportunity to re-engineer your processes as well. Dont try to make your new system emulate the old. Help the end users understand what they are getting into. Make system training mandatory. Dont wait to go live until every detail is completed. Dont stop implementing just because you are up and running. October – The Stanley Hotel – Estes Park, Colorado

8 Contract Development If you work with a vendor, a contract is imperative. Sample contract The key components for you (the customer) – Detailed scope of work – Deliverables and timeline – Cost components and payment-due date – License agreement – Escrow agreement – Maintenance agreement (if applicable) October – The Stanley Hotel – Estes Park, Colorado

9 Project Management Develop baseline. Have a clear goal but a flexible approach. Use a project management system that is accessible to both parties online. Manage scope-creep. October – The Stanley Hotel – Estes Park, Colorado

10 Project Management

11 The Project Plan Tools Elements of an IT Project

12 Project Management Tools Microsoft Project Excel Spreadsheet Online Collaboration Tools – Sharepoint – Online Conference Software Customer Relationship Management (CRM) Solutions – RiteTrack

13 Core Elements of an IT Project Define scope of work Gather data Develop blueprints Sign off on blueprints System implementation Quality assurance Sign off on system Staff training Go live Post-live changes

14 A Typical RiteTrack Project Plan Part 1 October – The Stanley Hotel – Estes Park, Colorado

15 A Typical RiteTrack Project Plan Part 2 October – The Stanley Hotel – Estes Park, Colorado

16 Vendor Management Single point of contact Clear scope of work Clear timeline for deliverables Periodic conference calls/meetings Online meeting facilitation – Web-Ex – GoTo Meeting October – The Stanley Hotel – Estes Park, Colorado

17 Building Your Team Overall project manager Content expert(s) Super user Average user Tech-averse/change-averse user IT contact

18 Staff Management Get buy-in from day one. Dont make meetings optional. Make sure you have all disciplines on your team. October – The Stanley Hotel – Estes Park, Colorado

19 Data Gathering Documentation, documentation, documentation Dont assume that the vendor knows anything about your operation. The vendor who knows it all is possibly more dangerous than the vendor who knows nothing at all. Bottom line: The system needs to work the way your business works, not the other way around. October – The Stanley Hotel – Estes Park, Colorado

20 Break Your Project Into Manageable Phases An incremental approach has a much greater success rate than a big bang approach.

21 About Picking Your First Project Pick the project with that offers the best ratio between least amount of work and biggest potential for instant impact. Early success is sure way to create long-term success.

22 JAD Sessions JAD: Joint Application Development JAD Session Tools Detailed Scope of Work October – The Stanley Hotel – Estes Park, Colorado

23 JAD Session Tools Prototype of vendor software Prototyping software Workflow software Project management system Presentation software October – The Stanley Hotel – Estes Park, Colorado

24 Detailed Scope of Work System Architecture Integration Data Conversion Database Design Workflow and Business Rules Security Screen Design Report Design October – The Stanley Hotel – Estes Park, Colorado

25 System Architecture Architecture – Web or Desktop Client Database Security model October – The Stanley Hotel – Estes Park, Colorado

26 Integration System compatibility Integration methodology Third-party vendor Neutral agent October – The Stanley Hotel – Estes Park, Colorado

27 Integration October – The Stanley Hotel – Estes Park, Colorado

28 Data Conversion Who is responsible? Working with an existing vendor October – The Stanley Hotel – Estes Park, Colorado

29 Database Design The database design is the foundation for the entire project. A system built on a weak foundation = a weak system Select a proven architecture Select a flexible architecture Select a database vendor that will be around tomorrow. A word about relational database design (Yawn!) October – The Stanley Hotel – Estes Park, Colorado

30 Workflow and Business Rules What is workflow? Business rules? The only constant is change –make sure your system design will accommodate change. October – The Stanley Hotel – Estes Park, Colorado

31 Feature Development October – The Stanley Hotel – Estes Park, Colorado

32 Security Essentially Three Areas – Functionality – Who can do what? – Row-Level Security – What records can you see? – Field-Level Security – What portion of the record can you see? – Individual-Security Rules vs. Group-Membership Rules October – The Stanley Hotel – Estes Park, Colorado

33 Screen Design Screen Design: Anything you see on the monitor Key Challenge: Balance end users ease of use with support for complex data model Count mouse clicks and keyboard strokes October – The Stanley Hotel – Estes Park, Colorado

34 Report Design Report Design: Anything you report out of the system Something you can see without having to log on to the system – Print – Electronic export (PDF, Word, Excel) Primary Report Types – Record specific – Aggregate – Ad-Hoc October – The Stanley Hotel – Estes Park, Colorado

35 Key Project Tasks Regularly scheduled meetings/conference calls Establish who is doing what On-going documentation On-going testing

36 Regularly Scheduled Meetings/Conference Calls Keeps project on track Review project plan Revisions to original plan Additions Deletions October – The Stanley Hotel – Estes Park, Colorado

37 Testing Start testing on day one. Dont assume the vendor will find all the problems. Vendors Responsibility: Software works according to software specifications. Your Responsibility: Software works according to your specifications. October – The Stanley Hotel – Estes Park, Colorado

38 Documentation Topic Audience Type – Help file – Video documentation – Audio documentation Format – Hardcopy – Electronic file – Online help October – The Stanley Hotel – Estes Park, Colorado

39 How to Best Structure Your Training Typical audience – 10% Stars – 80% Adequate – 10% Challenged Hands-on training is key Break up sessions by functional area of audience Train-the-trainer sessions are invaluable Online training: Inexpensive and effective October – The Stanley Hotel – Estes Park, Colorado

40 Go Live! Dont wait to go live until everything works – you will never go live. No matter how much you plan, being live is a different environment; and by design this environment will present both new challenges and opportunities. October – The Stanley Hotel – Estes Park, Colorado

41 Dont Let Bureaucracy Bog Down Your Deployment October – The Stanley Hotel – Estes Park, Colorado

42 Post-Live Issues Things That Will Happen When You Go Live – You will discover additional bugs in the system that could not have been discovered earlier. – You will discover additional needs that you didnt anticipate. – You will discover that you made some incorrect assumptions. October – The Stanley Hotel – Estes Park, Colorado

43 On-Going Vendor Relationship Maintenance agreement Source-code agreement Vendor endorsement You as a champion October – The Stanley Hotel – Estes Park, Colorado

44 Summary: Lessons Learned Resistance is normal…dont react to it as if it is not. Have a plan about dealing with the resistance and then stick to it. – Dont apologize for the software that you choose. Once the choice is made, explain your decision fully but dont apologize for it. – Dont set unrealistic expectations (e.g., you are going to love this software right out of the box; this software will solve all your problems; you will immediately save time through using the computer, etc.) October – The Stanley Hotel – Estes Park, Colorado

45 Summary: Lessons Learned Create forums for clinical end users to vent, but require that they also offer solutions to the problems that they note. Set realistic, rather than optimistic, time frames. Changing work flows and learning new ones takes time; no comprehensive system can be put in place overnight. Dont underestimate resources for training. October – The Stanley Hotel – Estes Park, Colorado

46 Summary: Lessons Learned Training is probably the most critical aspect of implementation success. Make sure that you have good training materials that include formal and self training. Set aside enough time for training. Train your staff before go-live and then have a follow- up training one month after go-live. October – The Stanley Hotel – Estes Park, Colorado

47 Summary: Lessons Learned Let people in on your vision. Share your leadership views and your hopes for the implementation. Get clinicians on board with the mission-driven reasons for the implementation: – Improved clinical care through better access to records and through more timely communication – Ability to spend more time on clinical tasks and less on administrative tasks October – The Stanley Hotel – Estes Park, Colorado

48 Q&A October – The Stanley Hotel – Estes Park, Colorado


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