The System Selection Process Part II: NURS 737: Nursing Informatics Concepts and Practice in System Adoption Module 4, Topic 1 The System Selection Process Part II: Development RFP This document is intended solely for the use of N737. Not for distribution

Explore Possible Vendors

Vendor Identification ONC Certified Health IT Product List (CHPL) (https://chpl.healthit.gov/#/search) Perform marketplace research Networking Vendor user groups, installed sites Health IT listservs Co-workers, IS department Professional conferences and websites Internet / Magazines/journals

Request for Information (RFI) Developed early in process Quick & inexpensive way to obtain information Allows for rapid disqualification Introduces ideas about features and capabilities not thought of Give vendors few weeks to respond and “sell” Considered a “screening” device

Based on the findings from your initial search, develop a list of potential vendors... (example)

Solicit Proposals

Objectives of RFP Learn about the functionality of proposed systems Provide information for objective comparison of vendors/systems Document vendors’ claims of functionality, support, training, cost, implementation approach, etc. Provide a basis for contract negotiation

Objectives of RFP (cont'd) When you develop the RFP…. The RFP document will go to the vendors that are not familiar with your organizations and systems. The majority of its staff members are non-nurses. Use very clear statements e.g., System A can interface with System B. Vs. System A has XXX interface engines. e.g., System A is secure. VS. Listing items on specific security measures. Carefully select response options. Should I use a Y/N option, a Likert scale, or a narrative answer format (narrative answers are difficult to quantify.)

Objectives of RFP (cont'd) When you develop the RFP…. (cont.) Exercise a balancing act in developing items for requirements Level of granularity – e.g., listing different font sizes Consider how you will analyze responses when you develop the RFP. At the end, you will need to compare the answers from different vendors. Development of RFP requires teamwork!

The Content of RFP Review the examples on the BB course (maybe a bit outdated, but will give you fundamental information) and other templates from selected professional organizations (refer to the reading list). Items in RFPS vary depending on systems and organizations. Each organization may have its own template.

The Content of RFP The following is a list of usual items 1. Introduction 2. Instructions & selection process (an evaluation instrument(s)) 3. Vendor questionnaire 4. Functional requirements 5. Technical requirements 6. Implementation, training & support

The Content of RFP (cont.) 7. Delivery and installation requirements 8. Contact provisions, System Acceptance 9. Pricing and Cost information 10. Others (e.g., conversion of data) 11. Appendices

The Content of RFP Format of requirement items (see example RFPs on the blackboard , reference sites, and other institutional templates) Multiple choice questions e.g., Does the system have a nursing progress module?: A. Currently Available; B. Under development; C. Not available; viable; comment Open-ended questions e.g., Describe your system development plan for … ** Although some questions would require narrative explanation, when you compare answers from various vendors, the data from multiple choice questions are more manageable.

Request For Proposal: 1. Introduction Corporate overview, mission & goals Volumes/statistics System goals Current information systems

Request For Proposal: 2. Instructions & Selection process Response procedure Response format Schedule instruction Contacts Selection procedure Evaluation criteria

Request For Proposal: 2. Instructions & selection process (cont.) Evaluation criteria: weight of each criterion (item) Weights for features and functions: E.g., Mandatory (weight: 3); Desirable (weight : 2); optional (weight: 1) Weights for responses: E.g., Available (weight: 3); under development (weight: 2); not available now but planned (weight 1); not available and no planned (weight 0)

Request For Proposal: 2. Instructions & selection process (cont.) An example of overall evaluation criteria (next slide)

Evaluation Criteria Relative Weight (RW) Rate (R) Score (RW x R) Vendor Questionnaire · (specific items) 50 Functional Requirements/System Design 250 Testing and Certification Process 150 Cost Purchase Fee ·   (specific items) Services and Maintenance ·    (specific items) 200 Score FINAL SCORE (score 100) Guide to Scoring Legend for Rate – R  Excellent = 10 Outstanding in all areas and includes many special features that exceed the requirements and offer significant advantages. Very Good = 7.5 Meets all of the essential requirements and includes some extra features not Required. Satisfactory = 5 Meets all the essential requirements. Poor = 2.5 Does not meet a minimum of requirements of the system. Unacceptable = 0 Fails to meet several essential requirements.

Request For Proposal: 3. Vendor Business Information Business history and current financial status Functional organization Qualification of vendor personnel Product development method Support & implementation Client information

Request For Proposal: 4. Functional requirements Detailed functions and features: Vary depending on systems Approach: Discipline-oriented Process-oriented Mixed approach Identification of requirements are based on: Regulations (federal, state, professional organizations, insurance companies, etc.) User survey /User interviews (formal or informal) Literature Opportunity to improve work processes

Request For Proposal: 4. Functional requirements (cont.) Attributes Accessibility Ergonomics Real-time interactivity Ease of use (usability) Flexibility Reliability

Request For Proposal: 5. Technical requirements Often written by IS department Systems software Database management system Operating system Application software Security Back-up, recovery System reliability Hardware Configuration Devices

Request For Proposal: 6. Implementation, training & support Implementation plan Standard services Warranty Maintenance service Support: What kind of support would you need? (24/ 7 vs. normal business hours)

Request For Proposal: 6. Implementation, training & support (cont.) What kind of training? (e.g., The train-the-trainer methods, online); Training manuals; Ongoing-training Documentation Product updates

Request For Proposal: 7. Delivery and installation requirements 8. Contact provisions, System Acceptance Main points: Detailed information on hardware and software Clear responsibilities for site preparation, delivery, installation, and costs Acceptance testing plan Terms for violation of the contract Specify maintenance and supports Detailed pricing

Request For Proposal: 8. Contact provisions, System Acceptance (cont.) Engaging users: E.g., Necessary modules of the system, if the HIS is using modular approach Identification of needed support

Request For Proposal: 9. Pricing and Cost information 10. Others (e.g., conversion of data) will need to be included as needed. 11. Appendices

Send the RFP to vendors Often the RFP was sent by the procurement/purchasing department.