1. 2
Selecting a Healthcare Information System

2. Define the term life cycle as it relates to information systems.
Learning Outcomes
Define the term life cycle as it relates to information systems.
List the phases of the life cycle of an information system.
Recognize the purpose of the needs assessment.
Identify the typical member composition of the system selection steering committee.

3. Identify several methods for analyzing the current system.
Learning Outcomes
Explain the importance of using the mission statement in determining the organization’s information needs.
Identify several methods for analyzing the current system.
Discuss the value of using a weighted scoring tool during the selection phase.
Review the system criteria that should be addressed during the selection process.
Describe the request for information and request for proposal (RFP) documents.

4. Some Thoughts
The competitive advantages associated with health information systems are contingent upon the technology, the degree to which technology meets the organization’s needs, the strength of the information services staff, and the speed and method by which the system is implemented. There is a movement for meaningful use. 4

5. Some Thoughts
There is no “right” choice but the best place to start when selecting a healthcare information system is with the strategic plan because it sets goals and determines technology needs. 5

6. The process for the selection and implementation of an information
Life Cycle
The process for the selection and implementation of an information
Ongoing process of developing and maintaining an information system
Four main phases that cover the life span of information systems 6

7. Needs assessment System selection Implementation Maintenance
Life Cycle Phases
Needs assessment
System selection
Implementation
Maintenance 7

8. FIGURE 8–1 The life cycle of an information system

9. Initiated by someone with a vision of the future
Needs Assessment
Initiated by someone with a vision of the future
Analyzes the organization’s needs
Looks at segments in the organization
Identifies deficits and issues
The selection committee uses data to generate a list of possible solutions 9

10. Steering Committee Members
Key to process
Membership
Board members (ensure congruence with organizational strategic plan)
Representatives from all departments affected (decrease possibility of missing potential problems)
Must include end users
Chair should be a member of administration 10

11. Steering Committee Structure
Large enough to make a good decision but small enough to be effective and efficient
Who will make the final decisions?
Multilevel committee
Upper level makes final decisions
Lower level makes recommendations 11

12. Committee Considerations
Steering Committee members must receive release time from other responsibilities
Want users with functional expertise, good communication, and ideally a computing background
May use input from consultants 12

13. May be used for any part of the selection or implementation processes
Consultants
May be used for any part of the selection or implementation processes
Effective use requires clear definition of the contractual relationship and expected outcomes
May be used to analyze all available information and make recommendations 13

14. Analysis of Current System
Thorough understanding is essential
Must determine what information is used, who uses it, and how it is used
May use questionnaires, observation, and interviews
Must weigh strengths and weaknesses 14

15. User needs—“musts” and “wants” Technical criteria
System Requirements
User needs—“musts” and “wants”
Technical criteria
Administrative criteria
Registration criteria
Medical records criteria
Order entry/results reporting
Accounting criteria 15

16. “Musts” and “Wants”
Determination of system requirements from what end users identify as essential or “nice” to have to do their work
Selection committee develops and uses a weighting system to rank criteria identified by workers 16

17. Type of architecture (does it work with other systems) Response time
Technical Criteria
Hardware and software needed for the desired level of system performance
Type of architecture (does it work with other systems)
Response time
Downtime
Test and training environments
Support for other technology 17

18. Administrative Criteria
Compliance with regulatory and legal requirements
Report capabilities
Ease of use
Purging and restoring data 18

19. Second phase of the life cycle
System Selection
Second phase of the life cycle
Phase begins once decision made to purchase a new system
Critical to the success of the project
Requires the collection of additional information and awareness of funds available for the project 19

20. Sources of Information
Trade shows and conferences
Publications
Professional organizations
Trade journals
User groups
Internet and World Wide Web
Site visits
Request for information/proposal/quote 20

21. Request for Information (RFI)
Brief document sent to vendors that states plans to purchase and install a system
Asks the vendor for a description of the system, its capabilities, and perhaps:
About the company
Number of installed sites
Technical capabilities
Updates 21

22. Request for Proposal (RFP)
Formal document sent to vendors that describes system requirements sought
Detailed
Solicits proposals from vendors that describe their capabilities to meet the “wants” and “needs”
Responses are used to narrow the choices 22

23. Analysis of RFP Responses
Receipt of RFP responses is the beginning of the “evaluation” phase
Consider:
Was it submitted by the deadline date?
Is it a professional effort?
Were the vendor representatives responsive?
Does the proposal address the RFP or is it a standard bid? 23

24. Request for Quote (RFQ)
Statement of need that focuses upon pricing, service levels, and contract terms
Skips marketing hype often received in response to RFP
After the system selection and recommendations negotiations are done through legal and purchasing representatives 24

25. The system life cycle is ongoing.
Future Directions
The system life cycle is ongoing.
Each repetition of the system life cycle process increases the body of knowledge that will help organizations with future choices.
Increased knowledge will also help to shorten the selection process. 25