1. 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

2. Explore Possible Vendors

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

4. 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

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

6. Solicit Proposals

7. 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

8. 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.)

9. 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!

10. 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Review the examples on the BB course (maybe a bit outdated, but will give you fundamental information) and other templates from selected professional organizations (refer to the reading list).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.

11. 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

12. 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

13. 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.

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

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

16. 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)

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

18. 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 = Outstanding in all areas and includes many special features that exceed the requirements and offer significant advantages.
Very Good = Meets all of the essential requirements and includes some extra features not
Required.
Satisfactory = Meets all the essential requirements.
Poor = Does not meet a minimum of requirements of the system.
Unacceptable = Fails to meet several essential requirements.

19. 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

20. 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

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

22. 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

23. 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)

24. 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

25. 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

26. 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

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

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