Rals freedom project management methodologies training

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Rals freedom project management methodologies training Rals freedom project management methodologies training Presentation Transcript

  • RalsFreedom Project Management Methodologies Training Tuesday SessionMorning:• Product Overview - Freedom Introduction• Roles and Responsibilities - Project Managers and StakeholdersLunchAfternoon:• Project Overview – Stages, Timelines, Documentation, Tools, etc…• Afternoon Break• Project Overview - Continued
  • RalsFreedom Project Management Methodologies Training Wednesday Session Full day discussion of process details • System Requirements • Training • Interfacing • Testing • Go-Live End of Day Recap – Q and A
  • Product Overview System SetupSystem Setup and ConfigurationAnalyte SetupNotification CommentsCalculations and Corrections Setup
  • Product Overview Facility SetupAdd a FacilityEdit a FacilityDelete / Inactivate a Facility
  • Product Overview Workstation / Location SetupAdd a Workstation/LocationEdit a Workstation/LocationWorkstation Options
  • Product Overview Analyzer ConfigurationSetup configuration for analyzers.Edit, inactivate, and delete an analyzer configuration.
  • Product Overview Setup Test PanelAdd a panel for configured instruments.Edit and delete existing panel.
  • Product Overview Range SetupNormal and critical range setup.Edit and delete range
  • Product Overview Add AnalyzerAdd an Analyzer. ( Hidden settings )Edit, inactivate, and delete instrument settings.
  • Product Overview QC MaterialAdd QC material.Activate and deactivate QC materialEnable relationship to instrument
  • Product Overview Operator GroupsAdd a operator groupEdit, inactive and delete operator groupsGroup with no permissions for unused operators
  • Product Overview Operator SetupAdd operatorsEdit, inactivate, and delete operator
  • Product Overview Operator CertificationOperator certification screen.Certification of operators and set up testing.Certification Import.
  • Product Overview Physician SetupAdd a physician. ( Done by interface.)Edit, activate, inactivate, and delete physicians.Group with no permissions for unused physicians.
  • Product Overview Patient ManagementView patient information from the Patients menuAdd a new patientAdd and Inactivate a John Doe patientEdit and deleting a patientMerge patient functionInactive and purge old patient resultsManually enter results for patient
  • Product Overview Results ManagementView patient resultsEdit a patient result with an exceptionEdit a previously processed patient resultReassigning a patient sample.Delegating patient resultsReviewing Patient Results
  • Product Overview QC ManagementViewing QC results.Accepting QC results.Rejecting QC results.Reassigning a QC sample.Delegating QC results.Reviewing QC results.
  • Product Overview ReportsShow available reports
  • Roles and Responsibilities Project ManagerA project manager is the person responsible for accomplishing the stated project objectives. Project StakeholdersProject stakeholders are those entities within or outside an organization which:1. Sponsor a project.2. Have an interest or a gain upon a successful completion of a project.3. May have a positive or negative influence in the project completion.
  • Roles and Responsibilities StakeholdersReturn of all ISW paperworkProcurement of and installation of server (Mayinclude Alere sales.)VPN access to hospital networkServer accessConfiguration of the analyzer (May include analyzermanufacture and Alere project manager )Analytes used in the system
  • Roles and Responsibilities StakeholdersAuthoring the panels to be used in the system through theISW for each analyzer.Custom demographics if needed.Complying the location list.Complying the user list.ADT authoring and scenario testing.ADT mapping created.ADT moved to prod after testing completed.LIS authoring and scenario testing.
  • Roles and Responsibilities StakeholdersProduction Results ready to receive dataQA check of the systemProject Signoff sheet
  • Roles and Responsibilities Project ManagerAll ISWs have been returned and are accurate.Send interface requirement sheet.Send all import sheets that are required(Facility, Locations, Users, QC.)Confirm server meets required benchmarks.Install Software ( Is there a test instance? )1 hour initial POCC trainingConfirm all analyzer configurations have been received andloaded into system.
  • Roles and Responsibilities Project ManagerConfirm all analytes required are activated.Confirm all panels are created.Confirm all custom demographics are created.Confirm QC information is loaded.Confirm ADT interface is finished and accurate.Confirm ADT mapping is finished.Move ADT interface to prod.Backup, restore and cleaning of test database to prod.
  • Roles and Responsibilities Project ManagerConfirm all training has been done.Confirm Results interface has been tested and isaccurate.Move Results programming to prod.Be available for go live day to solve issues.Monitor system for 1 week after.Project signoff sheet sentCompletion of all ISO project paperwork
  • Roles and Responsibilities Project ManagerRecording all steps in tracking system ( sugar? )Storing all paperwork in the correct places inSharePoint.
  • Project Overview Stages Timelines, Documentation, Tools High level overview of Stages• Stages• Timelines Detailed review of timeline• Documents• Tools
  • Project Overview High Level Overview of Timeline Kick-Off Call:This call marks the start of your project when all the sales andlicensing paperwork has been completed. This call will include yourfull team, the Informatics Executive, and the Alere Informaticsimplementation team – the Team Lead, the Interface Resource, andthe Training Resource. During this call, any outstanding questionswill be addressed, timeline and target go-live set, and resourcesassigned. Successful completion of the project depends on closecollaboration between the Facility and Alere Informatics. To thisend, weekly conference calls will be held. Record this on the AICStracker sheet
  • Project OverviewHigh Level Overview of Timeline WEEK 1Final completion and return of ISWs (customer)Conference call with stakeholders review ISWs forcompleteness and accuracySet installation date data manager in place anddevices connectedInstallation assigned to Deployment Specialist
  • Project OverviewHigh Level Overview of Timeline WEEK 2Depending on your order one of the following pointswill apply:Alere Informatics supplied server (hardware orvirtual) prepared, or…Customer supplied server (hardware or virtual)preparedConference call with stakeholders to reviewprogress, status of server procurement, and answerquestions
  • Project OverviewHigh Level Overview of Timeline WEEK 3Continued work on set-up and installation of serverConference call with stakeholdersiron out remaining details for remoteconnectivity, joining server to network, VM Wareconversion, if applicable, etc.Next set of documents for completion and referenceare sent including the operator list template.
  • Project OverviewHigh Level Overview of Timeline WEEK 4Conference call with stakeholders review progressand outstanding tasksReview of timeline confirm adherenceConfirm availability of POCC and ADT resources forthe following weekContinued work on server and connection to networkVPN tunnel established
  • Project OverviewHigh Level Overview of Timeline WEEK 5Remote connectivity verifiedConference call with stakeholders kick off the nextstepsDeployment Specialist works with POCC on datamanager set upInterface Resources works with Facility to establishedand tested the ADT feed
  • Project OverviewHigh Level Overview of Timeline WEEK 6System Installed and Devices ConnectedDuring this week, the System is fully configured and the devicesare connectedDeployment Specialist works with POCC on completing the datamanagement setTraining given to POCC and other users of the System on datamanagementConference call with stakeholders to review status and moveforward with the results interfacingConnectivity and transaction testing of the results interface tothe LIS
  • Project OverviewHigh Level Overview of Timeline WEEK 7/8Results interface set up for hospital verificationtestingWeekly conference call with stakeholders to reviewand address any outstanding issuesHospital conducts testing and signs off on theprovided functionalityFinal preparations made for go-live
  • Project OverviewHigh Level Overview of Timeline WEEK 9Go LiveAt go-live, result interface pointed to LIS productionPOCC sends selected live patients to LIS and confirmsresults postedResult interface set to run automaticallyFinal training given on managing patient results
  • Project OverviewHigh Level Overview of Timeline Merged Timelines Rals Project Timeline Sheet
  • Project OverviewDetailed Review Steps, Documents and tools Start of New Project Process A. Get assigned project during weekly workload meeting. (server specs and OP should have already been taken care of by this point ) B. Add your project to Implementation Board C. Add folder directory to SharePoint D. Create Project in Sugar. E. Make sure sales filled in the sales portion of the project sheet otherwise send back to sales to finish ISO process. F. Schedule or wait for first meeting depending on who is leading the install process. Sometimes this is the analyzer manufacture. G. Scope of Project statement/note in sugar
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource PO Received Alere The Date the PO was received and the project can begin. Record this on the AICS tracker sheet
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Server Order Date Hospital The Date the server was ordered regardless if it was ordered by the hospital or Alere Who ordered the server
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Server Installed Hospital The date the server has need installed by the hospital. Specifically the date the IT department has brought the server up on their network. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource VPN Access Hospital The date the hospital has granted us VPN access and we have confirmed we are able to connect to the hospital network and RDP to the server. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Send Interface Docs Alere At this point, if we havent done so already we need to send our interface specifications so the ADT and Results people will know what to expect. Record this on the AICS tracker sheet when sent and again when received. Aegis/Freedom system: Interface specifications, facility/workstation import, user import, QC material and all suitable ADT/LIS ISW paperwork found in SharePoint. Operator Import help sheet
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Configuration Meeting Alere / Manufacturer Have a meeting with hospital POCC and step through all configurations of all go live meters. This may include the analyzer manufacturer or the project manager may do this with just the hospital resources on the phone. Where is the paperwork for each analyzer configuration? You will have to step through this process in the system. Be sure you have turned on the required analyzers and add a fake analyzer to be able to access the configuration.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Benchmark Server Alere Once server is installed and access granted the server must be benchmarked to ensure it is powerful enough to run all the analyzers the expect to connect to the system. This tool is accessible n the hidden settings of the system by using the lds logon. For further details see Jareds document located in SharePoint.
  • Project OverviewDetailed Review Steps, Documents and tools VM Requirements 1. We must have the same hardware resources dedicated to the virtual environment setup as we would have for a stand-alone server. 2. All resources must be reserved just for our installation. 3. Our program must be the only application running within the virtual server environment that is created.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Prerequisites Meet Alere This entry indicated the date the server has passed the benchmark test.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Software Installed Alere This entry indicated the date the purchased software has been installed. Must confirm the purchase of a test instance and recommend if one may be needed. This includes situations where hospitals have purchased connectivity of multiple analyzers but will only be going live with 1 or 2 at the start. Send e-mail to Monica to bill client ( still happening? )
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Software Installed Alere Before software can be installed you must retrieve a license for it. The spread sheet used to generate this information can be found in SharePoint. Record the date the software was installed on the AICS sheet as well as any 3rd party software needed for go live. Location: http://ldsdocs/sites/LDSOffice_Docs/Docs/Customers/Comput eKeys.xlsx
  • Project OverviewDetailed Review Steps, Documents and tools Task Name ResourceSend POCC facility/user/workstation/ QC Alere import sheets. Also LIS and ADTpaperwork with interface requirements. If not completed by now all customer paperwork should have been sent and returned. Import sheet for locations/QC/Users All ISW paperwork location – Found in SharePoint
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Schedule meeting with hospital to fill Alere out interface paperwork ( notice to interface manager ) Meet with hospitals ADT/LIS resources to ensure ISW paperwork is accurate and complete.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Initial POCC training Alere Meet with hospitals POCC and give a very brief overview of the system. Request for training form is filled out at this point. Record this date on the AICS workload tracker as well as the trainer for the account when assigned.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Analyzer configuration received / Hospital/Alere/Other Setup The date the analyzer configuration has been received. ( It comes from hospital resources if they are working on gathering requirements, it comes from the analyzer manufacturer if they were involved in the meeting or it has already been configured by Alere during the configuration meeting.) Store configuration paperwork in SharePoint. If Configuration is not done during meeting hand off to support to input the requirements. Consult interface support guide to learn how to hook up analyzers to the system.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Analytes and Panels loaded Hospital/Alere/other The date the system is set up to use the requested analytes and panels the analyzers will be using.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Custom Demographics Hospital/Alere The date the system is set up to use the requested custom demographics if any. These changes are made in the Demographics_Map_En-US.xml O2Mode_Demographics_Map_En-US.xml Patient_Demographics_Map_En-US.xml Customization Guide
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Analyzer Configuration Loaded Alere The date all analyzer configurations are loaded for analyzers that will be resulting patient tests for go live. This information should be available in SharePoint. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource QC Loaded Alere The date all analyzer QC material is loaded and in the system. NOTE: AT this point you may only have a few analyzers hooked up to the system. Please keep in mind that when you go live new analyzers will be added and the QC material must be associated with those meters before they will download the QC materials. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Location List Received Hospital The date the hospital has sent back to us the list of facilities and locations to import into the system. Requesting a list of locations from Rals+ seems to work very well here.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Location List Loaded Alere The date the hospitals locations have been loaded into the RalsFreedom system. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource User List Received Hospital The date the hospitals user list has been received from the hospital. Check the amount of users in the system with the amount of users the analyzers can hold. Taking the user list from Rals+ can make this process difficult. It may contain duplicate data, unnecessary data and incorrectly formatted data that will drag out the user import process.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource User List Loaded Alere Will the hospital be validating their users on the barcode or on the operator ID? How will certifications be done? All at once? Through Certification Import Sheet as people are trained? Recertification interface? ( multi facility problem ) Online quizzes?
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Preliminary Training Alere With the users loaded Alere should preform the preliminary training. Lasts about 2 to 4 hours. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Interface Meeting Alere/Hospital This is the meeting the hospitals interface people and interface people from Alere go over the requirements before the final build of the interfaces. Excerpt of the project concerning times for interface work.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource ADT/Results paperwork returned Hospital If that were any changes in the meeting or if we are missing an ISW they must all be received at this point for the interface analyst to author the interfaces. All ISW paperwork should also be stored and available in SharePoint. Old ADT interface questionnaire. More extensive. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource ADT/Results Build Time Alere The time it takes the interface analyst to build the ADT and Results interface according to the paperwork received. Record the interface analyst assigned in the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource ADT/Results Testing Time Hospital This is the point where the hospital is now responsible for testing the interfaces to ensure everything is acting as expected. We will not provide the hospitals and testing scenarios for the ADT interface. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource ADT/Results Approved Hospital This is the point where the hospital has tested the interfaces to their satisfaction. Get this approval in an e-mail from the hospitals interface people and the POCC. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource ADT Mapping Finished Hospital/Alere Only after all the ADT testing is completed can the ADT mapping be finished. The POC must work closely with the hospitals ADT analyst to ensure proper mapping of patient information. How location mapping works Location Mapping Sheet This step may be skipped if the number of active patient visits in the hospital will not exceed the number of active patient visits allowed on the analyzers for the entire hospital.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Move Test DB to Production Alere When everything has been completed on the test system the test database is moved to prod and cleaned in preparation for live ADT information. Useful DB scripts Be sure to move the custom folder Edit the ldsconnect2.ini telnet connection windows Create any new ports for live analyzers
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Move Test DB to Production Alere Change the result interface IP and port to point to the live server Change the ADT port in the Ldsconnect2.ini to the agreed upon production port.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource System Quality Check Alere/Hospital Take this time to do a few tests on production with the POCC to ensure the information from the ADT is flowing into the system correctly, out to the meters correctly and out the results interface correctly.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource ADT live / Results live Alere/Hospital 2 weeks before go live ADT should be up and running to ensure an accurate patient list when the nurses go out to the floor to do testing. 2 ways around this would be to have the ADT people send a 1 month back log from the ADT if available or the could use the always add function. The always add function is not as reliable and will generate admits that may never be discharged.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Main Training Alere Before go live the main training should be preformed for the hospital. Sometimes the main training is put off till a few days after go live because the customer feels comfortable with the system and the trainers would like to have some active patient data in the system to work with. Record this date on the AICS workload tracker. Send e-mail to Monica to bill client. ( still happening? )
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Go Live ALL Everyone should be available for assistance this day. Record this date on the AICS workload tracker. Send e-mail to Monica to bill client ( still happening? ) Issues to watch out for include but are not limited to 1. Invalid patient errors 2. Unknown/uncertified operator errors 3. Results not passing to LIS 4. ADT not sending admit information 5. ADT mapping incorrect
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Monitor System 1 Week Alere/Hospital Passive monitoring of the system by Alere Active monitoring of the system by Hospital. The helps to ensure customer satisfaction. Any serious problems in a system are usually found within this time period and, if resolved quickly, will result in good customer relations.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Follow Up Training Alere Optional training but something that should be offered to the client. Record this date on the AICS workload tracker.
  • Project OverviewDetailed Review Steps, Documents and tools Task Name Resource Project Signoff Sheet Alere Marks the closing of the installation project. Officially when the first result on a live patient goes through the analyzer, into Freedom, out to the LIS and posts successfully the software is considered live. Most clients do not return this sheet. If they don’t just make a note saying you sent it out. If they do return it place it in the customers folder in SharePoint. Project Signoff Sheet
  • Project OverviewDetailed Review Steps, Documents and tools Project Wrap up 1. Move project sheet to customer folder in QMS directory in SharePoint. 2. Insert placeholders for signoff sheet 3.Mark project as completed on the AICS board 4. Complete and close project in sugar.
  • RalsFreedom Project Management Methodologies Training Wednesday Session Full day discussion of process details • System Requirements • Training • Interfacing • Testing • Go-Live End of Day Recap – Q and A
  • Process Details System RequirementsFreedom Hardware Specs – What sales people use Jareds Specs – What we use
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  • Process Details Training2 Training Walkthrough Checklists User Checklist – Admin User Checklist – Tech
  • Process Details TrainingMaterial I give to users Run Anomaly List and how to resolve issues ( now outdated ) Operator How To Operator Groups How To How to merge patient samples Reports explanation ( now outdated ) Overall quick reference guide
  • Process Details InterfacingInterfacing analyzers to the system Interface Support Guide Looked for updates to this Guide in SharePointInterfacing ADT / Orders and Results RALS-Freedom_HL7_Interface_Specification_En-US
  • Process Details InterfacingTools for interfacing ADT / Orders and Results HL7 Analyst – Free, fast, easy 7Edit – Robust functionality, error checking, send and receive data. HisEmula – Allows you to send ADT data into the system for testing and receive results from your system for troubleshooting.
  • Process Details InterfacingTools for interfacing ADT / Orders and Results Order in testing – Good for sending custom ADT messages into the system and receiving result transmissions. SQL server scripts for testing 1. Active visits going to meters by facility 2. Active visits going to meters by patient class 3. Breakdown of all analyzers in the system
  • Process Details TestingTesting procedures can vary greatly depending on whatanalyzers you are working with and/or what interfacesyou are working with. If you are working with arelativity new analyzer that has not been connectedbefore you will need to depend heavily on the POCC toconfirm, in writing, that everything they expect toreceive from the analyzer is received during the systemquality check phase of the project.
  • Process Details TestingHIS/LIS systems can vary greatly as well. Just becauseyou have worked with a Cerner interface 5 times beforethat does not mean you should assume the 6th one youare working with will be set up the same as the last 5.This is why it is critical that the hospital and/or the LISinterface analyst author and step through their testingscenario to confirm everything is processing correctly.Alere should be vigilant in making changes whenrequested but should never be the one doing the bulkof the testing or assembling testing scenarios.
  • Process Details TestingTesting analyzers Make sure the analyzer can send all required run types that are outlined in the interface support guide then confirm from the POCC that all run types expected are coming into the system and posting correctly. Example, istat and the EQC runs. Overall you will have to read about the functionality of the analyzer in question in the interface guide to determine exactly what needs to be tested.
  • Process Details Go-LiveTesting ADT/Results interface Again the bulk of the testing needs to be done through the hospitals POCC and the LIS analyst to determine if there is an unexpected error in their workflow or to determine what needs to be changed to cause a result to post. We can only mimic their ADT and Results interface according to the ISW that was sent to us. If it is created to ISW specifications and still not posting or if there is an error in workflow, they will need to determine the issue and form a resolution.
  • Process Details Go-Live All resources should be available to respond on this day. Issues to watch out for include but are not limited to1. Invalid patient errors Occurs because the patient information was not sent to the meter for validation. Look to the ADT log to confirm the patient was sent into the system with an admit, the confirm routing table is set up correctly.
  • Process Details Go-Live2. Invalid operator errors uncertified operator errors Occurs when the operator in question has not been pushed to the meter. This could be because the operator is not in the system, the operator is not certified in the system, communication problems are happening with the meter when trying to communicate with the software or operator list is not being pushed to the meter.
  • Process Details Go-Live3. Results not passing to LIS If the POCCs are not seeing their results pass to the LIS you will have to look in the software to determine the exact issue. Please consult the Run Anomaly list for further details.
  • Process Details Recap - Q and AAny Questions? Additional topics for discussion Overcoming roadblocks Add-ons Underpowered servers Non responsive stakeholders CLEW updates