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Systems analysis
 

Systems analysis

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2013 research workshop of the Philippine General Hospital Department of Medicine

2013 research workshop of the Philippine General Hospital Department of Medicine

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    Systems analysis Systems analysis Presentation Transcript

    • Systems AnalysisIris Thiele Isip Tan MD, MSc, FPCP, FPSEMAssociate Professor, UP College of MedicineChief, Medical Informatics Unit28 May 2013Monday, May 27, 13
    • Systems arecreated tosolve problemsThe Systems Approachis an organized way ofdealing with a problem“Lego gears” by Sonny Abesamishttp://www.flickr.com/photos/enerva/4302079406/Monday, May 27, 13
    • A system is a collection of componentsthat work togetherto realize some objectives.Monday, May 27, 13
    • A health system consists of all organizations,people and actions whose primary intent is topromote, restore or maintain health.- WHOSick patientDepartment of MedicineWell patientMonday, May 27, 13
    • http://www2.fraserhealth.ca/media/how%20hazardous%20is%20healthcare%202.jpgMonday, May 27, 13
    • Systems analysisHelp manage and reduce risks by identifying hazardsso they can be controlled through good designCompletely understand the system- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
    • - Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsKey systems termsSystem element: anythingthat is part of a particularsystem Ex. Medicationadministration system - patients,medications, administering nurses,administration record, stock room,patient room, identification bandSystem attribute: perceivedcharacteristics of the systemEx. error-free, time consuming,chaotic, high qualitySystem boundary: zonesbetween one system andanother (time, space, processor hierarchy)System input: anythingnecessary to energize the systemEx. nurses who administer drugs,physician orders, pharmacy dispensingTransformation: processes thatturn inputs into outputs; actionsin the system Ex.The action ofadministering medication to a patient isa transformation of an input (i.emedication) into an output (i.e. amedicated patient).Outputs: results oftransformationUnit operation: simple input-transformation-output processthat does not contain any otherinput-transformation-outputprocessesMonday, May 27, 13
    • Step 1Decide what system will be the subject of the analysis.- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
    • Step 2Produce a preliminary work system map.The purpose of this map is to identifyinputs and outputs relevant to the system.- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
    • Shinder et al. BMC Health Services Research 2012Monday, May 27, 13
    • • What technology is used• What policies and rules (internal to the unit and externalto the organization) are involved in determining how,when, why or where a step is executed• What supervision is involved in the step• What environmental factors (e.g. lighting, noise,vibration) might affect the step or how it is executed• What other people might influence the execution ofthis step or determine whether the step takes place• What information is needed for the execution of thisstepWork system map- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
    • Step 3Use the preliminary work system map to determinewho should be represented on the teamthat will carry out the analysis.- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsTeam membersCommunicate with frontline employeesProvide inputsReceive outputsAssume responsibility for various parts of the processExpert in systems analysis to guide the processMonday, May 27, 13
    • Step 4Conduct an initial scan of the system.First, study the preliminary work system mapand gauge accuracy.Second, scan the horizon.- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
    • • What other people take part in this system? Where dothey come from: other units or temporary agencies? Areother people who provide information relevant to thesystem?• What other technologies, tools or equipments areused in this process? Where do they come from? Who isresponsible for maintaining them?• What other policies or regulations are relevant to thesteps in this process? Who develops them? Whoenforces them?• What other organizational variables, such as rewardsystems or communication systems, affect theperformance of this process? Who is in charge of this?Guide questions for initial scan- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
    • • What other jobs or tasks affect the performance ofthe steps in the process? Who carries out these jobs?Who is responsible for them?• What other environmental factors impact thesystem?• What people, technologies, tools, equipment,processes and/or jobs are impacted by the processunder study?Guide questions for initial scan- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
    • Scan the horizon ...Investigate any pending decisions, policies orregulations, internal or external to the organization,that could impact the system.- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsDetermine if any internal process changesare planned and if any new technologiesare scheduled for implementation.Monday, May 27, 13
    • Step 5Put boundaries on the system under study.process, hierarchical, temporal and spatial- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsStep 6Determine performance expectationsfor each step in the system.safely, quickly, within 15 minutesMonday, May 27, 13
    • Step 7Formal data collectionRevise and update the work system map.Gauge the current performance of the system.Determine baseline measures that will be usedto evaluate the effectiveness of redesign.- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsStep 8Analyze the collected data.Identify weaknesses, variances, and any series of eventsthat could cause the system to fail.Prioritize the identified problems for redesign.Monday, May 27, 13
    • Step 9Develop a hazard control matrix.- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
    • Step 10Conduct a system analysis on the redesign hazard-control ideas that the team develops.Once completed, pilot testing and implementation can begin.- Karsh & AlperWork System Analysis: the Key to Understanding Health Care SystemsMonday, May 27, 13
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    • www.slideshare.net/isiptanMonday, May 27, 13