This document discusses the system selection process for health information technology systems. It describes the key steps as planning and analysis, design, implementation, and support/evaluation. The planning phase involves conducting a feasibility study, setting goals and budgets, and identifying stakeholders. A request for proposal is issued to vendors which describes functional requirements. Vendors then demonstrate proposed systems. A decision matrix is used to score and select the most appropriate system based on established criteria. Contract negotiation finalizes terms before implementation.

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Introduction to Information Systems for
Health Information Technology
Chapter 4: System Selection
© 2020 American Health Information Management Association

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Learning Objectives
Identify the steps in the system selection process
Develop the request for proposal
Explain how the decision matrix will assist in the most appropriate
selection for the healthcare entity
Collect data to be used in the systems analysis process

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Introduction, 1
System selection: Determining which information system will be
purchased
System development life cycle: Model used to represent the ongoing
process of developing (or purchasing) information system

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Introduction, 2
System development life cycle stages
• Planning and analysis
• Design
• Implementation
• Support and evaluation

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Planning and Analysis Phase, 1
Information systems strategic planning
• Process of identifying and assigning priorities to the application of information
technology that will assist an organization in executing its business plans and
achieving its strategic goals and objectives

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Planning and Analysis Phase, 2
Planning
Organizing the project
Defining scope of project
Systems analysis

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Planning and Analysis Phase—Planning, 1
Importance of planning
Lack of planning
Steps
• Conducting a feasibility study
• Setting the budget
• Setting the goals and objectives
• Identifying the project manager and team
• Obtaining buy-in from management and users

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Planning and Analysis Phase—Planning, 2
Feasibility study
• Does proposed system meet objectives?
• Evaluates code, benefits, issues
• Tangible benefits
• Intangible benefits
• Results of study determine if the facility should proceed

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Planning and Analysis Phase—Planning, 3
Setting the budget
• Selection and implementation expenses
• Costs of maintain system
• Software
• Upgrading infrastructure
• Hardware
• Training
• Renovations
• Project management

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Planning and Analysis Phase—Planning, 4
• Consultant expenses
• Travel expenses
Goals and objectives
• Based on business goals
• SMART methodology
• Specific
• Measurable
• Attainable
• Relevant
• Time-based

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Planning and Analysis Phase—Planning, 5
Project management
• Formal set of principles and procedures that help control the activities associated
with implementing a usually large undertaking to achieve a specific goal
Project team
• Represent multiple disciplines working on project
Project manager

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Planning and Analysis Phase—Planning, 6
Obtaining buy-in
• Management support
• Communication

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Planning and Analysis Phase—Planning, 7
Change management: Formal process of introducing change, getting it
adopted, and diffusing it throughout the healthcare facility
Reduce fears
Update staff on status

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Planning and Analysis Phase—Planning, 8
Organization of project
• Project
• Specific objective
• Series of activities
• Defined start and stop dates
• Deliverables

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Project Team, 1
Membership varies
Discuss project and issues
H I M frequently on team
Information systems project steering committee
• Chief information officer

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Project Team, 2
User task force
Vendor role
Consultant

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Project Team, 3
Project manager
• Budget
• Resources
• Negotiations
• Schedule

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Defining Scope of Project
Project definition
• Purpose
• Link to business strategy
• Goals and scope
Scope creep

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Project Plan
Tasks to be performed
• Components
• Feasibility study
• Resources
• Design
• Hardware and software procurement
• Transition
• Implementation
• Support and evaluation

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Project Management Tools
Gantt chart
Project evaluation and review technique chart
Project plan
Trouble tickets
Status reports

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Systems Analysis, 1
Collecting, organizing, and evaluating data on the healthcare facility and
the information that it needs
Functional requirements
Internal scanning
External scanning

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Systems Analysis, 2
Tools to gather data
• Questionnaire
• Interviews
• Structured
• Unstructured
• Semistructured
• Observations
• Flowcharts

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Design Phase
Build versus buy versus cloud computing

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Design Phase—Cloud Computing, 1
Advantages
• Collaboration
• Speed
• Mobility
• Privacy and security
• Decreased costs

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Design Phase—Cloud Computing, 2
Disadvantages
• Less control
• Scheduling maintenance and upgrades
• Rental

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Design Phase—Build
Built based on needs of organization
Takes long time to develop
Detailed planning required
Long-term maintenance
High development cost

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Design Phase—Buy
May not completely meet needs
• Alpha site
• Beta site

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Design Phase—Integrated versus Interfaced
Integrated
• Designed to work together
• Best of fit
Interfaced
• Interface
• Best of breed

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System Selection—Steps
Request for information
Request for proposal
Evaluation of proposed I S
Selection of I S
Contract negotiation

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System Selection
Request for information (RFI)
Request for proposal (RFP)

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System Selection—RFP, 1
Letter of introduction
• Bidders conference
Information for potential vendors
Description of system
• Functional requirements
• Mandatory
• Desirable
• Luxury

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System Selection—RFP, 2
Required format
Instructions
Sample documentation/contract/resumes
Vendor profile

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System Selection—RFP, 3
Testing requirements
System selection criteria
Training requirements
References

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System Selection—Evaluation of Proposed Systems
Onsite and online demonstrations
Site visits
Review of RFP
Reference checks

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System Selection—Selection
Quantifiable method
Point system
Weighted decision matrix

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System Selection—Contract Negotiation
Contract team
Win-win situation

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System Selection—Contract Negotiation: Clauses, 1
Software license
Delivery dates
Warranties and guarantees
Responsibilities of each party
The state whose laws govern the contract

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System Selection—Contract Negotiation: Clauses, 2
Cost
Milestones for payment
Force majeure
Software in escrow
Cancellation of contract

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System Selection—Contract Negotiation: Clauses, 3
Version of software to be installed
Penalties
Acceptance testing
Maintenance and updates
Training
Documentation