21CI's Implementation Methodology

21CI’s Project Implementation Methodology

Jointly-Done Client 21CI

PSC Review

To finalize solution

Project Steering Committee

- PSC Formation &

Orientation

Business Process

Confirmation

User Acceptance

Test & sign off

End User

Training

End User

CertificationGO LIVE

Onsite Post

live Support

Site Handover &

Project Closure

Parallel Run Data Migration

Master data Preparation

Configure System

Delivery of

Configured System

Key User

Training

Solution-Mapping

PSC and Project Team Formation & Orientation


PSC Formation &

Orientation

Project Progress

PSC and Project Team Formation & Orientation

Scope Reconfirmation, Plan Preparation & Presentation

Expected Team of Customer

• Senior Management

• Function Heads

21CI Team Composition

• Account Head

• Delivery Head

• PM

Pre Requisites

• Senior Management & Key Users

availability

Deliverables

• Project Plan including resource

requirement plan

• Project Team

• Presentation of Kick-Off Meeting

Infrastructure Requirements

• 15 Seater Conference Room with White Board, Markers, Projector

Typical Timeline: 1 Day

BPC

Project Progress

Business Process Confirmation

• Understand Existing Processes

• Recommend ICT Enabled Process Improvements & Finalize TO Processes &

Policies

• Business Process Blueprint Preparation by 21CI Consultants & Acceptance by

Customer

Expected Team Composition of

Customer

• Senior Management

• PM

• Function / Department Heads

• IT Resources


• PM

• Functional Consultants

Pre Requisites

• Availability of above Team Members

• Document of AS IS Processes (preferred)

Deliverables

• Business Process Blueprint


• TWO 10 Seater Conference Rooms with White Board, Markers, Projector, Laser

Printer in each

Typical Timeline: BPC – About a Month

Business Process

Consulting

Solution Mapping

Project Progress

Solution Mapping

• Understand Existing Activity Details - Documents, Reports, MIS, Screens with

Sample Data for clarity of discussion

• Orient on the new system in light with the TO BE Processes & above understanding

• Identify Gaps & Approach to resolve the same by Workarounds, Customization

• Finalize the TO BE Solution


Customer

• Key Users

• PM



• PM


Pre Requisites

• Availability of above Team Members

• Availability of AS IS Details –Documents, Reports, MIS, Screens,

Sample Data for clarity of discussion

• List of Equipments finalized &

technical manual available.

Deliverables

• Solution Mapping Document


• TWO 10 Seater Conference Rooms with White Board, Markers, Projector, Laser

Printer in each

Typical Timeline: BPC – 1 to 1.5 Month & SM – 1 month

Solution-Mapping

Master Data Preparation

Project Progress

Master Data Preparation

• Orientation on Master Data Templates

• Users to Create Master Data in Excel Sheets

• Update / Upload Master Data in the system


Customer

• Key Users

• IT Resources



• Techno Functional Consultants

Pre Requisites

• Key Users availability.

• Master data availability

• Availability of IT Resources

Deliverables

• Master Data List

• Master Data Templates


• PC / Laptop for users to create master data in excel templates

Typical Timeline: 1-2 Months

Master data Preparation

Configure System & Delivery of Configured System

Project Progress

Configure System & Delivery of Configured System – Off Site

• Prepare Traceability Matrix for each module

• Prepare Client specific Acceptance Test Plan

• Configure / Customize the system

• Test and Release the Configured system


Customer



Pre Requisites

• Business Blueprint & Solution Mapping

signed off.

• Sample / Large Part of Master data

available

Deliverables

• CD containing the configured licensed

software and the database

Typical Timeline: 1-2 Months

Delivery of

Configured System

Configure System

Key User Training & UCT

Project Progress

Key User Training & UAT

• Train the Key Users

• Access the training by quizzes / Tests

• Conduct UCT based on scenarios finalized during solution mapping


Customer

• Key Users

• IT Resources

• PM



• PM

Pre Requisites

• Key Users availability.

• Key Users continued from Solution

Mapping stage

• Large part of master data is complete.

Deliverables

• KUT - Training Manual & attendance

sheets

• UAT Sign off


• TWO Conference Rooms with White Board, Markers, Projector, Laser Printer in

each, Internet access, PC’s connected to the Test / Main Server to run the

application

• Infrastructure specified for Test Environment available and ready to use.

• Gadgets agreed during solution mapping are procured & installed

Typical Timeline: 1.5 to 2 month

Key User Training

User Confirmation

Test & sign off

End User Training

Project Progress

End User Training

• Key Users to train the End Users

• Inform 21CI on completion of training


Customer

• End Users

• Key Users

• IT Resources



Pre Requisites

• Trained Key Users availability.

• End Users availability


Deliverables

• Training Attendance Sheet

• Intimation to 21CI of Training

Completion


• Training Room as per above specification

Typical Timeline: 15 days to a month

End User Training

End User Certification

Project Progress

End User Certification

• Test the End Users

• Certify End Users


Customer

• End Users

• Key Users

• IT Resources

• PM



• PM

Pre Requisites

• Intimation to 21CI of Training

Completion.

• End Users availability


Deliverables

• End User Training Certificate


• Training Room as per above specification

Typical Timeline: 2 -4 days

End User

Certification

Parallel Run / Dry Run

Project Progress

Parallel Run / Dry Run

• Parallel Run in the Training Environment

• Parallel Run in Production Environment


Customer

• End Users

• Key Users

• IT Resources

• PM



• PM

Pre Requisites

• Master data 100% Complete

• Lab Equipments available and ready to

be interfaced.

• Imaging Modalities available and ready

to be interfaced.


• Infrastructure specified for Production Environment available and ready to use.

• Gadgets agreed during solution mapping are procured & installed

Typical Timeline: 2 Weeks

Parallel Run

Data Migration

Project Progress

Data Migration

• Data Migration Strategy

• Key Users & IT to Prepare Data as per strategy

• Map the Fields and Import data

• Test & verify the Imported data


Customer

• IT Resources

• End Users

• Key Users

• PM



• PM

Pre Requisites

• Data Availability

• IT Team

Deliverables

• Migrated Data as per Migration

Strategy


• Production Server available for use.

Typical Timeline: 2 -6 days

Note: Data Migration is not relevant in a Green Field project if the Site

goes live from the launch date.

Data Migration

Go Live

Project Progress

Go Live


Customer

• IT Resources

• End Users

• Key Users


• PM



Pre Requisites

• Parallel Run Signed off

• Data Migration Completed & Accepted.

Deliverables

• Live System

Typical Timeline: 1 Day in a big bang approach

: 1 Day per Module in a modular approach

GO LIVE

Post Live Support

Project Progress

Post Live Support

• On Site Support to Key Users & IT


Customer

• IT Resources

• End Users

• Key Users

• PM


• PM


Pre Requisites

• Go Live

• Key Users availability

• IT Team availability

Deliverables

• Support Log


• Support Room available for the work area of 21CI Consultants

Typical Timeline: 15 Days

Onsite Post

live Support

Site Handover & Project Closure

Project Progress

Site Handover & Project Closure

• Prepare Project Closure document

• Conduct Closure Meeting

• Signoff on Project Closure


Customer

• PM


• Key Users

• IT Resources


• PM


Pre Requisites

• Project Head

• Key Users

• IT Team

Deliverables

• Handover Document.


• 15 Seater Conference Room with Projector

Project Governance

Project Sponsor

Chief Executive Officer

Client

Key Users

Client

IT

21CI

Business

Analyst

21CI

Implementation

Consultants

21CI

Configuration

Consultants In India

Project Steering Committee (PSC)

Client 21CI

CEO, CFO

& CIO

CEO, Consultant

(PM) & Head –

Implementation

Project HeadClient

IT Manager21CI

Senior Project

Manager

Project Organization – Roles & Responsibility


To provide direction to project and take policy decisions

Review Project status against plan

Authorize any changes to project plan

Authorize and drive Change Management

Empower Project Team

Control and confirm Project Scope


Client Project Head / 21CI Project Head

Responsible for overall Success of the project on-

time and within budget

Prioritize and provide required infrastructure

Report Project status and escalate risks and critical

issues to PSC

Manage & provide required information and policy

decisions on time

Manage operational project tasks and activities

Maintain and manage Project reporting matrices

Ensure availability of resources

Ensure availability of Key Users / Consultants

Managing Change Control


Client: Key-Users

They are owners of new system and processes

Provide/ confirm detailed Business Information

about Processes

Validate and confirm Solution Mapping Document

Provide complete and validated Master Data

Conduct End user training and provide Ist line of

support after Go-live

Prepare detailed User Confirmation test cases /

data and conduct User Confirmation Test (UCT)

Sign-off confirmation after successful UCT


Client: IT Team

Provide/confirm detailed Business Information

about Processes along with Key Users

Validate and confirm Solution Mapping Document

Conduct End user training and provide Ist line of

support after Go-Live

Prepare detailed User Confirmation test cases /

data and conduct User Confirmation Test (UCT)

Sign-off confirmation after successful UCT

Provide required IT and other infrastructure

Manage installation of required IT infrastructure and its operations

Extract, transform and validate existing Master, history data and provide as per requirements for

uploading to new system

Co-ordinate with LOBs for Key Users availability

Participate and learn in Configuration / Customerization of System

Configure / Customerize the systems for all LOB locations after initial implementation by 21CI


21CI Business Analyst

Recommend and finalize good clinical & business

practices, business processes and policies TO BE

incorporated

Prepare Solution Mapping draft consisting of final

documents

Ensure quality and timely deliverables

Provide guidance and system knowledge to Client

team

Regular status and activity reporting and

maintaining required matrices information

Policies

Processes

Input Screens

Outputs & report layouts

Gap analysis


21CI Implementation Consultant

Facilitate and conduct UCT

Conduct Key user training

Support during end user training and hand holding

after Go-live

Maintain Issue log and update status


21CI Configuration Consultant

Configure the system as per Solution Mapping

Document

Train Client IT team on 21 CI IT team on

configuration

Upload Master Data provided by Client

Test the System functions meeting Solution

Mapping Document

Support Implementation team after delivery of

configured system until hand over to Help Desk

team

Assumptions

General Assumptions

• Client will provide the necessary IT infrastructure, manpower resources and timely decisions and sign-offs

required for the smooth implementation of the 21CI Apex Enterprise Health Information System.

• Client will adhere to the 21CI Rapid Implementation Methodology (RIM) to ensure effective implementation

of the 21CI Apex Enterprise Health Information System as per schedules decided jointly by the management

teams of both sides. Client will ensure active involvement of top and operational management and key users

in the implementation process.

• It is understood that customization, if any, would be undertaken by 21CI only after it is ratified at the highest

level within Client and 21CI. 21CI reserves the right to refuse customization, which in its opinion would

compromise on the stability or data integrity of the 21CI Apex Enterprise Health Information System.

• If the project has to be extended / kept on hold due to non-availability of Users or infrastructure requirements

from the Client, 21CI could discuss this with the Client Project Head and withdraw a few / all team members

for a period that is mutually agreed upon.

Assumptions 2

• Any additional system functions, business processes, source systems, etc. identified during the project would be handled through theChange Management process.

• Any additional system functions, business processes, source systems, etc. identified during the project may increase the overallproject cost and/or timelines.

• No changes to Standard 21CI Apex Enterprise Health Information System basic code. Exceptions to this would be discussed andagreed in the Project Steering committee as it can have adverse effect on 21CI Apex Enterprise Health Information System supportand maintenance.

• Project deliverables, if impacted due to external factors (Hardware issues, Software issues & manpower issues) would result in scopechange request. This would have cost & timeline implications.

• There would be no breaks in the Project. If there are breaks in the Project due to factors beyond the control of 21CI then it would resultin a scope change request & would have implications on the timelines & the associated costs.

• 21CI would be suitably represented in the Steering Committee.

• The scope does not cover any customization effort.

• Project team (21CI & Client) will have access to the system & relevant processes during the concurrency of the project.

• 21CI consulting business is prone to normal attrition rate. 21CI at its own discretion may engage partner resources, as & when theneed arises.

• Based on progression of the project, 21CI reserves the right to suitably increase or decrease the number of consultants, withoutaffecting the deliverables.

Assumptions 3

Management of the Client’s Project Team• It is assumed that the Management of the Client’s Project Team will be done by the Client Project

Head. As such, 21CI will not be responsible for the deliverables, quality of work, or any other

related issue to the work of the Client’s Project Team, and therefore will not be liable for any delays

incurred by the Client’s Project Team.

Training Assumptions• All training will be conducted on-site or as otherwise indicated. It is assumed that the CLIENT shall

make arrangements to provide a training room, and facilities to conduct the training such as

terminals, connectivity to Servers, Overhead Projector and whiteboard/Markers.

• This training does not include any delivery of any prerequisite training identified by the training plan.

• Course materials (One set soft & hard copy) will only be provided in the English language.

• Any changes to the number of Key users (i.e. maximum of 10 Key users per module) to be reviewed

by 21CI.

Assumptions 4

Technical Assumptions

• Data Conversion and Migration

• Being a brown field project, 21CI assumes that there will be Data conversion of key masters

as also important summary transactional data during migration.

• Interfaces

• Interfaces to External Applications except for Integration with Financial Accounting and Human

Resources are excluded from the scope of this proposal.

• Constraints and Dependencies

• The Constraints and Dependencies for the successful completion of this proposal are

presented below:

• Availability of required infrastructure for carrying out the activities at the Client sites.

• Availability of appropriate Client resources for the project.

• Prior Training of Core team members

• Availability of data in the required format.

Risk & Mitigation Plan

Risk Description Impact Probability Mitigation

All sub-processes not communicated or

communicated with some gaps during Solution

Mapping by key Users

Medium (Some of the

functionality may not be

configured in the system)

Low

Multiple presentations to Key users, Functional heads to be

made.

However it will still help if additional knowledgeable users go

through the Solution Mapping Document and Identify the

gaps or variations (if any)

Some of the sub-processes being used in other

branches not communicated during Solution

Mapping exercise

Low (Some of the functionality

may not be configured in the

system)

LowSolution Mapping Document will be forwarded to Functional

Heads for their validation and identification of Gaps if any.

Master Data incomplete or inaccurate

Medium to High ( Wrong

information or decision making /

Inaccurate Billing in case of

inaccurate service pricing /

discounts

HighMaster data should be prepared in advance and validated by

two / three people.

Insufficient Knowledge by Key Users after training Medium Medium

Key User with good process knowledge and good

communication skills shall go through the training and shall

continue practicing after their training. Shall clarify all the

doubts till confident. Testing of Key users is planned to

mitigate this risk

Non availability of End users for Training Medium High

Being 'just sufficient' people in most organizations, it may not

be possible to release all the people for training. It will help if

the shift timings are aligned from the end user training till Go

Live.

Insufficient Knowledge by End Users after training Medium Medium to

High

End Users shall continue practice after training and also Key

users shall support the End Users for one week after Go-Live.

This period shall help End Users to gain sufficient experience

High | Med | Low

Risk & Mitigation Plan

Risk Description Impact Probability Mitigation

EMR not being used by Doctors / Nurses LowMedium to

High

Complete patient details will not be available for future

diagnosis and manual records will be required to be

maintained. Management need to contnuously convince the

Doctors to fill the required information and worst case Data

Entry Operators may be used at very busy Doctors

Hard Disk Crash High Low

1.Daily backup shall be taken on Tape media and tested

properly and preserved to restore in case of such crash.

2. Hard Disk shall be configured in Mirrored image form (RAID

1) or RAID5) 3. Manual Process

shall be initiated till the time New Hard disk is installed and all

manual records shall be entered

Deletion of Database High Low

1. Data Base Password shall be with one or two

knowledgeable people 2. Daily

Backup shall be taken / tested and preserved properly.

Server Crash High Low

1.Daily backup shall be taken on Tape media and tested

properly and preserved to restore in case of such crash.

2. Manual Process shall be initiated till the time New Hard

disk is installed and all manual records shall be entered

Malacious act by an Individual High Low

Proper validation mechanism shall be in place to get

information from any individual, in case the person finds any

deviation in atleast key and important Data. Printing Facility

for EMR, MIS and other Patient related data etc. shall be

limited.

High | Med | Low

21CI's Implementation Methodology

Documents

Transcript of 21CI's Implementation Methodology