Planning an Information Systems ProjectA Toolkit to help ICT and global health professionals communicate

Kate WilsonSeptember 19, 2013

April 20, 2023

Why do so many health information systems fail?

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Typical barriers and pitfalls of information system projects• Taking shortcuts; not investing in problem scoping, system analysis

and design.• Not taking a user centric design approach or misunderstanding user

interests.• Building a pilot that has not planned for future scale, scope and

context.• Underestimating budget and schedule.• Failing to document and evaluate results, impact, and value of

pilots.• Lacking staff capacity and resources to plan and sustain information

system project.

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Solution: A practical guide for planning an information systems project

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Toolkit developed by PATH and the World Health Organization that provides decision-makers with specific, step-by-step guidance on planning an information systems project.

Step 1: Define outcomes

Make a clear case for how an information system can help strengthen the health system.•How should you define the scope?•How will you measure success?

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Step 2: Form your team

Information systems are a combination of people and technology.•What skills and roles are required? •What skills are available?•Who are your stakeholders and what to they care about?

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Project Functions

Step 3: Define what your system needs to do

Define and document user requirements to help mitigate the risk of misunderstanding and ensure that design meets needs.•Define business processes.•Analyze processes for how the system can improve efficiency and accuracy.•Define functional and non-functional requirements.

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QUESTIONS?

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Step 4: Find the right solution

• What systems and standards already exist?

• Infrastructure, information, and functional architectures

• How do you evaluate different systems and select the best fit for your needs?

• Find out what others are doing.• Evaluate benefits and risks.• Build or buy? Open-source or

proprietary?• Total cost of ownership?

• Find a solution that matches requirements.

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Step 5: Select the right vendors

How do you make sure you select the best providers of technical services?•Issue a request for proposal, clearly specifying criteria and requirements.•Evaluate merit of proposals; create a short list and request interviews, demonstrations, etc.•Evaluate cost of proposals.•Make contract or memorandum of understanding.

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Step 6: Estimate implementation and operating costsTotal cost of ownership: how much will your project cost to pilot, scale, and maintain?•Understand variables and drivers of cost.

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Cost profile of a typical information systems project

Step 7: Create an implementation plan

How long will it take to develop, pilot, and scale up?•Define work plan.•Track milestones for progress.•Maintain accountability and assess team performance.

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Step 8: Understand and manage project risks

What can go wrong and how can you plan for and manage it?•Avoid risk•Transfer risk•Mitigate risk•Accept risk

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QUESTIONS?

Thank you very much for your time.

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