Professional Documents
Culture Documents
Solution-Mapping
Parallel Run
Data Migration
Jointly-Done
Client
21CI
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
Project Progress
BPC
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 21CI Team Composition PM Functional Consultants
Senior Management
PM Function / Department Heads IT Resources
Business Process Consulting
Pre Requisites Availability of above Team Members Document of AS IS Processes (preferred) Infrastructure Requirements
TWO 10 Seater Conference Rooms with White Board, Markers, Projector, Laser Printer in each Typical Timeline: BPC About a Month
Project Progress
Solution Mapping
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 Expected Team Composition of Customer Key Users PM Function / Department Heads Pre Requisites
Solution-Mapping
Availability of AS IS Details
List of Equipments finalized & technical manual available. Infrastructure Requirements TWO 10 Seater Conference Rooms with White Board, Markers, Projector, Laser Printer in each
PC / Laptop for users to create master data in excel templates Typical Timeline: 1-2 Months
Project Progress
Pre Requisites Business Blueprint & Solution Mapping signed off. Sample / Large Part of Master data available Typical Timeline: 1-2 Months
Delivery of Configured System
Project Progress
IT Resources 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
Infrastructure Requirements TWO Conference Rooms with White Board, Markers, Projector, Laser Printer in each, Internet access, PCs 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
Project Progress
Infrastructure Requirements Training Room as per above specification Typical Timeline: 15 days to a month
Project Progress
Intimation to 21CI of Training Completion. End Users availability Availability of IT Resources Infrastructure Requirements Training Room as per above specification Typical Timeline: 2 -4 days
Project Progress
Master data 100% Complete Lab Equipments available and ready to be interfaced. Imaging Modalities available and ready to be interfaced. Infrastructure Requirements Infrastructure specified for Production Environment available and ready to use.
Project Progress
Data Migration
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 Expected Team Composition of Customer IT Resources End Users 21CI Team Composition Techno Functional Consultants PM
Key Users
PM
Data Migration
Pre Requisites Data Availability IT Team Infrastructure Requirements 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.
Project Progress
Go Live
Go Live
Expected Team Composition of Customer IT Resources End Users Key Users Pre Requisites Parallel Run Signed off Data Migration Completed & Accepted. Typical Timeline: 1 Day in a big bang approach : 1 Day per Module in a modular approach Deliverables Live System 21CI Team Composition PM Functional Consultants Techno Functional Consultants
GO LIVE
Project Progress
IT Resources
End Users Key Users PM Pre Requisites Go Live Key Users availability
Onsite Post live Support
IT Team availability Infrastructure Requirements Support Room available for the work area of 21CI Consultants Typical Timeline: 15 Days
Project Progress
Project Progress
Project Governance
Project Sponsor
Client IT Manager
Project Head
Client IT
Ensure quality and timely deliverables Provide guidance and system knowledge to Client team Regular status and activity reporting and maintaining required matrices information
Support during end user training and hand holding after Go-live
Maintain Issue log and update status
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 the Change Management process. Any additional system functions, business processes, source systems, etc. identified during the project may increase the overall project cost and/or timelines. No changes to Standard 21CI Apex Enterprise Health Information System basic code. Exceptions to this would be discussed and agreed in the Project Steering committee as it can have adverse effect on 21CI Apex Enterprise Health Information System support and maintenance. Project deliverables, if impacted due to external factors (Hardware issues, Software issues & manpower issues) would result in scope change 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 result in a scope change request & would have implications on the timelines & the associated costs.
Assumptions 3
Management of the Clients Project Team
It is assumed that the Management of the Clients 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 Clients Project Team, and therefore will not be liable for any delays incurred by the Clients 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.
Risk Description
Impact
Probability
Mitigation 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) Solution Mapping Document will be forwarded to Functional Heads for their validation and identification of Gaps if any.
All sub-processes not communicated or communicated with some gaps during Solution Mapping by key Users
Low
Some of the sub-processes being used in other branches not communicated during Solution Mapping exercise
Low
High
Master data should be prepared in advance and validated by two / three people.
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 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. 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
Medium
High
Medium
Medium to High
Risk Description
Impact
Probability
Mitigation 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 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 1. Data Base Password shall be with one or two knowledgeable people 2. Daily Backup shall be taken / tested and preserved properly. 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 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.
Low
Medium to High
High
Low
Deletion of Database
High
Low
Server Crash
High
Low
High
Low