WBS for WUF Telemedicine Project

1 Initiation
1.1 Project Initiation Request completion
1.2 Budget
1.2.1 Create Budget from the template
1.2.2 Budget Review/Approval
1.3 Charter
1.3.1 Draft Charter body
1.3.2 Charter approval from Sponsor
1.4 Kick-off Meeting
1.4.1 Distribute Charter to the Team
1.4.2 Conduct Kick-off Meeting
1.4.3 Charter Review Approval
1.5 Initiation Phase Complete
2 Planning
2.1 Project Plan
2.1.1 Create Plan
2.1.2 Obtain tasks and estimates from project team and update plan
2.1.3 Distribute Plan to the Team obtain feedback
2.1.4 Conduct plan review meeting
2.1.5 Approve Project Plan
2.2 Planning Phase Complete
3 Requirements
3.1 Workflow and Process Integration
3.1.1 Determine Telemedicine Workflow for Teleconsults at University site
3.1.1.1 Create process flow of current and future state
3.1.1.1.1 Conduct focus group with Obstetrics Clinicians and Nurses
3.1.1.1.2 Determine ancillary departments affected
3.1.1.1.3 Conduct meetings to determine workflow changes needed involving these participants
3.1.1.1.4 Communicate change to all stakeholders
3.1.1.1.5 Publish description and diagrams of workflow
3.1.2 Determine telemedicine workflow for teleconsults at health departments
3.1.2.1 Conduct focus groups at each participating health department with entire affected staff
3.1.2.2 Print workflow diagrams and instructions for training and future reference
3.1.2.3 Develop and publish Roles and Responsibilities for training heallth department staff
3.1.3 Develop referral process
3.1.3.1 Publish central phone and web contact information and distribute to health departments
and regional providers
3.1.3.2 Print referral process checklist for health departments
3.1.3.3 Develop checklist of steps to be completed by University scheduler prior to scheduling
appointment
3.1.3.4 Develop interface with existing scheduling software
3.1.3.5 Identify EMR process for documenting steps in EMR
3.1.3.6 Define consent form and consent protocol
3.2 Regulatory Compliance
3.2.1 Establish who can have access to data
3.2.1.1 Create list of clinicians who can access in the area
3.2.1.2 Make sure they are properly licensed by the state
3.2.2 Define the guidelines and protocol during the viewing of the data
3.2.1 List all clinicians who are viewing a scheduled telemedicine session
3.2.2 Attain permission/waiver from patient if clinician not listed will be viewing the data
3.2.3 Define liability issues in accordance to state laws
3.2.3 Develop a secure system for the storage of data
3.2.3.1 Develop a separate ID system for data attained via telemedicine
3.2.3.2 Store in already establish storage system within the facility
3.2.3.3 Determine file storage needs and requirements (current and future)
3.2.3.4 Determine data backup needs (offsite, redundancy, disaster, etc.)
3.2.3.5 Determine needs for providing patients with electronic version of data if required
3.2.3.6 Determine auditing protocol
3.3 EMR and Scheduling Integration Software
3.3.1 Determine EMR and scheduling stakeholders
3.3.2 Schedule requirements gathering interviews
3.3.3 Conduct interviews
3.3.4 Document requirements and review with stakeholders
3.3.4.1 Scheduling interface requirements (university)
3.3.4.2 Patient registration and check-in requirements (health departments)
3.3.4.3 Cisco Vitals Software interface requirements
3.3.4.4 Verify that Cisco software and third-party medical devices meet requirements
3.3.5 Produce mockups with hyperlink to requirement(s)
3.3.6 Review requirements document (including mockups)
3.3.7 Requirements Sign off
3.4 Hardware (Cisco Healthpresence)
3.4.1 Determine network needs
3.4.2 Determine physical location needs for each health department
3.4.2.1 Conduct site visit at each health department to determine readiness
3.4.2.2 Determine room layout specifications
3.4.2.3 Determine temperature control needs
3.4.2.4 Determine networking infrastructure needs
3.4.3 Determine physical location needs for hospital
3.4.3.1 Determine locations for telemedicine consult rooms
3.4.3.2 Determine room layout specifications
3.4.3.4 Determine temperature control needs
3.4.3.5 Determine networking infrastructure needs
3.4.4 Complete pre-qualification checklist from Cisco
3.4.4.1 Design report metrics
3.4.4.2 Program reporting features
3.4.4.3 Establish reporting dashboard for executive-level users
3.4.5 Incident Notification/Escalation Protocol
3.4.5.1 Determine protocol
3.4.5.2 Create management portal
3.4.5.3 Establish help ticket information
3.4.5.4 Determine acceptable timeframes
3.4.5.5 Create incident reports
3.4.6 Patches and Release Management
3.4.6.1 Determine release schedule and downtime
3.4.6.2 Create maintenance plan
3.4.6.3 Create maintenance notification messaging
3.4.6.4 Determine protocol for locking equipment, rooms
3.4.6.5 Determine login and timeout requirements
3.5 Provide high level milestone dates to PM
3.6 Requirements Phase Complete
4 Design Phase
4.1 EMR and Scheduling Integration Software Design
4.1.1 Architecture design review
4.1.1.1 Tech specs
4.1.1.2 Physical class models
4.1.1.3 Physical data model
4.1.2 Write Technical Specs
4.1.2.1 UI tech specs
4.1.2.2 Business Layer tech specs
4.1.2.3 Data Layer tech specs
4.1.3 Technical design review
4.1.4 Technical design sign off
4.1.4.1 Test Plan Documented
4.1.4.2 Test Cases Developed
4.1.5 Complete/update dev project plan
4.1.6 Create detailed design plan
4.1.7 Develop network implementation plan
4.2 Hardware Design
....
5 Cisco HealthPresence Hardware Implementation
5.1 Network Setup
5.1.1. Encryption setup
5.1.2 Wiring Closet setup and connection
5.2 Hardware installation in each facility
5.2.1 Install telepresence video screens
5.2.2 Install telephone equipment
5.2.3 Install cameras
5.2.4 Install medical instruments
5.2.5 Install ultrasound machine
5.2.6 Install ePrescription printer
5.2.7 Ensure connectivity between devices and wiring closet, central hub, etc.
5.3 Hardware configuration
5.3.1 Configure settings for each facility based on requirements and physical environment
5.3.2 Lighting configuration
5.3.3 Telephony settings
5.3.3.1 Speed dial settings
5.3.3.2 Dialing buttons
5.3.3.3 Create directory services for all facilities
5.3.3.4 Volume control
5.4 Room Readiness
5.6 System testing
5.6.1 Connectivity testing within and between facilities
5.6.2 Pilot testing
6 EMR and Scheduling Integration Software Development
6.1 Develop functionality for each build
6.1.1 Develop functionality for each related group of functionality
6.1.1.1 Develop User Interface
6.1.1.2 Create business logic
6.1.1.3 Conduct unit testing
6.1.1.4 Conduct code review
6.1.1.5 Perform integration testing
6.1.2 Deploy build to Quality Assurance (QA)
6.2 Development Code complete
6.3 Determine defects and make fixes
6.3.1 Determine technical defects
6.3.1.1 Remedy technical defects
6.3.2 Deploy defect fixes to QA
6.3.2.1 Verify defect fixes
6.4 Functional QA sign off
6.5 Load testing
6.5.1 Prepare environment for load test
6.5.2 Determine defects from load testing
6.5.3 Update code to remedy defects from load testing
6.5.4 Deploy defect fixes to QA
6.5.4.1 Create build document
6.5.4.2 Review developer checklist
6.5.5 Deployment to UAT
6.5.6 Sign off from Load testing
7 User Acceptance Testing (UAT)
7.1 Deployment to UAT server environment
7.2 User acceptance pilot end-to-end testing (scheduling, conduct consult, document)
7.3 UAT debriefing and feedback session
7.4 Sign off from users
7.5 Create deployment document
7.6 Review development checklist
7.7 Deployment to production environment
7.8 Establish Roles and Responsibilities of clinical and ancillary staff at University during
teleconsults
7.8.1 List responsibilities of Program Director
7.8.2 List responsibilities of nursing staff
7.8.3 List responsibilities of ancillary clinical staff
7.8.4 List responsibilities of IT personnel
7.9 Establish Roles and Responsibilities of clinical and ancillary staff at Health Departments
during teleconsults
7.9.1 List responsibilities of medical provider
7.9.2 List responsibilities of nursing staff
7.9.3 List responsibilities of ancillary staff
7.9.4 List responsibilities of IT liason

7.10 Define Users
7.11 On-site training of clinicians (1 day)
7.11.1 Explain in basic terms how the systems hardware and software work (1 hour)
7.11.2 Explain how to use the equipment (1.5 hours)
7.11.3 Explain how to interpret the data (1.5 hours)
7.11.3 Explain how to properly store the data (1 hour)
7.11.4 Quiz (1 hour)
7.11.5 On-line refresher course every 90 days
8 Community Outreach
8.1 Family Practice (2 weeks)
8.1.1 Acquire list of family practices (1 days)
8.1.2 Mail letters to practices explaining the program and referral information (2 days)
8.1.3 Attend county medical association meetings and explain the program (1 week)
8.1.4 Place notices in medical association newletters (3 days)
8.2 Health Dept (3 days)
8.2.1 Post fliers in plain site (1 day)
8.2.2 Post information on website (1 day)
8.2.3 Post in newsletters (1 day)
8.3 Marketing/Advertising (5 weeks)
8.3.1 Place posters in medical clinics and pharmacies (1 week)
8.3.2 Place ads in local newspapers (2 weeks)
8.3.3 Record radio spots for local radio stations (2 weeks)
9 Project Close-Out
9.1 Lessons Learned
9.2 Close out Documentation
9.3 Project Closure Phase Complet